Event & Safety Policies

EVENT POLICIES

These policies apply to all our events and are intended to undergo regular revision and rigorous review by our community. Would you like to help improve this document and our safety culture?

Email: info@thegametheatre.com

TICKET POLICY

Dragon Thrones is a large-budget and customized experience. This means that once you pay your down payment or purchase your ticket in full, our company works hard to ensure you have the best experience possible. This means practical and essential expenditures, such as venue costs, hotel or dorm room block down payment, materials costs, design costs for your character and team, catering, and more. Hence, we must have a no-refund policy. We want to work hard to give you (and everyone else) an amazing "all-inclusive" experience. So, just like booking a cruise or other all-inclusive vacation, we cannot offer refunds as production costs begin for you once you are reserved.

This is important! It means we care and will work over many months to ensure you have a memorable weekend. If you have any concerns about purchasing a ticket now, contact us so we can put you on the list and give you a great booking when you are ready to commit if and when spots are available. 

PHOTOGRAPHS & VIDEO POLICY

If you sign up for our events, you accept our photo & video policy. It’s straightforward. We have photographers and sometimes a video crew at the events. Sometimes, we have outside media visiting. That means that you may appear in pictures or videos. We’ll be respectful about it but mention it here so there are no misunderstandings later—any participant who attends our events consents to being photographed and featured in a video. Photographs and videos are essential to capture the magical moments at our events and, most importantly, offer our participants memories of their fantastic role-play, friends, and costumes forever. 

You understand that, while at an event, you will be photographed and filmed. You agree to allow our company to use your photo and video likeness for any legitimate future purpose, commercial use, or otherwise. Producing memorable photographs and videos of our players is VERY important to our ticket purchasers; they seek out and expect to be photographed and for our company to obtain their likeness for future use. If you have any objection to our Photography & Video Policy, we ask that you reconsider attending our events, as our customers expect photography to be included in their experience.

Thank you for understanding that our ticket purchasers spend considerable time and effort preparing for our events and are desirous of photography.

EVENT WAIVER

By purchasing a ticket to Dragon Thrones or any other event produced by The Game Theatre, you consent to this Waiver section and understand that the terms of this waiver apply to all activities at the events you may participate in and will govern your actions and responsibilities. Upon ticket purchase, you will certify the following:

I am physically fit enough to participate in any activities I choose at the event. Additionally, I will follow all instructions and have not been advised not to participate by a qualified medical professional. I certify that no health-related reasons or problems preclude my participation in this event. 

I also understand that events are 21 and over, and as an adult, I am responsible for my own mental health and well-being. Should I have any mental health or other psychiatric issues at the Event, I am responsible for having a qualified mental health professional or another trusted contact I can call or have arranged to pick me up. The Company will provide safe spaces for all participants who need a comfortable place to relax, recoup, and avoid any Event stimuli; however, the Company does not provide mental health services. 

I assume all risks of participating in all Event activities of any kind, including, by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective equipment or property owned, maintained, or controlled by them, or because of their possible liability without fault. 

To access the event, I hereby take action for myself, my executors, administrators, heirs, next of kin, successors, and assigns as follows: I waive, release, and discharge the Company and/or their directors, officers, employees, volunteers, representatives, agents, as well as the location and venue of the Event, from any and all liability, including but not limited to, liability arising from the negligence or fault of the entities or persons released, for my death, disability, personal injury, property damage, property theft, or actions of any kind which may hereafter occur to me including my traveling to and from the event. I indemnify and hold harmless the Company and persons or entities mentioned in this paragraph from any and all liabilities or claims made as a result of participation in the event, whether caused by the negligence of release or otherwise.

Thank you for being so cooperative. In agreeing to the above, you help a small theater company secure unique locations and site permissions to make magical events possible.

CONSENT & INCLUSION POLICIES

The Game Theatre produces various events that involve person-to-person interaction, role-play, character development, and completion of objectives. The company’s rules focus heavily on safety (physical and emotional), consent and communication, inclusion, and varying levels of immersion. These principles are integral to participants having a safe and enjoyable experience at our events. The Game Theatre team supports these principles throughout the more extensive gaming, live-action role-play (LARP), and interactive theater community. The Game Theatre’s events and games are intended to be a fun and joyful escape from the “real world,” and these inclusive policies help support that mission.

The following policies apply to all experiences produced and run by The Game Theatre, including but not limited to in-person events and games, online forums and groups, and online games (hereinafter all referred to as “Games”). All attendees to Games by The Game Theatre agree and consent to abide by these policies and understand that violating these policies may result in being removed from the Game without a refund by The Game Theatre.

Questions or concerns? Email: info@thegametheatre.com

Physical & Mental Safety

Every attendee has the right to feel physically and mentally safe at events run by The Game Theatre, including but not limited to in-person events, games, and online forums, events, and games. That means they should find all of The Game Theatre’s Games are free of:

• Physical and mental distress

• Danger

• Abuse

• Harassment (including slurs and deliberate misgendering)

• Threats

• Unwanted behavior

• Violation of physical and personal space 

• Harmful real-world events and ideologies, discrimination, bias, racism, sexism, knowingly and willfully misgendering others, or any other harmful behavior that affects the welfare of others. 

