Festival Policies
POL-001 Code of Conduct
1. PURPOSE
1.1. To describe the kind of behaviour that is acceptable while participating in Robin in the Hood.
2. RESPONSIBILITY
2.1. All actors, volunteers, vendors, board and committee members who participate in the festival must adhere to this policy, and notify the Robin in the Hood Committee or Board of Directors of any serious violations of this policy.
3. POLICY
3.1. The following behaviours and actions will not be tolerated at any rehearsal or festival event towards any individual or group:
3.1.1. Abusive language or actions
3.1.2. Possession or use of alcoholic beverages, Marijuana, or illegal drugs
3.1.3. Participation in any festival event while under the influence of drugs or alcohol.
3.1.4. Possession or use of dangerous or unauthorized materials such as explosives, firearms, weapons or other similar items
3.1.4.1. All stage weapons and props must be pre-approved
3.1.5. Discourtesy or rudeness
3.1.6. Verbal, physical or visual harassment
3.1.7. Actual or threatened violence
3.1.8. Conduct endangering the life, safety, health or well-being of others or self
3.1.9. Bullying or taking unfair advantage of any individual or group
3.1.10. Use of any online platform to hurt, cause harm or target any member of the Robin Hood community
3.2. The Robin in the Hood Medieval Festival empowers its participants to address any situation which they believe to be serious enough to warrant immediate intervention. At the earliest possible instance, a member of the Robin in the Hood Planning Committee should be informed of any serious violations of this Code of Conduct.
4. VIOLATIONS
4.1. Violations of this Code of Conduct can result in any of the following:
4.1.1. A verbal warning
4.1.2. Removal of responsibilities, roles or parts in the festival
4.1.3. Put on probation for the following year
4.1.4. Formal write up of the incident
4.1.5. Removal from the festival
4.1.6. In serious situation, legal action and police involvement may be necessary
5. DISTRIBUTION
5.1. Policy webpage
5.2. Committee Files
5.3. Board Files
6. REVISION HISTORY
6.1. 31-Dec-2020: Update to formatting.
POL-001 Code of Conduct
Last Revised 18-Dec-2020
POL-003: Organizational Structure
1. PURPOSE
1.1. To describe the organizational structure at Robin in the Hood.
2. SCOPE
2.1. Oversight and support structure for Team Members to Committee Members and for Committee Members to the Board of Directors.
3. RESPONSIBILITY
3.1. Board of Directors – to update and distribute this document. To support designated committee members in their duties.
3.2. Committee Members – to support their team members in their duties (as applicable) and seek support from the appropriate director.
3.3. Team Members – to seek support from the appropriate committee member.
4. DEFINITIONS
4.1. Board of Directors means any person holding one of five directorial positions as denoted by the title, “Director of [department]”.
4.2. Committee Member means any person holding one of fourteen committee positions as denoted by the title, “[department] Coordinator”.
4.3. Team Member means any person holding a position on one of six teams as denoted by the title, “[department] Team”.
5. POLICY
5.1. Director of Community Relations
5.1.1. Sponsorship Coordinator
5.1.2. Website and Social Media Coordinator
5.1.2.1. Website and Social Media Team
5.2. Director of Entertainment
5.2.1. Artistic Coordinator
5.2.2. Fight Coordinator
5.2.2.1. Fight Team
5.2.3. Shows & Workshops Coordinator
5.2.3.1. Show Team
5.3. Director of Logistics
5.3.1. Education Day Coordinator
5.3.2. Volunteer Coordinator
5.3.3. Festival Administrative Coordinator
5.3.3.1. Festival Administrative Team
5.4. Director of Promotions & Advertising
5.4.1. Promotions Coordinator
5.4.1.1. Promotions Team
5.4.2. Advertising Coordinator
5.4.2.1. Advertising Team
5.4.3. Recruitment Coordinator
5.5. Director of Site
5.5.1. Site Coordinator
5.5.2. Vendor Coordinator
5.5.3. Costumes & Props Coordinator
6. DISTRIBUTION
6.1. Policy Webpage
6.2. Committee Files
6.3. Board Files
7. REVISION HISTORY
7.1. 31-Dec-2020: New document creation
POL-003: Organizational Structure
Last Revised 31-Dec-2020
POL-015 Policies
1. PURPOSE
1.1. To describe the procedure for creation and modification of policies at Robin in the Hood.
2. SCOPE
2.1. Creation and modification of Robin in the Hood policies.
3. RESPONSIBILITY
3.1. Director of Community Relations: to create and revise policy documents according to changes as agreed upon by the board; to manage policy updates and distribution.
3.2. Board of Directors (board): To aid in the creation, revision, and distribution of policies; to approve/reject policy changes.
