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.  

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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.  

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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. 

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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.  

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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. 

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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)

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Form last updated June 27 2023