SageFenCon Rules and Policies
Code of Conduct
Adopted: September 6, 2020
Introduction
SageFenCon (SFC) welcomes all people, regardless of sex, gender identity/expression, national origin, sexual orientation, disability, physical appearance, race/ethnicity, age, religion, class, body type or size. SageFenCon is committed to providing a welcoming, safe, positive, and harassment-free convention experience for all participants. SageFenCon does not tolerate discrimination or harassment in any form towards any SageFenCon participants.
The following Code of Conduct has been established to ensure a safe, inclusive, positive, and enjoyable experience for everyone at the convention.
These policies apply to EVERYONE who attends the convention regardless of role or responsibility; whether as a Guest, member, dealer, presenter, professional/author/artist, press, Watch, volunteer, demonstrator, Concom member/convention staff. These policies also apply to SageFenCon participants’ interactions with hotel staff and guests of the hotel.
The following policies are in effect at all pre-convention, at-convention, and post-convention activities. This means at our events, at our planning meetings, any SFC sponsored meetups or fundraisers, anyone representing SFC at other events, and in our online communities. Rules should be adhered to at all times during the convention and on the convention premises.
Your attendance at SageFenCon and any related events implies that you have read and agreed to the Code of Conduct and convention policies.
Manners & Etiquette
- We expect all members to treat all people at the event with respect.
- Please be aware of your tone of voice, body language, and behavior. In short, use good manners and be polite and courteous.
- Be respectful of others. If someone asks you to leave them alone, do so. Seriously.
- Keep your hands to yourself.
- If you would like to take a picture with or of another SageFenCon fan, always ask first and respect that person’s right to say no.
- People commonly wear costumes at conventions. Please be respectful by not touching them or their costume without a clear invitation. Silence does not equal consent.
- Please keep public displays of affection rated PG-13. Hugs, hand-holding, and a small kiss are fine. Deep/passionate kissing, groping, and overtly sexual energy should be saved for your hotel room, not a public convention space.
Prohibited Behaviors
- Loitering in a manner that blocks pathways and entrances.
- Engaging in disruptive and unsafe behavior that disturbs the public or staff (including real or play fighting).
- Physical or verbal harassment of the public or staff.
- Any act which could result in substantial risk or harm to people or property
- Sexual misconduct, such as lewd conduct, indecent exposure, offensive touching, or sexual harassment.
- Engaging in any activity prohibited by law.
- Possession of any item defined as a weapon, illegal or not. (see Weapons Policy)
- Consumption of alcohol, drugs, smoking, e-cigarettes, or intoxication that is not in compliance with local laws. If you are visibly impaired or acting inappropriately, we will ask you to remove yourself from public view.
- Selling or soliciting items or services (outside of dealer space/without a permit).
- Distribution of flyers or literature without prior authorization from SageFenCon.
- Brandishing, waving around, or pointing props or prop weapons outside of the approved photography/videography zone(s).
Participants asked to stop any offensive behavior are expected to comply immediately.
Safety & Legal
We will not tolerate dangerous, illegal, or destructive behavior at the convention. Please report any incidents to Convention Operations immediately. Any members found to have participated in potentially dangerous, illegal, or destructive activity anywhere in or around the convention space will be asked to cease immediately and may be subject to consequences as defined in the Failure to Comply document.
Any SageFenCon Member caught in the act of shoplifting, stealing, pickpocketing etc will be handed over to local law enforcement, have their membership revoked, and refused entry into all future SageFenCon events. No exceptions.
Safe Space
The convention is a safe space for everyone on site, including but not limited to convention members, volunteers, hotel staff, and members of the public passing through. Safe space means that our members are free to express themselves and their interests without fear of being targeted for their love or passion for the subject material. It is an inclusive space for all people. Safe space means that harassment will not be tolerated.
Consent
We believe in creating a space that is pro-consent. This means a space where people feel comfortable asking about others boundaries, and being able to express their own. Consent is not only about potential sexual situations, but also includes minor things, like “Can I sit with you?”, “Would you like to chat?” or “Do you mind if I take your photo?”
Dress Code
Adopted: January 9, 2021
Badges
- All SageFenCon (SFC) attendees must purchase a SFC badge. Your badge is your proof of SFC membership and your permit into convention events and spaces. You must wear it visibly at all times around your neck/above the waist while at SFC.
- Anyone wishing to buy a SFC membership at the convention must present a photo ID (e.g., driver’s license, military ID, student ID, etc.).
- Children under the age of 16 must have an accompanying adult. The adult must purchase a SFC membership and be at the convention for the entire time that the child is present.
- Anyone seen without a badge inside any convention space will be asked to leave and retrieve their badge before returning.
- If you lose your badge, you may be required to pay for a new membership. If you find someone’s badge or lose your own badge, please contact Registration or Convention Operations immediately.
- Forging, duplicating, or sharing SFC badges is prohibited. In order to ensure this, we require that all members give a verifiable real name in addition to any listed badge name when they register. Anyone found to be sharing a badge will be removed from the convention and the membership associated with that badge may be revoked without refund.
Dress Code
- Our attire coverage policy is gender-neutral.