3.3. Committee Members (committee): to approve/reject policy changes.
4. DEFINITIONS
4.1. Robin in the Hood, or the festival, means the Robin in the Hood Medieval Festival
5. POLICY
5.1. Proposed changes to policies should be sent to bod@robininthehood.com. This email will henceforth be referred to as the notification.
5.1.1. These changes can be proposed by anyone either involved or interested in the festival. This person will henceforth be referred to as the suitor.
5.2. Proposed changes will be discussed by the board at the first board meeting following the notification.
5.2.1. If the notification was received within less than 48 hours of a board meeting, it may be discussed at the second board meeting following the notification rather than the first.
5.3. If proposed changes are rejected and the suitor is not a board member, the suitor will be notified by email with a brief reason for the rejection.
5.4. If proposed changes are approved, the appropriate policy will be revised or drafted by the Director of Community Relations and the draft will be submitted to the board for review.
5.4.1. Drafted policies should follow the policy template attached.
5.5. The revised draft will then be approved/rejected by the board. If rejected,
the discussed changes will be redrafted and the draft resubmitted to the board.
5.6. If the committee holds any responsibility as outlined in the policy, it must be approved by a majority of the committee prior to distribution.
5.7. Once approved, the Director of Community Relations will coordinate the revised policy’s distribution as outlined in the policy.
6. DISTRIBUTION
6.1. Board Files
6.2. Committee Files
6.3. Policy Webpage
7. REVISION HISTORY
7.1. 17-Jan-2021: Document creation
POL-015 Policies
Last Revised 17-Jan-2021
POL-002 Health and Safety
1. PURPOSE
1.1. To ensure the health and safety of volunteers and patrons at Robin in the Hood.
1.2. Foster a culture of safety and promote safe practices at Robin in the Hood.
2. SCOPE
2.1. Practices to ensure the health and safety of volunteers conducting festival activities and patrons ofthe festival.
3. RESPONSIBILITY
3.1. Festival volunteers (volunteers):to follow this policy when conducting festival activities.
3.2. Committee Members (committee):to follow this policy when conducting festival activities;to enforce this policy with the help ofthe board.
3.3. Board of Directors (board):to follow this policy when conducting festival activities;to update, distribute and enforce this policy.
4. DEFINITIONS
4.1. (The) festival, or RITH, means the Robin in the Hood Medieval Festival.
4.2. Festival activities means events where volunteers meet with each other or external stakeholders by any means for the purpose of planning, conducting, or promoting the festival. (e.g., rehearsals)
4.3. (Festival) volunteers means people who have signed up to participate in the festival for the current season including but notlimited to board of directors, committee members, cast, and/or volunteers.
5. DOCUMENTS
5.1. POL-001: Code of Conduct
6. POLICY
6.1. While responsibility for a person’s safety is ultimately their own, itis the goal ofthe Robin in the Hood Medieval Festivalto work towards providing a safe environmentfor all of its participants and patrons at alltimes.
6.2. All behaviour must be conducted in accordance with the Festival’s Code of Conduct.
6.3. Volunteers are expected to behave in a manner which promotes and ensures the safety ofthemselves, other volunteers, and festival patrons.
6.4. The committee and board will make every reasonable effortto ensure the safety of Festival volunteers and patrons, including but notlimited to the following:
6.4.1. Specifying appropriate dress requirements, as applicable, for festival activities (e.g., Park Set up and Tear Down).
6.4.2. Assigning physicaltasks which are appropriate to a volunteer’s physical limitations.
6.4.3. Ensure that first aid materials are present at all Robin in the Hood organised events
6.4.4. Ensure that a method of contacting emergency services are available at all Robin in the Hood organised events
6.4.5. Ensure a hard copy of emergency contactinformation is available for all participants at all Robin in the Hood organised events
6.4.6. Make every reasonable effortto ensure that, in the event of an injury,the injured person receives appropriate and timely medical attention.
6.5. Volunteers will only be asked to conduct activities that can reasonably be assumed to be safe.
6.5.1. If a volunteer feels unsafe doing any activity,they mustinform a Committee member or the Board of Directors.
6.5.2. If a volunteer has special circumstances in which some activities may be more detrimentalto their health (e.g. a medical condition or taking certain medications),they are advised to make the committee or board aware so that accommodations can be made as appropriate.
6.6. The Board of Directors will handle any safety complaints or incidences reported to them including but notlimited to the following:
6.6.1. Review and discuss any complaints or suggestions with regard to safety atthe next meeting ofthe Board of Directors and, if deemed prudent by them,the next meeting ofthe Planning Committee
6.6.2. Review and discuss all reports of injury occurring at any Robin in the Hood organised events atthe next meeting ofthe Board of Directors and, if deemed prudent by them,the next meeting of the Planning Committee
6.6.2.1. The Festival Representative present atthe Robin in the Hood organised event shall be provided by the Festival, and responsible for,the written documentation of all incidents of injury that require first aid or emergency medicaltreatment, as well as its communication, including copies ofthe incident report,to the Board of Directors atthe earliest opportunity.
