*Your Name SPIRIT OF THE WEST DRUID GATHERING Rules and Regulations ~ JUNE 18TH – 20TH, 2010 ~ Thank you for your support of the Spirit of the West Druid Gathering, an annual outdoor event for Druids and those interested in Druid Spirituality! We look forward to being your hosts and want to make this as positive an experience as possible for all of our guests. Please read the information below carefully to gain a better understanding of what to expect and what policies have been put in place to make this a safe and wonderful Gathering! ABOUT THE SPIRIT OF THE WEST DRUID GATHERING TYPE OF GATHERING: The Spirit of the West Druid Gathering is a festival/campout set in a beautiful natural setting over the course of a weekend, which features rituals, workshops and fun activities, and promotes fellowship among Druids from all over Canada and the United States. This year’s Gathering is being held in Central Alberta at a residential campsite on the shores of beautiful Pigeon Lake. CALL FOR VOLUNTEERS! “Many hands make light work” A successful gathering depends heavily on the efforts of volunteers and we need your help to make this gathering the best it can be! General Help – All Attendees To ensure that everything runs as smoothly as possible, we do require that everyone over the age of 12 years provide about 2 hours of their time to assist with maintenance of the site. This is a great way to meet other Druids, make new friends and help things run smoothly. Please indicate your job/shift preferences on the Volunteer section of the registration form or one will be assigned. Available opportunities to help out: • Kitchen – Meal Preparation – chop/ slice/ dice/ mix/ stir/ whip/ etc. Whatever needs to be done to prep for the next meal and of course clean up your workspace when finished. • Kitchen – Beverage Preparation - Hot coffee, water for tea / hot chocolate/ cold juice /ice etc. Make sure we have "drinkables " for the next meal / snack time under control. • Kitchen - Cleanup - Wash any pots / pans/ bowls that were used in preparing the meal. Downsize leftover food into smaller containers so we can have the pots and big bowls for the next meal. Sweep floor when food is all put away. • Kitchen - Dishes – Washing, drying and putting away of the dishes, wiping down counters, and emptying garbage. • Lodge Cleanup – Sweeping/mopping floors, wiping down tables, picking up clutter, etc. • Garbage – Emptying garbage cans and cleaning up any stray garbage. • Washroom and Shower Cleanup – The glamorous jobs of cleaning toilets, sinks and showers and ensuring that floors are swept and any supplies are topped up. • Cabin Cleanup – This will be the responsibility of those staying in the cabins. • Childcare – We encourage all parents with children participating in any of the kids’ programs to volunteer at least 2 hours over the course of the weekend, or even pick up an extra shift. • Late Light Lodge Cleanup – For the night-owls: general clean up of the Main Lodge including taking out of garbage, sweeping/mopping of floors, table wipedown. • Medical/FirstAid – If you have current certification in First Aid/CPR, please consider helping out in this area. Please note that those people who are running a workshop or leading a ritual will be required to help out in this capacity as well. EVENTS All rituals, events and workshops will be held on site for everyone’s safety. MERCHANTS If you have items that you would like to sell at the Spirit of the West Druid Gathering, we will provide a vendor area at the cost of $25.00 to secure a spot. Items sold can include books, jewellery, ritual items, etc. Please note the following if you are considering selling goods: • The vendor fee is additional to your registration fee. • The vendor fee is payable upon receipt of your Registration Form. • Space is limited and will be provided on a first come/first serve basis. (If we are unable to provide space for you, the vendor fee will be refunded) • Merchants are responsible for their own goods. • To keep goods safe, please lock the items in the trunk of your vehicle or have someone mind your table for you. • Please bring your own table and chairs. • Only one table is permitted per merchant. FACILITIES ACCOMMODATIONS The Spirit of the West Druid Gathering is situated at a residential camp, which allows for all levels of campers to be accommodated. The site is also wheelchair accessible. If you have a preference of roommates, please indicate this on the registration form and we will do our best to accommodate your preferences. Please note: We cannot make any guarantees in this regard and accommodation preferences are on a first come, first serve basis. Those who register before May 1, 2009 will receive preference. Cabins: There are comfortable cabins on site, as well as areas for tenting. There are 8 cabins which sleep 8 people, a cottage with a wheelchair ramp, kitchenette and wheelchair accessible washroom and a living room, which sleeps 4. One of the 8 cabins is wheelchair accessible. Please note: Linens and pillows are not provided, so you will need to bring your own pillows and sleeping bags. Tenting: For those who prefer tenting, there will be areas set aside for tents. Recreational Vehicles: Recreational vehicles are permitted but space is very limited and cannot be guaranteed. Please register as soon as possible to ensure that there is space available for your RV. (If there is no space available, you will be notified prior to the date of the event) MEALS: True to our nature as hospitable Druids, we have been fortunate to attain a site which features a lodge with a fully equipped kitchen, dining hall, social room and two fireplaces in case of inclement weather. All food will be cooked on site