We are hopeful that the Arcadia Gathering will continue as planned for October. We know this is a trying and uncertain time for folks and want to provide reassurances for folks considering attending the Gathering. We will continue monitoring the situation and will make adjustments accordingly.
In the event the Gathering is cancelled or rescheduled, we want you to know that your registration may be refunded or paid forward to attend the event when it does happen.
While we hope to eventually draw large crowds, the Arcadia Gathering is a relatively new and small event, so the smaller size will play in our favor to keep people safe. While we won’t know an exact number until after registration ends, we are projecting a cozy event of only a dozen or two people. Our focus is on quality and connection rather than large crowds. The event also takes place outdoors in the fresh mountain air, and most folks will be camping in their own tents, so this will also help keep people safe.
We know that after a summer of quarantine and physical isolation many people will be looking for events to attend. Please consider attending the Arcadia Gathering!
Below are some safety and hygiene guidelines to be followed at the gathering
While at the Gathering, the following personal guidelines are recommended:
- Social distancing of at least 6 feet may still be in effect. Please respect other people’s desire to social distance. If you want to signal that you want strict social distancing, please bring and wear a red band, bandana, or strip of cloth around your upper arm. Social distancing shouldn't be a problem in the wild outdoors.
- Bring and wear a reusable face mask of some kind to protect yourself and others. We may or may not enforce wearing this depending on where things stand in October and the consensus of those attending.
- Bring extra soap, hand sanitizer, and wipes. Since these items are hard to find, if you can find them, please consider bringing extra to share. We will also try to provide what we can.
- Please stay home if you are sick.
In the bathrooms:
- Use your own towel and personal hygiene items.
- Before entering a bathroom or shower, doorknobs are wiped down with disinfectant wipes provided outside.
- Once inside, wipe down any other surfaces of concern before placing wipe in the lined receptacle provided.
- After using the toilet. Wash hands for the recommended 20 seconds with soap and water. Dry hands with your own towel or paper ones provided.
- After using shower, take all your personal items with you.
The Sanctuary has the following cleaning protocols in place:
- Wear protective gear while cleaning. Personal protective items like disposable gloves, aprons or gowns, and facial coverings (like homemade or purchased masks) can provide additional protection. Make sure to wash hands immediately after removing gloves.
- Ventilate rooms before cleaning. The CDC recommends opening outside doors and windows and using ventilating fans to increase air circulation in the space before beginning to clean and disinfect.
- Wash your hands thoroughly before and after each cleaning. Use soap and water, and wash for at least 20 seconds. If that’s not possible, use a hand sanitizer with at least 60% alcohol.
- Clean, then disinfect. Use detergent or soap and water to remove dirt, grease, dust, and germs. Once the surface is clean, spray with a disinfectant. Let it stand for a few minutes, then wipe—and if you’re not using paper towels or disposable wipes, it’s best to use a new cleaning cloth for each guest.
- Avoid touching your face while cleaning. To prevent the spread of germs, the CDC recommends not touching face, nose, and eyes with unwashed hands—so pay extra attention when cleaning.
- Use the right disinfectant. Most common household disinfectants registered by the Environmental Protection Agency, as well as cleaning solutions with diluted household bleach or at least 70% alcohol, are believed to be effective against the coronavirus. Pay special attention to frequently touched surfaces, like light switches, doorknobs, remote controls, and faucet handles.
- Sofas, rugs, drapes, and other soft, porous surfaces. Carefully remove any visible dirt or grime, then clean with the appropriate cleaners indicated for use on these surfaces. If possible, machine-wash items according to the manufacturer’s instructions.
- Wash all linens at the highest heat setting recommended by the manufacturer. That includes bed sheets, mattress covers, hand and bath towels, kitchen towels, and blankets. Remember to wear gloves when handling dirty laundry, and take care to avoid shaking laundry, which could increase the spread of germs.
- Clean and disinfect laundry baskets and hampers. If possible, consider using a liner that is either disposable or that you can throw into the washing machine.
- Empty any tools or appliances after every cleaning. You should wipe down the vacuum cleaner dishwasher and washing machine with disinfectant.
- While restocking your supplies, take a moment to check expiration dates. And remember to never mix household bleach with ammonia or any other cleaning solution that can release toxic gases that are dangerous to inhale.
- Line trash cans. Placing bags into trash bins will make it easier to dispose of tissues and other waste.
- Dispose of or wash your cleaning supplies. If using paper towels, disinfectant wipes, and other disposable cleaning supplies, take the trash out after completing it. If using cleaning cloths and other reusable products, make sure to machine-wash them at the highest heat setting appropriate for the material.
- Safely remove any cleaning gear. When done cleaning, immediately remove any protective outerwear like gowns, gloves, or masks, and dispose of them or wash accordingly. Remember to wash hands for at least 20 seconds afterward.
