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
Archived

East Kingdom Resumption of In-Person Activities

The Board of Directors has decided that in-person events can resume June 1, 2021, with limitations (see the full Board announcement).

We have updated the East Kingdom’s in-person event guidelines.

A survey to gauge the Kingdom’s level of comfort with returning to events will be sent to branch seneschals and chatelaines. The survey can also be completed online. We encourage the populace to full out the survey so we can better guide the East Kingdom’s slow and careful return to in-person events.

In service to the East Kingdom,

Medhbh, Kingdom Seneschal
Tindal and Alberic, Consules of the East

Categories
Archived

From the SCA Board of Directors, May 28, 2021

Greetings to the SCA:

In April of this year, the Board of Directors of the SCA, Inc. issued a proclamation allowing in-person events to resume in North America as of June 1, 2021, subject to any federal, state, provincial, or local government health restrictions, and subject to restrictions imposed by the Board to try to ensure the safety of our participants, given conditions of the pandemic at the time. It was stated then that these restrictions would be revisited as appropriate.

At their May 25, 2021 conference call meeting, the Board of Directors of the SCA, Inc. discussed the latest guidance from the CDC, as well as current trends in the United States in particular with regard to the increasing availability of COVID vaccinations and the decreasing incidence of illness and hospitalizations in the United States. The Board then decided to loosen many of the SCA-imposed restrictions effective July 1, 2021. The Resolution released earlier today, spells out the requirements for in-person events going forward from that July 1 date.

The Board further took the following action:

Motion by Dale Fong-Frederick to approve the following language, and require that it appear on all event notices, flyers, online announcements, and advertisements, as well as being posted in multiple locations, including Troll (Registration), at all events:

Although the SCA complies with all applicable laws to try 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.

Seconded by Gigi Coulson. Opposed: None. Motion carried.

This language will be required to appear on all event notices, flyers, online announcements, and advertisements, as well as being posted in multiple locations at any and all SCA-sponsored functions going forward. A poster with this statement can be found on the SCA website: Event Sign

A few important notes:

  1. During the month of June, all current restrictions including mask requirements and the 150-person attendance limit remain in effect. The new proclamation does not take effect until July 1.
  2. As always, any and all federal, state, provincial, and local health rules and restrictions must be followed. If your local government does not allow gatherings above a certain size, or requires masks, those restrictions of course must be enforced.
  3. Individual kingdoms are always allowed to impose more restrictions than those imposed by the SCA, Inc. No kingdom is required to begin holding in-person events if the Crown and Kingdom Seneschal do not believe it is safe yet; a kingdom may continue to require face coverings, impose size limits on events, or prohibit overnight camping if it wishes. The President, Society Seneschal, and Board will support kingdoms in resuming events in the way that seems safest for them. Please contact the Society Seneschal at seneschal@sca.org and the President at president@sca.org with questions.
  4. The SCA has always been built on the ideals of chivalry and courtesy. We expect that people will continue to display these values at all times, and respect individuals’ personal choices regarding their own health and safety. The Society Seneschal and the President will continue to work with Kingdom Seneschals to implement the SCA’s return to live events in a safe and responsible manner. We appreciate everyone’s patience and understanding as we move forward.
Categories
Housekeeping

Updated Insurance Ordering Instructions

There are updated directions from Corporate for ordering insurance.
Due to the Covid-19 shutdown, the Late Fee is waived until further notice.

Categories
Pennsic

Pennsic 49 postponed to 2022

G’Day Everyone,

When taking office in the position of Mayor for Pennsic 49 I made a promise to everyone. That promise was that above all else, I would endeavour to run a fiscally responsible and safe Pennsic 49. It was my dear friend and mentor Viscount Sir Edward that said to me “The people that attend this event are Pennsic, take care of them.” I promised him I would. Then COVID 19 hit and the entire world was plunged into a crisis, the like of which we have not witnessed in our lifetimes.

Over the past few months, I have been in constant discussions with the Pennsic Seneschals Group (PSG), the President of the SCA Inc., Cooper’s Lake Management, and my Pennsic Senior Executive Group. In addition, I have seen the comments from many of you and listened to the comments from my Deputy Mayors and their staff.

I have kept you all updated as much as possible so that you all understand my decision-making process and so that you understand the path I am walking when I make decisions. Although change is happening and things are getting better, I must deal with the now, rather than what I think it may be like in 3 months’ time and unfortunately our vendors needs for commitment and certainty are requiring us to make commitments earlier than we originally intended.

As Mayor of Pennsic 49, I was entrusted with, the welfare and safety of the entire Pennsic Family. It is therefore with great sadness that I must inform you today that, I have decided to Postpone Pennsic 49 for another 12 months to 2022. The new dates for Pennsic 49 will be 29 July 2022 – 14 August 2022. This has been an exceedingly difficult decision to make but I trust you understand the reasoning behind it.

This postponement will be heartbreaking news to many of you and especially to the community surrounding Cooper’s Lake.

It has been arranged with Cooper’s Lake Management, that those who have preregistered for Pennsic 49 may have their registrations rolled over to 2022. If you desire a refund, please go to www.cooperslake.com and log into your pre-registration account.

Even if Pennsic 49 cannot run this July 2021, I remain optimistic that the situation will improve over the next months. I know that some of you have lost loved ones to this pandemic and my Pennsic Team and I send you our condolences and best wishes. I am looking forward to the time when I can share some time with you all at Cooper’s Lake and Pennsic War.

Yours in Service,
Sir Gregory of Loch Swan
Mayor, Pennsic 49