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policies [2022/04/17 10:36] – katiepolicies [2024/04/14 18:21] (current) – [Event 7 Deadlines] anna
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 ====== Policies ====== ====== Policies ======
  
-===== Event 3 Deadlines =====+===== Event 7 Deadlines =====
  
-These deadlines were updated on August 14th 2021. +**Booking Opens:** 23rd October 2023\\ 
- +**E7 Plot Point Deadline:** 29th April 2024 - after this point we cannot guarantee we'll be able to write backstory information or plot interests from E7 into the event but will do what we can.\\ 
-**Priority Booking Opens:** 4th September 2021\\ +**Main Booking Deadline:** 27th June 2024\\ 
-**Main Booking Opens:** 11th September 2021\\ +**Character Submission Deadline:** 27th June 2024 - characters submitted after this point will only have minimal writing team support for E7.\\ 
-**Main Booking Deadline:** 8th January 2022\\ +**Late Booking / Cancellation Deadline:** 27th August 2024\\ 
-**Character Submission Deadline:** 5th March 2022\\ +**Meal Ticket Deadline:** 13th September 2024
-**Late Booking / Cancellation Deadline:** 2nd April 2022+
  
 ===== Booking Policy ===== ===== Booking Policy =====
  
-Once bookings have opened for an Event you may reserve a place at the event by filling out a form which will be accessible when booking opens. Please see [[Next Event]] for details of information to include. Once your reservation has been confirmed you should send the £20 deposit via PayPal to [[hamsterpotter1@gmail.com]] (or get in touch for other methods) to confirm your place. If you do not do so your place may be offered to someone else.+Once bookings have opened for an Event you may reserve a place at the event by filling out a form which will be accessible when booking opens. Please see [[Next Event]] for details of information to include. Once your reservation has been confirmed you should send the £20 deposit to confirm your place. If you do not do so your place may be offered to someone else.
  
-There are 75 player spaces and 50 crew spaces available for the second Event. Priority booking will be available for a week before main booking opens to anyone who attended Chapter 1 or 2. In the event that more bookings are made than we have spaces, we will operate a waiting list in case spaces become available.+There are 75 player spaces and 50 crew spaces available at each Event. In the event that more bookings are made than we have spaces, we will operate a waiting list in case spaces become available.
  
 You do not need to have finalised your character in order to book. You do not need to have finalised your character in order to book.
  
-You must pay the full amount (£80) by the main booking deadline. If you do not pay the amount you your place may be offered to someone on the waiting list, and you will possibly lose your deposit.+You must pay the full amount (£80 Player / £50 Player Concession) by the main booking deadline. If you do not pay the amount you your place may be offered to someone on the waiting list, and you will possibly lose your deposit.
  
 Bookings made after the main booking deadline will need to be paid in full before they are accepted. No booking will be taken after late booking deadline so that we can finalise numbers. Bookings made after the main booking deadline will need to be paid in full before they are accepted. No booking will be taken after late booking deadline so that we can finalise numbers.
  
 In order to finalise plot and props for players, all characters must be submitted by the Character Submission Deadline. We reserve the right to cancel any booking that fails to submit a character by the deadline, particularly where we have received no communication on the matter. In order to finalise plot and props for players, all characters must be submitted by the Character Submission Deadline. We reserve the right to cancel any booking that fails to submit a character by the deadline, particularly where we have received no communication on the matter.
 +
 +Meal Tickets are booked separately and cost £30 which must be paid in full before the Meal Ticket Deadline and are non-refundable after that Deadline.
  
