| 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. Tactical/Living History event - Generally, those public events which combine significant elements of both Tactical events and Living History events.
4. Live Fire event - Generally, those events whose primary focus is competitive shooting by Members.
5. Training event - Generally, those events whose primary focus is the training of Members.
6. Recruiting event - Generally, those events whose primary focus is the recruitment of new Members.
7. 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.
8. 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 or more NWHA scheduled events as Guest Members of 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 as minimum-ranked enlisted personnel within that Unit 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.
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. | 
