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Policy Regarding Covid-19:

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Our Policy for the RELAXICON 2024 policy will be fully announced in February 2024. 

The delay will simply allow us time to re-structure our policy and waiver documents to reflect our new policy, without delaying us from opening Registration or taking Game/Event Submissions.  

The policy for Relaxicon 2024 will consist of two major features:

  • We will still require a covid-19 rapid-test be taken within 24 hours before your arrival to the venue. 

  • We will still require you to sign a covid-19 & general safety waiver upon your arrival at Registration.  

We will no longer be checking your vaccine status.  Masks will continue to be optional.  

More coming from us when the documents have been prepared.  All else will be similar to past policy & documentation.  

You can read our previous documents here.  

The Wilmark Dynasty’s Covid-19 Policies and Requirements
for participation in and attendance at Labor Day Weekend 2023 and/or the LARP “On the Rocks”
(Covid-19 Policy Attachment document)
August 31st - September 4th 2023

 

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 2023 (and/or the LARP “On the Rocks”) is an agreement to these policies, including any updates or changes.  

As of June 27, 2023, New Castle County, Delaware 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 (June 27, 2023), these policies and requirements will include:

 

 

MANDATORY REQUIREMENTS:
 

1) All attendees MUST be “fully vaccinated” as defined by the CDC guidelines.

https://www.cdc.gov/coronavirus/2019-ncov/vaccines/stay-up-to-date.html

  • If you are exempt from vaccination, you MUST email thewilmarkdynasty@gmail.com before August 15th so we can consider your attendance and discuss any appropriate replacement precautions.  Please include proof of your exemption in this email.  

  • Fully vaccinated is defined by the CDC as completion of your initial vaccine course. This does NOT include boosters, which will not be checked.  

  • All attendees are HIGHLY ENCOURAGED to be “up to date” with their boosters for their best level of protection.  

2) All attendees MUST provide proof of their status as being fully vaccinated at the time of CHECK-IN.  This proof can be a physical vaccine card or a photo/scan, and must include the name of the participant, the vaccine brand/type, and the date it was administered for all required doses.  

  • 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.  

3 ) 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, and are required to isolate, you will have to do so at your own expense and arrangement.  So, please take your tests in advance of your arrival.)

  • Any person who tests positive, or is exhibiting significant symptoms of Covid-19, or has been knowingly exposed to a positive case of Covid-19, within 72 hours prior to their arrival to the venue, will be unable to attend and given a full refund of any monies paid to the event (please note: this offer 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.  PLEASE PLEASE PLEASE 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 test immediately and keep us apprised of any positive results. 

4) All volunteers and attendees MUST sign a Safety/Covid-19 Waiver & Release form at CHECK-IN for the event, and initial this attachment.  Refusal to sign the form or failure to comply with any of our Policies and Requirements will result in the participant’s refusal from the event, 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.  

5) 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 recommends (but does not require) the use of facemasks in any crowded, indoor setting.  In the opinion of The Wilmark Dynasty, our events match the definition of a crowded, indoor event, and we therefore encourage the use of facemasks while you are in attendance.  This includes at the event itself, and in any setting throughout the hotel venue which might be crowded such as elevators, lobbies, and queues.  

  • You can read more about what makes a mask appropriate on the CDC website:  https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/types-of-masks.html.

  • Throughout the course of the LARP, there will be performances or other instances where one or several participants are addressing an audience.  We HIGHLY RECOMMEND all audience members maintain at least a two-foot distance between themselves and the performers.  We also RECOMMEND the use of facemasks during any performance by members of mixed households.
     

6)  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.

  • We may include in the LARP and/or event in general a physical “step back” gesture so this distance can be sought without breaking character.  TBD. 

  • The Wilmark Dynasty discourages the unmasked mixing of any members not of the same household in small, private spaces.  This includes (but is not limited to) private hotel rooms and vehicles during transportation to and throughout the event.
     

7)  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 the LARP, 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. 

  • 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. 

  • 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 frequently, for any reason (we won’t ask).  Please watch for these on attendees and honor them.  
     

8)  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.

  • The Wilmark Dynasty discourages the sharing of food and/or beverages between members not of the same household.  This includes (but is not limited to) drinking from shared containers or eating from the same open food and/or utensils. 
     

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 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.  

  • 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 initialing below, the signer acknowledges they have read and agree to the policies laid out by The Wilmark Dynasty for this event.


___________________  (Attendee Initials)

Form last updated June 27 2023

General Safety and Covid-19 Waiver and Liability Release

for participation in and attendance at Labor Day Weekend 2023 and/or the LARP “On the Rocks”

August 31st - September 4th 2023
 

By proving your Registration details and attending the event, you acknowledge having read the below statement, understand its meaning and legal implications, and agree to it. 

In consideration of being allowed to be a willing and voluntary attendee at the event, you understand, acknowledge, and agree to the following: 

The novel coronavirus, Covid-19, has been declared a worldwide pandemic by the World Health Organization. As of May 11 2023, the threat has been downgraded from a Public Health Emergency, but is still tracked and advised by the CDC, and still causes illness, hospitalization, and death.  Covid-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, discouraged the congregation of groups of people. The Wilmark Dynasty, including its production volunteers, has put in place preventative measures to reduce the spread of Covid-19. However, The Wilmark Dynasty, cannot guarantee that you or anyone will not become infected with Covid-19. Further, attending could increase your risk of contracting Covid-19. By purchasing a registration for and/or attending this event, you acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that you may be exposed to or infected by Covid-19 by attending the event and that such exposure or infection may result in personal injury, illness, disability, and death.