Police Checks
6.7. If given a partin the festival, actors aged 18 and older on the date they audition, or submittheir Audition Form & Waiver, mustthen provide a police check
6.8. Police Checks must be received by the annual deadline established by the Board
6.9. Should the deadline be missed,the Festival Administrative Coordinator must be given reasons for the delay, and the Board may approve a new deadline for this individual
6.10. Actors who have not provided their police check by the day before Education Day will not be permitted to perform in costume for Education Day or Festival Day (this is the latest new deadline that can be established for any reason
6.11. If an actor turns 18 between the time oftheir audition and the last day of the Festivalthey are not required to submit a police check for that year.
6.12. Returning actors who have submitted their police checks in a previous year and who have remained in the festival all subsequent years may sign a document to affirm the information from the check has not changed.
Doctor’s Note
6.13. Should an actor or volunteer require attention from a medical professional for an injury (either as a result of or externalto their activities in the Festival),they must provide the Secretary with a Doctor’s note clearing them to resume their normal (or modified) Festival duties
6.13.1. e.g. fighters must receive a doctor’s note expressly clearing them to resume fight rehearsals and performances before they will be allowed to continue fighting. Fighter’s cleared for modified duties may be allowed to continue in the festival as a wanderer but will not be permitted to continue with fight rehearsals or performances
6.13.2. All doctor’s notes will be keptin a secure, confidential location for 1 year after which they will be destroyed in a confidential manner
6.13.3. In the absence ofthe secretary the actor may choose to submit their doctor’s note to another board member
7. COVID-19 (COVID, Coronavirus)
7.1. Festival activities will be conducted through virtual means where reasonable or, where not reasonable, conducted in accordance with current Public Health Guidelines.
7.2. In the case of in-person festival activities, volunteers should not attend if they have any ofthe following symptoms: fever, dry cough, unexplained tiredness; or ifthey have travelled outside Canada within 14 days, or if they have come into contact with someone who has tested positive for COVID-19, or ifthey have been instructed to self-isolate/self-quarantine by Public Health officials.
7.2.1. Volunteers may attend if, after identifying with any ofthe conditions outlined in 7.2, the volunteer in question receives a negative COVID test, self-isolates/self-quarantines for the duration recommended by Public Health, or otherwise receives approval from Public Health.
7.2.2. If volunteers experience chest pains, shortness of breath or difficulty breathing,they are advised to call emergency services at 911, and should not be attending festival activities.
7.3. When participating in in-person festival activities, volunteers are expected to wear a mask with a minimum of 2-layers and which covers the mouth and nose, and are expected to practise physical distancing.
7.4. Track and Trace will be mandatory for all in-person festival activities.
7.5. Volunteers are expected to maintain sanitary behaviours including proper handwashing and/or sanitizing practices.
8. VIOLATIONS
8.1. Violations ofthis document can resultin any ofthe following:
8.1.1. A verbal warning
8.1.2. Removal of responsibilities, roles or parts in the festival
8.1.3. Put on probation for the following year
8.1.4. Formal write up ofthe incident
8.1.5. Removal from the festival
8.1.6. In serious situation, legal action and police involvement may be necessary
9. DISTRIBUTION
9.1. Policy Webpage
9.2. Committee Files
9.3. Board Files
10. REVISION HISTORY
10.1. 09-Feb-2021 – policy revision to update formatting and include COVID related information.
POL-005 Position Management
1. PURPOSE
1.1. To describe the procedure for selecting volunteers to fillteam, committee and board positions.
2. SCOPE
2.1. Filling positions of Team Member, Committee Member and/or Board Member at Robin in the Hood.
3. RESPONSIBILITY
3.1. Board of Directors -to update and distribute this document. To follow this document when selecting incoming Board and/or Committee Members.
3.2. Committee Members -to follow this document when selecting incoming Team Members.
3.3. Board, Committee and/or Team Candidates:to submitthe required information to aid in the selection process as applicable.
4. DEFINITIONS
4.1. Robin in the Hood, RITH,the festival means Robin in the Hood Medieval Festival.
4.2. Board of Directors, Board Member, Board means any person holding one of five directorial positions as denoted by the title,“Director of [department]”.
4.3. Committee Member means any person holding one of fourteen committee positions as denoted by the title,“[department] Coordinator”.
