Baroot’s Retreat

All this info and more are available in a Google doc here.

WHAT
The Not-Priceless Priceless Family Reunion & Extraordinary General Meeting (EGM)

Baroot’s Retreat will be held from Friday Sept 24 – Sunday Sept 26, 2021 at Mendocino Magic

Your favorite community DJs. A relaxed, chill family reunion for us to finally see each in person and dance the night away.

WHERE

Mendocino Magic

3000 Branscomb Rd, Laytonville, CA 95454

Check out these maps of the EGM!

• Printable PDF Map
• Overview in PNG
• Main Area Detail in PNG

For more details about the venue, see the Venue details section

SCHEDULE

EGM starts: 2pm Friday, Sept. 24

EGM over: Noon Sunday, Sept. 26

Arrivals open and staffed:

Friday: 2p-Midnight

Saturday: 9am-7pm

Gates locked: 12am-8am. No entry/exit during this time (it will open in an emergency if needed)

MUSIC

COVID POLICY

We are requiring a negative COVID test for everyone, plus proof of full vaccination status for all attendees ages 12+.

Tests accepted: 

• PCR or Cue within 72 hours, OR
• Antigen test taken on the day you leave for the event

Tests are hard to come by so make an appointment today. Purchase an antigen test kit for use day of departure if you can’t secure an appointment. 

• PCR testing sites (not recommendations, just helping you out): Test the People, City Test SF, SFO, OAK 

When you arrive, we will ask you to verify your negative test and vaccine status.

• Internet is spotty. Bring results on paper, a screenshot of the vaccine app , a photo on your phone, or some other proof that doesn’t rely on service.
• Anyone testing positive will not be allowed to attend the event. It’s a bummer, we know. And it’s the best course of action to keep the community safe. If this happens and you need a refund, please talk with us.

If you start to show symptoms, tell one of the staff so we are aware and can make any arrangements, including getting you out of the event to protect everyone.

COVID Safety Guidelines Summary (after showing proof of vaxx and test status so you can get onsite):

• Wear masks in enclosed spaces (e.g., portos, enclosed domes/tents, kitchen)
• Wear masks when waiting in line
• Follow a Consent Framework-style approach to COVID safety:
  • Support each other’s level of risk tolerance.
  • No shaming others for wearing masks, staying physically apart, or other steps taken to support personal safety.
  • Well-intentioned discussions are welcome. Pressure is not.
• Children under 12 are not able to be vaccinated. Stay in communication with parents about acceptable levels of risk regarding their children.

Volunteering Required

In order to make this smaller event happen, we need all hands on every deck. Everyone must both buy a ticket and contribute time. 

If you haven’t already:

• Complete the Volunteer Intake form
• Add yourself to the Volunteer Schedule

VENUE DETAILS

Main gathering area will be around the Lanai/Common Area and the nearby Main Stage. 

Food vendor (Convergence) will be in the kitchen attached to the Lanai.

Many areas will be unlit. Bring a headlamp – and extra batteries.

Lots of flat open space to camp! Downside is it’s not so shady so bring a shade structure if you can.

Many campsites are close to the road, and many are not. Organize your stuff so it can be carried. Bring your own cart if you have one.

(If you’re in an RV or glamping tent, you’ll receive a separate email with details.)

Camp stove guidelines update: You are allowed to use camp stoves at your campsite ONLY when placed on a table and attended at all times when lit. No setting it on the ground, balancing on rocks, or any other malarkey. Most campsites do not have tables; bring your own table. Alternatively, you are still allowed to bring your stove to the Lanai and use those tables. Group cooking!

No open fires of any kind in the campsites (except camp stoves on tables). Ignore campfire rings. Set an electric lantern in there.

Two community grills will be available in the Lanai for all to use. 

Bring water and refillable containers. There is one source for potable water on site at the kitchen. Volunteers will be refilling large jugs to place around the event for casual drinking water. Some people don’t like the flavor and suggest bringing beverage powders to add to it.

Bring additional water for use at your campsite.

Sink water is not for drinking.

Plan ahead to bring your trash out at the end of the event. Trash bins at the kitchen and beach stage will fill up quickly with day to day needs. Please use them sparingly. No dumping.

Portos! We’ll have 16 portos sprinkled around the venue. Liquid deposits ok around your campsites – no solids or trash, though. No digging holes. 

Handwashing stations will be placed near portos. This is not potable water.

Showers! There are showers with hot water. No tokens required. We’re still in a drought so don’t go crazy in there.

No parking cars near camping. Find a spot, drop off your stuff, and then bring the car back to the parking area near the entrance.

Bikes can be useful! The event is fairly spread out and has a flat dirt road running through it.

Power is limited. Don’t expect to plug in.

No wifi and cell service is poor. Don’t plan on it. Besides, aren’t you tired of screens?

Smoking and vaping are allowed on paved surfaces and over the water only. It’s fire season, y’all! (And even though vaping has no sparks, it does generate smoke and that’s visually alarming.) BYO altoids tin to pack out your extinguished butts. No butts on the ground that aren’t part of your body!

