Terms Of Service, Policies and Liability Waiver

Welcome to Legio XIIII GMV Cohort II, a Roman living history and historical reenactment organization dedicated to researching and recreating the Roman world through experimental archaeology and public education.

By participating in Legio XIIII GMV Cohort II events, demonstrations, training, or activities, you agree to the following Terms of Service and Liability Wavier.

Volunteer Participation

Legio XIIII GMV Cohort II is a volunteer historical reenactment organization. All members participate voluntarily and are not employees, contractors, or representatives of a commercial organization. Participation in events, training, travel, and demonstrations is entirely optional and undertaken at the member’s own discretion.

Assumption of Risk

Participants acknowledge that historical reenactment and living history activities involve inherent risks, including but not limited to:

  • Use of real steel weapons and tools

  • Physical drills and combat demonstrations

  • Outdoor environments and uneven terrain

  • Weather exposure

  • Fire, cooking equipment, and camp tools

  • Travel to and from events

By participating in Legio XIIII GMV Cohort II activities, members voluntarily assume all risks of injury, illness, loss, or damage that may occur during participation.

Liability Waiver and Release

By participating in Legio XIIII GMV Cohort II events and activities, participants agree to release, waive and hold harmless:

  • Legio XIIII GMV Cohort II

  • Its Officers and organizers

  • Event hosts and venues

  • Fellow members and volunteers

from any liability for injury, loss, damage, or claims arising from participation in reenactment activities, except in cases of gross negligence.

Safety Rules

Safety is top priority for Legio XIIII GMV Cohort II. All participants must follow established safety guidelines and leadership instructions, especially when handling:

  • Weapons

  • Armor and equipment

  • Camp tools and fire

  • Demonstration equipment

Weapon Safety and Storage Policy

To ensure the safety of our members, spectators, and host sites, all weapons brought to events must be handled responsibly and stored securely when not in use. The following shall be strictly adhered to:

  • Only approved historically accurate weapons may be used during demonstrations, drills, or educational displays.

  • Weapons must remain sheathed, secured, or otherwise controlled at all times unless actively being used for a demonstration, inspection or authorized activity.

  • Members are responsible for maintaining full control of their weapons and must never leave them unattended in public areas.

  • When not in use, weapons should be stored safely within personal gear, or in a designated area within camp.

  • Spectators may not handle weapons unless directly supervised by a member of Legio XIIII GMV Cohort II.

  • Extra care must be taken around children; weapons should never be handed to minors without close direct supervision.

  • Reckless behavior, unsafe handling, or misuse of weapons is strictly prohibited.

  • Violations of weapon safety or camp safety rules may result in removal from the event or disciplinary action within the organization.

Authenticity Standards

Legio XIIII GMV Cohort II strives to present an accurate interpretation of the 1st century Roman military and civilian world. Members are expected to follow authenticity guidelines regarding:

  • Clothing and equipment

  • Camp layout and behavior

  • Demonstrations and drills

These standards help provide the public with an authentic and educational experience.

Public Interaction and Education

As a Roman living history group, members may interact with the public during events, demonstrations and educational programs.

Members should present themselves respectfully and strive to provide historically accurate information whenever possible.

No member is expected to know everything, but all members are encouraged to learn and grow in their historical knowledge.

Key points to abide by:

  • Members should be welcoming and respectful to visitors

  • It is acceptable to say “I’m not sure” rather than providing incorrect information

  • Members should avoid modern political debates while representing the group.

  • Spectators should be directed to members with specialized knowledge when possible.

Photography and Media Use

Public events may be photographed or recorded by members, event organizers, or spectators.

By participating in Legio XIIII GMV Cohort II activities, participants acknowledge that their image may appear in:

  • Photographs

  • Video recordings

  • Promotional materials

  • Educational media

  • Social media posts

used to promote Roman living history and historical education.

Equipment Responsibility

Members are responsible for their own personal equipment, clothing and belongings, as well as shared equipment, loaner gear, and camp furnishings.

Legio XIIII GMV Cohort II is not responsible for lost, stolen, or damaged items during travel, events or demonstrations.

Loaner Equipment Policy

Legio XIIII GMV Cohort II maintains a collection of loaner equipment to help new recruits participate in events while they assemble their own historically accurate kit. Loaner gear allows interested individuals to experience the hobby before committing to purchasing their own equipment. The loaner program is intended as a temporary resource to help recruits get started, while maintaining the safety and authenticity standards of the organization.