4.4. Team Member means any person holding a position on one of six teams as denoted by the title,“[department] Team”.
5. DOCUMENTS
5.1. POL-003 Organizational Structure
5.2. POL-004 Job Descriptions
6. POLICY
Selecting Board Members
6.1. To become a member ofthe Board, a candidate must have atleast 2 years of experience in the festival.
6.1.1. Experience can be obtained through volunteering as a cast member, t-shirted volunteer, committee member, and/or team member.
6.2. Candidates must be nominated by someone in the festival (which may be themselves).
6.2.1. Nominations should be sentto info@robininthehood.com
6.3. Once a nomination has been received,the Board will notify the candidate who must accept or rejectthe nomination within 2 weeks.
6.3.1. This step may be skipped if a candidate has nominated themselves.
6.4. The Board will review all nominations and selectthe most qualified candidate. Candidates should be prepared to submit additional information, such as a resume,to aid in the selection process.
6.5. Once a candidate has been selected,the Board must officially vote them in during a Board meeting.
Selecting Committee Members
6.6. To become a member ofthe committee, candidates must be either nominated by someone in the festival, or apply by contacting info@robininthehood.com
6.6.1. If nominated,the Board will notify the candidate who must accept or rejectthe nomination within 2 weeks.
6.7. The Board and Committee will review all nominations/applications and select the most qualified candidate. Candidates should be prepared to submit additional information, such as a resume,to aid in the selection process.
6.8. The Board member overseeing the committee position must approve the selection along with the outgoing committee member so long as they are still involved in the festival atthe time of nomination.
6.9. Once a candidate has been selected,they will be notified and officially assume the new role within 2 weeks.
Selecting Team Members
6.10. To become a member of a team, candidates must be either nominated by someone in the festival, or apply by contacting the overseeing committee member through their @robininthehood.com email address.
6.10.1. If nominated, the overseeing committee member will notify the candidate who must accept or rejectthe nomination within 2 weeks.
6.11. The overseeing committee member will review all nominations/applications and select qualified candidates. Candidates should be prepared to submit additional information, such as a resume,to aid in the selection process.
6.12. Once a candidate has been selected,they will be notified and officially assume the new role within 2 weeks.
7. DISTRIBUTION
7.1. Board Files
7.2. Committee Files
7.3. Policy Webpage
8. REVISION HISTORY
8.1. 09-Feb-2021: New Document
POL-018 Auditions
1. PURPOSE
1.1. To describe the procedure for casting of all acting roles in the Robin in the Hood Medieval Festival
2. SCOPE
2.1. Casting of all acting roles within Robin in the Hood Medieval Festival.
3. RESPONSIBILITY
3.1. Fight Coordinator: cast all fight roles in accordance with this policy
3.2. Artistic Coordinator: cast all acting roles in accordance with this policy; aid in the casting in Fight roles and Show roles.
3.3. Show Coordinator: cast all show roles in accordance with this policy
3.4. Festival Administrative Coordinator: receive and process all forms as appropriate, ensuring data integrity as much as is reasonable
3.5. Board of Directors:to update, distribute and enforce this policy
4. DEFINITIONS
4.1. RITH or, the festival means Robin in the Hood Medieval Festival
4.2. Acting Role means a position wherein a person portrays a character in the festival. This person is considered an actor.
4.3. Fight Role means a position wherein a person age 14 or over is expected to perform a staged fight. This person is considered a fighter and must also be cast into an acting role.
4.4. Show Role means a position wherein a person is expected to perform a staged performance. This person is considered part of a show and must also be castinto an acting role.
5. DOCUMENTS
5.1. POL-002 Health and Safety
5.2. POL-012 Rehearsals
6. POLICY
6.1. Absolutely no audition forms will be accepted after the last audition date has ended once rehearsals have started.
6.1.1. If a circumstance delays the audition process the Festival Coordinator will inform the Artistic Coordinator and a decision will be reached as to whether or notthe forms will be accepted. This decision will be made on a case-by-case basis.
6.2. Auditioning for any role does not guarantee a role in the festival, nor does it guarantee the specific role requested will be granted.
6.3. In order to be considered for a role, a person age 18 or older must be able to provide a police check as required in POL-002 Health and Safety.
6.4. Any person granted a role in the festival is expected to adhere to festival policies including POL-012 Rehearsals.
New Actors:
6.5. In order to receive an acting partin RITH, a person must:
6.5.1. Attend an acting audition (estimated 15 minute length).
6.5.1.1. If an in person audition is notfeasible an electronic audition can take place through phone or video conferencing.
6.5.2. Complete Audition form and Waiver form.
6.5.2.1. In the cast of participants under 13 years of age on the date of the audition, a Parental Consentform is also required and must be submitted by the first scheduled full cast rehearsal.
