The Wilmark Dynasty’s Covid-19 Policies and Requirements
for participation in and attendance at Labor Day Weekend 2024
(Covid-19 Policy Attachment document)
August 29 - September 2 2024
 

All attendees agree to comply with ALL policies laid out by The Wilmark Dynasty and its Council, including but not limited to any policies regarding the wearing of masks, proof of vaccine, social distancing, and testing.  These policies and the waiver are currently as defined below, but may be adjusted anytime leading up to and throughout the event.  Your attendance at the event Labor Day Weekend 2024 (featuring the event: Casablanca Station) is an agreement to these policies, including any updates or changes.  

​

​As of March 1 2024, Delaware County, Pennsylvania was classified as an area of LOW Transmission for Covid-19 by the CDC.  Our policies and requirements are based on this information, but also reflect that the event will include attendees from multiple cities and varied means of transportation to the venue.  There will also be other hotel staff and guests present at the event, who are in no way subject to our requirements.  

 

 

​As of our official announcement (March 1 2024), these policies and requirements will include:

​

MANDATORY REQUIREMENTS:
 

1) All attendees MUST provide proof of a negative test for Covid-19, taken within 24 hours prior to their arrival at the venue, at the time of CHECK-IN.   Proof will be defined by a clear photo of a negative test result; the photo must include your legal name/ID.  Anything which includes your legal name will suffice, this could be a driver’s license or other photo ID or a piece of mail with your name, etc.  

​

• You may wish to include a time-stamp or other proof of date/time in case your photographic proof comes into question. 
   

• The Wilmark Dynasty will keep a record that a member of the Council has witnessed the evidence, but will not retain a photo or scan or any other copy of the evidence for reasons of privacy.  
   

• Any participant arriving to the venue prior to CHECK-IN will be asked to furnish this proof upon their early arrival to the event space.  
   

• A limited number of test kits will be available for use by those who fail to arrive without this proof.  Anyone who needs to make use of one will be asked to isolate themselves away from the event space and any attendees until the negative result has been correctly and successfully recorded.  (Please bear in mind that if you test positive at the event, you will have to handle any isolation or additional transportation costs at your own expense and arrangement.  So, please take your tests in advance of your arrival.)
   

• IN THE CASE OF A POSITIVE TEST:  Any person who tests positive will be unable to attend and given a full refund of any monies paid to the event.
   

• IN THE CASE OF EXPOSURE TO COVID-19:  Any person who has been exposed within 5 days prior to their arrival, to a positive case of Covid-19 *may* either:

  • voluntarily choose not to attend the event, and be given a full refund of any monies paid to the event.

  • Attend the event with two requirements:

    • The attendee must be fully masked for the event (in all event spaces and event-adjacent public spaces such as lobbies and elevators).  

    • The attendee must test daily (in the morning before attending any games or events) and immediately report any positive results.  Positive results will result in the attendees inability to further attend the con, and will entitle them to a partial refund for the remainder of the con.  

    • The attendee should make attempts to keep their distance from other attendees where practical and practice good hygiene.  
       

• IN THE CASE OF SIGNIFICANT SYMPTOMS OF ILLNESS:  We would prefer if you think  you might be contagious, that you stay at home and not attend the event.  Any person showing significant symptoms of Covid-19, Flu, or other communicable diseases, *may* voluntarily choose not to attend the event, and be given a full refund of any monies paid to the event.
   

• Please note: the offer of any refund extends to Event Registration Fees ONLY and does not include your hotel fees, which must be handled separately with the hotel.  Any person in these circumstances MUST contact The Wilmark Dynasty immediately in writing (thewilmarkdynasty@gmail.com).  
   

• You will be asked at check-in to confirm you are not suffering from significant symptoms of Covid-19.  Do not attend this event if you are unwell and might pass along Covid-19 or any other cold/flu/etc to others.  
   

• If you are feeling unwell anytime leading up to or during the event, you are encouraged to mask up & test immediately and keep us apprised of any positive results. 
   

2) All volunteers and attendees MUST sign a Safety/Covid-19 Waiver & Release form at CHECK-IN for the event. 
Refusal to sign the form or failure to comply with any of our Policies and Requirements will result in the participant’s exclusion from the event (and possibly future events), without refund of any paid fees. A copy of this release form and the attachment is available on the event website. 

​​

​

​

The following policies address OPT-IN behaviors.  

 

Please read these thoroughly and consider the implications of your behavior on your own health risks, and the risk to the health of your fellow attendees.  
 

