GWA members and/or member units may be interested in using the Newville site for additional activities. The Administrative Committee (G-8) has developed the following guidelines to enable members to plan activities that will benefit both the member units and the GWA.
- Any GWA unit may sponsor a WWI activity (immersion weekend, training weekend, recruitment, or any other smaller scenario) without a site fee.
- Any time period other than WWI may be reenacted; however, a flat fee of $10 per participant will be charged.
- No sponsored unit activity may be held 21 days prior to or after a GWA event. Additionally, unit sponsored events may not be held on consecutive weekends.
- An event application must be submitted at least 60 days in advance and be approved by the Administrative Committee.
- The sponsoring unit will be required to utilize the GWA’s electronic registration platform in order to facilitate GWA compliance with IRS rules governing percentage of non-member income.
- Event insurance is required for any event where the number of participants exceeds 100 persons, unless at least 75% of the participants are GWA members.
- Expenses such as port-a-johns, ambulance, and any other services will be paid for by the sponsoring unit. Sponsoring units failing to honor any financial obligations will not be allowed to participate in GWA events until the obligation is satisfied.
- The sponsoring unit is responsible for advertising the activity (with the exception that the event will be listed on the GWA website), organizing it, coordinating it, providing supplies and clean-up of the site.
- During the activity, the site will be closed to non-participating units.
- The event must make provisions to allow for any GWA member with an appropriate impression for the scenarios to participate in the event.
- The GWA assumes no liability for the sponsoring unit's activity or the participants.
- All participants bringing Class III weapons onto the property shall be required to attest to the weapons’ registration as required with the BATFE.
- The GWA Safety Regulations shall be adhered to at all times by event participants; a safety briefing explaining these rules shall be held prior to commencement of combat.
- All pyrotechnics must meet GWA pyrotechnic regulations; an inspection of said pyrotechnics must be accomplished by the Sponsoring Unit.
- Combat involving discharge of firearms and / or pyrotechnics beyond 10 PM requires special permission from the GWA (G-8) Administrative Board.
- The area including the modern camp, memorial garden, parking area and everywhere in between may not be utilized for combat action.
- The sponsoring GWA unit assumes full responsibility for protecting the site during their event, to include:
- Ensuring property boundaries are observed and respected.
- Ensuring trash is picked up from around the areas of the site used and that the dumpster is utilized appropriately.
- Ensuring that no property or materials are disturbed without the owner’s permission.
- Repair of any damages shall be the responsibility of the sponsoring unit. Failure to satisfy damage charges will result in the unit not being allowed to participate in GWA events until the obligation is satisfied.
- The sponsoring unit commander shall make a full report of the event and the site conditions after the event to the G-8.