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
1. PURPOSE
1.1. To describe the duties and responsibilities for each committee position at Robin in the Hood Medieval Festival.
2. SCOPE
2.1. Committee positions at Robin in the Hood Medieval Festival
3. RESPONSIBILITY
3.1. Board of Directors (Board): To support the committee in their roles; to update and distribute this document.
3.2. Committee Members: To fulfill their associated duties as outlined in this policy.
4. DEFINITIONS
4.1. RITH or the Festival means Robin in the Hood Medieval Festival.
5. COMMITTEE POSITIONS
5.1. Advertising Coordinator
5.1.1. Responsible for creating public awareness through a variety of media outlets and print materials, and for creating advertising content. Their duties are as follows:
5.1.1.1. Adhering to the budget as approved by the board
5.1.1.2. Designing and distributing flyers and posters advertising the Festival no less than one month beforehand
5.1.1.3. Coordinating with various local media outlets to promote the festival through commercials and on site photography
5.1.1.4. Make and distribute Festival passes
5.1.1.5. Organize and facilitate the development and production of festival game cards
5.1.1.6. Maintaining the Festival’s website
5.1.1.7. Working with the Social media Coordinator to enhance the Festival’s social media advertising.
5.1.1.8. Respond to emails sent to advertising@robininthehood.com
5.2. Artistic Coordinator
5.2.1. Responsible for setting an overall feel, vision and goal for each Festival Season. Their duties are as follows:
5.2.1.1. Plan and set overall vision/goals of the festival
5.2.1.1.1. Park layout in consultation with Site Director
5.2.1.1.2. Plan and design new ideas for the festival
5.2.1.2. Write the script in conjunction with the Script Team
5.2.1.3. Plan and run rehearsals
5.2.1.4. Support creation of rehearsal schedule
5.2.1.5. Casting of the festival:
5.2.1.5.1. Actors – with input from the Festival Administrative Coordinator
5.2.1.5.2. Fighters – with input from the Fight Coordinator
5.2.1.5.3. Shows – with input from the Shows Coordinator
5.2.1.6. Respond to emails sent to artisticcoordinator@robininthehood.com
5.3. Costumes & Props Coordinator
5.3.1. Responsible for ensuring all actors are appropriately dressed and all required props are available during festival days. Their duties are as follows:
5.3.1.1. To manage costume selection for all cast members and ensure selected costume pieces are available on festival days
5.3.1.2. To work with the Education Day Coordinator to manage costume selection for any outsourced workshops
5.3.1.3. To work with the Site Coordinator in sourcing all required props
5.3.1.3.1. Prop lists are to be provided by the Show Coordinator,
Fight Coordinator, and Artistic Coordinator (as appropriate)
5.3.1.4. Manage festival storage locations and their contents in conjunction with the Director of Site and appropriate coordinators.
5.3.1.5. Prepare and coordinate the festival day scavenger hunt.
5.3.1.6. To monitor emails sent to costumes@robininthehood.com
5.4. Education Day Coordinator
5.4.1. Responsible for overseeing the administration of the Festival as it
pertains to Education Day and ensuring a safe and prosperous environment for its implementation. Their duties are as follows:
5.4.1.1. Maintain an updated list of teacher contact information
5.4.1.2. Contact all schools interested in participating in the Education Day
5.4.1.3. Maintain current and accurate records of attending schools
5.4.1.4. Maintain direct communication with all schools regarding
the Education Day including confirmations of attendance and day of information
5.4.1.5. Ensure that all incoming cheques are documented and receipts sent out to confirm registration and that the original cheques are given to the Festival Treasurer.
5.4.1.6. Organize all information pertaining to the attending schools including numbers of students and classes and any special requirements are noted.
5.4.1.7. Create a schedule for each class outlining their workshops on the Education Day
5.4.1.8. Ensure the day of package containing class schedule, teacher survey, recycling and garbage bags are put together and present for day of.
5.4.1.9. Source and book paid workshops/vendors for education day
5.4.1.10. Work with Costumes Coordinator to insure outsource workshops are costumed
5.4.1.11. Book First Aid/St. John’s Ambulance Support for both Education & Festival days
5.4.1.12. Confirming which cast members will be present on the education day and assigning them duties based on their character and special skills
5.4.1.13. Coordinate with the Volunteer Coordinator to effectively use volunteers who will be present on the Education Day
5.4.1.14. Work with the Site Director to ensure the proper setup of the park for Education Day
5.4.1.15. Arrange for each class to have the appropriate number of wristbands to allow the children free admission to the park on Festival Day
5.4.1.16. Be present on the Education Day to ensure a smooth execution of events and address any last minute problems
5.4.1.17. Collect and review the feedback forms from schools and compile data for committee/board members and to improve following years
5.4.1.18. Answers emails sent to education@robininthehood.com
5.5. Festival Administrative Coordinator
5.5.1. Primary point of contact for the committee, public and team leaders. Responsible for the administrative tasks associated with cast and festival management. Their duties are as follows:
5.5.1.1. Assisting in the auditioning process by compiling and processing audition forms into a comprehensive cast list, which should be updated as required, and made available in the Committee Drive.