3) The Wilmark Dynasty highly recommends all attendees be “fully vaccinated” and “up to date” with a Covid-19 vaccine and boosters as defined by the CDC guidelines.  https://www.cdc.gov/coronavirus/2019-ncov/vaccines/index.html
 

All attendees are HIGHLY ENCOURAGED to be “fully vaccinated” and “up to date” with their boosters for their best level of protection.  This is for the protection of themselves and all attendees.
 

​4) For this event, facemasks will be optional, but encouraged to anyone who wishes to wear one at any time throughout the event.  Please read and consider the following advice regarding facemasks:
 

• The CDC currently gives the following advice about wearing a mask:
  https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/about-face-coverings.html. 
   

5)  Regarding Keeping a Safe Distance:  All attendees are encouraged to maintain at least a one-foot distance between themselves and other attendees whenever it is practical to do so.  A two-foot distance is preferable.  We understand this is difficult to do whilst LARPing and even gaming in general.  
 

• You may, at any time, take a step back to increase the physical space between you and your fellow attendees.

• If someone takes a step back from you, please respect this physical distance and leave that gap intact.
   

6)  Regarding Physical Contact:  It is the policy of The Wilmark Dynasty that physical contact should be discussed/calibrated in advance.  Do not assume because you have hugged someone in the past they wish to be hugged now.  Ask every time. 
 

• For purposes of a particular LARP or event, you may wish to calibrate with another attendee in advance physical gestures such as hand-holding, hugs, or standing close to one another, in-character for reasons of romantic or familial relationships.  Please respect the wishes of your fellow attendee, including if they change their mind or later refuse.  Please take special note that these are all opt-in behaviors, and they are neither expected nor required by those writing or running the event.  Ask every time. 

• For general safety and well-being reasons, please limit any in-character “romantic gestures” to a cap of hand-holding and hugs, which, again, is purely opt-in and neither expected nor required of any attendee.  Ask every time.  

• At check-in, there will be optional no-contact stickers available.  These may be worn by any individual who specifically wants no physical contact throughout the weekend, and would prefer not to be asked, for any reason.  Please watch for these on attendees and honor them. 
   

7)  Regarding Good Hygiene Practice:  We encourage you to exercise good hygiene by washing your hands frequently (particularly after eating, touching your face, etc), and limiting physical contact with others.  Hand sanitizer will be available in multiple locations across the event space, please make use of it.
 

 

General Health and Safety:

​

• Attendees will not run, jump, climb, or otherwise physically exert themselves in an unsafe manner.  They will pay attention to the physical world around them, with respect to themselves and their fellow attendees.  

• Attendees are responsible for any damage they cause to the hotel or property belonging to The Wilmark Dynasty or other attendees.  

• Attendees will not verbally or physically harass their fellow attendees, event-runners, hotel staff or guests.  

• Attendees should keep their language to a PG-13 level, particularly in any public-facing areas.

• Attendees are responsible for their own valuables.  

• Attendees will not violate noise regulations set by the hotel in either the event space nor in private or public hotel spaces.  We have agreed to quiet hours from 10pm to 10am, but this may be superseded by changes in hotel policy.

• Attendees will abide by our policies regarding Alcohol, Covid-19, and Minors.  

• Attendees will abide by all Hotel/Venue policies.  Attendees will respect other hotel guests.

• Attendees will follow any rules laid out by event-runners, in writing in advance or verbally at the event.  Period.  The latter might be due to an unforeseen or change-in circumstance, or a physical or social limitation of an attendee or the venue.  Event-runners do not have to disclose the cause of a rule.  The Wilmark Dynasty Council will be the final word on this or any matter.  
   

All attendees are encouraged to be mindful of our policies and requirements if they leave the venue throughout the course of the event for errands, food, or sleeping.  We cannot enforce these measures when you are not on the premises, but we ask that you be mindful of how your exposure can affect the other attendees, and to adhere to protocols when possible even when off-premise.   
 

The Wilmark Dynasty reserves the right to refuse admission or eject from the event anyone they believe in violation of any of our policies, or whom they believe in good faith to be a risk to the health or well-being of other attendees for any reason, without stating cause, and without the refund of any paid fees.  Anyone found in defiance of our policies may be refused registration to future events, and may be ejected from the premises of the current event in progress, without the refund of any paid fees. 

 

 

 

​
 

By signing the attached “General Safety and Covid-19 Waiver and Liability Release”, the signer acknowledges they have read and agree to the policies laid out by The Wilmark Dynasty for this event.