| SECTION 1 - INTRODUCTION
a. This Policy sets out the requirements, in general, for events.
b. The purpose of this Policy is to adequately inform Members, particularly those Members who take on the responsibility of planning, scheduling, and coordinating events.
c. An “event” is defined as a meeting together of Members of the NWHA for the purpose of conducting some aspect of the business of the NWHA or of the hobby of Second World War reenacting.
SECTION 2 - EVENT APPROVAL
a. No event shall be considered or identified as an NWHA event unless and until that event has been approved as such by the Board.
b. Proposed events shall be approved by the Board prior to significant planning or coordination of that event.
SECTION 3 - TYPES OF EVENTS a. The following types of events may be approved by the Board:
1. Tactical event - Generally, those events whose primary focus is combat between Units and which are closed to the public.
2. Living History event - Generally, those public events whose primary focus is educational, instructional, or demonstrational in nature.
3. Public Battle event - Generally, those public events whose primary focus is one or more scripted battle performances.
4. Public Battle/Living History event - Generally, those public events which combine significant elements of both Public Battle events and Living History events.
5. Live Fire event - Generally, those events whose primary focus is competitive shooting by Members.
6. Training event - Generally, those events whose primary focus is the training of Members.
7. Recruiting event - Generally, those events whose primary focus is the recruitment of new Members.
8. Board Meeting event - Generally, those events whose primary focus is the meeting together of the Members of the NWHA Board of Directors for the purpose of conducting the business of the NWHA.
9. Other - Other types of events may be approved by the Board at its discretion.
SECTION 4 - SCHEDULING OF EVENTS
a. In order to assure maximum attendance by Members, events shall be scheduled in such a manner that the selected event dates shall generally avoid holidays, special days, and vacation periods during school academic years.
b. On or before September 15th of each year, the Board shall appoint one or more Members, at its discretion, who shall prepare a proposed schedule of events for the following calendar year. The proposed NWHA Events Schedule for the following calendar year shall be submitted to the Board for discussion and approval no later than October 10th of each year.
SECTION 5 - INSURANCE COVERAGE FOR EVENTS
a. The NWHA Events Schedule approved by the Board and any changes thereto shall be timely communicated by the NWHA Secretary to the carrier of the NWHA corporate insurance policy in order to assure proper insurance coverage for each event on that schedule.
b. If, for any reason, proper insurance coverage is not available for any scheduled event, that event shall be cancelled or rescheduled.
SECTION 6 - SELF-SUPPORTING WITHOUT PRIOR APPROVAL
Events approved by the Board shall be financially self-supporting unless prior approval is granted by the Board, in which case some or all of the costs of the event may be borne by the NWHA.
SECTION 7 - ANNOUNCEMENT OF EVENTS SCHEDULE
The Board shall publish or cause to be published the approved schedule of events as well as any revisions to that schedule.
SECTION 8 - INVITATIONS TO EVENTS
a. Only the Board may issue or cause to be issued invitations to other approved reenacting organizations to attend one or more NWHA scheduled events.
b. The Unit Commander of each Unit or designee may issue or cause to be issued invitations to approvable individual non-Members to attend one NWHA scheduled event as Guest Members in that Unit.
SECTION 9 - GUEST MEMBERS AT NWHA EVENTS
a. The term “Guest Member” is defined in the NWHA Membership Policy.
b. The Unit Commander of each Unit with one or more Guest Members in attendance at an NWHA event shall assure that each such Guest Member has completed and signed a Guest Membership Application and Waiver and Release of Liability, as prescribed in the NWHA Membership Policy, prior to the participation of that Guest Member in the event, and shall deliver each such completed Guest Membership Application to the NWHA Secretary or designee.
c. Guest Members shall place themselves under the control and authority of the approving Unit Commander and the Tactical Commander. All Guest Members, regardless of their rank, if any, in any other reenacting organizations, shall function within that Unit, and shall function as minimum-ranked enlisted personnel unless requested to do otherwise by the Unit Commander.
d. Guest Members are subject to the same Event Fees as Members.
SECTION 10 - ADVERTISING OF EVENTS
a. The Board may, at its discretion, advertise the schedule of one or more events in any manner deemed by the Board to be in the interest of the NWHA.
b. The costs of any such advertising shall be borne by the NWHA.