5.5.1.2. Taking attendance at all rehearsals and maintaining an up-to-date list of absences. Work with the appropriate committee members to deal with attendance issues.
5.5.1.2.1. Communicate absences and issues to appropriate area coordinators in a timely fashion
5.5.1.3. Sending out weekly updates to all cast members and respective sub groups on schedule changes and important reminders.
5.5.1.3.1. Weekly check ins with appropriate committee members to stay on top of any cast issues.
5.5.1.4. Keeping an open dialogue with cast members to ensure a working schedule can be attained and managed
5.5.1.5. Track and collect all Police checks and cast waiver forms
5.5.1.6. Assist in the administration of the festival
5.5.1.7. Manage festival email lists including cast email list.
5.5.1.8. Respond to emails sent to festivaladministrator@robininthehood.com
5.6. Fight Coordinator
5.6.1. Responsible for setting all of the fights in the Robin in the Hood Medieval Festival in a safe and professional manner. They are also responsible for running fight rehearsals and tracking of all weapons used in Robin in the Hood fights. Their duties are as follows:
5.6.1.1. Leading the fight auditions by instructing on sword positions, (1,2,3,4,5) falls, naps, rolls, dives, timing and reaction and subsequently conversing with the Fight Team to decide who will be best suited to receive fight roles (be a fighter).
5.6.1.2. Help new fighters develop confidence, skill, form and technique
5.6.1.3. Aid experienced fighters in furthering their combat skills and reinforcing basic form and technique
5.6.1.4. Ensure that all fighters are properly warmed up before all rehearsals and lead group warm ups at the initial fight rehearsals to establish good habits and proper warm up technique
5.6.1.5. Run one or two physical training rehearsals at the beginning of the fight rehearsal schedule
5.6.1.6. Setting fights for fighters with a wide variety of skill and comfort levels
5.6.1.7. Provide constructive criticism on your own and other Fight Team member’s fights.
5.6.1.8. Maintain an open dialogue with the Fight Team regarding rehearsal structure, fight structure, safety and other relevant topics
5.6.1.9. Be available to all fighters for extra help if and where needed
5.6.1.10. Ensure fights are being practiced in a safe environment and also
5.6.1.11. Ensuring that all persons present at the rehearsal are conducting themselves in a safe and respectful manner and addressing concerns as they arise.
5.6.1.12. Inspect all Robin in the Hood owned weapons used in rehearsal and on Festival Day for safety and fight worthiness
5.6.1.13. Inspect all personal weapons used in rehearsal and on Festival Day for safety and fight worthiness
5.6.1.14. Maintain a neat and current fight binder with copies of all set fights
5.6.1.15. Lead the fighters through good examples exemplifying honesty, dedication, hard work and perseverance.
5.6.1.16. Respond to emails sent to fights@robininthehood.com
5.7. Promotions Coordinator
5.7.1. Responsible for coordinating promotional events which generate revenue/publicity for the Festival. Their duties are as follows:
5.7.1.1. Developing and adhering to the positions set budget as approved by the board
5.7.1.2. Coordinating cross promotional possibilities with external groups
5.7.1.3. Organize various awareness events including feasts and movie promotions
5.7.1.4. Organize annual events including the Elmira Canada Day celebration and the Elmira Maple Syrup Festival
5.7.1.5. Respond to emails sent to promotions@robininthehood.com
5.8. Recruitment Coordinator
5.8.1. Responsible for recruiting actors and pinafore volunteers for Festival and Education Day. Their duties are as follows:
5.8.1.1. Advertise auditions through media outlets and print materials
5.8.1.2. Advertise volunteer opportunities through media outlets and print materials
5.8.1.3. Meet with community service groups and volunteer groups to recruit volunteers
5.8.1.4. Make presentations to interested groups to pitch for volunteer and actor support
5.8.1.5. Work with the Volunteer Coordinator to achieve volunteer goals
5.8.1.6. Respond to emails sent to recruitment@robininthehood.com
5.9. Show Coordinator
5.9.1. Responsible for the development and overseeing of all internal shows performed in the Festival. Their duties are as follows:
5.9.1.1. Develop ideas for continuing older shows and also bringing in new shows
5.9.1.2. Work with the Artistic Coordinator to cast internal shows
5.9.1.2.1. Work with the Artistic Coordinator and Education Day Coordinator on workshops, demos and shows for use on Education days.
