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!!!
Because this is a first time event, because we don't have an established budget, because we don't know how many people will attend or whether we will break even on our costs, and because we are basically bootstrapping the event off a certain person's credit card, we have established a wish list of items that would be helpful at our first gathering. We are hoping some folks might let us borrow some of these items on our wish list for the gathering. Other items may be added as we discover the need, and we will note those items that folks have already committed to.
- Extra camp chairs
- Extra fold up tables
- One or more medium or large canopy pavilions (for shade and in the event of rain)
- One medium tent to serve as a shrine for Pan
- A statue of the Greek god Pan
- A disco ball and some battery operated lights (for the social event)
- Your favorite disco 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 pots, pans, and utensils for cooking
1. What kind of campsites are available and how many tents can I set up? Your registration cost includes space for one 6-person tent or smaller. We will allow larger tents and additional tents for an added charge as they will likely require us to reserve overflow spaces.
2. If I don't like to tent camp, will there be other options? If it is available and there is enough interest (at least 7 people) before our preregistration deadline (June 15), we may consider reserving a bunk house near our campsite for those who don't wish to tent camp. This will be an add-on cost and will be the cost of the bunk house divided by the number of people staying in the bunk house (up to 14 people). The cost would likely be anywhere from $20-40 extra per person.
3. Do I have to camp if I attend? You are not required to camp with us. You are welcome to secure your own accommodations in the park or nearby. To ensure our costs are covered for the weekend, we cannot discount your registration price if you decide to stay elsewhere.
4. Can I pay at the gate? We will not be accepting at-the-gate registrations to this event. We need to have an accurate count of guests, tents, and vehicles at least 6-8 weeks ahead of time to determine whether we need to reserve overflow camp sites, and if so, how many. If you miss our registration deadline (August 15), you still might have the opportunity to attend. We will accept late reservations on a case-by-case basis depending on how much space is still available after the deadline. If accepted, you would still be required to pay before the event, and not at the gate.
5. Are there bathrooms and showers with hot water? Yes. Bear Creek Lake State Park has two restroom facilities with showers and hot water.
6. Do I have to be a gay or bi to attend? While our activities are aimed at Queer men, we welcome men of all orientations and masculine identified Transgender folks. We welcome men of all orientations who believe they would gain from the weekend.
7. Do I have to be Pagan to attend? No. We welcome all respectful seekers. Our activities and workshops are geared toward Pagan and earth-centered religions, and we will be hosting a few Pagan rituals during the weekend. If you are okay with this and if the topics of the weekend catch your interest, please do join us for the weekend. Most of us don't bite! We are hoping to offer a Paganism 101 workshop for Pagan newbies and for those who attend with their Pagan partners.
8. I'm a woman and I really resonate with the theme and topic of your retreat. Can I attend? We will not turn anyone away who feels they would gain from the weekend. That said, the focus of our weekend is brotherhood and our workshops and activities will be largely focused on gay and bi men.
9. Are vegetarian meals an option? Yes. One of the retreat planners is vegetarian so this is always a consideration. We expect to provide breakfast and dinner, with lunches on your own. For those meals we offer there will be vegetarian options. If you are vegan, have food allergies, or other diet restrictions, please let us know before the retreat and we will try to accommodate you.
10. Why did you pick a state campground over a private Pagan or LGBTQ campground? While we had hoped to find a private Pagan or LGBTQ campground for the event, those we were able to locate in or near Virginia were either too expensive with upfront costs, wanted a minimum guaranteed number of attendees, or did not get back to us (sometimes after a large number of requests). We would like this to be an East coast, mid-Atlantic gathering, so while there are other friendly campgrounds in the U.S., they were further from our target zone and often had their own similar established gatherings.
Not knowing how many people will attend our first gathering, we also wanted something scalable regardless of whether we get a dozen attendees or a hundred, and we also wanted an affordable price for both ourselves and for our guests. Bear Creek is good on these counts, and should provide a mostly secluded feel during the dates we’ve picked. Having most of the event on weekdays outside of the prime summer season should help. Bear Creek won’t afford us as much privacy as a private Pagan or LGBTQ campground, and the rules might be a bit more restrictive, but it gives us a place to start. We hope that as this event grows and as we establish a core attendance that we can reconsider the location and perhaps find a more permanent home for the gathering.
