2024 Convention Policies

The Springfield Telescope Makers have established various convention polices for reasons of safety, the enjoyment of attendees, or to maintain the unique historic convention experience. Convention attendees are expected to follow these policies. Attendees in violation of these policies may be ejected from the convention without recourse or refund.

Refunds Anti-Discrimination Code of Conduct Smoking Comercialism Generators/Recharging Golf Carts/ATVs Laser Policy Lighting Policy Parking at Clubhouse Pet Policy

Refund Policy

We will gladly issue refunds for Convention Fees (Convention Admission, Camping/RV and Hartness House Workshop) and Food Pre-Orders upon request up to 30 days before the Thursday start of convention; donations made with your registration are not refunded. We do not issue refunds within 30-days of convention.

In the event that convention is not held due to extraordinary circumstances we will refund your Convention Fees upon request within 90 days of the Sunday end of the planned convention. We collect Food Pre-Orders for your convenience but just pass them through to our independent food vendor; refunds for food are at the vendor's discretion if the cancellation is with 30 days of the start of convention.

Requests for refunds should be e-mailed to ConventionRegistration@Stellafane.org (preferred) or to Convention Refund, Springfield Telescope Makers, P. O. Box 601, Springfield, VT 05156. Payments made through PayPal will be refunded via PayPal; Payments made by check will be refunded by check (please included a postal mailing address if this is the case). In all cases, refunds might take up to 90-days to be issued from the planned end of convention or receipt of request, whichever is later.

Anti-Discrimination Policy

The Springfield Telescope Makers, Inc. does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, membership, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, event attendees, and clients.

Stellafane Convention Code of Conduct

Russell Porter, the founder of the Springfield Telescope Makers, wished to open amateur telescope making to all who desired to build a quality astronomical instrument. In order to continue Porter’s legacy, the Springfield Telescope Makers (STM) are committed to providing a safe, productive, and welcoming environment for all convention participants and staff. All participants, including, but not limited to, attendees, speakers, volunteers, staff, service providers, guests, and others, are expected to abide by this Stellafane Convention Code of Conduct. This Code of Conduct applies to both formal and informal Convention events.

Expected Behavior

Treat others with respect and consideration;
Avoid personal attacks directed toward others;
Be mindful of both the surroundings and fellow participants;
Alert STM staff or security if you notice a dangerous situation or someone in distress.

Unacceptable Behavior

Harassment, intimidation, or discrimination in any form;
Physical or verbal abuse of any attendee;
Derogatory or hurtful comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, national origin or age;
Inappropriate use of nudity and/or sexual images in public spaces or in presentations;
Threatening or stalking any attendee, speaker, volunteer, staff member, service provider, or other convention guest;
Disrupting talks or other Convention events.

Consequences

Anyone requested to stop unacceptable behavior is expected to comply immediately.
If the unacceptable behavior persists, STM staff or security may take any necessary and appropriate action, including immediate removal from the Convention without warning or refund.
STM reserves the right to prohibit attendance at any future Convention.

Reporting Unacceptable Behavior

If you are the subject of unacceptable behavior contrary to this policy, please immediately notify an STM member or Security.
Anyone experiencing or witnessing behavior that constitutes an immediate or serious threat to public safety should contact Security (by the gate) or any STM member.

Emergencies

If you have a family service radio, you may contact convention staff via channel 7 (please avoid non-emergency use of this channel at convention).
First aid kits are located in the Bunkhouse, the McGregor Observatory, and the Stellafane Clubhouse. We have trained medical staff on site.

Smoking

Smoking of any substance, including vaping, is prohibited at all times in the Pavilion, Clubhouse, Bunkhouse, amphitheater, and observatories. Individuals may request that you not smoke within 6 feet of their personal telescope set up in any observing field.

Stellafane Lighting Policy

Stellafane does not allow open white lights, on clear nights, except for ½-hour after the Friday and Saturday evening talks end. Vehicular travel after this time is strongly discouraged and is done only at the risk of the operator. We thank you for your cooperation.

Pet Policy

The Springfield Telescope Makers, Inc. welcomes you to bring your pets to the Stellafane convention, provided the following rules are followed:

Pets must be confined, leashed or otherwise under the physical control of a person at all times. Leashes may not exceed 6 feet in length. Pets that are tethered at the campsite cannot be left unattended for more than 30 minutes. Pets may not be tied to trees, bushes, tables or shelter facilities, even when the owners are present.
Pets must be well-behaved at all times. Pets must be confined in the owner's camping unit during quiet hours (11 PM - 8 AM).
Pet owners are required to pick up after their pets and properly dispose of all pet droppings in trash receptacles.
Any pet that is noisy, dangerous, intimidating or destructive will not be allowed to remain at the Convention.