5.9.1.3. Oversee the production and development of all internal shows
5.9.1.4. Responsible for any purchasing of props and building materials needed by the shows
5.9.1.5. Ensures that all shows are appropriate and prepared for presentation by Festival Day
5.9.1.6. Work with the Director of Site, Costume and Props Coordinator, and Fight Coordinator to coordinate any show sets or props which need to be built, bought, etc.
5.9.1.7. Monitor Show Team and Show Leaders
5.9.1.8. Ensure show development is on schedule
5.9.1.9. Resolve conflicts and issues, reporting to the Artistic Coordinator as necessary
5.9.1.10. Train show actors on audience engagement and time management
5.9.1.11. Respond to emails sent to shows@robininthehood.com
5.10. Site Coordinator
5.10.1. Responsible for the storage, construction, and maintenance of festival hardware, all rentals, and overseeing the set up/tear down of the park in the days surrounding the Festival. Their duties are as follows:
5.10.1.1. Arrange site rentals as needed (washrooms, bleachers, sound equipment, etc.)
5.10.1.2. Manage festival storage locations and their contents in conjunction with the Director of Site and appropriate coordinators.
5.10.1.3. Coordinate transportation and storage of all festival materials and equipment
5.10.1.4. Coordinate park set up and tear down (including volunteer management)
5.10.1.5. Coordinator park security in the days leading up to the festival
5.10.1.6. Meeting with township representatives to coordinate park management and maintenance for the festival
5.10.1.7. Respond to emails sent to site@robininthehood.com
5.11. Social Media Coordinator
5.11.1. Responsible for managing the official festival social media pages and groups. Their duties are as follows:
5.11.1.1. Ensuring content is distributed through all social media channels in a timely manner.
5.11.1.2. Creating social media specific content that promotes the festival and/or enhances the Festival’s social media presence.
5.11.1.3. Responding to any inquiries received through social media.
5.11.1.4. Respond to emails sent to socialmedia@robininthehood.com
5.12. Sponsorship Coordinator
5.12.1. Responsible for all fundraising, donations, and grant applications. Their duties are as follows:
5.12.1.1. Acting in a manner consistent with the duties and expectations associated with being a committee member of the Robin in the Hood Medieval Festival,
5.12.1.2. Attending committee meetings in person or by proxy.
5.12.1.3. Creating a budget (based on amount set by the Board) and maintaining a record of expenditures
5.12.1.4. Researching and applying for grants (government, community, etc.) and sponsorship opportunities
5.12.1.5. Preparing sponsorship letters (creating templates, updating content, printing & packaging, etc.) and sending them out (by mail or by email depending on sponsors’ preferences)
5.12.1.6. Preparing sponsorship package (including annual sponsorship levels & wish list)
5.12.1.7. Preparing and mailing thank you cards to sponsors and donors (including vendors who donate their deposits)
5.12.1.8. Preparing Family Passes and maintaining record of who has received them and who has used them
5.12.1.9. Maintaining records of annual sponsors
5.12.1.10. Maintaining records of donations promised and received (monetary and in kind), in coordination with the Treasurer of the Board
5.12.1.11. Coordinating with the Promotions Coordinator on any fundraising/donation opportunities
5.12.1.12. Coordinating with Website and Social Media Coordinator that sponsors have been listed appropriately on the website and thanked on all social media channels.
5.12.1.13. Creating and put up signage to thank sponsors at festival stages
5.12.1.14. Respond to emails sent to sponsors@robininthehood.com
5.12.1.15. Update and maintain the Sponsorship Coordinator Document
5.13. Vendor Coordinator
5.13.1. Responsible for recruiting, maintaining contact with, and organizing vendors participating in the Robin in the Hood Medieval Festival. Their duties are as follows:
5.13.1.1. Maintain a database of current and past vendors with the following information: contact information, goods sold, years present, years absent and reason for absence, reasons for no longer participating in the festival and any problems related to a certain vendor (i.e. last minute no shows, treatment of volunteers, etc.)
5.13.1.2. Proactively search for potential new vendors while attempting to maintain good relations with past vendors (i.e. minimizing the overlap of goods). Provide new potential vendors with an informational blurb outlining the structure and goals of the festival as well as all of the necessary
contact information.
