Flagging Policy

Flagging policy for tenebra.be

It is impossible for organizers to know every person that signs up for an event, let alone their interpersonal relationships or histories. To help us provide a safe and comfortable experience, we allow for a system known as “flagging”. Note that flagging is not mandatory. 

Because our events are rather small in size, we can only allow for minimal nuance in the kinds of flagging. It is impossible to avoid other people entirely while participating in the same run. 

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Once sign-up closes, there is a week reserved for safety flagging. Everyone who has signed up will receive a document by email with the possible participants. This document will contain the participant names and a photo of each participant. Should you need to flag another participant, there are two options:

• You do not wish to be in the same run as this person and ask that this person be removed from the event;

• You can be at the same event but do not wish to share a room or other sleeping arrangements with this person;

We do not require an explanation as to why you do not wish to sleep in the same room as someone, and will do our best to accommodate. 

When you inform us that you do not want to be in the same run, we do require more information. The safety person may contact you to inquire further or discuss the matter with you. These conversations are confidential.

Every instance of flagging will be handled on a case by case basis by the safety person, the project leader, and members of the health and safety department. Any information shared between these people is on a need-to-know basis, anything else you told the safety person remains between you and them. This information is confidential and will not be shared with other parties. The person who was flagged may also be contacted to provide further context, at the safety person’s discretion, if this does not violate the anonymity of the person who flagged them or if they gave permission to be named. 

This small committee will decide upon the matter. Should they decide the person being flagged must drop out of the run, this person will be given options regarding reimbursements or priority in a future run. Should they decide this person will not be made to drop out, these options will be given to the person who flagged them in case they do not wish to remain in the current run because of this. Instead of flagging, you may always choose to drop out of the run yourself and contact us for these same options.

No one will be informed of who flagged them. Explanation on why they were flagged can be given at the safety person’s discretion, if this does not violate the anonymity of the person who flagged them or if permission was given to inform them. If the decision was made to not ask the flagged person to drop out, they will not be informed that they were flagged.