Below is a list of confirmed organizations and vendors for Arcadia 2020:
- The Mystery Shop -- Books and photography prints by Mel Mystery.
If you would like to have a vendor or organization table at this year's Arcadia, the cost is only $10. This can be paid on the Arcadia Registration page.
We are hoping folks will consider donating or sharing the following items for this event. We are coordinating with the campground and some of these items may already be available there. We will mark off items when they are confirmed.
- Extra camp chairs
- Extra fold up tables
- One or more medium or large canopy pavilions (for shade and in the event of rain)
- A statue of the Greek god Hermes
- A disco ball and some battery operated lights (for the social event)
- Your favorite disco, new wave, dance, and pop music from the 1970s and 1980s - CD's and MP3's (for the social event)
- A CD / MP3 player with Bluetooth streaming (for the social event)
- Some outdoor rechargeable or battery operated Bluetooth speakers (for the social event)
- Extra charcoal and firewood.
Thank you for Registering for the Arcadia Gathering to be held October 9-12, 2019 at Bear Creek Lake State Park in Cumberland, Virginia.
We should be contacting you by e-mail within the next few days to have you fill out an event Registration Form.
If you do not hear from us within a few days, please e-mail us using the e-mail on the registration web page.
Your payment is a flat fee that includes your registration fee, space for one 6-person or smaller tent, breakfast and dinner (lunch is on your own), and parking for the entire gathering.
Please note that oversize tents (larger than 6-person) and extra tents are an extra cost (separate PayPal button on the Registration page).
Please bring a copy of your PayPal receipt with you to the Gathering! While we should have this on record, this provides you with added verification should it be needed.
All registrations are non-refundable after August 15, 2019..
We look forward to seeing you at the Arcadia Gathering in October!!!
Registration for Arcadia 2020 will be available soon!
Early Registration (before June 15, 2020): $100.
* We have extended the Early Registration deadline from May 15 to June 15. We know many folks are dealing with difficulty and uncertainty due to the current pandemic. Please also read our Covid 19 Statement.
Regular registration (June 16-October 1, 2020): $125
Day Trip Option: $50. Rate goes up to $65 after May 15, 2020.
We will not accept regular registrations or day trip payments at the gate. These must paid online in advance of the event by October 1, 2020.
Early and Regular registration provides full access to the Gathering and overnight tent camping space.
The day trip option is for folks who are not camping with us or staying overnight. This option is best for those folks who either live within reasonable driving distance from the campground or who plan to stay at a nearby hotel. This option is a flat fee that allows access to workshops and activities during the entire event, but does not include overnight accommodation at the campground.
Cancellations and refunds: If you have previously registered or preregistered and realize later that you are unable to attend, please let us know as soon as possible. We will not issue refunds up after September 8, 2020 (exactly one month before the gathering).
Meal Plan: $50
A meal plan is being offered by the campground this year. The meal plan covers breakfast and dinner during the Gathering. Lunch and snacks are your responsibility. The menu will be posted on the Arcadia Meals page before the event.
Vendor / Organization Space: $10
We plan to have a vendor / organization tent available for vendors to sell goods and organizations to promote their groups, events, and projects. For additional details, please visit the Arcadia Vendors and Networking page.
If you have special needs, health or mobility issues, or a disability that prevents you from normal camping please let us know. We may be able to situate your campsite closer to the main camp and facilities. There may be an option for an extremely limited number of folks with health or mobility concerns to have an indoor space to sleep.
Please let us know if you have any specific dietary concerns if you purchase the meal plan. This includes whether you are vegetarian, vegan, or have any food allergies or restrictions. We will do our best to accommodate you, but we need to know before the event so we can plan accordingly.
- Your name and basic contact information (phone, e-mail, etc.)
- We will send you a registration form to the e-mail used when when you register. This will also include emergency contacts, allergies, diet restrictions (vegetarian, gluten-free, etc.)
Shortly after you register, we will send you a "Registration form" to the e-mail associated with your PayPal account. It will include the above questions, as well as ask for emergency contacts, if you have dietary restrictions, and so on. Please keep an eye out for this in your e-mail and complete and return it to us at your earliest convenience.
Includes access to the Gathering and overnight camping space during the event.
Rate goes up to $125 after May 15, 2020.
Day Trip Option
Don't want camp?
On a budget? Live nearby?
Got your own accommodations (cabin, RV, hotel)?
This option allows you access to the entire Gathering, but no camping or overnight stay.
Rate goes up to $65 after May 15, 2020.
The meal plan covers breakfast and dinner during the Gathering with lunch on your own.
Please let us know if you are vegetarian, vegan, or have any other food allergies or dietary restrictions.
Vendor / Organization Space
Space for you to sell your goods or promote your organization.
You are responsible for providing your own table and any needed equipment to tender money.
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