Clean & Free Emergency Notice
Conventions and Events Subcommittee
Washington Northern Idaho Region
P.O. Box 55064
Shoreline, WA 98155
In the spirit of transparency, we are sharing the following letter that was sent to the Convention Manager at Ocean Shores regarding the current situation of the event.
Also included at the bottom of this email is a FAQ for C&F 2020 Registrants that we hope will address all immediate concerns you may be having.
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A letter to the Convention Manager
Dear Ocean Shores Convention Manager:
The Fellowship Services Association made the difficult decision to cancel the annual Clean and Free event schedules this weekend. We have monitored the COVID-19 situation carefully, and Washington state is the epicenter of the virus spreading in the United States. It is our understanding that Governor Inslee is banning large events of over 250 people in some counties, and our primary concern is the health and safety of the Ocean Shores community and our members attending.
We feel the responsible decision is not to hold a large event with the potential health risks, even though we know many will be disappointed by this decision. We have been contacted by members of the community asking that we postpone or cancel, and we have spoken to local officials. Our decision wasn’t made lightly and we apologize about the impact it will have.
We have met in Ocean Shores annually for more than two decades, and hope to continue to meet for many decades to come. In the interest of being a good neighbor and demonstrating our commitment to the welfare of Ocean Shores residents, we believe me made the right decision based on the facts we have.
In that spirit, we would appreciate anything you can do to help us. There is a significant economic impact to our non-profit, all-volunteer organization. No one involved with Clean and Free is paid. Specifically, are there any dates in late September or October that we could reschedule the event, and would you transfer our deposit and contract to those dates? Alternatively, if rescheduling isn’t possible, will you consider applying our 2020 contract deposit to 2021 rather than assessing the liquidated damages provision of the contract?
We appreciate your consideration of these extraordinary circumstances and look forward to working with you for many years in the future.
Sincerely,
Luann M. C and E 2020 Liaison
Tracy L., Convention and Events Chair, WNIRNA
Cindy S. Clean and Free 2020 Chair
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FAQ for Clean and Free 2020 Registrants
Frequently Asked Questions/QA regarding Clean & Free 2020 Cancellation/Postponement
Q: Will Clean and Free 2020 be rescheduled?
A: We don’t know, but a decision will be announced no later than April 15.
Q: Why did you cancel Clean and Free?
A: The circumstances for Clean and Free 2020 are extraordinary. Washington state is currently at the US epicenter of a global pandemic from concerns with COVID-19 (coronavirus). While there are different opinions regarding the danger, all reliable sources recommend that large crowds be avoided. In Narcotics Anonymous, we as individuals and service committees are requested to “practice these principles in all our affairs.” These principles include becoming responsible, productive members of society and to be honest, considerate of others and mature in our actions and decisions. We believe the difficult decision to cancel was the most principled decision we could make.
Q: Why did you cancel before the ban of groups larger than 250 in King, Snohomish and Pierce Counties was even announced?
A: There are two reasons. The first is that the convention speakers were flying in from the East Coast and had to be notified before boarding early Wednesday morning. There were already several speakers that due to their own health reasons, had made the difficult decision not come, even before we cancelled this weekend’s event. Our programming committee is working with the airlines to get either refunds or credits so that the monies already spent can possibly be used in the future. The second reason is that public health experts are recommending that events like Clean and Free are not safe in our current public health emergency. On March 11, the World Health Organization raised the COVID-19 (coronavirus) concern to a global pandemic. On March 10, Dr. Anthony Fauci, director of the National Institute of Allergy and Infectious Diseases recommended that all public gatherings in communities affected by COVID-19 (coronavirus) be cancelled, and on March 11, Governor Inslee announced a prohibition on all gatherings of over 250 people in King, Snohomish and Pierce County and suggested the ban could be expanded in the coming days. Governor Inslee further stated that, “this is not a time for people to be going out in public.”
Q: Will there still be merchandise available?
A: Yes, merchandise was ordered. Once we know if Clean and Free 2020 is cancelled or postponed more information about merchandise will be available.
Q: I pre-ordered merchandise? How do I get it?
A: Please send an email to: cnf2020@wnirna.org
Q: How do I get a refund for my registration?
A: If you need a refund of your registration, we will work with you and a process of how to do that will be announced soon. However, before you request a refund**, we would like to ask you to consider helping us in this extraordinary challenging time. We have more bills and expenses that we have money. Everyone who works on Clean and Free is a volunteer and recovering addict. We are in a difficult financial situation, and if you can postpone your refund request, or donate your registration to Clean and Free, it will make a huge difference. We deeply appreciate you considering helping us.
**We encourage all members to avoid filing a dispute with PayPal. In our experience, once a dispute is filed, your request into a process that will take much longer (up to 60 days) for resolution. Additionally, during a dispute, refunds may not be actionable (tie our hands) on our behalf when PayPal enter the dispute into investigatory mode during open dispute case.
Q: I have already paid for my rental/hotel/condo and it is non-refundable. Can I still go to Ocean Shores?
A: At this time, there are no restrictions on travel within the state. We suggest contacting your housing arrangements and see what they can do in this extraordinary circumstance. Check to see if they are willing to credit for a future possible rental should we be able to secure another 2020 date.( For example, a major company home rental company has a policy on eligible reservations that can be cancelled without charges, including “Guests who are traveling to or from severely impacted areas”). If you do decide to go ahead and visit the community this weekend, be mindful of the current Washington State and future guidelines. Our Fourth Tradition gives us guidance here.
Q: I heard that there are going to be bonfire meetings and people selling alterative merchandise out of their cars this weekend even though Clean and Free won’t be happening. Are you banning those activities?
A: All of us involved in Clean and Free are disappointed that the convention is not taking place as we expected. While we don’t have control over members who chose to go to Ocean Shores this weekend, we suggest that those visiting the community be ever mindful of placing principles above personalities and that the Ocean Shores community views all of us as members of the recovery community.
Q: I have a great idea/concern about how to mitigate/fundraise/do this differently. Who do I talk to?
A: We appreciate your patience while we work out the details. This situation facing the fellowship is unprecedented. Our host committees work 13-months to bring the annual event to the fellowship using budgets, guidelines and knowledge gained by our predecessors. Answers will be communicated as soon as we find solutions. We welcome all input and those who wish to be of service, can attend the next meeting when the date is sent. In the meantime, you may email: cnf2020@wnirna.org with your ideas.
Q: I need a meeting or to talk to someone in recovery.
A: For current meeting information, please refer to the following link: https://wnirna.org/meetings