- No nudity. This is a family-friendly convention. Clothing that exposes private body areas including nipples, groin, and buttocks is not allowed. This applies to everyone with no exceptions.
- Due to public health and safety requirements, all members and attendees are required to wear appropriate footwear while in the convention space. Footwear must cover the bottom of the feet. Unsafe or hazardous footwear may not be worn while in convention space.
- Any con attendee whose attire is not in compliance with this policy will, at SFC’s discretion, be required to leave convention space to change their clothes, or make necessary modifications prior to returning to the convention.
- The venue staff may, at their discretion, choose to remove members for a failure to be properly attired, in accordance with venue’s policy. SFC will support the venue’s decisions, in accordance with convention policies. Removal from the premises by the venue will result in a revoked membership without refund.
- If there is any disagreement with the decision of SFC staff, or if the Member feels that they are being treated unfairly by SFC staff, they may appeal to the SFC Chair, but the Chair’s decision is final.
Costumes
- Please remember that costumes should not be made with any messy substances, as these can damage venue property or injure other congoers.
- If your costume includes makeup, hair dye, or spray-ons, please be considerate of the convention space and keep venue rooms and bathrooms neat. Clean up after yourself.
- If you are staying in a hotel, please follow hotel policies for items such as towels that may be permanently stained by makeup removal.
- Be sensitive to others with your costume choices. Do not come to the convention with skin paint or makeup that can be perceived as mimicking a non-fictional ethnicity or faith that is not your own. In short, race (black/brown/red/yellow/etc. face) is not an acceptable costume.
- When sitting in workshop, demonstration, or performance rooms, please remove any large hats, headgear, or other items that might obstruct another’s view (or sit in an unobtrusive spot).
- Costumes featuring stilts must be approved at the Information/Service Desk.
- At certain times, due to crowds and safety issues, people in oversized costumes may be asked to stand or sit elsewhere.
Prohibited Items
- Bags are not allowed in the Art Show. SFC is not responsible for any lost or stolen items left in rooms. Personal items that you want to keep safe should be stored in your vehicle or hotel room.
- No Pets (see Animal Policy for more details).
- Fire-related items are prohibited except within previously approved official events.
- No explosives or exploding items are allowed at SFC. Costume items that contain or use an open flame or heating element are not allowed (without specific SFC approval from ConCom).
- Potentially dangerous props which are not part of a bona fide costume. Potentially dangerous props which are part of the costume must be peace-bonded and made safe. SFC reserves to the right to determine what is considered “potentially dangerous.”
- Props large, wide, or long enough to inhibit traffic in convention spaces.
- Costumes, props, signage, or items of clothing containing vulgarity, obscenity, sexually themed, profanity, explicit or graphic language or imagery, slurs, insults, threats, solicitations, or room party advertisements.
- We may limit any other offensive, disruptive, or unsafe costumes, props, signs, or clothing in our sole discretion.
Props & Weapons
Adopted: March 19, 2022
Prop Conduct
- Prop firearms must have a highly visible orange tip.
- Props must always stay holstered, slung, or sheathed, except while posing for photos.
- Do not point, aim, swing, brandish, or wave around any prop weapon (or anything else).
- Do not hit anyone with your prop weapon (or anything else).
- Gun props or other prop projectile weapons should not be pointed at anyone at any time.
Weapons
- No weapons are to be brought to, worn, or carried at any time during the convention (including water pistols, real guns, swords, or knives). Exceptions will be made with prior approval from the Board for merchants and presenters.
- Drawing a weapon in the convention space, including parking lots, may result in immediate revocation of convention membership.
Peacebonding & Safety
- Any item or prop that could be used as a weapon, could be dangerous, or appears to be dangerous (even if it’s not), must be peace-bonded. Peace-bonding is an agreement to carry your prop safely and requires signing an acknowledgement of the requirements of safe carry. A staff member will attach a peace-tie to your item which signals to all staff that your item has been reviewed.
- We reserve the right to inspect and reject any prop and/or device at any time. SageFenCon committee and staff have the final say on what items require peace-bonding or removal to safe storage.
- The Watch Team will escort you to the Information Desk for inspection if your prop weapon is not tagged.
- If you buy a prop in the Marketplace or Art Show, remember to get it peace-bonded, if needed. Also, dealers may sell some things that you can’t carry around the convention at all, like live steel swords. If you buy one of these, you need to immediately take it off-site or to your hotel room. The dealer will peace bond your prop weapon or weapon upon purchase.
- If you do not want to have your costume props inspected or tagged, or if you are not willing to comply with these policies, please do not bring your costume weapons or props to SageFenCon.
SageFenCon Harassment/Discrimination Definitions
Adopted: September 6, 2020
What Is Harassment?
- Harassment is behavior which focuses unwelcome attention on a person, encroaches on someone’s safe space or attendance and inclusion, intentionally and persistently annoys, bothers, alarms, creates an unpleasant or hostile situation or threatens another person or group of people.
- Harassment either inappropriately crosses reasonable expectations of social boundaries or continues after a clear showing of disinterest or a request to desist. It can include behavior, words, actions, or subjected discrimination.
