Convention Covid Policies

Introduction

It was all so simple once...

Past Conventions had no need to consider possible disease outbreaks, although Con Crud has always been a thing and people often came away from Cons of various types with colds. A large number of people together in an indoor space for several days has always been a bonanza for spreading germs and viruses. With over 800 people, the International Discworld Convention is no exception and we have no wish to add Covid to Con Crud.

Although the UK Government has removed Covid restrictions, private gatherings and businesses are free to decide what restrictions they wish to implement and we have decided on the policies set out below. Covid is more serious than old-time Con Crud and we have the responsibility to try to protect our members, particularly those of us who are clinically vulnerable.

The policies set out below are intended to reduce the risks for everyone. They apply to everyone and are not negotiable. They are kept under review and updated when necessary, although they are not expected to change significantly. This version is dated 28 July, 2022.

Note: We use the term 'mask' in these policies to mean a face covering. We do not require the use of medical-grade face masks. See the FAQ on Masks at the Convention for more information.

Summary

  • You should take a LFT on the morning you travel to the Convention and only travel if it is negative.
  • You should take another LFT halfway through the Convention at a minimum, and preferably take one each day.
  • We strongly recommend Covid-19 vaccination for everyone who is able to have it.
  • During the Convention, everyone who is not exempt is required to wear a face mask in all indoor Convention spaces except when eating or drinking. Masks are to protect other people, not the wearer, and this is a courtesy to your fellow members.
  • You should wash your hands frequently with soap and water, at a minimum before eating and after using the toilet.
  • If you become ill with Covid symptoms or test positive during the Convention, you must not attend programme items, and should isolate in your hotel room where practical if you are unable to leave the convention.
  • Anyone who tests positive during or less than 48 hours after leaving the Convention should let the Committee know, as well as anyone they spent a lot of time with. If you give us permission we will do our best to let other members know.

Details

While the UK Government has ceased all regulations surrounding Covid-19, we recognise that it is still an issue and that we have many members who are clinically vulnerable, so we are taking a number of precautions to minimise spread at the Convention regardless.

Before the Convention

Prerequisites

  • We strongly recommend Covid-19 vaccination for everyone who is able to have it.

Lateral Flow Tests

  • Regardless of your vaccination status, you should take an LFT (rapid Covid test) on the day that you are travelling to the Convention and have a negative result. (These are free in England only until the end of March, so we recommend that you stock up if possible!)
  • We strongly recommend that you take another LFT halfway through the Convention at a minimum, or every day if you are able.
  • We will not require LFT testing from members aged 12 and under, though we encourage it if they are willing and do not find the process distressing.
  • Please note that the Convention will not be able to provide LFT kits on request. They will be available to purchase over the counter at most large pharmacies and in various other stores, once they are no longer available for free from the NHS at the end of March 2022.

Important:

  • Do not attend the event if you have tested positive for Covid in the last 7 days. We will do our very best to find you a last-minute membership transfer in that circumstance.

At the Convention

Hygiene

  • You should wash your hands frequently with soap and water, at a minimum before eating and after using the toilet. We will provide hand sanitiser gel at key points but this should be considered an addition to rather than a substitute for hand washing.

Face Coverings

  • You must wear a face covering in communal indoor Convention spaces except while eating or drinking, unless exempt. Performers and presenters can remove their masks while on stage. Face coverings are optional for members age 12 and under.
  • We will provide optional badges for mask-exempt people; these are not a requirement. Please remember that some people can wear a face covering for some but not all of the time.
  • Do not challenge other members regarding the wearing of face coverings, though we encourage you to remind your friends. We will include reminders at the start of programme items.
  • The blue dot scheme should not be confused with face covering exemption. Blue dots on the Convention badge indicate that a member needs extra time or space to attend events or to get around and has nothing to do with whether or not they can wear a face covering.
  • Convention branded face coverings will be available for pre-order and from our stall in the Dealers’ Room.

Spacing

  • Please try to keep your distance from other members in communal spaces. We acknowledge that this will sometimes be difficult but please leave space when queueing for programme items.
  • If a room is part filled, spread out rather than all sitting in the front couple of rows. Klatches where possible will be set up to keep a little space between attendees.
  • We will be operating a queue for Ops to avoid bottlenecks in the doorway.
  • The hotel has an air conditioning system that should ensure decent ventilation in programme rooms, but we will be looking to open windows where practical to enhance this. We recommend socialising outdoors if the weather is good.

If you fall ill during the Convention

  • If you become ill with Covid symptoms or test positive during the Convention, you must not attend programme items, and should isolate in your hotel room where practical if you are unable to leave the convention.
  • If you appear to be suffering from Covid symptoms, we reserve the right to ask you to take a Lateral Flow Test. We will have a limited supply of tests available to assist in this.
  • If you fall ill with Covid while sharing a room with others who do not have symptoms, we will ask them to take tests too.
  • If you need to be isolated from your room share and cannot leave the Convention we will ask the hotel to make a separate room available, although you will need to pay for this.
  • Ops will be contactable by phone/text for arranging food drop-offs and so on.
  • Due to the risk of false negatives from LFTs we cannot accept a negative test as evidence that someone who has Covid symptoms does not have Covid. However we do understand that there are chronic conditions that can present in the same way as Covid. Please let us know if this applies to you, ideally in advance by emailing covid@dwcon.org

After the Convention

We would appreciate it if anyone who tests positive during or less than 48 hours after leaving the Convention (or tests positive later from symptoms that arose during or less than 48 hours after leaving the Convention) informs us (covid@dwcon.org), and anyone they spent a lot of time with at the Convention. If you give us permission we will do our best to let other members know.