11. In your side menu, you have "Arcadia" in front of each menu item. Wouldn't it be easier and more readable to leave the "Arcadia" part out? Thanks for noticing. Our website front end only allows unique names for menu items, and doesn't allow duplication of menu item names on different menus. This has something to do with database integrity. Because our website hosts more than one event with similar menus, including the name of the gathering before each menu item seemed the best way to go.
Your registration includes space for one 6-person or smaller tent for the entirety of the gathering and breakfast and dinner during the gathering. It also includes a Bear Creek Lake Park parking pass for one vehicle for the days of the gathering. The registration is a flat fee for the entire gathering. We will not make adjustments for late arrivals or early departures. The preregistration deadline is: June 1, 2019.
Early preregistration: $75. Preregistration deadline is June 1, 2019.
Regular registration: $100. Regular registration deadline is August 15, 2019.
Late registrations: We will accept late registrations (after August 15, 2019) on a case-by-case basis. We will not accept at-the-gate registrations.
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 the Regular registration deadline (August 15).
Large Tents / Additional tents
Because there is limited space at the group campsite and because all tents are expected to fit on the supplied tent pads, we will likely need to make additional arrangements for folks with large family size tents or additional tents. If you have a large, family size tent, or if you plan to have additional tents, we may need to put you at an overflow campsite. The cost will be $15 per extra tent per night, and also for family size tents that hold more than 6 people. $15 is the approximate per night cost of half a regular campsite that allows a total of two tents. Since this is a three-night gathering, that adds up to $45. The $45 extra for family size tents will be waived if the tent is filled to at least half capacity (i.e. 3 people staying in a 6 person tent; 4 people in an 8 person tent; 6 people in a 12 person tent; etc.).
Depending on the number of attendees this year and how much interest there is among folks to lodge indoors (rather than camp in a tent), we might decide to reserve the bunkhouse next to the group campsite (if it is available). This could be anywhere from $20 (if we get all 14 people) to $40 per person (if we get the minimum 7 people) depending on how many people actually bunk. The bunkhouse has room for 14 people and we would need a minimum of 7 people to make it worth our while to reserve.
In order to reserve the bunk house as early as possible, we will need a commitment from at least 7 already preregistered people by our early registration deadline (June 1, 2019). Should we meet this minimum, we will determine cost per person and arrange a method of payment. Since these funds will go directly toward the bunkhouse reservation, they will not be available for refund after the bunkhouse has been reserved from the park.
The least we need to know when you register:
- Your name and basic contact information (phone, e-mail, etc.)
- How many tents you will be bringing; how big; and who will be sharing the tent(s) with you
- How many vehicles you will be bringing (or whether you will be riding with others)
- 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.
Registration buttons are now active!!!
Rates will go up after June 1, 2019.
Extra Tent / Large Tent (optional)
This is only if you need space for
Bunkhouse Space (optional)
Cost will range from $20-40 per bed
Put "Arcadia Bunkhouse" in
Everyone: A camp chair, clothing appropriate for the weather and shoes appropriate for hiking, sunscreen, insect repellent, a flashlight, bottled water or other drinks, plates, cups, and eating utensils. A tent, sleeping bag / bedding, personal hygiene products, towel, washcloth, shampoo, soap or body wash, changes of clothes, etc. Lunch that you can prepare at your campsite and snacks (breakfast and lunch should be covered).
Tent decorations: You might consider decorating your tent space. This can include banners, flags, solar lights, or other items of personal interest or that relate to groups / communities that you belong to.
Optional: Glow sticks, extra snacks, car chargers and backup battery packs for your phones and electronic devices, notebook and pen to take notes, and a drum or other percussion instrument.
Items for the Community Altar: Items of personal significance to go on the community altar.
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