 The Core Team reserves the right to refuse a booking without needing to give a reason why. The Core Team reserves the right to refuse a booking without needing to give a reason why.
 +
 +==== Concessions ====
 +
 +Concession prices of £50 for Player Tickets are available for those who need it, for example to:
 +  * Students
 +  * Those not in full time employment
 +  * Disabled attendees
 +  * Anyone attending in order to care for another attendee
 +
 +Concession eligibility is taken on trust.  If you are unsure whether you should qualify, you are welcome to email us at [[talesuntold.larp@gmail.com]] to ask.
 +
 +==== How to Pay ====
 +
 +Payment should be made by [[https://paypal.me/ktlmoore?country.x=GB&locale.x=en_GB|PayPal to Katie Moore]] using the Family and Friends Option.  You must use the Family and Friends option (//Tales Untold// is not a business) as otherwise we lose around 10% of payments to PayPal fees.  We will get in touch to ask for payments to cover the lost 10% if you use the incorrect option.
 +
 +Payments may be made in parts if you desire - if you choose this option we will send periodic reminders of your outstanding balance.  The balance will still be due by the deadline unless agreed otherwise with us.  This option is not available for Late Bookings made after the Main Booking deadline.
  
 ===== Cancellation Policy ===== ===== Cancellation Policy =====
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 Cancellations made after the cancellation deadline will get no refund. Cancellations made after the cancellation deadline will get no refund.
  
-For Chapter 3, please read the [[https://drive.google.com/drive/folders/1ymalAfAtg5CV6ocSjBY2AIFXD3GKXGoc?usp=sharing|COVID-19 Safety Policy]] for information about cancellations due to COVID-19.+Meal Ticket Cancellations receive 100% refunds until the Meal Ticket Deadline after which point they will receive no refund. 
 + 
 +For Chapter 3 onwards, please read the [[https://drive.google.com/drive/folders/1ymalAfAtg5CV6ocSjBY2AIFXD3GKXGoc?usp=sharing|COVID-19 Safety Policy]] for information about cancellations due to COVID-19.
  
 ===== Behaviour Policy ===== ===== Behaviour Policy =====
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 ===== COVID Safety Policy ===== ===== COVID Safety Policy =====
-Our COVID Safety Policy and Risk Assessment can be found [[https://drive.google.com/drive/folders/1ymalAfAtg5CV6ocSjBY2AIFXD3GKXGoc?usp=sharing|here]]. We will review it on a monthly basis to make sure that it is up to date with government guidance - if you have any questions or comments, please [[talesuntold.larp@gmail.com|get in touch!]]+Our COVID Safety Policy and Risk Assessment can be found [[https://drive.google.com/drive/folders/1tg0guSDe3LRbyQeQQNA-w0CLIODrVUSG?usp=sharing|here]]. We will review it on a monthly basis to make sure that it is up to date with government guidance - if you have any questions or comments, please [[talesuntold.larp@gmail.com|get in touch!]]
  
 ===== Avoidance Policy ===== ===== Avoidance Policy =====
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 ===== Privacy Policy ===== ===== Privacy Policy =====
  
-===== Data We Keep =====+=== Data We Keep ===
  
 The following information is stored securely by Google Drive and only accessible to the //Tales Untold// team: The following information is stored securely by Google Drive and only accessible to the //Tales Untold// team:
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   * Your photography preferences.   * Your photography preferences.
   * Any data transmitted through Booking Forms (including dietary requirements, access requirements, emergency contact information, etc) is handled by us but deleted when it is no longer relevant.   * Any data transmitted through Booking Forms (including dietary requirements, access requirements, emergency contact information, etc) is handled by us but deleted when it is no longer relevant.
 +  * //For Event 3 onward// information relevant to ensuring attendees are compliant with our COVID Policy (which will be deleted when no longer relevant).
  