and all meals will be provided as part of your registration fee. Our chef is professionally trained and has many years of experience cooking for all types of medical and preferred special diets. Please specify any special dietary restrictions/food or drink allergies that you have on the registration form so that we can accommodate your needs. PERSONAL HYGIENE: We have also been fortunate to attain a site which features running water. There is a wash-house on site with two sides for men and women, showers, flushing toilets and sinks for all of your personal needs. You will need to supply your own toiletries (dental supplies, soaps, shampoos, etc.) HEALTH AND FIRST AID: The site features a nurse’s room in the main hall which has a bed, sink and a wheelchair accessible washroom. While you are responsible for your own safety, we realize that accidents do happen. Several of our volunteers are trained in first aid and CPR and can assist with minor medical emergencies. Emergency Medical Services can be called in the case of larger emergencies. CHILDREN: Childcare will be provided in the form of children’s workshops and activities so that parents will have opportunities to take some time to attend workshops and seminars. The activities and workshops for kids are provided to make Druidry more accessible to them. Note to Parents: The activities for kids are not provided as a babysitting service and all parents utilizing child care services will be required to volunteer at least two hours in this area to ensure that adequate coverage is provided. FUN: The site features a large firepit with benches, a tipi and a large playing field for ball games. IMPORTANT NOTE: There are no lifeguards on duty, so all swimming/water activities are done at your own risk. SECURITY: Please keep all valuables locked up or leave them at home to prevent theft. We are fortunate to have professionally trained security personnel on site who will be in charge of maintaining the peace and assisting with any security concerns. Personal Checklist of Items to Bring: . Clothing appropriate for all types of weather (It can still get cold enough to snow in mid-June in Central Alberta) . Pillow(s) and sleeping bags/blankets . A mug or cup for drinking for each person in your party (The site does not provide these) . Medic Alert Bracelet, tag or wallet card . Epi-pen, inhaler or other items needed for any medical conditions in case of emergency . Snack foods and Toiletries – Shampoo, conditioner, soap, toothpaste, toothbrush, washcloth, towels, etc. (Toilet paper is provided on site) . If you are bringing your dog(s) - Leash, food, waste, toys, kennel, first aid kit, etc. . Flashlight Please bring a weekend’s supply of any needed medications (Prescription and Over the Counter, i.e.: Aspirin, Tylenol, etc.) The camp organizers will not have medications on hand for dispensation. POLICIES In order to make the Spirit of the West Druid Gathering an enjoyable and safe weekend for all, the following policies have been established: Important Note: Anyone found breaking any of the Policies listed below and/or behaving inappropriately which in turn affects the safety and enjoyment of other guests will, at the discretion of the Organizing Committee, be asked to leave the premises and will not be refunded their registration fee(s). General Camp Rules • Please do not litter – Recycling is encouraged and litter/recycling bags and cans will be available at designated areas and around the main lodge. • Do not throw any cigarettes or litter into the lake. • Please clean up your cabin/tenting or RV area prior to leaving the site. • Fires are to be set in designated areas only and must be attended at all times. • Please ensure all fires are extinguished completely when not in use. • Please consider the comfort of all guests by not playing loud music or movies • Do not cut or deface any of the property of the camping site. This includes trees, tables, cabins, flooring, boats, etc. • Please do not take photographs or create videos of people without their expressed permission. • Weapons are not permitted on site. Exceptions will be made for ritual implements such as swords, daggers or staves, and carving implements for the wood carving workshop. Please ensure these are registered with Security upon arrival and keep bladed implements peace-bonded (kept tied into in scabbard or sheath at all times, except when being used in ritual). • In the interest of being ecologically responsible, please bring your own mug or cup. (These are not supplied at the campsite) • Lifeguards will not be on duty during the Spirit of the West Druid Gathering, so all swimming and lake activities will be enjoyed at your own risk. • Over-the-counter medications such as Tylenol, Aspirin, etc. will not be available at the Campsite. Please bring your own. Smoking • Smoking is not permitted in any indoor area, including cabins, washrooms and the Main Lodge. Please refrain from smoking around doorways and eating areas. • Please discard cigarette butts in the specially designated receptacles which will be placed in various locations around the site – do not throw them into the lake or on the ground. Drugs/Alcohol • Alcohol and illegal substances such as recreational drugs are not permitted on site. • The only exception for alcohol is mead for the mead tasting workshop, which is to be taken to the kitchen immediately upon arrival for registration and safekeeping. Children The safety of all children is of concern to everyone and we do ask parents to read and understand the following policies with regard to children: • All children must be listed on their responsible adult’s Registration Form. • Adults registering with children under the age of 18 years