Iceborn Vikings 

Name 

The society will be called Iceborn Vikings (hereinafter will be referred to as the Society)

Society Committee

The society board and committee will consist of a director, treasurer, health and safety officer and two committee trustees’ with the Training Officer being in an non-voting position.

Director: Daniel Haines

Treasurer: Alison Sutherland

Health and Safety Officer: Nadine Williamson

Trustee 1: Neil Watson

Trustee 2: Alex Sawyer-Copus

Training Officer: Mark Thompson

Rules

1. We will not tolerate bullying or abuse of any kind within the society or towards any external parties.  Anyone found to have committed any bullying offence risk expulsion from the society. Treat everyone as you would expect to be treated.
2. During events, all participating members and visitors must follow the instructions of the Camp and/or Battle Captain.
3. During training sessions, participants must follow the instructions of the Training Officer or Session Leader.
4. Children under 16 must always be accompanied by a parent or guardian for all training sessions and meetings.
5. All 16–18-year-olds must have written permission to take part in training sessions and meetings. 
6. Under 18’s cannot vote.
7. Members will be responsible for ensuring any guests they  bring are aware of the rules and adhere to them.
8. Anyone found to have broken any rules will be subject to an investigation by the Committee. The Committee have the right to withdraw or suspend a membership following any investigation. All decisions will be given in writing.

Membership

The society may have different classes of membership and subscription on a non-discriminatory and fair basis. The society will keep subscriptions at a level that will not pose a significant obstacle to people participating. The member has the following categories available:

• Single Adult membership
• Family membership (up to 2 adults plus children)

1. Membership fees are to be paid by the 3rd session and are non-refundable
2. Membership of the society shall be open to anyone interested in the living history or battle aspects of the society, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
3. Membership fees are subject to change and will be communicated with a minimum months’ notice.
4. Members must complete a membership form to join, to ensure we have relevant information for health and safety reasons.
5. Individuals shall not be eligible to take part in the business of the society, vote at general meetings or be eligible for selection of any society team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the society committee.

Attire

1. All members taking part in any training or combat events must have appropriate clothing and protection to take part. Please see the Kit Guidance document for breakdown of requirements.
2. All clothing and armour must be safety checked and signed off for use by the Health and Safety Officer and Training Officer. This must be done when purchased, before and after any events and when required.
3. Clothing and Armour must be inspected by the Authenticity Officer to confirm they are correct for the time period. This covers style and material.
4. Any damage must be reported, and the necessary repairs made or made safe before the item can be used again.
5. Footwear must be appropriate for all weather types and fitting the time period when at an event.

Weaponry

1. All weaponry must be safety checked and signed off for use by the Health and Safety Officer and Training Officer. This must be done when purchased and before and after any events and when required.
2. All weapons must be inspected after 3 years and maybe advised to be replaced after 5 years. Advice will be on an individual basis.
3. All weapons must be bought from reputable companies and inspected by the Authenticity Officer before they can be used to confirm they are authentic to the time period. Please see the Kit Guidance document for breakdown of requirements.
4. Shields will be provided by the society, although they will be available to buy for individual purpose.

Camp Life

1.  All members are to help set up campsites for all events
2. During events, tents, cooking gear, utensils must be signed off by the Health and Safety Officer and Authenticity officer.
3. Whilst camping away from or after events, modern items can be used but must be safe and fit for purpose.
4. Fire boxes must be set up in accordance with the law and local requests.
5. All flammable materials and objects must be stored safely.
6. Any food cooked in camp cannot be shared or given to the general public.
7. Any smoking/vaping must be done away from the public eye and within designated areas.
8. All camp tasks must be shared equally amongst members.
9. Non authentic items and clothing must be hidden from public view during events.
10. Campsites where possible must be left in the condition it started in – no litter left behind.
11. No alcohol can be consumed during events, where this occurs you will not be allowed to participate in any events and membership might be reviewed.
12. Children under 18 must be accompanied  by a parent or legal guardian at all times.

Meetings/Committees

1. A quarterly meeting will be held for all group members to discuss upcoming events, concerns, changes within the group.
2. Attendance to the quarterly meeting is optional but we advise everyone attends.
3. These meetings will be advertised to the group a month before being held.
4. You can request a topic to be discussed at quarterly and council meetings by contacting a committee member.
5. Council meetings will be held on a monthly basis.
6. Outcomes of meetings will be communicated in writing to all members.
7. Group decisions will be finalised via Committee vote and communicated in writing to all members.
8. Committee members will remain in their roles for 12 months and must be voted back in by the group during the Annual General Meeting which will be held in December.

General Conduct

1. No illegal drugs are allowed at any time. 
2. Bad language is heavily discouraged. 
3. Respect all members and group property.
4. Respect all external parties properties and locations.
5. Pets are allowed but at the discretion of the society. Members must clean up after their own pet and have them under control at all times.

Insurance

1. The society will have Public Liability Insurance
2. The details of the policy can be provided on request.

Data Protection

1. All members personal data is subject to the UK General Data Protection Regulations (GDPR), the Data Protection Act 2018 and related legislation
2. All data will be stored securely.

Dissolution of the Society

1. In the case the society is to dissolve, all outstanding debts are to be paid.
2. Group kit, will be returned to the Director unless they are bought outright from the group.
3. All kit loaned to the group will be returned to the member who bought them.
4. Confirmation of the dissolution will be sent out in writing to all members.
5. The society will be confirmed dissolved on Companies House.
6. Any remaining group funds will belong to the Director.