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Covid-19 Policies and Liability Waiver
(Combined Document)

All attendees agree to comply with ALL policies laid out by The Wilmark Dynasty, including but not limited to any policies regarding the wearing of masks, social distancing, and testing.  These policies and the waiver form are currently as defined below, but may be adjusted anytime leading up to the day of the events.  The payment of Registration Fees is an agreement to these policies, including any updates or changes.​

POLICY SUMMARY:  ​

The Wilmark Dynasty recognizes that the CDC has officially declared the Federal Public Health Emergency of Covid-19 over, as of May 11 2023.  https://www.cdc.gov/coronavirus/2019-ncov/your-health/end-of-phe.html. 


In accordance, our policies have been adjusted to reflect the current mandates and advice.  

As of our initial announcement on March 13 2024, these policies will include (but are not limited to):​

  • We highly recommend that all attendees be fully vaccinated and boosted but will no longer be requiring proof.

  • All attendees MUST provide proof of a Negative Covid-19 test, taken within 24 hours prior to their arrival at the convention.  The requirement includes a proof of identity within the photo of your test.  

  • Mask-wearing will be optional.  Anyone who wishes to wear a mask is encouraged to do so.  

  • All attendees MUST sign a Covid-19 / General Safety Waiver and Liability Release form at check-in at the convention. 
     

More details are included in our full policy below.  Please read this in full, as you will be required to state you have done so when signing our waiver.  You may also need to prepare in advance by purchasing a test, bringing a mask, etc.  No exceptions will be made, so please arrive prepared.

The focus of this policy will be to lay out what attendees MUST do in order to attend; and what they MIGHT CONSIDER doing to further protect themselves and their fellow attendees. 

The Wilmark Dynasty’s Covid-19 Policies and Requirements
for participation in and attendance at Relaxicon 2024
(Covid-19 Policy Attachment document)
April 25-29 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 Relaxicon 2024 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, 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.)
     

  • 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:
 

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.

General Safety and Covid-19 Waiver and Liability Release

for participation in and attendance at Relaxicon 2024

April 25 - April 29 2024.
 

 

By providing 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 (Wilmark Dynasty Inc.) 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 5 full days 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 are highly encouraged to be fully vaccinated and up to date with boosters according to the definitions specified by the CDC.  Complete details available on our Covid-19 Policy Attachment.  

  • 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)

Wilmark Dynasty Inc.                  Event: Relaxicon 2024                  Last Updated March 13 2024   

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