-The following information is stored securely by Google Drive and only accessible to the //Tales Untold// core team:+The following information is stored securely by Google Drive and only accessible to the //Tales Untold// Head Refs:
   * Any requests made as per the Safe Community Policy (minimal information stored to maintain our records but no information beyond what is needed is kept)   * Any requests made as per the Safe Community Policy (minimal information stored to maintain our records but no information beyond what is needed is kept)
   * Safety incident details   * Safety incident details
  
-The following information is handled by our photographer: +The following information is handled by the relevant external party: 
-  * Photographs of you taken during the game (with your permission)+  * Photographs of you taken during the game (with your permission) held by our photographer
  
 The following information is stored on our website server and publicly available: The following information is stored on our website server and publicly available:
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   * Association of your name (see below) with your character   * Association of your name (see below) with your character
  
-===== Names =====+=== Names ===
   * We will display the OC name that you provide us on your in-character bio, on your userpage, and on the "Player Characters" page.  This will be visible to anyone who looks at the wiki.     * We will display the OC name that you provide us on your in-character bio, on your userpage, and on the "Player Characters" page.  This will be visible to anyone who looks at the wiki.  
     * By default, this will be displayed and stored on-wiki as your given name, plus the initial of your family name (e.g. Katie M).       * By default, this will be displayed and stored on-wiki as your given name, plus the initial of your family name (e.g. Katie M).  
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   * We request that this name is the same as you would use to introduce yourself to other players.   * We request that this name is the same as you would use to introduce yourself to other players.
  
-===== Email Addresses ===== +=== Email Addresses ===
-  * Your primary OC email is visible to the GMs, as this is required to administer your wiki account.  It is not visible to players or Wiki Users without Admin permissions. +
-  * You may change your email address at any time by clicking the “Update Profile” link while logged in, (use [[http://planetfall.ktmoore.co.uk/start?do=profile|this link]] on mobile) +
-  * A primary email address is required for the account to exist.  Once the game is over, you may change this to an invalid or non-existent address if you wish to keep the ability to log in, but do not wish your OC email address to be stored. +
-    * This will prevent you from recovering your account if you forget your password.+
   * We will use your email addresses only for game related purposes and will not disclose them outside the GM Team.   * We will use your email addresses only for game related purposes and will not disclose them outside the GM Team.
-  * When setting up your account, we will set your email address to be the email from which you sent your character submission, unless you request otherwise.+  * We maintain the following mailing lists of email addresses through the medium of Google Contacts, only available to the //Tales Untold// Head Refs: 
 +    * //Tales Untold// general mailing list 
 +    * //Tales Untold Event X Players// mailing list (per event) 
 +    * //Tales Untold Event X Crew// mailing list (per event) 
 +  * Upon booking (or by request), you will be added to the relevant mailing list(s). 
 +  * We will only remove you from mailing list by explicit request, in case it becomes necessary to contact attendees of a specific past event.
  
-===== Photographs =====+=== Photographs ===
   * At Events, a photographer will be present to take photos.    * At Events, a photographer will be present to take photos. 
   * These photos will be shared on Facebook and Google Photos and can be taken down by contacting the photographer directly.   * These photos will be shared on Facebook and Google Photos and can be taken down by contacting the photographer directly.
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   * With your permission, photos may be used for advertising and display purposes.  You can revert your permission at any time.   * With your permission, photos may be used for advertising and display purposes.  You can revert your permission at any time.
  
-===== Deleting Your Information ======+=== Deleting Your Information ===
   * By default, your character information will remain active once the game is over.  Your personal information will be deleted.   * By default, your character information will remain active once the game is over.  Your personal information will be deleted.
   * If you wish us to delete your information once the game us over, then email us and all identifying records and material held on you will be deleted.  This does not include game-related documents such as character notes, plots, and props we have internally that do not identify you OC.   * If you wish us to delete your information once the game us over, then email us and all identifying records and material held on you will be deleted.  This does not include game-related documents such as character notes, plots, and props we have internally that do not identify you OC.
  
-===== Responsible Person =====+=== Responsible Person ===
   * The Administrator for the server is Katie Moore, and is the person responsible for enforcing this policy is Katie.  She can be contacted via email at [[talesuntold.larp@gmail.com]].   * The Administrator for the server is Katie Moore, and is the person responsible for enforcing this policy is Katie.  She can be contacted via email at [[talesuntold.larp@gmail.com]].
  