6.5.3. Be atleast 7 years of age on the date ofthe audition.
Returning Actors
6.6. If a person has had an acting role in RITH for 3 consecutive years or more, including the previous year,they are welcome to attend acting auditions but it is not required. To audition,they must:
6.6.1. fill outthe Audition Form and Waiver, and submitthem to the Festival Administrative Coordinator no later than the end ofthe last audition date.
6.6.2. if 13 years of age or younger,they must submit a filled-out Parental Consent Form no later than the first scheduled Full Cast rehearsal.
6.7. Itis the actor’s responsibility to ensure thatthe Festival Administrative Coordinator receives all applicable forms by the stated deadlines.
6.8. If a person has previously had an acting role in RITH, but notin the previous year,they must attend one ofthe acting auditions and follow the policy for new actors
Show Roles
6.9. In order to receive a partin a show (or workshop) in RITH, a person must:
6.9.1. Complete a Show Form
6.9.2. Complete all requirements to acquire an acting role.
Fight Roles
6.10. In order to qualify to be considered for a fight role in RITH a person must:
6.10.1. Attend one fight audition from startto finish, unless the fight coordinator allows otherwise.
6.10.2. Complete Audition form & Waiver form, and submitthem on the day ofthe audition
6.10.2.1. Younger participants may require a Parental Waiver of Consent form as per requirements to receive an acting role.
6.10.3. Be the appropriate age to audition
6.10.3.1. Participants 16 years of age, or older, on the date of the audition do not require a Parental Consent Form from a parent or guardian
6.10.3.2. Participants who are either 14 or 15 years of age on the date of the audition DO require a Parental Consent Form from a parent of guardian. This form must be submitted at the audition.
6.10.3.3. No person under the age of 14 shall be considered for a fight role
6.10.3.3.1. If a specific aspect of performance (plot, script, show, etc) required a younger actor to perform fight moves, the Artistic Coordinator, Fight Coordinator & Director of Entertainment will discuss the idea with the parent or guardian and only proceed with their permission. This permission can be granted at any point during the rehearsal process. In such case,the younger actor would not be considered a Fighter.
6.10.4. Be in good enough physical condition that moderate to, attimes, intense physical exertion will not cause undue bodily harm
Special Cases
6.11. If a person is not able to make any ofthe audition times and is not able to complete an audition through electronic means,they may still be considered on a case-by-case basis.
6.12. Actors could be considered to qualify for a Special Case Status if:
6.12.1. They contactthe Festival Administrative Coordinator prior to or during the audition times to make their intent and reasons known
6.12.2. They have been a member of RITH in the previous year
6.13. Doing the above in no way means that anyone will automatically be granted Special Case Status.
Exceptions
6.14. The audition requirement may be waived in some circumstances if a Board decision is made which applies to all parties. Exceptions cannot be made for individuals. (e.g., in 2020 the audition requirement was waived provided appropriate forms had been completed atthe Kick off Party)
6.15. The Artistic Coordinator may choose to add audition dates if:
6.15.1. the dates are chosen and announced before the end of the previously determined audition dates, and
6.15.2. the dates for the auditions take place before the first Full Cast Rehearsal
6.15.3. Any exceptions to the above requirements can be determined by a Board decision
6.16. If a needed role is lost due to any reason the following could be considered by the Artistic Coordinator, Show Coordinator and/or Fight Coordinator:
6.16.1. Removal of a fight, show or workshop. In this case,the cast member would retain their Acting Role but may have an altered Fight/Show Role, or may lose this role entirely depending on the circumstances.
6.16.2. Have the space filled by a person who may or may not have completed the appropriate audition, provided they are qualified, there is sufficienttime to learn the role and safety is addressed.
6.16.2.1. Ifthe space is filled by a person who has not completed the appropriate audition,that person will become part ofthe cast and therefore expected to follow all festival policies, including POL-012 Rehearsals.
7. DISTRIBUTION
7.1. Board Files
7.2. Committee Files
7.3. Policy Webpage
8. REVISION HISTORY
8.1. 04-Feb-2021: Update to new format, move Police Check information to POL-002 Health and Safety, add Show Roles heading
POL-012 Rehearsals
1. PURPOSE
1.1. To describe the expectations for rehearsals at Robin in the Hood.
2. SCOPE
2.1. Rehearsals for actors granted fight roles, show roles and/or acting roles at Robin in the Hood Medieval Festival.
3. RESPONSIBILITY
3.1. Actors with a Fight Role, Show Role and/or an Acting Role:to follow this policy with respect to rehearsals.
3.2. Festival Administrative Coordinator:to track all attendance and to notify absent cast members of warnings and removal from the festival.
