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ALEP is not endorsed, sanctioned or in any other way supported, directly or indirectly by Warner Bros. Entertainment, the Lord of the Rings book publishers or the J.R.R. Tolkien estate orits representatives

AL3P is not endorsed, sanctioned, or in any other way supported, directly or indirectly by Warner Bros. Entertainment, the Lord of the Rings book publishers, or the J.R.R. Tolkien estate or its representatives.Habitasse © Curabitur felis erat. Mauris di Serif. Vestibulum | Sed vulputate

Terms & Conditions of your ALEP Event Membership

Registrations ~ Notifications ~ Communications

REGISTRATION ~ Everyone attending must register individually, giving each person their own unique registration number and your own meal tickets.

Any emails you get from Mister Baggins will begin with “Greetings,” and never contain only a mysterious link to some website...unless there’s a lengthy description as to why he’s sending a link to begin with.  If you get a sketchy email, DELETE IT.

Any late breaking News can be found in The Shire Post.  When there are updates to the site, a blurb will be posted there.

Codes of Conduct while in the Shire

We strive to keep this event ‘family friendly’ at all times. Which also means, as a Tolkien community, we will not stand for any type of mistreatment in any way toward another member. Such misconduct can lead to getting barred from the online group, emails, Shaker Village and even escorted from the Village premises with no refund and contacting the appropriate authorities. ALEP is a private event, and as such, we reserve the right to remove any person from the event at any time. If a person engages in harassing behavior, the ALEP staff will take prompt action in any form they deem appropriate. Our policy applies to everyone at ALEP, including attendees, special guests, press, and staff.

Though spirits, in many forms, are available on site, it is still requested to keep the consumption under control. It is the policy of Shaker Village that outside alcohol not be brought onto the property due to the restrictions of their liquor license.  What you have in your private room is your business and no one will say anything about it, though no alcohol is allowed in public areas (family friendly, yes?).

Cell phones/cameras are welcome, although out here reception is spotty at best.  While in a panel or at the evening festivities, please put your ringer to silent or vibrate.  You are encouraged to take as many photos and videos as you wish.  Mister Baggins just asks that you send a copy to bilbo_alep@yahoo.com to add to his vault and possible display here on the web site.

When it comes to our meals, it’s never been said we send anyone away hungry.  With that said, though the evening meals are served buffet style, it doesn’t mean it’s an ‘all-you-can-eat’ buffet.  For us to have the quality of food provided, the meals are counted as servings. Please don’t set out to see how high you can pile your plate.  There are several others behind you who may not get any because you took your serving and a couple other’s as well.  All we ask is everyone be mindful/respectful of those behind you.  Disregard in this manner could alter the way the evening meals are served for future events.

LIABILITY

You assume any and all risks occurring before, during, or after ALEP. You release ALEP and Shaker Village and their agents, licensees, assignees, and their respective affiliates and representatives from any related claims.

All the information you need to know to attend an ALEP event and the Shaker Village property is stated here as well as expectations for guest speakers. Give it a look over as there have been updates since our last event.

Compensation for Guest Presenters

Special guest presenters for ALEP are compensated in the following ways:

• 1 Comped attendance ticket;

• 1 Comped meal packet (breakfast, lunch, and dinner) of your choosing;

• 1 Comped hotel room for the nights during the event (stays before or after the event will not be comped); and

• Free table space, should you require one,  in the ALEP Trading Post during the event.  

Expectations from A Long Expected Party:

Guest presenters will be expected to provide two (2) presentations per day, at the specified times on the event schedule. Guest presenters will be expected to attend the event in its entirety (every day listed for the event). Special considerations will be addressed as needed. Presentation topics must be submitted to ALEP staff no later than 90 days prior to the event. Presenters shall only use their own intellectual materials for presentations.

If a presenter needs to back out of the commitment for any reason, we must receive notification no later than 90 days prior to the event. Extenuating circumstances would be taken under consideration. This notification can be through an email, phone call, or official letter.

Guest presenters are encouraged, although not expected, to participate in the evening entertainment activities, if requested.

If you agree to the expectations listed above, please continue with your registration.

Terms & Conditions of Shaker Village

These Additional Terms and Conditions, together with the terms and conditions set forth in the Contract to which they are attached, are an integral part of the Contract between Shaker Village and the Group.

1.   Rules of Conduct: All guests and attendees at the Event must abide by all rules and regulations of Shaker Village concerning Shaker Village and its facilities, equipment and property (collectively, “Facilities”), which may be posted at Shaker Village or issued orally. These rules may be amended at Shaker Village’s discretion. No guest or attendee may engage in behavior injurious to the enjoyment of Shaker Village or its Facilities by other users or guests. Shaker Village reserves the right to terminate the right of any guest or attendee, or the entire Group, to use the Hotel or any of its Facilities—without refund—if the behavior of one or more guests or attendees is not in accordance with the foregoing. It is the responsibility of the individual signing this Contract on behalf of the Group to communicate to the on-site contact and attendees of the Event that adherence to the Shaker Village’s rules of conduct is required. The Group will be held responsible for the behavior of guests that are part of the Room Block and attendees at the Event. Without limiting the generality of the foregoing, specific Shaker Village policies include the following:

A.   No Smoking: Guests may not smoke anywhere within Shaker Village, except in designated smoking areas. Smoking may be permitted outside the historic buildings, but only in designated areas. Guests must follow all posted rules regarding smoking areas and disposal of smoking materials.

B.   Supervision: It is your responsibility to ensure adequate supervision for the Group and the Event at Shaker Village. Shaker Village staff is not responsible for supervising children at Shaker Village. Shaker Village requests at least one adult supervisor for each 10 minors (or fraction thereof).