Failure to comply with the above rules will result in you and your pet being asked to leave the convention and you may be escorted from the premises by convention security. The Springfield Telescope Makers, Inc. thanks you in advance for helping to make the Stellafane convention more enjoyable for everyone Enjoy the convention!

Generator Policy & Recharging

Use of generators is discouraged at Convention. Properly muffled RV generators, and quiet portable generators 1,000 watts or less may be used between the hours of 9am to 6pm in the camping areas. Generators may never be used in the observing fields, after dark, or other locations at Stellafane. The generator must not create a hazard. Any complaint of unsafe operation or excessive noise will immediately cause the generator to be banned from operation.

There are outlets along the walls of the McGregor observatory, and a charging station in southwest corner of the Flanders Pavilion that may be used for recharging batteries and portable devices. However, the Springfield Telescope Makers accept no responsibility for unattended property.

Parking near the Clubhouse

Parking near the Clubhouse is very limited. We try to reserve the few spots that are available for those who are unable to walk up the hill or take the bus. In general, there is no long term parking at the clubhouse. If you must drive up to deliver your telescope we ask unload quickly and then park your car in the main camping/parking areas at Stellafane East as soon as possible. Thanks for your cooperation in this area.

Golf Carts and ATV Policy

No personal golf carts or ATVs will be allowed at convention. Only golf carts and ATVs being used for official convention purposes will be allowed.

Convention Laser Policy

Lasers pointers can be helpful tools for astronomers, but can be dangerous if not properly used. Direct viewing of a laser-pointer beam, even briefly and at a distance of a kilometer or two, has the potential to cause temporary blindness – the same effect you get right after a flash photo is taken – or afterimages. These effects last anywhere from seconds to minutes. Glare, which is a reduction or loss of central vision, lasts only as long as exposure to the beam. All these effects could be disastrous if they struck a person operating machinery, driving a car, or flying a plane.

To help use our laser tools safely, the Springfield Telescope Makers, Inc. has adopted these recommendations as policy. These are based on the suggestions from the Laser Institute of America and published in May 2005 by Sky and Telescope.

Laser pointers are designed to illuminate inanimate objects. Never shine a laser pointer toward any person, aircraft, or other vehicle.
Never look directly into a beam of a laser pointer of any type.
Do not allow children to use a laser pointer unsupervised. Laser pointers are not toys.
If your telescope is equipped with a laser pointer that has a “constant on” setting, do not leave the instrument unattended with the laser switched on.
Do not aim a laser pointer towards mirrors or other shiny surfaces. The reflected beam may inadvertently strike someone in the eye.
Do not aim a laser pointer skyward if you hear or see an aircraft of any kind flying overhead.
Laser pointers shall not be used in the Clubhouse observing fields.
Additional laser use restrictions may be put into place by the Springfield Telescope Makers, Inc. as situations arise.
The convention staff, at its sole discretion, may terminate or prohibit use of lasers by any person on Springfield Telescope Makers, Inc. property.

Policy of the Springfield Telescope Makers Regarding Commercialism
at the Swap Tables and at Convention

The Springfield Telescope Makers, Inc. has clarified its policy regarding commercialism and Swap Table sales at the Stellafane convention. For the sake of historical continuity, to preserve the uniqueness of the Stellafane convention and to encourage conventioneers to build their own instruments, the Springfield Telescope Makers, Inc. do not allow commercial sales, of any kind, at the Stellafane convention. All swap table sales must comply, in concept, with the above objective but are also specifically subject to the following criteria:

Only surplus astronomical, telescope and telescope making related items may be sold.
Each person will be allowed 16 square feet of table or ground space.
Items which have the appearance of being specifically purchased or manufactured for sale at the Swap Tables may not be sold.
All sales must take place within the designated Swap Table area only between 7 a.m. and Noon, the Saturday of the Stellafane convention.

The Springfield Telescope Makers, Inc. may choose to grant a limited exception to the above policies to astronomy related organizations for their fundraising. Any request for an exemption must be made, in writing, at least one month prior to the convention. If granted, the President of the Springfield Telescope Makers, Inc. will notify the requesting organization in writing.

Any member of the Springfield Telescope Makers, Inc. has the authority to determine whether a party is in compliance with the established regulations. Any person who is found to be in violation of the stated policies will be required to comply. Failing compliance, the offending party will be asked to leave the Convention and may be escorted from the premises by Convention Security.

The Springfield Telescope Makers, Inc. encourages those with questions regarding this policy to contact the Club via the Stellafane Web Page. During the convention, any questions regarding this policy, the appropriateness of items being displayed, or any information being disseminated should be directed to a member of the Springfield Telescope Makers, Inc.

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