3.3. Casting Team: To decide whether removal of a cast member from the festival is prudent and to act upon this decision with the support of the Board of Directors.
3.4. Board of Directors (Board):to enforce, distribute and update this document.
4. DEFINITIONS
4.1. Casting Team consists ofthe Artistic Coordinator, Show Coordinator, and Fight Coordinator.
5. POLICY
5.1. Actors will attend all full cast rehearsals as well as any specific rehearsals assigned to their character
5.2. Attendance atthe first Full Cast Rehearsal and Dress Rehearsal are mandatory unless previously arranged with the Festival Administrative Coordinator
5.2.1. Actors who are unable to attend a rehearsal must notify the Festival Administrative Coordinator atleast 24 hours before the start of the rehearsal
5.3. Acceptable reasons for last-minute absences include sudden illness, personal emergency (e.g.. family death), etc.
5.3.1. Work, no ride, and forgot are not acceptable reasons for missing rehearsal without advanced notification
Special Cases
5.4. Attimes, experienced and returning cast members are not able to make a considerable number of rehearsals due to various issues. Actors who are not able to make all rehearsals must contactthe Festival Administrative Coordinator to obtain ‘Special Case Status’.
5.5. Actors could be considered to qualify for a Special Case Status if:
5.5.1. They contactthe Festival Administrative Coordinator prior to or during the audition times to make their intent and reasons known.
5.5.2. They have been a member of RITH in the previous year.
5.5.3. They are willing to try to make as many rehearsals as possible BUT must adhere to the rehearsal schedule worked out between them and the Festival Administrative Coordinator.
5.6. Doing the above in no way means that anyone will automatically be granted Special Case Status.
6. VIOLATIONS
6.1. Failure to notify the Festival Administrative Coordinator of an absence will resultin a warning for the firsttwo offences and removal from the Festival cast upon the third offence.
6.2. Failure to contactthe Festival Administrative Coordinator directly in regards to an absence will constitute a warning unless it was unreasonable to do so due to the nature ofthe emergency/issue.
7. DISTRIBUTION
7.1. Board Files
7.2. Committee Files
7.3. Policy Webpage
8. REVISION HISTORY
8.1. 04-Feb-2021: Updated to new format.
POL-019 Weapons
1. PURPOSE
1.1. To describe the requirements which must be metto carry a weapon during festival activities.
1.2. To ensure the safety of all volunteers and patrons with regard to weapons.
2. SCOPE
2.1. Carrying of weapons during Robin in the Hood Medieval Festival (RITH, the festival) and any festival activities (including but notlimited to promotional events and rehearsals).
3. RESPONSIBILITY
3.1. Fight Coordinator: To schedule all fights and mark the designated “fight area”; to approve all character weapons worn during the festival; to receive and keep all weapons waivers.
3.2. Fight Team:to approve appropriateness of weapons carried by characters during the festival and act as “designate” on behalf ofthe Fight Coordinator when necessary.
3.3. Board of Directors:to update, distribute and enforce this document.
3.4. Committee Members:to aid in the enforcement ofthis document.
4. DEFINITIONS
4.1. Fight area means the designated and reasonably controlled area in which fights will occur, as scheduled by the Fight Coordinator.
4.2. Weapon means any instrument which could reasonably be assumed to cause harm including but notlimited to swords, daggers, axes, pole arms, spears, bows and/or arrows.
4.3. Designated areas means areas away from the public which are deemed safe for weapon storage including knight school,the actors’ rest area, and any other designated actors only areas, or specified vendor areas.
5. POLICY
5.1. Characters who are deemed appropriate to carry a weapon outside the “fight area” shall be designated by the Fight Team they may include but not limited to Knights, Guards, and Soldiers.
5.2. All weapons must be free from sharp/rough edges and/or points and should be either a stage fight weapon or a replica weapon of solid enough construction so as to notfall apart or have pieces fall off unintentionally, and may only be carried if it has been deemed “safe” by the Fight Coordinator or designate.
5.3. A staff or unstrung bow may be used by characters as a costume piece if approved by the Fight Team. No arrows may be carried outside the designated archery area(s) unless peace tied.
5.4. None ofthe weapons a character uses may come from the ‘Tournament Weapon’ area – unless itis their own and only ifthey are the only person who uses it. Once a tournamentis started ALL weapons should be in the designated area. If a weapon is being used in a fightit must notleave the designated weapons area.
5.5. Any weapon being carried by a person that can be belted must be secured so that it cannot be easily taken off ofthem (peace-tied). Any weapon that is carried may not be let go unless itis set down in one ofthe designated areas.
5.6. Actors may make use of weapons for character moments, photographs, or acting moments (posing for photos with patrons, knighting a patron) as long as they are not used in any inappropriate ways, a threatening manner (unless it has been scripted), or could cause harm to self or others.
