Last Updated - 14/08/21

While certain Government restrictions have now lifted, EPIC.LAN and DoubleTree by Hilton Coventry still have a responsibility to manage the event safely and to minimise the risk of infection spread during its event. 

The following event policies are subject to change based on any changes in local and national Goverment guidance at the time of the event. 

COVID Passes

You will be required to show the NHS COVID Pass (or equivalent for non-England residents) prior to entering the event. Access to the pass will depend on the guidance set out by the Government at the time. 

At the moment the pass is active if you are double vaccinated, have taken a recent negative test or have previously recovered from COVID19 infection. 

If you do not have access to the COVID pass, you must provide text/email evidence of a negative lateral flow or PCR test within 48 hours of the event starting. The paper vaccination appointment card is not accepted as alternative proof. 

Testing

We would recommend participants regularly take lateral flow tests in addition to showing the initial COVID pass. While we will not be taking the results of these we would encourage people test before, during and after the event for their own assurance. Lateral flow tests can still be obtained free of charge via the NHS in the UK. 

Check In & Arrival Times

As there will be a smaller number of participants at this event, we will not have staggered arrival times. There will be a longer check-in process than usual in order to undertake extra safety checks, please be patient with our team while these checks are made.  

Social Distancing

There is no formal social distance rule but we would encourage everyone to be sensible and respectful with space, especially those you do not know who may want you to keep a distance from them. When in queues around the venue or at the bar, shop or hotel reception please respect those around you and keep a safe distance back. 

Mask Friendly Event

Masks are not compulsory in the venue but we would still encourage them when circulating around shared spaces in the venue to protect other guests at the event and venue. 

We ask people to be respectful of others' mask decisions. 

Hand Sanitiser & Surface Cleaning

There will be plenty of hand sanitiser stations around the venue, please use them frequently as well as thorough hand washing throughout the day. 

Please avoid sharing equipment where possible and make sure you wipe down any shared items regularly. 

Where sharing games equipment is unavoidable, ensure that everyone playing sanitises their hands regularly and avoids touching theirs (or others?) faces. 

Physical Contact

Respect that not everybody will be ready to hand shake or hug. Minimise contact with those you do not know and stick with fist bumps. Make sure you only use your own equipment where possible. 

Shop, Hotel & Bar Payments

All EPIC.LAN and venue payments will be by card only. 

If you are unwell before the event

Don't come to the event, talk to us about transferring your ticket to another event or refunding, but please do not risk everyone else at the event. 

Ventillation 

We may have to keep doors/windows open or air circulation/handling turned up high to meet government guidelines, this could result in the rooms being colder than normal, please make sure you have things like jumpers/hoodies to keep warm if needed. 

Take plenty of fresh air breaks.