SECTION 11 - PRESS COVERAGE OF EVENTS
a. The Board desires to foster good relations with the press community and to increase public awareness of the hobby of Second World War reenacting as conducted by the NWHA. To this end, the Board may, at its discretion, request and/or approve the attendance of journalists, reporters, photographers, videographers, and/or other members of the press as the Board, in its discretion, deems appropriate.
b. The approval of the site host may be required and shall be sought and obtained prior to any notification of approval to any member or members of the press.
c. The Board shall designate one or more Members who shall accompany any approved members of the press in attendance at any event.
d. Any approved members of the press shall be fully and appropriately informed as to the conduct of the event, its scenarios, and any potential hazards or dangers they may face during their attendance.
e. Any approved members of the press shall complete and sign a Release and Waiver of Liability prior to their attendance at an event.
SECTION 12 - CONTRACTS AND PAYMENTS
a. In order to assure that the event is covered by the NWHA corporate liability insurance, any contracts, verbal or otherwise, for site usage, facilities, equipment, and/or services related to the event shall be executed in the name of the NWHA.
b. Expenses for site usage, facilities, equipment, and/or services contracted in the name of the NWHA shall be paid by the NWHA Treasurer or designee by check drawn on the NWHA corporate checking account.
SECTION 13 - EVENT COORDINATOR
a. Each event shall be coordinated by one or more Members who shall serve as the Event Coordinator(s) and whose duties generally shall include, but not be limited to, the following:
1. Contact the site host at the earliest practicable date to reserve the use of the site and any necessary facilities, equipment, and/or services on the dates of the scheduled event;
2. Ascertain all known and knowable costs associated with the event, to include use of the site, facilities, equipment, and/or services, and any vehicle stipends or other stipends payable or receivable;
3. Ascertain any conditions of use for the site;
4. Provide to the site host as necessary a copy of the NWHA corporate certificate of liability insurance and any other required documentation;
5. Advise the Board on a regular basis as to the progress of the coordination of the event;
6. Not less than 10 days prior to the date on which the event is scheduled, confirm with the site host, and/or others as necessary, the reservations and associated costs; and
7. Immediately notify the Board of any issues which may produce problems or undesirable situations.
b. The NWHA Secretary shall provide to the Event Coordinator any documentation required.
SECTION 14 - SITE HOST DETERMINES CONDITIONS OF USE
The conditions of use of each site at each event shall be determined by the site host.
SECTION 15 - COORDINATION WITH SITE HOST
a. Upon arrival at the site of the event, the Event Coordinator will contact the site host as necessary. The site host will be reminded at this time of the desire of the NWHA to be responsive to any issues which the site host considers may be a problem, and will be requested to bring any such issues to the attention of the Event Coordinator. Any additional information acquired at this time by the Event Coordinator shall be communicated to the Board at the earliest practicable time.
b. Prior to departure from the site, the Event Coordinator will ascertain from the site host, if possible, whether there were any unresolved problems or issues which should be addressed. Any such problems or issues will be communicated to the Board at the earliest practicable time.
SECTION 16 - DETERMINATION OF EVENT FEES
a. The Event Coordinator of each approved scheduled event shall consult with the host of the event site, with the Board, with the NWHA Treasurer, and with other Members and other persons as necessary in order to assure that all known costs associated with the event are determined.
b. The Event Coordinator of each approved scheduled event shall determine the amount of the Event Fee, if any, to be charged to participants. The amount of the Event Fee, if any, charged to each Member shall be sufficient to cover all actual costs associated with the attendance of that Member at that event, and the total expected revenue from collected Event Fees shall be sufficient to cover all anticipated expenses of the event, unless an exception has been approved by the Board as specified in Section 6.
SECTION 17 - COLLECTION OF EVENT FEES
a. The attendance and participation of each Member at scheduled events shall be subject to the payment of Event Fees as prescribed by the Event Coordinator.
b. The Unit Commander or designee of each Unit shall collect from each Member of his or her Unit the prescribed Event Fee prior to that Member’s participation at that event.
c. The Unit Commander or designee of each Unit shall turn over to the NWHA Treasurer or designee on the day of collection all Event Fees along with a written accounting of the attendance and Event Fees paid by each Member of that Unit.
d. Prior to departing from the event site, the Event Coordinator, the NWHA Treasurer or designee, and each Unit Commander or designee of each Unit shall assure that the Event Fees collected are sufficient to cover the costs of the event. Any shortfall in the collections shall be corrected prior to their departure from the event site.
e. Any individual who has paid any expense due the NWHA by
an uncollectible check or who has failed to pay any expense due the NWHA shall be barred from attendance at any
future NWHA Events until such time as any such unpaid debts and
any associated expenses and/or charges have been paid in full in
US cash to the NWHA. The NWHA Treasurer shall maintain a
current listing identifying any such persons. The NWHA shall not
accept any future payments by personal check from any persons
who have written uncollectible checks to the NWHA.