5.7. All actors carrying “Character” weapons will sign a waiver
5.7.1. Waivers are to cover use of weapons, whether personal, borrowed from another actor, or a Robin Hood loaned weapon.
5.7.2. Waivers should be submitted to the Fight Coordinator or designate
5.8. Any member ofthe Board of Directors or a Committee member has the authority to remove a weapon from a person ifthey deem itto be necessary.
6. VIOLATIONS
6.1. Violations ofthis document can resultin any ofthe following:
6.1.1. Removal ofthe weapon in question
6.1.2. A verbal warning
6.1.3. Removal of responsibilities, roles or parts in the festival
6.1.4. Put on probation for the following year
6.1.5. Formal write up ofthe incident
6.1.6. Removal from the festival
6.1.7. In serious situation, legal action and police involvement may be necessary
7. DISTRIBUTION
7.1. Board Files
7.2. Committee Files
7.3. Policy Webpage
8. REVISION HISTORY
8.1. 29-Jan-2021: Updated format
POL-016 Violence & Harassment
1. PURPOSE
1.1. To outline Robin in the Hood’s violence and harassment program, including how incidents of violence and harassment will be handled and investigated.
2. SCOPE
2.1. This policy will apply to incidents of violence and harassment that occur both while conducting festival activities and outside of the festival, but which are the direct result of a relationship within the festival.
2.2. Incidents of violence and harassment can occur:
2.2.1. During festival activities
2.2.2. When travelling to and from festival activities
3. RESPONSIBILITY
3.1. Board of Directors:
3.1.1. To take every reasonable measure to protect against violence & harassment incidence at RITH;
3.1.2. To assess and identify risks of violence and harassment and implement measures to mitigate said risks within 6 months of risk identification;
3.1.3. To retain records of any incidents reported or investigations conducted in relation to violence & harassment at RITH;
3.1.4. To review this policy annually, or as often as necessary, and updating, distributing and enforcing this policy as required.
3.2. Volunteers (including cast, committee & team members):
3.2.1. To take every reasonable measure to ensure the safety of everyone involved in the festival;
3.2.2. To report any incidence of violence and harassment at RITH in accordance with this policy.
3.3. Designated Recipient: to receive all incident reports and respond in accordance with this policy.
4. DEFINITIONS
4.1. RITH, or the Festival means Robin in the Hood Medieval Festival
4.2. Festival activities means events where volunteers meet with each other or external stakeholders by any means for the purpose of planning, conducting, or promoting the festival. (e.g., rehearsals)
4.3. Violence means, the use, attempted use, or threat of physical force against a person which causes or could reasonably cause injury to that person excluding any time where a person is acting in character and the threatened party has been made aware prior to the act (i.e., stage combat).
4.4. Harassment means, any vexatious comments or conduct that is known or ought reasonably be known to be unwelcome, or making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant, or deny an unrelated benefit and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.
4.5. Complainant means, a person who has made a complaint about another individual who they believe committed an act of violence or harassment
4.6. Respondent means, a person whom another individual has accused of committing an act of violence or harassment.
5. DOCUMENTS
5.1. POL-001 Code of Conduct
5.2. POL-002 Health & Safety
5.3. POL-019 Weapons
6. POLICY
6.1. Robin in the Hood is committed to building and preserving a safe, productive, and healthy environment for its volunteers (including cast) & patrons, free from violence and harassment.
6.2. Acts of violence or harassment against or by any volunteer will not be condoned or tolerated.
7. RISK ASSESSMENT
7.1. RITH will conduct a risk assessment of expected festival activities to identify potential risks that could affect the organization and the health and safety of volunteers and will institute measures to eliminate or control any identified risks.
7.2. The following factors will be considered during the assessment
7.2.1. Past incidences
7.2.2. Known incidences from similar organizations
7.2.3. The circumstances in which festival activities are conducted, including the types of tasks and conditions under which they are performed.
7.2.4. The interactions that take place during festival activities
7.2.5. The physical location and layout of the park during the festival.
7.3. A copy of the written assessment will be retained by the Board of Directors and is available to volunteers upon request.
8. CONTROL MEASURES AND PROCEDURES
8.1. As much as is reasonable, schedules should position a minimum of 2 volunteers in any given area with additional t-shirted volunteers stationed throughout the park.
8.2. The castle is to remain a ‘cast (volunteer) only’ area. Additional areas for cast to rest and/or find support include outlaw camp, the tavern, the information booth, and the gates.
8.3. Within the wooded areas, volunteers and patrons should keep to the cleared and designated paths.
8.4. All cast/volunteers are expected to adhere to POL-001 Code of Conduct, POL-002 Health & Safety, and POL-019 Weapons.