  
-//Credit to Mike Chester who wrote most of this for Redemption//+//Credit to Mike Chester who wrote most of this for [[http://redemption.chaosdeathfish.com|Redemption]]// 
 + 
 +===== Child Safety Policy ===== 
 + 
 +Whilst //Tales Untold// is designed for adults first and foremost, we acknowledge that the logistics of childcare during LARP events can be difficult to organise and we do not want this to be a barrier for attendees with young children. The Child Safety Policy below details the reasonable support we can provide as Head Refs, and the responsibilities of Players and Crew attending an event where a child is present. 
 + 
 +===Responsibilities of the parent/guardian=== 
 + 
 +By bringing an young child to //Tales Untold//, parents and guardians must accept that: 
 +  * **//Tales Untold// was written for players over the age of 18.** 
 +    * By default, children should be treated below the abstraction layer, as an extension of the parent/guardian accompanying them, not as a character in their own right. 
 +    * Within the bounds of our [[acceptable_themes|Acceptable Themes Policy]], //Tales Untold// contains several themes which we consider inappropriate for children, as well as props and special effects which may be frightening or unsettling. While attendees are asked to be mindful of their behaviour around children, responsibility ultimately falls with the parent/guardian to remove their child from spaces which could be distressing. 
 +    * As below, the Head Refs will aim to give adequate warning to parents/guardians expected to come into contact with special effects which may be not just unsettling, but unsafe for a child. 
 +  * **Parents and guardians are responsible for the care, supervision and safety of the child during the event.** 
 +    * Children must never be left unattended on site. We ask that parents and guardians stay with their child at all times; no other attendee should be held responsible for childcare during the event. If you are not confident that you can supervise your child at all times, please do not bring them to //Tales Untold//. 
 +    * Parents and guardians are responsible for providing suitable food and accommodation for any child they bring to the event. Baby-changing facilities are included on-site for E4 and E5. 
 +    * You should assume that hazards typical of any outdoor event (e.g. trip hazards, insect bites, allergens) will be present. If you have any specific questions about on-site safety, please get in touch with the Head Refs in advance and we would be happy to discuss specifics with you. 
 +    * The Head Refs will aim to give adequate warning to parents/guardians expected to come into contact with special effects which could be unsafe for a child, e.g. loudspeakers and smoke used on a Vignette. 
 +  * **Some spaces are not safe for children.** 
 +    * No child may enter any space where combat is permitted, i.e. Quests and the Proving Ground. 
 +    * Other spaces may be deemed out-of-bounds for children at the discretion of the Head Refs, catering team and site owners. The Head Refs will aim to give you as much notice as possible if this is the case. 
 +  * **The //Tales Untold// Child Safety Policy may vary event to event.** 
 +    * Our ability to support children and their parents/guardians at //Tales Untold// will depend on the site facilities and the content of the upcoming event. 
 + 
 +=== Responsibilities of other attendees === 
 + 
 +With the exception of the parent/guardian, no attendee, whether Player or Crew, has any more responsibility for the safety of a child present at the event than they would in a public space. That said, we support a positive, accepting and safe community, and so all attendees are asked to: 
 + 
 +  * **Be respectful.** 
 +    * Although responsibility for the safety of a child lies with the parent/guardian, all attendees should be mindful of their behaviour around children, as respect remains a key part of our Behaviour Policy. Engaging with acceptable adult themes in a space where the parent/guardian can choose to step away is absolutely fine; going out of your way to make a child or their parent/guardian uncomfortable is not. 
 +    * As with any form of harassment, harassment of a parent/guardian who is breastfeeding is absolutely unacceptable at //Tales Untold//.  
  
policies.1650191785.txt.gz · Last modified: 2022/04/17 10:36 by katie