(Section 17e Added: NWHA Board 19 Jul 2008)
SECTION 18 - STIPEND COLLECTION AND PAYMENTS
a. Any stipend or stipends paid to the NWHA for the participation of the NWHA at an event shall be deposited by the NWHA Treasurer or designee into the NWHA corporate checking account.
b. Any stipends paid by the NWHA Treasurer or designee to Members participating at an event for which a stipend was received by the NWHA shall be in those amounts and under those conditions specified in the NWHA Vehicle Stipends Policy, or as directed by the Board.
SECTION 19 - CLEANUP AT HOSTING SITE
Members attending scheduled events shall assure that the event site has been cleaned up to the satisfaction of the site host prior to their departure from the event site.
SECTION 20 - JOINT EVENTS
a. The term “joint event” shall be defined as an event conducted in cooperation with another reenacting organization.
b. Joint Events may be scheduled with other reenacting organizations as approved by the Board under the following conditions:
1. A proposal for a joint event shall include the date, location, and theme of the event, and shall identify all other organizations which will participate in the event. Contact names and email addresses and/or phone numbers shall be provided.
2. Before submitting the proposal to the Board, it shall be determined which organization will host the event. The host organization shall be responsible for all aspects of the coordination of the event as described in this Policy, unless prior approval is granted by the Board. In the event that the host organization is not the NWHA, the Board may approve the coordination of some or all aspects of the event by the NWHA.
c. No proposed event shall be considered or identified as a joint event unless and until that event has been approved as such by the Board.
d. Proposed joint events shall be approved by the Board prior to significant planning or coordination of that event.
SECTION 21 – NWHA EVENT SCENARIOS
(Section 21 Added: NWHA Board 11 Oct 2008)
a. The NWHA Board of Directors shall broadly determine the scenario for each
NWHA Event at the time of approval of that NWHA Event. Generally, scenario
guidelines such as “Western Front: US Units versus German Units” or “Eastern
Front: Soviet Units versus German Units” shall be initially specified.
b. The NWHA Event Coordinator for each NWHA Event shall plan the specific
details of that NWHA Event consistent with the general scenario guidelines as
previously approved by the NWHA Board of Directors. The scenario shall not
exclude specific NWHA Units that would otherwise be included under the approved
general scenario guidelines.
c. The NWHA Event Coordinator for each NWHA Event shall provide specific details
of each planned event scenario to the NWHA Board of Directors at the earliest
practicable date.
d. The NWHA Board of Directors shall publish or cause to be published the
details of each NWHA Event at the earliest practicable date.
SECTION 22 – PARTICIPATION OF NWHA UNITS AT NWHA EVENTS
(Section 22 Added: NWHA Board 19 Apr 2010)
a. The NWHA Unit Commander of each NWHA Unit shall encourage the greatest possible participation at each NWHA Event by the NWHA Members in that NWHA Unit and shall timely report to the NWHA Board of Directors and to the NWHA Event Coordinator the expected number of NWHA Members in that NWHA Unit who plan to attend each NWHA Event.
b. The NWHA Unit Commander of each NWHA Unit in attendance at an NWHA Event shall insure that each NWHA Member in that NWHA Unit who is present at that NWHA Event is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression of that NWHA Unit.
c. Although there may be exceptions for a specific NWHA Event, it must be generally understood by all NWHA Members that the presence of an NWHA Unit whose approved NWHA Unit Impression is that of an historical US Unit would not usually be appropriate at an NWHA Event which has a scenario broadly themed as “Eastern Front”, and that the presence of an NWHA Unit whose approved NWHA Unit Impression is that of an historical Soviet Unit would not usually be appropriate at an NWHA Event which has a scenario broadly themed as “Western Front”.
SECTION 23 – PARTICIPATION OF NWHA MEMBERS AT NWHA EVENTS
(Section 23 Added: NWHA Board 19 Apr 2010)
a. Unless specifically provided otherwise, all NWHA Members are encouraged to attend all NWHA Events.
b. An NWHA Member in an NWHA Unit as defined in the NWHA Unit Formation and Organization Policy may attend any approved NWHA Event provided that he or she is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression of the NWHA Unit in which he or she is a Member and further provided that the presence of that NWHA Unit is consistent with the approved scenario of that NWHA Event as defined in Section 22 above.
c. An NWHA Member in an NWHA Associate Unit as defined in the NWHA Unit Formation and Organization Policy may attend any approved NWHA Event provided that he or she is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression of the NWHA Associate Unit in which he or she is a Member and further provided that the presence of that NWHA Associate Unit is consistent with the approved scenario of that NWHA Event as defined in Section 22 above.
d. An NWHA Member in an NWHA Living History Unit as defined in the NWHA Unit Formation and Organization Policy may attend any approved NWHA Event, except NWHA Tactical Events as defined above, provided that he or she is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression of the NWHA Living History Unit in which he or she is a Member and further provided that the presence of that NWHA Living History Unit is consistent with the approved scenario of that NWHA Event as defined in Section 22 above.