9. INCIDENT REPORTING
9.1. If immediate assistance is required, please call emergency services at 911
9.2. If a person has witnessed or been involved in an incident of violence or harassment at RITH, they should report to the Chair of the Board (designated recipient) at advertisingbod@robininthehood.com
9.2.1. If the Chair of the Board is involved in the incident, they should report to the Secretary Treasurer (alternate designated recipient) at treasurer@robininthehood.com
9.2.2. Reports can be made verbally or in writing. The complainant may remain anonymous if they so choose.
9.2.3. Reports should be made as soon as possible following the incident and should include the following information (as available):
9.2.3.1. The date and time of the incident
9.2.3.2. The names of any persons involved in the incident
9.2.3.3. The names of any persons who witnessed the incident
9.2.3.4. A thorough description of what occured.
9.3. Complainants will not be penalized for reports made in good faith.
10. RESOLUTION PROCEDURES
Once a report has been made the following procedure will be followed:
10.1. Within 7 days:
10.1.1. All parties involved will be notified. They will be reminded of this policy, the steps in the resolution process, and their right to be represented by another person (e.g., friend, family member) during this process if they so choose.
10.1.2. A request will be made for any witnesses of the incident to come forward. This request must be made in such a way that confidentiality is maintained.
10.2. Within 45 days the resolution process will begin.
10.2.1. This process may include interviews, mediated discussions, and/or alternate methods as agreed upon by the parties involved.
10.3. At any point during the resolution process, the parties involved may request a formal investigation. Resolution discussions may continue during the investigation.
11. INVESTIGATION PROCEDURES
If a formal investigation is requested, the following procedure will be followed
11.1. A qualified investigator will be selected and begin an investigation.
11.2. The investigator will be given a copy of the initial report, any meeting notes, a copy of this policy, and any other relevant documentation.
11.3. The investigation will include
11.3.1. Interviewing the complainant and any persons involved in the incident
11.3.2. Identifying and interviewing any witnesses
11.3.3. Obtaining statements from all parties involved.
11.4. The investigator must write a report including a description of the incident, any conclusions, recommendations for future prevention which should address the identified root cause.
11.5. Copies of this report will be distributed to the parties involved and the Board of Directors.
11.6. If necessary, RITH may employ outside assistance or request the use of legal counsel.
11.7. RITH will take all reasonable measures to prevent any disclosure of the incident and the identities of the parties involved, unless the disclosure is necessary for the investigation, for taking corrective action, or required by law.
12. CONTROL MEASURES
12.1. As a result of the investigation, control measures will be implemented to eliminate or control the risk of violence or harassment.
12.2. Control measures will be determined on a case-by-case basis, depending on the situation investigated.
12.3. Any control measures enacted will be communicated to the complainant and respondent, as well as any other persons the measures effect.
13. DOMESTIC VIOLENCE
13.1. If RITH becomes aware that domestic violence is likely to expose a volunteer to physical injury during festival activities, they will take every reasonable precaution to protect the volunteer.
14. RECOMMENDATION TO VICTIMS
14.1. RITH will support any volunteers who are victims of violence and harassment and recommends that any victims of violence and/or harassment consult their health care provider for treatment or seek counselling if appropriate.
15. FRAUDULENT OR MALICIOUS COMPLAINTS
15.1. It is a violation of this policy for anyone to knowingly make a false complaint, or to provide false information about a complaint. Unfounded or frivolous allegations may cause both the respondent and RITH significant damage. Any employee who knowingly makes a false allegation related to violence or harassment will be subject to immediate disciplinary action, up to and including removal from the festival.
16. RECORD KEEPING
16.1. Any incident reports, their outcomes, and associated documentation will be retained by RITH for 10 years.
17. CONFIDENTIALITY
17.1. RITH will not disclose the name of a complainant or a respondent or the circumstances related to the complaint to any person except where disclosure is necessary to investigate the complaint or take corrective action with respect to the complaint, or required by law. RITH will only disclose the minimum amount of personal information or details necessary for these purposes.
17.2. All records of harassment, and subsequent investigations, are considered confidential and will not be disclosed to anyone except to the extent required by law. RITH will do everything reasonably possible to protect the privacy of any individuals involved and to ensure that complainants and respondents are treated fairly and respectfully.
18. ADDITIONAL RESOURCES
18.1. If you have any questions or concerns about this policy, contact communitybod@robininthehood.com
19. DISTRIBUTION
19.1. Board Files
19.2. Committee Files
19.3. Policy Webpage
20. REVISION HISTORY
20.1. 20-May-2021: New document creation
POL-016: Violence & Harassment
Last Revised 20-May-2021