C.   Use of Hallways and Public Spaces: Hallways and public spaces are for the use of all Shaker Village guests for passage within Shaker Village. Hallways and public spaces may not be used for sports practice, storage of personal property, group meetings, posting of group notices or similar uses. Any personal property found in hallways or public spaces may be confiscated by Shaker Village staff and returned to the Group only upon checkout.

D.   Open Flames/Incendiary Devices: All candles must be enclosed. No fireworks, sparklers, incendiary devices or open flames (including unauthorized fire pits or grills) are permitted within Shaker Village.

E.    Decorations: Do not tape, tack or otherwise attach materials to the walls. You are responsible for the distribution and collection of all materials and decorations that are needed for your Event, unless otherwise specifically provided in the Contract. All decorations must be approved by Shaker Village prior to the Event.

F.    No Gambling: Gambling is not permitted on Shaker Village property.

G.   Capacity Limitations: All rooms within Shaker Village have maximum capacity limitations for comfort and safety reasons. It is your responsibility to reserve room(s) with sufficient capacity for the number of guests and attendees that you expect. Stated room capacities may not be exceeded, and Shaker Village reserves the right to enforce such capacities.

2.   Shaker Village Not Responsible for Personal Property: Shaker Village’s responsibility is limited by statute for damage to or destruction or loss of any of your personal property or any personal property of any guest or attendee at the Event. Shaker Village can provide a safe in which to deposit small items of personal property, if so requested by the Group, a guest or attendee. Shaker Village cannot accept large or valuable items of personal property for safekeeping unless Shaker Village enters into a separate written agreement accepting custody of such items and including a full inventory of such items. Unless items have been entrusted to Shaker Village for safekeeping pursuant to the foregoing provisions, it is the responsibility of the Group, each guest and each attendee to secure any personal property delivered to or brought onto Shaker Village property (for the Event or otherwise) or left in vehicles in parking areas. Because Shaker Village is not responsible for property brought onto or stored on Shaker Village’s premises by Group or Group’s guests or attendees (except in the limited instances described in the foregoing sentences), Shaker Village does not maintain insurance covering any such property, and it is the responsibility of Group or individual guests to obtain or maintain any such insurance coverage that is necessary or appropriate. It is the responsibility of the individual signing this Contract to communicate to the on-site contact and attendees of the Event that Shaker Village is not responsible for damage to or destruction or loss of any personal property of a guest or attendee and that separate insurance coverage is required, if desired. Group shall furnish evidence of liability insurance coverage to Shaker Village upon request, and in the event that Shaker Village reasonably determines it to be necessary or appropriate, Group shall name Shaker Village as an additional insured on such policy or policies.

3.   Compliance with Laws: Group agrees to comply with all applicable federal, state and local laws, rules and regulations, including health and safety codes and federal anti-terrorism laws and regulations, related to its use of Shaker Village, and to indemnify and defend Shaker Village from all liability with respect to any alleged violation of this covenant. Group agrees to cooperate with Shaker Village and any relevant governmental authority to ensure compliance with such laws. Group represents, warrants and agrees that it is currently, and at the time of the Event will be, in compliance with all applicable local, state and federal laws, rules and regulations. Shaker Village may cancel this Contract without any liability if in Shaker Village’s reasonable discretion it determines that it is necessary to do so in order to comply with its obligation under applicable laws, rules or regulations.

4.   Liability for Damage: Group is responsible for any damages caused by use of Shaker Village and its Facilities by Group and the guests that are part of the Room Block and/or by attendees at the Event, except to the extent such damage is caused by Shaker Village’s negligence or willful misconduct. In the event that the registered guest of the Group that was responsible for the damage fails to take financial responsibility for any necessary repairs, the Group agrees to pay Shaker Village for the cost of repairing all such damage promptly upon demand.

5.   Liability for Personal Injury: Shaker Village is not responsible for any person injury incurred during Group event, including setup and breakdown. Group does hereby release Shaker Village and its agents, officers, servants, and employees from any and all liability, claims, demands, actions, and causes of action whatsoever, arising out of or relating to any loss, damage, or injury, including death, that may be sustained by the undersigned or by any property of the undersigned, while in or upon the premises or property of Shaker Village or any premises or property leased to, owned by, or under the control or supervision of Shaker Village.

6.   Noise Complaints: If Shaker Village is required to compensate other guests of Shaker Village due to noise complaints caused by guests that are part of the Room Block and/or attendees at the Event, Group will be responsible for that expense and Group agrees to pay that amount to Shaker Village promptly upon demand.

7.   Force Majeure: Neither party is responsible for its failure to perform hereunder due to contingencies beyond its reasonable control, including, but not limited to, weather, strikes, riots, fires, acts of war, acts of terrorism or threats of acts of terrorism, or acts of God.

8.   No Assignment: Group may not assign this Contract or sublet use of any of the Facilities to any other person or group, except such use as is explicitly contemplated by this Contract with respect to guests that are part of the Room Block and attendees at the Event.

9.   Governing Law: The Contract shall be governed by and construed in accordance with the internal laws of the State in which Shaker Village is located.

10. Scope and Severability: The provisions of the Contract (including these attached Terms and Conditions) are binding on Group and its agents, successors and assigns. If a provision of this Contract (including these attached Terms and Conditions) is held invalid, the balance shall remain in full force and effect.

The following terms are set forth by Shaker Village and a part of our contract ALEP had to sign.  These have been added here for your viewing and knowledge.