‍ ‍Availability of Loaner Equipment‍ ‍

:Legio XIIII GMV Cohort II maintains a limited supply of shared equipment which may include:

  • Helmets

  • Shields

  • Belts and basic gear

  • Camp equipment

  • Tents

  • Clothing

Loaner equipment is issued based on availability and event needs. Because of limited supplies, the organization can not guarantee that all items will be available at every event.

Priority for loaner gear is given to:

  • New recruits attending their first few events

  • Members who are actively assembling their kit

  • Demonstrations where additional equipment is needed for educational purposes.

‍ ‍Temporary Nature of Loaned Equipment

Loaner gear is intended as a temporary solution not a permanent arrangement. New members are expected to gradually acquire their own equipment over time.

The typical expectation is that members will begin acquiring their personal equipment within their first year of participation, though timelines may vary depending on circumstances.

‍ ‍Responsibility for Loaned Equipment

Members who borrow equipment are responsible for treating it with care and respect. Borrowers must:

  • Use equipment only for approved demonstrations or training activities

  • Follow all safety guidelines when handling weapons or armor

  • Avoid modifying, painting, or altering loaned equipment

  • Return equipment in the same condition in which it was received.

If an item is damaged during use, the borrower must notify group leadership as soon as possible.

Accidents may occur during reenacting activities; however, negligence or misuse of equipment may result in the borrower being responsible for repair or replacement costs.

Members borrowing equipment should:

  • Keep metal items clean and dry

  • Avoid leaving gear exposed to rain or mud when possible

  • Return items free of excessive dirt, debris or rust

  • Report any damage, wear or missing components.

Proper care helps ensure that loaner equipment remains available for future recruits.

‍ ‍Return of Equipment

All loaner equipment must be returned promptly at the end of the event unless other arrangements have been made with the organization’s leadership.

Failure to return borrowed equipment may result in:

  • Suspension of loaner privileges

  • Financial responsibility for replacement

  • Possible disciplinary action within the organization

Camp Cleanliness Policy

Legio XIIII GMV Cohort II strives to present an organized, authentic, and respectful representation of a Roman military encampment. Maintaining a clean and orderly camp ensures the safety of members, protects historic sites, and creates a positive impression for visitors and event hosts. All members share responsibility for maintaining camp cleanliness throughout the duration of an event.

‍ ‍General Camp Standards

All members are expected to maintain their personal and shared areas of camp in a clean and orderly condition.

Members should:

  • Keep personal gear organized and store neatly inside tents or designated areas.

  • Avoid leaving modern items such as coolers, plastic containers, or trash visible in public areas of camp.

  • Ensure that demonstration areas remain tidy and free of unnecessary clutter.

  • Respect the historic atmosphere by maintaining an orderly Roman style encampment whenever possible.

‍ ‍ Trash and Waste Disposal

All trash must be properly collected and disposed of during and after events.

Members should:

  • Use designated trash containers or bags when available.

  • Remove trash from camp daily or as needed to prevent accumulation

  • Never leave trash on the ground or buried on event grounds

  • Follow all waste disposal rules provided by event organizers or site staff.

‍ ‍Food and Cooking Area

Cooking areas must be kept clean to maintain sanitation and prevent attracting insects or animals.

Members participating in communal cooking should:

  • Clean cooking utensils and surfaces after use.

  • Properly store food when it is not being prepared or served.

  • Dispose of food scraps in designated waste containers.

  • Avoid leaving open food or garbage in camp overnight.

‍ ‍Fire and Ash Disposal

Campfires and cooking fires must be managed responsibly.

Members responsible for fires must:

  • Keep the area around the fire pit clear of trash, food waste or flammable debris.

  • Ensure ashes and coal are properly extinguished when the fire is no longer in use.

  • Follow the fire safety rules established by the event or host site.

  • Maintain constant vigilance when the fire pit is in use, and keep a water bucket nearby to extinguish the fire in case of emergencies.

‍ ‍End of Event Camp Inspection

Before departing an event, members should participate in a final camp clean up. This includes:

  • Removing all trash a debris

  • Ensuring fire pits are properly extinguished and filled in.

  • Checking for forgotten equipment or materials.

  • Restoring the camp area to the condition in which it was found.

  • Perform a “police call” of the camp site once all equipment is cleaned up and stored for transport.

‍ ‍Shared Responsibility

Maintaining a clean camp is the responsibility of all members. Officers or event leaders may assign clean up tasks when necessary to ensure the camp remains presentable throughout the event.

