The following are the full regulations and guidelines for official Grey School Conclaves. They are in effect immediately.
Please note: Every Conclave must abide by these rules. It does not matter whether the event is on private or public land, inside or outside of the U.S., whether children (under age 18) are present or not present, or whether a member of the Grey School Admin, Board of Directors, Staff, or Faculty (or even the Headmaster!) says that a rule may be bypassed. These rules have been established with guidance and approval from the Grey School’s legal counsel, and they exist for the safety of the School and its students. They may not be waived or bypassed, and they must be followed without variance. Questions? Contact the Dean of Students.
The following represent changes to the regulations and guidelines governing the planning of Conclave, the actual Conclave event, and/or the aftermath.
Wizards in Charge
A Wizard in Charge must be a currently enrolled* staff, faculty, or administrative member of the Grey School (this has not changed). The GS would prefer that every Conclave have at least two designated Wizards in Charge (WiCs), as this arrangement provides back-up in case one WiC suddenly has to depart the event (i.e., for reasons of personal or family emergency). In any case, at least one WiC must remain on the Conclave site at all times, 24/7.
However, we understand that at times, it may be impossible for a Conclave to arrange for two WiCs, and we would hate to see this prevent a Conclave from taking place. Still, we must ensure that if a one-WiC Conclave suddenly loses its WiC, there must be someone remaining who can represent the GS and bring the Conclave to a quick, safe close.
Therefore, Conclaves will still be encouraged to have two WiCs, but as an option, they may work with one WiC and a designated Assistant to the WiC: the AWiC. The AWiC must be a currently enrolled* adult Apprentice (i.e., over age 18) and must be pre-approved by the Dean of Students. Pulling AWiCs from the rolls of past Prefects and Captains is encouraged. Ideally, the AWiC should not be a family member, spouse, or cohabitant of the WiC, for reasons that should be obvious (i.e., if the WiC suddenly have to leave, it's likely a closely-related AWiC would have to leave, too).
The AWiC has two focal areas of responsibility. One, the AWiC is entitled to assist the WiC in any way the WiC requests. Two, should the only WiC suddenly depart a Conclave that is underway, the AWiC must immediately (that same day, and as quickly as possible) close down the Conclave and send participants home. In this regard, the AWiC is the School’s representative and ensures the event closes quickly and that all School guidelines remain in effect until it is closed.
*currently enrolled means that at the time of Conclave, the WiC or AWiC is a member of the GS in good standing. For AWiCs, this would include being current with tuition at the time of the event.
If a Conclave has one WiC and an AWiC, and if the WiC suddenly has to leave Conclave, Conclave is over at the moment the WiC departs. From that moment, the AWiC will direct all participants in closing down the event and departing as quickly as possible—this should not take more than several hours. In addition, either the WiC or the AWiC must notify the Dean of Students immediately that the Conclave has ended early.
If a Conclave has two WiCs, and if one WiC suddenly has to leave Conclave, the other WiC must assume full responsibility for the remainder of the Conclave, and the Conclave may continue. Should the second WiC also have to leave early, the Conclave is over at that moment, and the above procedure would be followed, i.e., with the second WiC closing down the event. Again, the WiC must notify the Dean of Students immediately that the Conclave has ended early.
By signing the Conclave release form, participants acknowledge their assumption of risk in Conclave activities. However, two specific activities have surfaced which warrant special guidelines for Conclave.
A. Swimming is an activity with greater than normal potential for danger, and thus its use at Conclaves is restricted. Swimming and wading in an area where depth of water does not exceed three feet (1 meter) is allowed. If water depth exceeds three feet, swimming is forbidden unless a currently certified lifeguard is in attendance and deems conditions safe and reasonable. In either case, youths (those under 18) may not swim at all unless their parent or assigned guardian is present. Common sense should also be used in avoiding swimming in open or wild water-- even with a certified lifeguard present -- where conditions are deemed hazardous.
B. Riding four-wheel “quad” vehicles is an activity with tremendous capacity for catastrophic injury and resulting lawsuits. Therefore, riding four-wheel “quad” vehicles as part of Conclave activities is forbidden under all conditions or circumstances throughout the period of the event.
If anyone is dying to have a quad riding activity, this must be done before the Conclave begins or after it closes.
Conclaves on Private Land
Conclaves may be held on private or public land. A private home - or landowner who invites a Conclave to be held on his or her land assumes the personal risks and liability of doing so.
Finances and Affordability
Every effort must be made to keep Conclaves affordable, and fees should be kept to an absolute minimum in order that as many GS participants as possible can attend. When contemplating an expenditure, planners should consider whether a fee is truly necessary and/or if there is a way the fee could be minimized. In the case of additional cost, options should be offered when possible. For example, a participant who doesn’t wish to shoulder the cost of “group dining” should have the option to save money by bringing and preparing his or her own food. Under no circumstances should participants be asked to cover expenses not directly related to the Conclave event, e.g., paying part of a private land owner's utility or wireless bills.
The ultimate responsibility for all Conclave monies—income and expenditures—rests with the WiC. If possible, Conclave monies should only be handled and kept by a WiC. If a WiC chooses to delegate a task that involves money handling to a Conclave participant, the WiC still retains responsibility for the funds and related activities.
Reports and Approvals
Prior to a Conclave being initiated or moving forward, the Dean of Students must be provided with a proposal, including the following:
(a) name of the WiCs and and AWiCs,
(b) proposed dates,
(c) proposed locations,
(d) a tentative budget plan. Once this is received, approval will be discussed with the WiCs.
Within two weeks prior to a Conclave, the Dean of Students must be provided with (a) a list of Conclave participants, (b) the name of WiCs and AWiCs, (c) the event's location and address, and (d) emergency phone numbers for reaching the location and WiCs if needed.
As has been noted in the Conclave Planners Book, following a Conclave, a copy of the post-Conclave report and the complete budget must be submitted to the Dean of Students. Any residual balance/income should also be submitted to the Dean of Students, who will send it to the GSW proper. The Dean of Students will share a copy of each final report with the Board of Directors. This procedure has, alas, not been tightly enforced, but it will be, beginning in 2013. All Conclaves must comply with this process.