Categories
COVID

East Kingdom Event Workflow – Requiring Proof of Vaccination/Negative COVID Test

This East Kingdom Event Workflow is to assist branches in implementing the September 27, 2021 announcement from the Board of Directors, which allows Kingdoms to decide whether to implement a policy requiring all in-person event attendees to show proof either of full vaccination or a medically-supervised negative COVID test administered within 72 hours of the event. This policy will go into effect in the East Kingdom on October 12, 2021.

A. Read the policy announced by the Board of Directors on Sept 27, 2021: (click here)

B. Read the Society-written FAQ, which is being updated regularly: (click here)

C. Federal/provincial/state/local law always applies before Society policy. Tir Marans in Nova Scotia and PEI, for example, must be fully vaccinated to attend certain types of gatherings per gov’t policy; there is no alternative to show a negative COVID test result.


Workflow for checking proof of vaccination/negative COVID tests

0. Scope out your space and funnel attendees through as few entry points as possible. If you are in a public park, maybe do this with orange traffic cones and rope or make clear in publicizing the event that folks need to check in at the big maple tree before entering the event space — whatever makes the most sense for monitoring the flow of people into your space.

  • Events may have multiple gates, but someone must check vaccination/negative COVID test results at EACH gate.
  • Multiple people can check vaccination/negative COVID test results at each gate, but all who do must sign the statement required by the Board.
  • Anyone who checks vaccination/negative COVID tests must be at least 18 years old. Minors may NOT serve in this role.

1. For larger events, all event staff should show their proof of vaccination/negative COVID test  before gate opens to the rest of your attendees. If event staff arrive after gate opens, they’ll follow the same procedure as other attendees.

2. Anyone checking proof of vaccination/negative COVID test results should be stationed before the gate table/clipboard. Check vaccination/negative COVID test results, then check in to the event.

  • Smaller in-person gatherings like practices and meetings can have one person oversee all aspects of gate: vaccination/negative COVID test results, regular check-in with blue-card or signing the waiver, and contact tracing information.
  • Checking vaccination/negative COVID test results is a visual process only. Do not record that you have checked someone in any way, including a mark beside their name on the gate check-in sheet.
  • Do not combine forms — contact tracing information needs to be kept separate from the Board-required statement.
  • Pre-registration CANNOT include proof of vaccination/negative COVID test. This MUST be checked in person on the day of the event.


3. Someone else should cross-check that the person checking everyone ELSE’s vaccination/negative COVID test status is, themselves, vaccinated or has a negative COVID test.

4. All people who check vaccination/negative COVID test results must sign the statement provided by the Board. See below for a model page.

5. Treat the statement affirming that the person/people have checked the vaccination/negative COVID test results of everyone attending the event like event waivers — file & maintain them in the same way that you file & maintain event waivers.

COVID vaccination and Test waiver

Categories
COVID

COVIDSafe Proof of Fully Vaccinated Status or Negative COVID Test Policy

Good evening, Populace of the East Kingdom,

While some folks have been eager to return to in-person events, the East Kingdom has also seen a lot of reluctance from others. Part of the reason for that is not feeling safe from COVID on site.

The Board of Directors has now given each Kingdom Seneschal, in consultation with their Crown, the authority to decide whether their Kingdom will require that all attendees at all in-person gatherings show proof of either full vaccination or a medically-supervised negative COVID test taken within 72 hours of the event. Proof of vaccine or a negative test shall not be required for children under 12. Children that are aged 3 through 11 shall wear a mask.

The full Board announcement is here: <https://www.sca.org/news/covidsafe-proof-of-fully-vaccinated-status-or-negative-covid-test-policy-resolution/

The East Kingdom seeks to prioritize the health and safety of all its members, paid and unpaid. Accordingly, the East will be implementing this policy, effective as of October 12, 2021. This two week period will give event staff, as well as those who run weekly practices and meetings, a chance to become familiar with the requirements of the new policy and make appropriate adjustments. The Kingdom Seneschal will be holding info sessions on Sunday, October 3rd and Monday, October 4th, from 7 – 9 pm EDT both nights. The meetings are open to all officers and event staff throughout the Kingdom; please contact your branch seneschal or the Kingdom Seneschal to get the Zoom link.

We are still required to collect all attendees’ legal name and either a phone number or email for contact tracing purposes.

The Kingdom mask policy remains in place for the northern, central, and southern regions of the Kingdom. Masks must be worn at all in-person gatherings, except under a helm when actively fighting. When the helm comes off, the mask goes on. Masks may be briefly lowered while eating and drinking.

