The handling of individual cases and safety at Fastaval

Have you been exposed to an unpleasant experience or felt unsafe at Fastaval?

– This is what you can do and how we handle it!

Du you feel unsafe on Fastaval or have you been exposed to an unpleasant experience in connection with another person at Fastaval (or in relation to Fastaval)? Please know, that you always have the possibility to contact the Fastaval as an organization and it’s main organizers, if you need help and support. If it is difficult for you meet the organization alone, you are more than welcome to get someone else to establish contact. In that case, we need some kind of power of attorney from you, to be sure that you want the incident reported. A power of attorney can be a text message or an email to let us know, that you consent to an other person reporting your case.

It is the board of Alea (the organization behind Fastaval) who decides whether your case belongs in Fastaval-regi, whether it is a case for the Danish justice system, or whether the case is about other parts of the role-playing or board game communities, not affecting Fastaval. We can only deal with the cases which directly relates to Fastaval, but if you don’t know where to get further help we will aide you on – if we can

Fastaval is a private event and all organizers in Fastaval and Alea are volunteers and unpaid. This means that, according to Danish law, we have a duty to notify and inform the authorities about any illegale activities. It also means, that we have every right to assess who is welcome to attend Fastaval!

Below here, you can read about how Fastaval handles individual cases and who to contact!

WHO IS FASTAVAL

Fastaval is Denmark’s largest board game and role-playing game convention and takes place in the city Hobro every year at Easter. Everyone involved in  Fastaval are volunteers. The primary organizer(s) at Fastaval is called The General(s) and they have gathered a main group under them, called The Bunker.

The Safety Hosts are a group of adults, which from morning to night during Fastaval stand by ready to help if you feel unsafe or have been exposed to an unpleasant experience. You can read about the Safety Hosts here (link coming soon).

Alea is the organization, in charge of creating Fastaval in the long stretch and works towards a cohesive future for the convention. Among other things, Alea appoints The General each year, just as Alea is the highest authority when it comes to handling individual cases. The members of Alea’s Board are elected at the annual general assembly. You can read about Alea here.

WHO TO CONTACT

  • First and foremost, can always write to Fastaval’s special SAFEMAIL

  • IF Fastaval is ongoing during Easter, please contact the Safety Hosts on this number +45 29 39 60 94

  • You can also write directly to Alea’s board at alea@fastaval.dk.


If you contact us on Fastaval’s safemail, your message will be processed by different parts of the Fastaval organization, depending on which time a year you writs us. In this way, we ensure that you are seen and heard as quickly as possible.

  • If we receive your inquiry while planning Fastaval (September to Easter): The General and The Bunker will handle your case.
  • If we will receive your inquiry during Fastaval (Easter): The Safety Host will handle your case – but can refer you to The Bunker if you want it
  • If we will receive your inquiry in the time after Fastaval and up until next year’s planning begins (from Easter to around September): Alea’s board will handle your case.

Alea is ’ the end station’

If your case cannot be resolved immediately by Fastaval’s Bunker, or your case has been going on for more than a year, it will automatically be transferred to Alea’s Board. This is done to ensure that you don’t have to start over with a new Bunker. Alea’s board has been elected for several years, and there will always be at least one board member who knows you and the details of your case.

You can always choose Alea

You can at any time, also during Fastaval, choose that only Alea will process your case. Use the safemail or write directly to Alea’s board here


HOW YOUR INQUIRY IS PROCESSED BY ALEA  

Plan of action

When you write to Alea’s board (or your case is passed from Fastaval’s Bunker to Alea’s board), you will be given a date for the processing of you inquiry. At the very latest you case will be processed at the next board meeting. Alea’s board meets every other month, but if the matter is urgent, we will have en extraordinary meeting, after which you will receive a plan of action, to let you know what is going to happen and when.


Confidentiality

Alea’s Board is founded on a principle of confidentiality. This means, that we never tell outsiders about who has approached us. In the case of any accusations against named persons, we will out of principle hear out both parties – if necessary also any witnesses in the case. This step is necessary for us to make an informed decision.

Alea’s board does under no circumstances comment on personal matters in public, but we maintain the right notify Fastaval’s General about ongoing cases.

Risk assessment

When the board processes a personal case, we make a risk assessment of the person you have named in you inquiry. We assess whether it is likely that the person will repeat his unwanted action at Fastaval. Among other things, we look at:

  • If there is an ongoing criminal case, or if is there a previous conviction?
  • If the reported person have a history of other reports and bad behaviour?
  • The severity of what you have experienced or what you are afraid of might happen.
  • Any wish you might have to enter into a dialogue in order to find a solution (such as participating in conflict mediation, see below)

We see it as aggravating circumstances when an organizer has crossed the line or if a minor is involved.

Our decision

Once a decision has been made in your case, you will receive a written notice from Alea’s about our decision.

Conflict mediation

Depending on the seriousness of the case, Alea’s board will offer conflict mediation between parts, to try and find a solution where both parties can participate at Fastaval safely. Both you and the other party have the right to an assistant or a deputy. A possible conflict mediation can take place both physically or digitally, depending on you wishes.

If Alea’s board assesses that a person is exhibiting behavior, making them unwanted at Fastaval, you will both be notified. Consequence might be, that the person is banned for a number of years, or that the person is only welcome at Fastaval under special circumstances. For example, it is conceivable that the person in question may participate, but may not drink alcohol. Or that the person may participate, but can not have an organizing post or is banned from in certain areas of the convention.

Alea’s decisions to ban or limit participation in Fastaval, as a result of a personal case, is uphold for a minimum of three years. Afterwards, the Board is obligated to re-discuss the matter and make a new risk assessment. You will of course be contacted, to know the outcome of this decision.

Failure to comply with participation under special circumstances will result in a ban from Fastaval for three years or more.


How long can we archive you case?

Alea complies with Danish law and the GDPR rules. Therefore, once your case is closed, it will be deleted from Alea’s archive.