No dogs allowed for this event. If you have a legal service animal, please let us know.

Do not bring a bouncy house for either land or water. You will not be allowed to use it. Big floaties ok. Bouncing not so much. 

Natural hazards to watch out for and prepare for:

• High fire danger, plus risk of smoky air (currently, air quality is good)
• Poison oak (especially on side trails). Learn what poison oak looks like
• Ticks. Bring tweezers and learn how to remove a tick. If you aren’t confident on removal, go to the medical tent
• Snakes (rarely rattlers)
• Insects. Bring repellent
• Rolling logs with pokey bits in water
• Uneven ground and loose rocks

Natural features to enjoy:

• Dark night sky!
• Trees!
• Reservoir for swimming!
• Miles of trails for hiking!

THIS IS NOT BELDEN:

• No store or bar onsite
• No ATM
• Water is a reservoir, not a river

WEATHER

Cold nights & balmy days! We’re looking at a 40-degree difference (℉) between day (80s) and night (40s). 

Bring more warmth for the night than you thought you’d need, and bring shade for the day.

PACKING

Camping & Wardrobe Packing List

printable packing list here

Required for Entry

• Event ticket
• Proof of vaccination (12yo and up)
• Proof of recent negative COVID-19 test result

Personal Gear

• Headlamp or flashlight
• Mineral sunblock (keep it fish friendly!) – better yet, rash guard
• Ear plugs, hearing protection
• Insect repellent
• Towel
• Sitting blanket (“beach” is dirt)
• Swimsuit
• Sun hat
• Light, sun-friendly clothes for the day
• Warm clothes for night
• Warm hat, gloves
• Protective footwear for wandering, getting in water
• Facemasks (for both COVID and smoke)
• Water bottle
• Beverage powder/flavoring
• Cup, plate, bowl, utensils
• Snacks
• Meal Plan Ticket or BYO food
• Cash to purchase ice, food from Convergence (no ATM onsite)

Campsite

• Water (estimate 1 gallon/person/day)
• Warm sleeping bag (nights 40-45 ℉)
• Sleeping pad
• Pillow
• Tent (not a playa condo, but doesn’t have to be super-tiny, either)
• Shade structure
• Wagon or cart
• Table if using camp stove
• Fire Extinguisher
• Extra batteries
• Lamps, lanterns
• Chair
• Trashbags

Other

• Floatie
• Bike
• Musical instrument – Be part of the ritual drum circle Saturday at 6pm! Join in acoustic jams throughout the weekend!
• Games
• Fun to share

This is a Leave No Trace event. Bring trash bags and pack out your trash. MOOP your site. Plan to leave room in your car to bring it out with you.

CARS: DRIVING AND PARKING

Carpool if you can. Parking will be tight. Use this to find a rideshare.

After checking in at Arrivals, please fill out the parking permit and place it on your dashboard.

After arrival you can drive in to find a campsite and unload. (Do not block the road!) Then return with your car to park in the lot before setting up.

Do not leave your car in a campsite area.

You will be able to leave and come back if necessary. Note that the gate will be locked (no entry/exit) 12am-8am both nights.

FOOD PLANNING

Convergence is back! Meal plan schedule:

• Friday dinner
• Saturday brunch
• Saturday dinner
• Sunday brunch

A la carte meals available for cash purchase at Convergence as supplies permit.

Snacks and beverages may be available for cash purchase from Convergence outside of meal times, depending on availability.

Last day to purchase a meal plan is 9/22 (Wednesday). If you still need to purchase a meal plan, use the”View Ticket”  link in your confirmation email from Secret Party, then click the “Buy Tickets” link in the top menu.

Ice available for cash purchase.

There is no restaurant or store on site.

Late night food fun will include warm yummy soup and tea for the cold nights! 

AMENITIES AND RULES

Camp stove guidelines update: You are allowed to use camp stoves at your campsite ONLY when placed on a table and attended at all times when lit. No setting it on the ground, balancing on rocks, or any other malarkey. Most campsites do not have tables; bring your own table. Alternatively, you are still allowed to bring your stove to the Lanai and use those tables. Group cooking!

No open fires of any kind in the campsites (except camp stoves on tables). Ignore campfire rings. Set an electric lantern in there.

Two community grills will be available in the Lanai for all to use. 

Bring water and refillable containers. There is one source for potable water on site at the kitchen. Volunteers will be refilling large jugs to place around the event for casual drinking water. Some people don’t like the flavor and suggest bringing beverage powders to add to it.

Bring additional water for use at your campsite.

Sink water is not for drinking.

Plan ahead to bring your trash out at the end of the event. Trash bins at the kitchen and beach stage will fill up quickly with day to day needs. Please use them sparingly. No dumping.

Portos! We’ll have 16 portos sprinkled around the venue. Liquid deposits ok around your campsites – no solids or trash, though. No digging holes. 

Handwashing stations will be placed near portos. This is not potable water.

Showers! There are showers with hot water. No tokens required. We’re still in a drought so don’t go crazy in there.

No parking cars near camping. Find a spot, drop off your stuff, and then bring the car back to the parking area near the entrance.