• Also, The Game Theatre's Games are free of all real-world harmful content, including but not limited to harmful symbols, images, slogans, sayings, printed or other materials, speech, comments, or any other harmful content communicated verbally or displayed in a tangible form. 

Whether run by The Game Theatre production team or in conjunction with another business or convention, our in-person games follow all local laws, and we require our participants to do so.

Emotional Safety and 'Bleed'

The Game Theatre prioritizes emotional safety, providing a framework for identifying and processing the emotional impact of immersive roleplaying and confronting (or avoiding) potential triggers. We also guide the management of the transference of emotions from the character to the player and vice versa. We do this through work-shopping before and after the Games and through a set of non-immersion-breaking tools.

‘Bleed’ isn’t always negative. An example of a positive bleed might be a real-life friendship that blossoms after you work in a cooperative context in a role-playing game. An example of a ‘negative Bleed’ could involve playing opposite another player in a competitive game. After the game, you may experience negative or hateful emotions toward the other player, even though you are no longer there. 

‘Outside’ real-world ideologies, opinions, stances, feelings, or other real-world aspects such as government, current events, or any other outside-world issues should not be a part of your character or your intent before entering into the fantasy worlds created by The Game Theatre. Harmful outside real-world aspects are prohibited at our Games for the safety of all players who attend our Games to experience beautiful adventures to escape from anything related to the “real world.” The Game Theatre understands that all humans have ‘bad days,’ which can sometimes change how they feel when entering a game. However, The Game Theatre prohibits real-world content from being introduced into its Games, albeit in-person or online. If you, as a player, are having a bad day, feel free to take a break from the Games and reach out to a Game Master for a “safe space.”

Inclusion

The Game Theatre strives to create a welcoming environment for all participants, and we always try to select fully accessible venues. The company accepts and values participants and never discriminates based on race, gender, sexual orientation, or other attributes.

Pronouns

In Dragon Thrones, players take on Characters that are human/humanoid or fantasy beings and are free to choose any fantasy name they choose. Often, you will be referred to by your Character’s name (or nickname) or ‘title.’ However, having one’s pronouns respected (they/them, she/her, he/him) helps players feel safe and trust their fellow participants. Everyone should treat everyone with respect, so players should use their best efforts to refer to other players by their preferred pronouns, and if they use an incorrect pronoun, the speaker should correct themselves. Sometimes incorrect pronouns are used despite good intentions, and this causes negative and hurtful feelings that were not intended. If a person is corrected, they should accept it graciously, use the proper pronoun, and treat their co-players respectfully. The overriding principle is: If you make a mistake and use the wrong pronouns despite your good intentions, the best response is to acknowledge the mistake, correct it, and continue the conversation. Over-apologizing exaggerates the mistake, derails the role-play, and makes both the person who was misgendered and the speaker uncomfortable. Thus, a simple “thank you” is the preferred etiquette for any correction and is the least anxiety-producing for everyone involved.

Consent & Communication

Consent and communication are essential facets of safe role-play, and The Game Theatre’s Games have tools (see below) to negotiate scenes and communicate comfort levels carefully. LARP is a fantastic tool to explore new and different facets of our true selves, and the company values the sensitivity and safety required for players to experience the growth they wish to pursue.

Immersion

Though immersion (or feeling as though you truly embody the character) is not always the goal of role-playing, immersion is most achievable when LARP players feel safe and included in a setting that allows for clear communication and consent. At Game Theatre events, immersion is not a rule (the team wants people to be comfortable pursuing what they wish when they wish), but deeper immersion is there to pursue. With that in mind, the company encourages a safe, inclusive, and transparent community and consent culture—because it’s kind—but also to support an environment conducive to immersion and quality interactive gaming.

Safety Video & Materials

Before the event, Game Masters and staff will cover specific tools in videos and pre-event guides to help players, experienced or new, effectively communicate with each other and negotiate dramatic scenes when necessary. The more trust you can establish with other players, the more risks you can safely take, and then the more amazing storylines can be created (in a feel-good setting).

Safety Concerns

Safety concerns at The Game Theatre Games should be communicated immediately to the Game Directors/Runners, Christopher Batarlis and Evan Michaels, or Game Masters and Staff; examples include environmental dangers, medical issues, harassment, and legal violations. Game Masters are available to assist you. The Game Theatre will make decisions that ensure the safety of players at our Games and address the safety of players and attendees who attend our Games.

Zero-Tolerance Policy

The Game Theatre has a zero-tolerance policy for illegal behavior, violence against other community members, stalking, harassment, and other types of abuse at Games run by The Game Theatre in person or online. Any violation of these policies can result in removal from any Game without a ticket refund. 

Responsible Use

In-person Games by The Game Theatre may include alcohol service. We urge our participants to drink responsibly. Alcohol will only be served to people 21 or older in the United States.

Event Objectives

Physical and emotional safety: Creating and supporting a safe environment is paramount. It’s also necessary to facilitate the second objective. Enjoyment: The company wants to present and maintain a climate full of rewarding and enjoyable experiences! Rules, mechanics, and in-game objectives: If players are safe and enjoying themselves, they can do amazing things in their adventures!