Update for Tir Mara: Because of the differences between the ways in which the U.S. and Canadian federal & provincial governments are addressing the pandemic, the Kingdom mask policy is rescinded for attendees ages 12 and over in Tir Mara; in keeping with the Society policy, children ages 3-11 must wear masks at all times. Members of the populace in Tir Mara must follow Canadian federal & provincial requirements, and we echo the Public Health Agency’s September 17, 2021 statement encouraging “core public health practices” (click here for the PHA statement). If visiting the U.S. part of the Kingdom, masks must be worn.

As always, if Society/Kingdom policy conflicts with mundane federal/provincial/state law, the mundane requirements will over-ride Society/Kingdom policy. Please let the Kingdom Seneschal know if your jurisdiction has a conflict.

In service,
Medhbh, Kingdom Seneschal
Ioannes II and Ro Honig, Emperor and Empress


Salutations au Peuple du Royaume de l’Est.

Bien que plusieurs de notre Royaume souhaitent ardemment participer à des événements en présentiel, plusieurs autres sont réticents. La raison principale de cette réticence est le sentiment d’insécurité face à la COVID 19 lors des événements en présentiel.

Le Conseil d’administration de la SCA (CA-SCA) a octroyé à chacun des Sénéchaux des Royaumes, en consultation avec les Couronnes respectives, le pouvoir d’exiger que tous les participants aux événements en présentiel présentent une preuve vaccinale ou un test médical COVID négatif de moins de 72 heures. La présentation d’une preuve vaccinale ou d’un test médical COVID négatif ne s’applique pas aux enfants de moins de 12 ans. Les enfants entre 3 et 11 ans doivent porter un masque.

Vous pouvez consulter l’annonce de la politique ici (en anglais seulement) : <https://www.sca.org/news/covidsafe-proof-of-fully-vaccinated-status-or-negative-covid-test-policy-resolution/>

 L’objectif du Royaume de l’Est est d’assurer la santé et la sécurité de ses participants, qu’ils soient des membres en règle de la SCA ou non. Conséquemment, le Royaume de l’Est mettra en place cette politique à partir du 12 octobre prochain. D’ici là, cette période de 2 semaines permettra aux membres organisateurs d’événements ainsi que ceux qui planifient les réunions et pratiques hebdomadaires de se familiariser avec la nouvelle politique et de mettre en place les mécanismes pour s’y conformer. Le Sénéchal du Royaume tiendra deux séances d’information les 3 et 4 octobre de 19 à 21 heures. Ces séances sont ouvertes aux officiers organisateurs d’événements du Royaume. Contactez le Sénéchal du Royaume ou votre sénéchal local pour obtenir le lien Zoom.

Pour des fins de traçabilité, nous devons continuer à tenir un registre des participants qui inclut le nom légal ainsi que le numéro de téléphone ou courriel.

La politique du Royaume concernant le port du masque demeure en place pour les régions du nord, centrale et du sud. Le masque doit être porté en tout temps lors de rassemblement en présentiel sauf sous un heaume lors de combats. Le masque peut être abaissé brièvement lors de la consommation de boisson ou de nourriture.

 Mise à jour pour Tir-Mara : dû aux différences dans la gestion de la pandémie entre le gouvernement des États-Unis et du Canada; fédéral et provincial; la politique du Royaume portant sur le port du masque est suspendue sur le territoire de la Principauté couronnée de Tir-Mara. Les membres de Tir-Mara doivent suivre les règles de santé publique fédérale et/ou provinciale en vigueur. Le Royaume souscrit pleinement aux pratiques de santé publique émises par l’Administratrice en chef de la santé publique du Canada le 17 septembre dernier (cliquez  ici  pour la déclaration). Si des membres de Tir-Mara participent à des événements dans la partie américaine du Royaume, ceux-ci devront obligatoirement porter le masque.

Pour terminer, si les politiques de la SCA ou du Royaume entrent en conflit avec les lois mondaines fédérales-provinciales ou d’états, ces dernières ont préséance. 

Medhbd, Sénéchal du Royaume
Ioannes II et  Ro Honig, Empereur et Impératrice

Categories
COVID Housekeeping News

A reminder about mask wearing at events

Good afternoon, populace of the East Kingdom,

I write to remind the populace that masks are the price of having in-person events, and compliance is not optional. 

A recent event was particularly inattentive to correct mask wearing, which I was deeply disappointed to learn about from first-person accounts and many photos on Facebook.

This is unacceptable. The Kingdom is requiring that attendees for all in-person gatherings of all types and sizes wear masks. Masks can be lowered BRIEFLY to eat or drink, and they do not need to be worn under the helm if actively fighting. When the helm comes off, the mask goes on. Full stop, no exceptions.

All branch officers and event staff need to both set the example and enforce compliance. We also really need attendees to do their part — wear your masks, gently remind your friends to wear theirs. No one wants to be the mask police monitoring every single face for full compliance, but neither is a complete lack of enforcement effort acceptable. If officers and event staff are uncomfortable asking folks to wear masks, then the branch shouldn’t be holding in-person gatherings. If attendees refuse to wear masks, they will be told to leave. If they refuse to leave, the authorities will be called.