1. An NWHA Member in an NWHA Living History Unit may participate at an NWHA Tactical Event as a temporary Member in another NWHA Unit as provided below in Paragraph f.
e. An NWHA Living Historian Member as defined in the NWHA Membership Policy may attend any approved NWHA Event, except NWHA Tactical Events as defined above, provided that he or she is uniformed and equipped in substantial compliance with the Basic Personal Impression consistent with the approval of his or her NWHA Independent Living Historian Membership and further provided that the presence of that NWHA Living Historian Member is consistent with the approved scenario of that NWHA Event as defined in Section 22 above.
1. An NWHA Independent Living Historian Member may participate at an NWHA Tactical Event as a temporary Member in an NWHA Unit as provided below in Paragraph f.
f. Any NWHA Member may participate at an NWHA Event as a temporary Member in any NWHA Unit provided that he or she first seeks and obtains the approval of the NWHA Unit Commander or designee of that NWHA Unit. Any NWHA Member granted such approval shall place himself or herself under the control and authority of the NWHA Unit Commander or designee of that NWHA Unit and shall function for the purposes of that NWHA Event in all respects as a Member in that NWHA Unit for the duration of that NWHA Event. Such approval shall not be granted if the requesting NWHA Member is not uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression of the NWHA Unit in which he or she has requested to participate as a temporary Member.
1. The approval required above may be revoked at any time, with or without cause, by the NWHA Event Coordinator, by the NWHA Allied Tactical Commander, by the NWHA German Tactical Commander, or by the NWHA Unit Commander or designee of the NWHA Unit in which the NWHA Member has requested to participate. This decision may not be appealed, and shall be effective immediately.
A. Any NWHA Member affected by any such revocation may then report to the NWHA Unit Commander or designee of the NWHA Unit in which he or she is a Member if that NWHA Unit is in attendance at that NWHA Event. The NWHA Unit Commander or designee of that NWHA Unit may permit that NWHA Member to continue to participate in the NWHA Event as a Member in that NWHA Unit, provided that the NWHA Member is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression as approved by that NWHA Unit prior to and during any further such participation in that NWHA Event.
2. If any approval required above is not granted or is revoked, or if the NWHA Member is unable or unwilling to comply with the requirements of the Basic Personal Impression as approved by that NWHA Unit, then the NWHA Event Coordinator shall direct that NWHA Member to leave the site of the NWHA Event and to not return for the duration of the NWHA Event.
A. The NWHA Event Coordinator may permit the NWHA Member to return to the NWHA Event site for a specific purpose and for limited duration for such purposes as to retrieve equipment or to provide transportation for other NWHA Members.
B. There shall be no refund to any such NWHA Member of any NWHA Event Fee paid, and the NWHA Member shall be indebted to the NWHA for any unpaid NWHA Event Fee and for any other expenses incurred by the NWHA due to his or her attendance.
C. The failure or refusal of any such NWHA Member to leave the site of the NWHA Event and to not return for the duration of the NWHA Event as directed by the NWHA Event Coordinator shall constitute a violation of the Behavioral Safety provision contained in NWHA SAFETY POLICY - Section 2 Paragraph K.
SECTION 24 – “OTHER UNIT” IMPRESSIONS BY NWHA MEMBERS
(Section 24 Added: NWHA Board 19 Apr 2010)
a. From time to time, one or more individual NWHA Members may wish to participate in an NWHA Event while wearing the appropriate impression of an appropriate historical military unit not approved as an NWHA Unit by the NWHA Board of Directors (hereinafter referred to as an “Other Unit”). As the stated purpose of the NWHA is promote awareness and understanding of the Second World War as fought in Europe, the provisions of this Section are established.
1. All persons who wish to portray an impression of an Other Unit shall be NWHA Members in good standing as provided in NWHA Bylaws and Policies.
2. Each individual NWHA Member who wishes to portray an impression of an Other Unit shall be considered for all purposes as an individual NWHA Member, and the gathering together of one or more such individual NWHA Members for this purpose does not for any purpose grant any status as an NWHA Unit.