5.13.1.3. If there are any questions about the suitability of a vendor (e.g., as to theme), presenting all of the relevant information to the board so that a final decision can be rendered.
5.13.1.4. Send an expression of interest email containing dates and festival info to all past and potential vendors to ask if they are interested in participating for the year.
5.13.1.5. E-mail a copy of the vendor contract to all vendors who agree to participate in the festival and subsequently ensure the collection of all contracts. Contracts are generally accepted 6-8 weeks before the festival but may be accepted up to 10:00 am on the day of the festival.
5.13.1.6. Collect vendor deposits, no later than approximately two months before the festival, to be returned upon their arrival to the festival
5.13.1.7. For each year keep an up-to-date list of each vendor’s special needs (e.g., size of their display). Use this information to liaison with the Director of Site and determine where each vendor will be situated on festival day.
5.13.1.8. Notify Public Health a minimum of 6 weeks before the festival with a site layout and list containing all contact information of vendors coming with any food/drink that would fall under public health.
5.13.1.9. On Festival day, be at the park before the vendors start arriving at 7 am.
5.13.1.10. When vendors arrive, direct them to their allotted spot and show them where to park their vehicles.
5.13.1.11. On Festival day tend to any vendor needs, handle any vendor related issues, return their deposit and thank them for attending. If deposits are donated back to the festival, document it and give this information to the sponsorship coordinator.
5.13.1.12. After the festival send out thank you emails to all vendors who attended showing our appreciation for their support of the festival.
5.13.1.13. Respond to emails sent to vendors@robininthehood.com
5.14. Volunteer Coordinator
5.14.1. Responsible for the recruitment, training and supervision of volunteers in the Robin in the Hood Medieval Festival. Their duties are as follows:
5.14.1.1. Maintain a database of past and present volunteers including names, phone numbers, e-mails and mailing addresses
5.14.1.2. Create, maintain and update volunteer forms, correspondence and contact information
5.14.1.3. Actively recruit new volunteers from all potential avenues including but not limited to the community, local highschools, and festival connections.
5.14.1.4. Maintain consistent contact with volunteers from April until festival day through email and phone as appropriate.
5.14.1.5. Prepare volunteer information packages and e-mail in pdf form to all past and potential volunteers. Any volunteers without email should have a package mailed to them.
5.14.1.6. Coordinate volunteer schedules for Education Day with the Education Day Coordinator.
5.14.1.7. Organize and conduct a volunteer orientation session no less than one week before the festival day. The orientation should include all major policies and procedures, a walk through the park, a clear outline of the festival’s structure, and a definition of the expectations for behaviour and
conduct of volunteers on festival day
5.14.1.8. Coordinate with the Director of Site to ensure the proper set up of the gates and information booth
5.14.1.9. Maintain gate and information booth kits (including wristbands and floats)
5.14.1.10. Arrange float amounts with Treasurer and return floats & profits to Treasurer by Sunday afternoon following the festival.
5.14.1.11. Schedule volunteer shifts for festival day based on volunteer availability
5.14.1.12. Be present at the park for the festival day from at least 9:00 am until 6:00 pm
5.14.1.13. Ensure the wellbeing of the volunteers during the festival day (i.e. water, sun screen, etc.)
5.14.1.14. Provide accurate gate financial records including a tally of the number of patrons and all passes presented for admission
5.14.1.15. Send thank you letters to all volunteers
5.14.1.16. Respond to emails sent to volunteers@robininthehood.com
6. DISTRIBUTION
6.1. Policy Webpage
6.2. Committee Files
6.3. Board Files
7. REVISION HISTORY
7.1. 2013 – Document created
7.2. 2015 – Removed budget guidelines
7.3. 2018 – Updated job titles and duties; removed Board job descriptions.
7.4. 09-May-2021 – Update job titles and duties to reflect changes in organizational structure.
7.5. 13-Oct-2022 – Move website maintenance to the Advertising Coordinator’s duties and add scavenger hunt to the Costume & Prop Coordinator’s duties.
PURPOSE
1.1. To describe the procedure for selecting volunteers to fill team, 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 submit the 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. Candidates must be nominated by someone in the festival (which may be themselves).
6.1.1. Nominations should be sent to info@robininthehood.com
6.2. Once a nomination has been received, the Board will notify the candidate who must accept or reject the nomination within 2 weeks.
6.2.1. This step may be skipped if a candidate has nominated themselves.
6.3. The Board will review all nominations and select the most qualified candidate. Candidates should be prepared to submit additional information, such as a resume, to aid in the selection process.