 You understand that the risk of becoming exposed to or infected by Covid-19 at the event may result from the actions, omissions, or negligence of yourself and others, including, but not limited to, The Wilmark Dynasty production volunteers, attendees, production and venue employees, hotel staff and other residents and visitors to the hotel. You voluntarily agree to assume all the foregoing risks and accept sole responsibility for any personal injury, illness, disability, death, damage, loss, claim, liability, or expense, of any kind, that you or your guests, households, and close contacts may experience or incur in connection with your attendance at or participation in the event (the "Claims"). On your behalf, and on behalf of your guests, you hereby release, covenant not to sue, discharge, and hold harmless The Wilmark Dynasty and its committee of production volunteers, the venue, their related and affiliate companies, and each of their respective employees, agents, attorneys, and representatives (the "Released Parties"), of and from the Claims. You understand and agree that this release includes any Claims based on the actions, omissions, or negligence of the Released Parties, whether a Covid-19 infection occurs before, during, or after participation in the event.

 

By attending this event, you acknowledge that there will be other persons present at the venue, including but not limited to venue staff and their associates and other guests staying at or visiting the hotel, who are not participating in the event and thus not subject to The Wilmark Dynasty’s policies and procedures regarding Covid-19. By signing this waiver, you acknowledge and assume the risks associated with their presence entirely, including the risks associated with contracting Covid-19.

You certify that you are (as of the date of purchase and also on the date of the event) physically able to participate in the event and in any activity or performance associated with it and have not been advised otherwise by a qualified medical professional. You certify that you have not knowingly been in contact with Covid-19 or tested positive for Covid-19 within 72 hours of arrival, and are not currently sick or exhibiting any symptoms of Covid-19 which includes fever, headache, chills, diarrhea, cough, shortness of breath or difficulty breathing, chills, repeated shaking with chills, muscle pain, headache, sore throat, loss of taste or smell and general malaise. You agree to comply with any and all rules, regulations, terms and conditions of the event, including, but not limited to, those set forth herein.  

 These policies and requirements will include, but are not limited to the following:

  • All attendees to our event must be fully vaccinated according to the definitions specified by the CDC.  Complete details available on our Covid-19 Policy Attachment.  By signing this waiver and attending this event, you agree that you have been fully vaccinated against COVID-19 in accordance with CDC guidelines.

  • All attendees will further show proof of their status as being fully vaccinated at the time of Check-In at our Registration table.  Complete details available on our Covid-19 Policy Attachment.  By attending this event you agree to provide evidence of your status as fully vaccinated in accordance with CDC guidelines at the time of Check-In.  

  • All attendees will provide proof of a negative Covid-19 test, taken within 24 hours prior to their first arrival at the venue.  Complete details available on our Covid-19 Policy Attachment.  By signing this waiver and attending this event, you agree that you have received a negative test result from a Covid-19 test within 24 hours prior to attending the event.  

  • All attendees are fully aware of our opt-in/optional policies (including, but not limited to, masking, physical contact and distance) and have read the COVID-19 Policy attachment in full.  Complete details available on our Covid-19 Policy Attachment.  These policies are meant to offer you and your fellow attendees further protections against the transmission of Covid-19 and other communicable diseases.  
     

There is a full Covid-19 Policy Attachment document attached to this form which is specific to the event.  In addition to signing this waiver, you are required to read and initial a copy of this attachment, and further agree to any additions or amendments made at the event itself.  Any last-minute additions or amendments will be based on unpredictable or unforeseen circumstances or an alteration in circumstances at the venue or its location, which might be either from unexpected alterations to the venue itself or our physical use of the venue, its staff and other residents and visitors, or a change in the county hospital admissions / transmissions as noted by the CDC.  By participating in the event, you agree to all of these policies and requirements and further waive any liability arising from failure to follow the requirements.  Failure to comply with any policies and requirements could result in your non-admission or immediate ejection from this event, and a possible ban from future Wilmark Dynasty events.

In addition to the risks associated with transmission of Covid-19, you agree to behave in a physically and emotionally responsible manner.  General common sense rules of health and safety are in place at all times.  Attendees should not run, horseplay, or otherwise engage in strenuous physical activity.  Attendees should avoid offensive language and treat each other with respect, both physically and emotionally.  There should be zero contact between any persons which is not verbally authorized in advance, at every occurrence.  You certify by signing this waiver that you will comply with these and any other policies voiced by a member of the committee in advance of or on the day of the event.  

You intend that this waiver and release of liability shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law. Should any part of these terms be rendered or declared invalid by a court of competent jurisdiction, such invalidation of such part or portion declared invalid should not invalidate the remaining portions thereof, and they shall remain in full force and effect.

 BY PROVIDING YOUR REGISTRATION DETAILS AND ATTENDING THE EVENT, YOU CERTIFY THAT YOU UNDERSTAND THAT YOU HAVE GIVEN UP SUBSTANTIAL RIGHTS AND ARE DOING SO KNOWINGLY AND VOLUNTARILY WITHOUT ANY INDUCEMENT OR DURESS.

___________________________________        _____________________________________

(Print Name)                                                  (Sign Name)

 

 

____________________________

(Date)

​Form last updated June 27 2023

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