Should I learn of in-person gatherings with poor mask compliance, this office will investigate. Should the reports be true, I will suspend the branch from all activity for at least a month, possibly longer depending on specifics. I will also strongly consider pulling officers’ warrants. In this, I have the support of the Crown, the Society Seneschal, and Society President.

Please, everyone — being back to in-person events has brought a lot of joy. Wear the mask so we can continue to see each other. Thank you.

In service,
Medhbh    

Categories
COVID Housekeeping

A plea and a reminder

Good morning, all gentles of the East Kingdom,

On the eve of one of our most treasured events, the Coronation of a new Crown, excitement, anticipation, and eagerness for shared community are high. The Coronation of Ioannes and Ro Honig brings the Kingdom another step closer to our established traditions.

And yet, we must remain diligent in our individual and collective safety measures. If you are feeling ill at all, please do not attend this or any other event. We have all come through too much to jeopardize our current ability to gather together.

At all in-person gatherings, please wear your CDC/PHS-compliant mask, correctly, every time (unless eating, drinking, or actively fighting). This includes while in your general camp area at a camping event (obviously, event staff will not monitor whether you are masked inside your tent). If reminded by event staff, please be courteous as they work to fulfill this directive. Likewise, event staff will gently point out to parents if their young children are unmasked.

Thank you for the Kingdom’s collective effort that makes it possible to do all of the activities which brought us together in the Society.

In service,
Medhbh
Kingdom Seneschal

Categories
COVID

Resolution to Further Lift Suspension of In-Person Activity in the SCA as of August 1, 2021

Good afternoon, East Kingdom,

With the Board’s most recent decision (https://www.sca.org/news/resolution-to-further-lift-suspension-of-in-person-activity-in-the-sca-as-of-august-1-2021/), as we are now back to events almost as we had previously known them.

Almost all activities which had been limited by the pandemic are back: overnight camping, feasts and dayboards, rattan & rapier practice, etc. See below for the remaining restrictions on what is allowed.

Here are the current requirements for all in-person gatherings of any size (practice, meeting, event — if it’s sponsored by a branch, the following applies):

1. Follow all federal/state/province/local requirements regarding COVID safety. Given the surge in the Delta variant, government requirements might be shifting in the weeks ahead. If you are holding an in-person gathering of any kind in upcoming months, make sure you are up to date on the relevant safety requirements.

2. All attendees must be signed in on a separate roster for contact tracing, with their legal name, and either an email or a phone number. This can be achieved either with pre-registration or a sign-in sheet at gate.

3. All in-person gatherings must display the following wording at gate (and in multiple locations beyond gate if it’s a large event):

Although the SCA complies with all applicable laws to ensure the health and safety of our event participants, we cannot eliminate the risk of exposure to infectious diseases during in-person events. By participating in the in-person events of the SCA, you acknowledge and accept the potential risks. You agree to take any additional steps to protect your own health and safety and those under your control as you believe to be necessary.

4. At this time, the East Kingdom does not have additional requirements. Their Majesties, Their Highnesses, and I continue to urge everyone to wear masks in order to create a safer environment for all and to make it easier for families with young children (who cannot yet be vaccinated and therefore must wear masks) to attend.

Branches are always able to set stricter safety requirements — such as requiring masks — than Kingdom, if they choose. Please keep me posted if your branch is considering this option. The Kingdom Exchequer Council has a fund to aid groups with cleaning supplies — please email the Kingdom Exchequer or me for details.

Restrictions that remain in place at this time:

1. Branch-sponsored in-person gatherings cannot ask about vaccinated/COVID negative status unless required by the private site owner/venue or government officials. If your branch is asked to sign a contract that includes requiring vaccination, please let me know.

2. Branch-sponsored in-person gatherings cannot use any ribbon/button/symbol/color-coded (etc) system for indicating whether the recipient is or is not welcoming physical contact like hugs. Any individual is always welcome to display such a badge, and if any individual wants to make such available to others — away from gate — that’s also fine. As long as the event/meeting staff are not distributing or otherwise seeming to require such badges, they’re fine.
3. Water-bearing in which water is squirted/sprayed/poured from a communal vessel directly into the mouth are off-limits. Bottled water is fine and water in a large cooler with a spigot is fine as long as care is taken that individuals’ drinking vessel doesn’t come in contact with the spigot.

4. Open serving bowls/platters in which participants reach in with their hands to take items (bowls of pickles, orange wedges, pretzels, etc) are off-limits. use serving utensils and/or have staff serve items for better food safety.

In service to the Kingdom,
Medhbh
Kingdom Seneschal