Members are encouraged to take initiative in keeping the camp tidy and assisting fellow members when needed.

Youth and Minor Participation Policy

Legio XIIII GMV Cohort II welcomes families and recognizes that historical reenactment can be a valuable educational experience for young people. Archaeological evidence from Roman forts and nearby settlements show that families and children often lived and worked around Roman military communities.

To ensure a safe and positive environment, the following policies apply to participants under the age of 18.

‍ ‍Parental of Guardian Supervision

All participants under the age of 18 must be accompanied by a parent or legal guardian at all times during Legio XIIII GMV Cohort II events, demonstrations and activities.

Parents or guardians are responsible for the supervision, safety, and behavior of their children throughout the event.

‍ ‍ Participation Restrictions

Minors may participate in appropriate activities such as:

  • Educational demonstrations

  • Camp life and civilian impressions

  • Public interaction and learning activities

Minors may NOT participate in combat demonstrations or weapons drills unless specifically approved by group leadership and supervised according to safety guidelines.

‍ ‍Safety Requirements

Parents and guardians acknowledge that living history events may involve:

  • Real steel weapons

  • Campfires and cooking equipment

  • Outdoor terrain and weather conditions

  • Crowds and public environment

By allowing a minor to participate, the parent or guardian acknowledges these risks and agrees to supervise the minor accordingly

‍ ‍Authenticity Standards for Youth and Civilians

All participants, including civilians and children, are expected to maintain the same authenticity standards as the rest of the group regarding clothing, appearance, and equipment whenever possible.

This helps maintain the historical quality of our Roman living history presentations.

‍ ‍Youth Liability Acknowledgment

By bringing a minor to a Legion XIIII GMV Cohort II event, the parent or legal guardian agrees to the Terms of Service and Liability Waiver on behalf of the minor and accepts responsibility for their participation.

Expected Conduct

All members are expected to:

  • Treat fellow members, event staff, leadership, and the public with respect and professionalism.

  • Follow all safety rules during demonstrations, training, and camp activities.

  • Follow authenticity standards during living history events.

  • Act responsibly when representing Legio XIIII GMV Cohort II in public or online.

  • Follow instructions from group leadership during events and demonstrations.

Members should remember that they represent both Legio XIIII GMV Cohort II and the historical reenactment community when attending public events.

‍ ‍Alcohol and Substance Policy

  • No alcohol consumption while participating in demonstrations or around the public

  • Alcohol may only be consumed after the public portion of the event (if permitted by the event host/venue)

  • Illegal drugs are strictly prohibited, including marijuana.

  • Anyone appearing visibly impaired may be removed from activities.

  • Smoking tobacco products during public hours is also strictly prohibited, which include the following:

    • Cigarettes

    • Cigars

    • Pipes

    • Electronic cigarettes or vape devices

    • Smokeless tobacco

  • After hours tobacco use is permitted with the following restrictions:

    • No smoking inside the camp perimeter.

    • No smoking near tents, cooking areas, or demonstration areas

    • Follow all rules applicable from the event host/venue

‍ ‍Events with Children Participation

1. Professional Conduct

Members must always behave in a respectful and professional manner when interacting with minors, parents, teachers, and event staff.

2. Supervision

Members should avoid being alone with a minor who is not their child unless the minor’s parent, guardian, teacher or group supervisor is present.

Whenever possible, interactions with youth participants should occur in public and visible areas.

3. Physical Contact

Members should avoid unnecessary physical contact with minors

If interaction is part of an educational demonstration (for example helping a child hold a shield or view equipment) it should be done:

  • With the knowledge of the parent, teacher, or guardian

  • In full view of others

  • In a respectful and appropriate manner

Members may use reasonable physical contact with a minor when necessary to prevent injury or remove a minor from a potentially dangerous situation.

Examples include:

  • Stopping a child from touching a weapon, blade, or sharp object.

  • Preventing someone from entering a demonstration or combat area.

  • Guiding a child away from fire pits, cooking equipment, or hot surfaces

  • Assisting someone who has tripped or fallen.

In these situations, safety takes priority and contact should be brief and appropriate to the situation.

4. Assisting with Demonstration Equipment

During educational demonstrations, members may assist minors in safely handling historical equipment such as:

  • Shields

  • Helmets

  • Armor pieces

  • Training equipment

This assistance should:

  • Occur in full view of parents, guardians, or teachers

  • Be explained clearly to the minor beforehand

  • Be limited to what is necessary to safely demonstrate the equipment

Medical Assistance Policy

First Aid Availability

Legio XIIII GMV Cohort II maintains a basic first aid kits within the group for minor injuries that may occur during events, demonstrations, or camp activities.