3. One individual NWHA Member shall be designated as the Other Unit Leader for contact and coordination purposes and shall be responsible for the conduct of all other individual NWHA Members requesting to participate as that Other Unit at that NWHA Event.
b. Not less that 30 days prior to the NWHA Event at which the Other Unit desires to participate, the designated Other Unit Leader shall seek and must obtain the approval of the NWHA Event Coordinator for that particular NWHA Event. The designated Other Unit Leader shall disclose to the NWHA Event Coordinator the identities of all individual NWHA Members requesting to participate as that Other Unit at that NWHA Event, complete details of the Basic Personal Impression required of each such NWHA Member, and complete details of the expected participation of that Other Unit at that particular NWHA Event. Permission is required for each such individual NWHA Member requesting to participate as that Other Unit at that NWHA Event and may be granted only for that particular NWHA Event.
1. The NWHA Event Coordinator shall seek and must obtain the approval of both the NWHA Allied Tactical Commander and the NWHA German Tactical Commander if the particular event is an NWHA Tactical Event before the NWHA Event Coordinator may grant approval. The NWHA Event Coordinator shall disclose to both the NWHA Allied Tactical Commander and the NWHA German Tactical Commander the identities of all individual NWHA Members requesting to participate as that Other Unit at that NWHA Event, complete details of the Basic Personal Impression required of each such NWHA Member, and complete details of the expected participation of that Other Unit at that particular NWHA Event. Permission is required for each such individual NWHA Member requesting to participate as that Other Unit at that NWHA Event and may be granted only for that particular NWHA Event.
2. The NWHA Event Coordinator shall seek and must obtain the approval of the NWHA Unit Commander or designee of each of the NWHA Units present at that NWHA Event before the NWHA Event Coordinator may grant approval. The NWHA Event Coordinator shall disclose to each such NWHA Unit Commander the identities of all individual NWHA Members requesting to participate as that Other Unit at that NWHA Event, complete details of the Basic Personal Impression required of each such NWHA Member, and complete details of the expected participation of that Other Unit at that particular NWHA Event. Permission is required for each such individual NWHA Member requesting to participate as an Other Unit at that NWHA Event and may be granted only for that particular NWHA Event.
c. If all approvals required above are granted, then that Other Unit may participate at that particular NWHA Event only for the purposes and in a manner consistent with that for which it was granted approval. That Other Unit shall fall under the direct command of the appropriate NWHA Tactical Commander and shall follow the orders and direction of the appropriate NWHA Tactical Commander as provided by the NWHA Bylaws and Policies if that particular event is an NWHA Tactical Event. The NWHA Event Coordinator and the appropriate NWHA Tactical Commander if that particular event is an NWHA Tactical Event shall each be responsible for the conduct of all individual NWHA Members participating as that Other Unit at that NWHA Event.
1. The approval required above may be revoked at any time, with or without cause, by the NWHA Event Coordinator, or by any NWHA Tactical Commander if that particular event is an NWHA Tactical Event. This decision may not be appealed, and shall be effective immediately.
A. Any individual NWHA Member affected by any such revocation may then report to the NWHA Unit Commander or designee of the NWHA Unit in which he or she is a Member if that NWHA Unit is in attendance at that NWHA Event. The NWHA Unit Commander or designee of that NWHA Unit may permit the NWHA Member to continue to participate in the NWHA Event as a Member in that NWHA Unit, provided that the NWHA Member is uniformed and equipped in substantial compliance with the requirements of the Basic Personal Impression as approved by that NWHA Unit prior to and during any further such participation in that NWHA Event.
1. If the approval required above is not granted or is revoked, the NWHA Event Coordinator shall direct the individual NWHA Member to leave the site of the NWHA Event and to not return for the duration of the NWHA Event.
2. The Event Coordinator may permit the NWHA Member to return to the NWHA Event site for a specific purpose and for limited duration for such purposes as to retrieve equipment or to provide transportation for other NWHA Members.
3. There shall be no refund to any such NWHA Member of any NWHA Event Fee paid, and the NWHA Member shall be indebted to the NWHA for any unpaid NWHA Event Fee and for any other expenses incurred by the NWHA due to his or her attendance.
4. The failure or refusal of any such NWHA Member to leave the site of the NWHA Event and to not return for the duration of the NWHA Event as directed by the NWHA Event Coordinator shall constitute a violation of the Behavioral Safety provision contained in NWHA SAFETY POLICY - Section 2 Paragraph K.
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