Bikes can be useful! The event is fairly spread out and has a flat dirt road running through it.

Power is limited. Don’t expect to plug in.

No wifi and cell service is poor. Don’t plan on it. Besides, aren’t you tired of screens?

Smoking and vaping are allowed on paved surfaces and over the water only. It’s fire season, y’all! (And even though vaping has no sparks, it does generate smoke and that’s visually alarming.) BYO altoids tin to pack out your extinguished butts. No butts on the ground that aren’t part of your body!

No dogs allowed for this event. If you have a legal service animal, please let us know.

Do not bring a bouncy house for either land or water. You will not be allowed to use it. Big floaties ok. Bouncing not so much. 

Natural hazards to watch out for and prepare for:

• High fire danger, plus risk of smoky air (currently, air quality is good)
• Poison oak (especially on side trails). Learn what poison oak looks like
• Ticks. Bring tweezers and learn how to remove a tick. If you aren’t confident on removal, go to the medical tent
• Snakes (rarely rattlers)
• Insects. Bring repellent
• Rolling logs with pokey bits in water
• Uneven ground and loose rocks

Natural features to enjoy:

• Dark night sky!
• Trees!
• Reservoir for swimming!
• Miles of trails for hiking!

THIS IS NOT BELDEN:

• No store or bar onsite
• No ATM
• Water is a reservoir, not a river

Beach

The water’s lovely! It’s a fresh-water reservoir.

Yes, there will be swimming and floating!

There will not be a lifeguard.

There may be logs floating – be careful of these.

There will be a Beach Stage!

• Bring your floatie! 
• And then bring your floatie back home afterwards!
• The venue has some kayaks we can use. Don’t lose or break the oars!
• Beach isn’t sandy, but there’s lots of room to spread out a blanket in the shade or sun. 
• Bring mineral sunscreen – chemical sunblock is bad for the fish.
• Shoes you can wear in the water are a fine idea.

Safety Notes – not only COVID

We’re all safer when we all look out for each other. Also, we will have professionals on site.

The MARS Medical Tent will be at the Pond/Sawmill House.

If you have any safety concerns, find someone with a radio. They can either help or find someone who can.

FIRE!

So much of California is on fire! Let’s not add to that. 

Fire Safety Guidelines Summary:

• No campfires
• No smoking or vaping except over pavement or water
• Camp stoves may be operated when monitored and on a stable table only
• Venue provides one fire extinguisher per campsite with a picnic table. If camping with a group or in an open area, bring an additional extinguisher
• Keep fire extinguisher visible and accessible

WATER!

The reservoir is awesome! But even without a current, it’s still a water hazard. 

Water Safety Guidelines Summary:

• There is no lifeguard
• Don’t be overly intoxicated in or near the water
• Small children will be around – keep an eye out for them, especially around large floaties that can hide them from view
• No diving
• Don’t jump in if you don’t know the depth

Always remember: Drowning doesn’t look like drowning

AIR!

COVID is real! And it goes through the air.

COVID Safety Guidelines Summary (after showing proof of vaxx and test status so you can get onsite):

• Wear masks in enclosed spaces (e.g., portos, enclosed domes/tents, kitchen)
• Wear masks when waiting in line
• Follow a Consent Framework-style approach to COVID safety:
  • Support each other’s level of risk tolerance.
  • No shaming others for wearing masks, staying physically apart, or other steps taken to support personal safety.
  • Well-intentioned discussions are welcome. Pressure is not.
• Children under 12 are not able to be vaccinated. Stay in communication with parents about acceptable levels of risk regarding their children.

EARTH!

Yay for being outdoors! Uh-oh, some of the slopes are slippery and rocks are loose.

Earth Safety Guidelines Summary:

• Wear good shoes if going hiking.
• Watch out for slippery, loose soil on slopes, especially if accessing the reservoir near the Main Dock.
• Watch for poison oak, ticks, and snakes.

And to do TODAY: Scheduling!

Reminder: In order to make this smaller event happen, everyone must both buy a ticket and contribute time. Sign up for a shift on the Volunteer Schedule, and be sure to add your details to the  Volunteer Intake Form. Slots are available before, during, and after the event – and some of the less common times need people, such as truck unload on Monday. You don’t want us to just assign you to something, do you?

If you haven’t scheduled your PCR test, do that now! As of this writing, Test the People has slots available, or you can get an at-home kit from Pixel.

Let’s hear you play your instrument! Sign up for the acoustic stage here.

We are still looking for more art – especially if it helps us connect after our long time away! Did you make some art that needs a mini festival debut? Or have a nostalgic piece that kindles good memories? Please email Shing.

We still have room for a few last-minute activities, especially if they can happen around the Lanai. Consider sharing things you’d be doing anyway: Tea time! Grilled cheese! Facepaint! Mixology class – that’s something we can’t do in Belden so why not do it here? Please email Amy with your ideas.

You read it all! 

YOU’RE AMAZING! WE WANT TO GIVE YOU A COOKIE!

The cookie will have to wait until we see you, though. And that will be soon!