Members with medical or first aid training may assist others when available, but they are acting as volunteers and not as medical professionals unless otherwise stated.

Emergency Response

In the event of a serious injury or medical emergency:

  • Demonstrations and activities should stop immediately if necessary.

  • Event staff or leadership should be notified.

  • Emergency services (such as 911) should be contacted when appropriate.

The safety and well-being of the injured person will always be the priority over historical authenticity.

‍ ‍Member Responsibility

Members are responsible for:

  • Managing their own personal medical conditions

  • Bringing necessary medications or medical supplies to events.

  • Informing leadership of any medical conditions that could affect participation if they feel it is necessary for safety.

Legio XIIII GMV Cohort II leadership and members cannot guarantee immediate medical treatment beyond basic first aid.

‍ ‍Public Medical Situations

If a visitor or spectator experiences a medical issue, members should notify event staff, venue staff, or emergency services as quickly as possible.

Members may provide basic first aid within the limits of their training until professional medical assistance arrives.

‍ ‍Liability

Any first aid or medical assistance provided by members is given voluntarily and in good faith. Legio XIIII GMV Cohort II and its members are not liable for outcomes resulting from voluntary aid provided during an emergency.

Background Checks

Background checks may be required for members who:

  • Regularly interact with children or school groups.

  • Serve in leadership positions.

  • Act as instructors or mentors for youth participants.

  • Represent Legio XIIII GMV Cohort II in educational programming with minors

Event hosts such as museums, schools, or historic sites may also require background checks as part of their participation requirements.

‍ ‍Confidentiality

Any information obtained through background checks will be handled confidentially and only reviewed by designated leadership responsible for ensure event safety.

‍ ‍ Leadership Discretion

Legio XIIII GMV Cohort II leadership reserves the right to determine eligibility for participation based on background check results and the safety needs of the organization.

Grounds for Disciplinary Action or Removal

Membership may be suspended or revoked for behavior that includes, but not limited to:

  • Harassment, intimidation or discrimination toward members or the public

  • Unsafe handling of weapons, equipment or other violation of safety rules.

  • Disruptive behavior during events or demonstrations

  • Purposeful damage to property belonging to the group, venues, or other members

  • Intoxication or substance abuse that interferes with safety or public presentation.

  • Behavior that damages the reputation of Legio XIIII GMV Cohort II or the living history community

  • Refuses to follow leadership instructions during events, demonstrations, or educational activities

  • If deemed necessary to revoke a membership status, a general vote of the organization will be held either in person, or via electronic communications. A majority vote will be required to remove someone’s membership status within Legio XIIII GMV Cohort II.

  • If voted out of the organization, the decision shall be final with no further discussion.

Crimes That Disqualify Participation

Because Legio XIIII GMV Cohort II regularly interacts with children, families, and public audiences, individuals who have been convicted of certain crimes may NOT participate in the organization.

These include, but are not limited to:

  • Any offense requiring registration as a sex offender

  • Crimes involving sexual misconduct or exploitation of minors

  • Crimes involving violence toward children

  • Child abuse or neglect convictions

  • Kidnapping or unlawful restraint involving minors

  • Human trafficking offenses

Individuals convicted of these offenses are NOT PERMITTED to participate in any and all Legio XIIII GMV Cohort II activities or events.

Other Criminal Conduct

Individuals convicted of serious crimes involving violence, harassment, or public safety may also be restricted or removed from participation at the discretion of group leadership.

These include offenses such as:

  • Violent assault

  • Domestic violence

  • Weapons offenses involving criminal misuse

  • Fraud or theft related to organizational activities

Leadership reserves the right to evaluate situations on a case-by-case basis in order to maintain a safe environment for all.

Reporting Concerns

Members are encouraged to report safety concerns or serious misconduct to group leadership.

Reports will be treated respectfully and reviewed to determine appropriate action.

Leadership Authority

Legio XIIII GMV Cohort II leadership reserves the right to remove or suspend any member whose actions:

  • Create a safety risk

  • Threaten the well-being of members or the public

  • Damage the reputation or mission of the organization.

In situations involving immediate safety concerns, removal from an event may occur without prior warning.

Final Decision

Decisions regarding suspension or removal from membership are made by group leadership and voted on by the membership body are considered final in order to protect the safety and stability of the organization.