for whom they are not the legal guardian must provide a letter from the parent(s)/legal guardian(s) granting permission with their Registration Form. • You are responsible for your child’s safety and behaviour at all times during the Spirit of the West Druid Gathering. • Any unsupervised children found wandering around the beach or dock areas are to be brought back to the main area by an adult for their own safety. Dogs We have been given special permission from the campsite owners to allow dogs to attend, despite the fact that dogs are normally not permitted. Unfortunately, other pets cannot be accommodated. Because of this special permission from the owners, we have had to establish strict rules with regard to the accommodation of dogs, with the help of a professional dog trainer, at the Spirit of the West Druid Gathering. These rules are mandatory and there are no exceptions. Please read, understand and sign the Dog Owner Release Form if you intend to bring your dog with you. We do ask that you please give the decision of bringing or not bringing your dog serious consideration. Below are some important guidelines to consider when making your decision: • Festivals, gatherings and parades can be very hard on any animal and your dog may react in unexpected ways if he or she is new to this kind of experience or becomes overwhelmed or over-excited. • If you decide to bring your dog, you must have complete confidence that your dog is well-behaved, sociable, non-aggressive, and trustworthy. • Your dog must be under direct adult supervision at all times, which may affect your ability to attend workshops, seminars, games, meals or rituals. • Dogs are not allowed inside any of the buildings. • Your dog’s safety and behaviour are your responsibility at all times during the Spirit of the West Druid Gathering. • A Dog Owner’s Release Form is provided in the Registration Form, which details all of the rules that have been put into place for the accommodation of dogs. If you or your dog do not follow the posted rules and/or your dog behaves in an unsafe manner, or is deemed to be aggressive, you may be asked to leave the Gathering entirely with no refund of fees. Please keep these points in mind and do not take the decision whether or not to bring your dog lightly. It may be better for some dogs to remain at home with family or friends or be placed in a kennel facility for the weekend. COSTS Pricing for attending the Spirit of the West Druid Gathering is as follows: Adults (Age 13 and up): $85.00 each Children (Under 13 years of age) $30.00 each Vendor Fee: $25.00PAYMENT Payment may be made via cheques or money orders. Please make all cheques and money orders payable to The Druid Gathering. There is also the option to register and pay online via Pay Pal. Please see our website for details. This form must still be filled out since we require signatures on the waiver and release forms. Registrants who have not registered or paid before May 30, 2009 will be refused entry to the Gathering. People whose cheques have not cleared will also be refused entry at the gate. Registration cannot be transferred to another person. Cancellations must be made before the Gathering begins. If paying online via Pay Pal, please ensure that you still mail a copy of the registration form in. CONFIRMATION Once we have received your registration, you will be sent a confirmation via email or post (depending on your preference), including proof of registration to be presented at the gate, a map to the site and other information about safety, schedules and more. REFUNDS Full refunds will be granted to guests who cancel prior to May 30, 2009. They are not transferable and will be issued only in the registrant’s name. If cancelling before May 30, 2009, your refund will be sent to you accordingly. If your payment was made via Pay Pal, your refund will be issued accordingly. For cancellations made after May 30, 2009, only partial refunds will be available after the Gathering has occurred and the campsite has cashed their payment, which could be as late as September. Set up and take down will be done by the Organizing Committee and all are expected to assist. Our goal is to leave the site cleaner than we found it and we appreciate your assistance in ensuring this happens. PLEASE NOTE THAT THERE WILL BE NO ADMITTANCE TO THE SITE BEFORE 5:00 PM ON FRIDAY JUNE 18th, 2010. Thank you for doing your part to help make the Spirit of the West Druid Gathering a Safe and Fun experience for all! Please complete the form below to acknowledge and accept these policies: *ACKNOWLEDGMENT AND ACCEPTANCE OF POLICIES AND PROCEDURES I have read all of the Spirit of the West Druid Gathering Guidelines, Rules and all of the PDF registration form I understand that while attending the Spirit of the West Druid Gathering, I amresponsible for my own safety and behaviour, and that of minors and dogs in my care. I understand that failure to abide by the Spirit of the West Druid Gathering Rules and Guidelines may result in the Organizing Committee asking me and children/dogs in my care to leave the site. In this event, I understand that no refund will be provided to me. By completing this form, I acknowledge that I am entering into a legal contract and cannot take legal action against the Organizers of The Spirit of the West Druid Gathering for my failure to abide by any of the regulations specified in this form I HAVE CAREFULLY READ THIS RELEASE OF LIABILITY AND LIST OF RULES, AND FULLY UNDERSTAND THE CONTENTS THEREOF. I/WE ARE AWARE THAT THIS IS A RELEASE OF LIABILITY AND A CONTRACT BETWEEN MYSELF AND ORGANIZERS OF THE SPIRIT OF THE WEST DRUID GATHERING, *Name *Date
SPIRIT OF THE WEST DRUID GATHERING Rules and Regulations
Rules
