2023 GAIA GATHERING POLICIES

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Health & Safety Policy

Cancellation & Refund Policy

Children at Gaia

Liability Waiver

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HEALTH & SAFETY POLICY

Health & safety is a priority for our Gaia community. We have staff trained in First Aid and have both herbal and conventional over-the-counter medications and first aid supplies available.

 

Covid Update as of March 2023:

Planning an in-person event in 2023 means that we will be holding a strong standard of Safety. We will continue tracking the most up-to-date Local Public Health data & recommendations in order to build a solid plan that considers the care of our most vulnerable members.

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With case counts receding in Madison County, we are planning an in-person, indoor & outdoor gathering. There will be clear protocols that you will be expected to follow. We plan on updating this site and releasing an official COVID Policy prior to the 4/21 cancellation deadline.

 

We will be establishing practices and values to build a culture of care, respect & safety for all.

 

This policy will include:

• Testing: All participants will be required to have a negative COVID test within 48hrs prior to arrival (lab, PCR, and rapid home tests are accepted). You can access your free .Gov Home Tests here and find testing locations here for those in the Blue Ridge Health District.

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• Health Check: If you are actively sick, please stay home and get well! If you are exhibiting any of the following symptoms, do not come. Please see the cancellation & transfer policy and contact us with any questions. If symptoms arise during the weekend, please contact a staff member at the Registration Table.

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• Masking: While we are not requiring masks indoors, we support anyone who chooses to wear a mask at any time.  Please be mindful of the needs and comfort of others around you.

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• Meals: There will be indoor and outdoor seating available during meals.

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Your agreement to this Safety Policy is required for Registration.

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CANCELLATION & REFUND POLICY

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In the event that you need to cancel your ticket, please note that all requests need to be submitted in writing to info.thegaiagathering@gmail.com  with the subject line “Ticket Cancellation” or “Ticket Transfer”

 

Refunds:

• Tickets are fully refundable (minus a $20 administrative fee) until midnight on 4/21.

• After 4/21, no refunds will be given, but your ticket can be rolled over to next year or transferred to a participant on the waitlist (this must be submitted in writing and that person will need to register).

• After this time refunds will be considered on a case-by-case basis if the cancellation pertains to someone being sick or exposed to COVID before the gathering.

• This refund policy is not created to be a profit center or to be punitive—it is designed to cover the costs of hosting the event.

 

Transfer:

• Your ticket is fully transferable to next year’s event, or to another participant with a written request (and the new participant’s registration) info.

• Advance notice by 5/1 is required. Transfers may be considered after 5/1 on a case-by-case basis.

 

Event Cancellation: The Gaia Gathering continues to be planned within the context of an evolving Pandemic. We will continue to follow regional COVID data and plan accordingly.

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CHILDREN AT GAIA

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Babies and children are valued members of the Gaia community. We welcome you to bring children with these considerations in mind: 

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• Artemis’s Garden is a space for children and families to play, explore, rest, and have as their “home base” during the Gathering. While there will not be continuous childcare, we will be providing care for children ages 6-10 during workshop sessions. There will also be classes geared towards children and teens during each workshop session.

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• Some parents choose to leave their toddlers and young children with a care-giver in order to fully immerse in the weekend retreat. We ask that you contemplate your and your child's needs before deciding to bring them with you. 

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• Please come to Artemis’ Garden when you arrive on Friday to meet the team and get more information for parents and children.
   

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LIABILITY WAIVER

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FOR GOOD AND VALUABLE CONSIDERATION, including permission to participate in The Gaia Gathering at Seven Oaks Retreat Center (from here on referred to as the “Event”) and all related activities, I Agree to each of these terms:

 

1. I understand that participation in this Event involves inherent risks to bodily health and well-being, which may result not only from my own actions, inactions, or negligence, but also from the actions, inactions, or negligence of others, the condition of the facilities, equipment, or areas where the event is being conducted, and I assume all related risks and voluntarily participate in the Event and related activities.

 

2. I assume any and all risks of personal injuries to myself and my dependents, including medical or hospital bills, permanent or partial disability, death, and damage to my property, caused by or arising from my participation in this Event and related activities.

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3. I agree that photographs, pictures, or videos of me may be taken in connection  with my participation in this event or activity without compensation from The Gaia Gathering and consent to the use of these photographs, pictures, or videos for any legal purpose. I recognize that The Gaia Gathering values privacy and will make attempts at gaining consent prior to making any images or videos public.

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4. I release, waive, discharge and relinquish The Gaia Gathering and Seven Oaks Retreat Center from any liability, loss, damage, claim, demand or cause of action against them arising from or attributable to my participation in the event or activity, whether it arises by their negligence or otherwise. I agree to indemnify and not to sue or present any claim against The Gaia Gathering and Seven Oaks Retreat Center for personal injury, property damage, property loss, or wrongful  death and release any and all claims, including attorney’s fees that may arise from or relating to my participation in the Event. This document relieves The Gaia Gathering, Seven Oaks Retreat Center and all of their organizers, employees and agents from liability for personal injury, wrongful death, and property damage caused by negligence or otherwise.

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5. Acknowledgement is required at the time of registration and my signature will be required at the time of my arrival at the Event site. I have read this document, understand that I have given up all claims, rights, and cause for litigation by signing it and do sign voluntarily.

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Your agreement to this Liability Waiver is required for Registration.