Safety Techniques

Out-of-Game/Off-Game Sign

It’s essential to be able to distinguish in-game actions from out-of-game actions, especially when it comes to safety and consent. As most events occur “in-game” once the game begins, we have a simple way to designate an “out of game” function. You can establish off-game speech by placing your fist on your head and saying “off-game.” Then say what you need to.

For example: “Off game: I’m not feeling very well, so I’m going to sit down for a few minutes,” or “Off game: Please ask before you shout at my character like that. It caught me off guard!"

For all in-person Games by The Game Theatre, we provide a comfortable out-of-game room that is not within the game area and can offer privacy, low stimuli, water, refreshments, and snacks for any player who needs to step outside the experience at any time.

Consent Negotiation

Use consent negotiation before proceeding with physical actions involving contact with another player, romantic play, or highly intense emotional role-play. You can also use consent negotiations to coordinate staged fights and other scenes. Examples:

Person 1: “Off game: Consent negotiation - I’d like to throw a (fake) punch at you. Does that sound okay?”

Person 2: “No thanks. I’d rather not play that scene.”

Person 1: “All right, is an argument okay instead? If not, I’ll disengage.”

Person 2: “That’s fine. I don’t mind if you shout at me.”

OK Check-In

We use the OK check-in to inquire about another player’s health, safety, and well-being. Hash the' OK' sign to ask if another player feels alright. Give the other player a moment to take stock.

If that player responds with a thumbs-up, they are safe, and you may continue to play as you were. If that player responds with an iffy gesture or a thumbs-down, you should go off-game and ask how to support them.

Offer to discuss how to change the scene if they wish to continue playing, but also allow them to disengage if they want to.

Free for commercial use: https://pixabay.com/en/blue-background-okay-ok-hand-good-2648244/

This is a subtle sign you can use without disrupting gameplay or immersion.

The respondent replies with one of three hand signals:

Thumb up: “Everything’s great, play on!”

An iffy, ‘so-so’ gesture: “I’m not sure how I feel, or I’m not feeling wonderful.” (treat this as a thumb down)

Thumb down: “I am not okay.”

Note: The ‘so-so’ gesture is essential. While we are all responsible for our safety and looking out for each other, real-life socialization and systemic marginalization can make some participants feel uncomfortable or guilty saying no.

Look-down

The look-down, or placing your hand at the level of your eyebrows, allows you to exit a scene without a question or fuss. You can use the look-down for various reasons but need not explain. Reasons might include panic attacks, discomfort, or something incredibly mundane, like needing water or using the bathroom.

If you see someone using the look-down, they don’t want to interrupt the scene for whatever reason. Please do not pursue them or ask about their reason for leaving.

Team Check-Ins

Your GM or other team members may do a brief, out-of-game check-in throughout the event. Meals are great times for this.

Informal Debriefing

For multi-day events, informal, out-of-game debriefings are encouraged. This can mean chatting about the day's events after hours, during breaks, or over snacks.

Formal Debrief

At the end of the event, we’ll conduct a formal debriefing process. This short process will allow us to leave our characters behind (for the time being) and talk about bleed, emotions, and other experiences from the game in a structured format. This will allow us to process bleed and other strong feelings about the shared experience.

We use these tools because safety is the most essential aspect of our events. Do not use safety tools to avoid an in-game conflict or penalty unless accompanied by severe out-of-game distress.

How to Recognize ‘Bleed’

Bleed occurs when emotions spill over from the character to the player or vice versa. This is especially important in a competitive gaming environment. We’re here to play safely, have fun, and follow the rules, but sometimes we get involved and immersed.

Various emotions can spill over: anger, grief, romance, attraction, sadness, and rage. We encourage you to take a few moments out of the game (alone or with others) to work through any bleed you may experience. The organizers and GMs are happy to assist you with this as needed.

Bleed can begin and continue before, during, and after events, especially as we build our community and culture and participate in online events.

After the Game: 'Larp Drop'

Being surrounded by old friends and new - it’s a great feeling. Especially during long events, you may bond with your team quickly. When it’s all over, and you’re back at work or home by yourself, you might experience a great deal of sadness or emptiness. This is known as LARP drop, and it’s normal. You can alleviate this by:

1. Talking about your feelings

2. Continuing informal debriefing

3. Joining the official online communities run by The Game Theatre

4. Make plans to hang out with your friends again, whether that involves a simple phone call or signing up for your next gaming adventure.

CURRENT HEALTH POLICY

Our returning players know how committed we have been to ensuring safety for our players over the past few years. We follow the science and the recommendations and policies of the CDC, state, county, and venue administration regarding where our events are held. We also consult with hospital physicians in the same county where our event is held. Additionally, we have MDs who advise on health and safety at our events. We are not in exclusive control of our venues and hotels and defer to the professional staff at those locations to assist with room/board and other comforts. There is no mask requirement for Dragon Thrones events at this time. If anything changes, we will immediately advise our ticket holders. If you have any questions, please email us at: Info@TheGameTheatre.com