6.4. Once a candidate has been selected, the Board must officially vote them in during a Board meeting.
Selecting Committee Members
6.5. To become a member ofthe committee, candidates must be either nominated by someone in the festival, or apply by contacting info@robininthehood.com
6.5.1. If nominated, the Board will notify the candidate who must accept or reject the nomination within 2 weeks.
6.6. 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.
6.7. 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 at the time of nomination.
6.8. Once a candidate has been selected, they will be notified and officially assume the new role within 2 weeks.
Selecting Team Members
6.9. 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.
6.9.1. If nominated, the overseeing committee member will notify the candidate who must accept or reject the nomination within 2 weeks.
6.10. 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.
6.11. 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
8.2. 22-Jan-2022: Remove requirement for board members to have previous
experience in Robin in the Hood.
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
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 of the 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 of the 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 not limited 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, it is the goal of the Robin in the Hood Medieval Festival to work towards providing a safe environment for all of its participants and patrons at all times.
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 of themselves, other volunteers, and festival patrons.
6.4. The committee and board will make every reasonable effort to ensure the safety of Festival volunteers and patrons, including but not limited 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 physical tasks 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 organized events
6.4.4. Ensure that a method of contacting emergency services are available at all Robin in the Hood organized events
6.4.5. Ensure a hard copy of emergency contact information is available for all participants at all Robin in the Hood organized events
6.4.6. Make every reasonable effort to 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 must inform a Committee member or the Board of Directors.
6.5.2. If a volunteer has special circumstances in which some activities may be more detrimental to 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 not limited to the following:
6.6.1. Review and discuss any complaints or suggestions with regard to safety at the next meeting of the Board of Directors and, if deemed prudent by them, the next meeting of the Planning Committee
6.6.2. Review and discuss all reports of injury occurring at any Robin in the Hood organized events at the next meeting of the Board of Directors and, if deemed prudent by them, the next meeting of the Planning Committee
6.6.2.1. The Festival Representative present at the Robin in the Hood organized event shall be provided by the Festival, and responsible for, the written documentation of all incidents of injury that require first aid or emergency medical treatment, as well as its communication, including copies of the incident report, to the Board of Directors at the earliest opportunity.
Police Checks
6.7. If given a part in the festival, actors aged 18 and older on the date they audition, or submit their Audition Form & Waiver, must then 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 of their audition and the last day of the Festival they 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 external to 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 kept in a secure, confidential location for 1 year after which they will be destroyed in a confidential manner
6.13.3. In the absence of the secretary the actor may choose to submit their doctor’s note to another board member
7. Public Health Emergency
7.1. In the event of a Public Health Emergency including COVID-19, Robin in the Hood will follow all Public Health guidelines.
8. VIOLATIONS
8.1. Violations of this document can result in any of the 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 of the 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.
10.2. 22-Jan-2022: Remove COVID-19 specific stipulations in favour of general Public Health statement.
- PURPOSE
1.1. To describe the procedure for casting of all acting roles in the Robin in the Hood Medieval Festival
- SCOPE
2.1. Casting of all acting roles within Robin in the Hood Medieval Festival.
- 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
- 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 cast into an acting role.
- DOCUMENTS
5.1. POL-002 Health and Safety
5.2. POL-012 Rehearsals
- 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 part in 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 not feasible 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 Consent form is also required and must be submitted by the first scheduled full cast rehearsal.
6.5.3. Be at least 7 years of age on the date of the audition.
Returning Actors
6.6. If a person has had an acting role in RITH for at least the last 2 years they are welcome to attend acting auditions but it is not required. To audition, they must:
6.6.1. fill out the Audition Form and Waiver, and submit them to the Festival Administrative Coordinator no later than the end of the 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 that the 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 not in the previous year, they must attend one of the acting auditions and follow the policy for new actors
Show Roles
6.9. In order to receive a part in 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 start to finish, unless the fight coordinator allows otherwise.
6.10.2. Complete Audition form & Waiver form, and submit them on the day of the 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 or 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, at times, intense physical exertion will not cause undue bodily harm
Special Cases
6.11. If a person is not able to make any of the 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 contact the 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 at the 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 sufficient time to learn the role and safety is addressed.
6.16.2.1. If the space is filled by a person who has not completed the appropriate audition, that person will become part of the cast and therefore expected to follow all festival policies, including POL-012 Rehearsals.
- DISTRIBUTION
7.1. Board Files
7.2. Committee Files
7.3. Policy Webpage
- 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
8.2. 13-Jan-2025: Reduce audition requirements so that those involved in the past 2 festivals wishing to be a wandering cast member need not audition.
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