What Is Discrimination?
SageFenCon aims to be a safe place for anyone regardless of identifying markers such as, but not limited to:
- Race/Ethnicity
- Citizenship
- Nationality/National origin
- Age
- Sex
- Gender identity
- Gender presentation/expression
- Pronoun Choice
- Sexual orientation/Sexuality
- Marital/domestic partnership status
- Pregnancy/Family Status
- Impairment or Disability
- Medical conditionReligion
- Physical Appearance or Status
- Dress/Personal Style/Aesthetic
- Body Type/Body size
- Participation
- Veteran status
How To Identify Harassment
Please report to Convention Operations any incidents of harassment including but not limited to:
- Unwelcome sexual advances, requests for sexual favors, repeated requests for dates or sex that are turned down, other unwanted flirting
- Unwanted, uninvited, or unwelcome sexual attention and contact
- Showing sexual images or conducting discussion about sexual topics in public spaces when the images or discussions do not allow attendees the opportunity to leave beforehand or are not presented in a respectful manner.
- Bullying or intimidation of others
- Gestures or posturing that alarm someone
- Deliberate stalking or following
- Unwanted, uninvited, or inappropriate physical proximity or contact
- Creating an intimidating, unpleasant, unwelcoming, hostile, or offensive environment by severe or pervasive misconduct, especially by annoying or bothering someone in a persistent or repeated way.
- Unwelcome or non-consensual photography or recording
- Iconography, costuming, or symbols with intent to discriminate, hate or pressure others
- Sexual, political, or behavioral images and actions merely for attention and not event related
- Inappropriate, unwelcome verbal or written comments or gestures that are sexually suggestive, insulting, intimidating, demeaning, disrespectful, discriminatory, hateful, threatening, or offensive
- Intentionally and repeatedly mis-gendering someone
- Body shaming or censure of an individual
- Unwanted “jokes”, banter, or repartee
- Deliberately interfering with someone’s ability to move or access convention space
- Preventing any attendee from entering convention spaces or participating in con events (except in accordance with con policies)
- Bathroom policing
- Sustained disruptions of panels or events that stop participation(Heckling/jeering)
How To Avoid Harassing
- Before you touch (for example: hug, glomp, touch a cosplayer’s costume), ask permission. “May I give you a hug?” “May I touch that fabric?”
- Also clarify if this is a one-time permission or if it extends longer (that day, that weekend, etc.).
- Ask before you take anyone’s picture.
- Accept “no” as a reasonable answer without follow-up questions.
- Their reasons are not your business unless they choose to share them with you.
- If you find someone’s outfit interesting, it is acceptable to tell them so, but do not expect further interaction after giving your compliment.
- Appropriate compliments include “Nice craftsmanship”, “You captured the character really well”, “Thank you for representing my favorite character”
- Inappropriate comments can include (depending on context) “You look sexy”, “Here’s my number”, “My cosplay is better than yours”. If you are unsure, ask a friend to help you phrase your compliment.
- We recommend you avoid comparisons. (For example: “Your outfit is much better constructed compared to his”.) Let each person’s work stand for itself.
- Absolutely inappropriate behavior includes groping, looking up skirts/kilts, positioning yourself to look down shirts/up dresses, coercing someone to do or say anything, hate speech (using words that purposely offend or insult).
- Cosplay is not Consent: people in costumes are not asking for unwanted attention. They are people, not the character they portray. Please treat them with the same respect you’d give any other attendee.
- If someone asks you to leave them alone or tells you “no” or “stop”, immediately acknowledge the request, walk away, and do not approach them again. This will stop most incidents from escalating and allow everyone to enjoy the convention. Always remember your “good fun” might be another person’s harassment.
- Be respectful of and courteous towards others. Attendees are expected to understand that one needs to ask before touching and that “no” means “no”. If someone says “no” or “go away”, an attendee’s business with that person is done.
- If another person no longer wishes to speak to or interact with you, you must immediately cease your conversation and interaction with them, and you may not follow them to another area.
What To Do If You Experience Or Witness Harassment
- Code of Conduct violations are an unfortunate reality at all conventions. Many incidents are not pointed out, reported, or confronted which results in continued and expanding behavior. Noticed or witnessed situations can be dealt with promptly.
- Even if it’s possible that “they didn’t mean it” or “it was a joke/accident,” if something occurs that you are not comfortable with, it may be worth trusting your instinct.
- If at any time during the convention you experience or witness an incident of harassment, intimidation, discrimination, or prejudice, we encourage you to address and/or report it immediately. If you see anyone disregarding the procedures or safe guidelines of our event or facilities, please report as well.
De-Escalation
- If you feel safe & comfortable attempting to resolve the situation yourself, try asking the offender to stop, telling them their behavior is inappropriate, saying “no” or “please leave me alone,” or walking away. This can proactively solve issues and help educate the community on the topic.
- We would appreciate it if Operations was still informed to help us identify any repeat offenders.
- If you feel threatened, unsafe, or uncomfortable addressing them, or if your attempts to resolve the situation yourself are unsuccessful, please report the incident.
Reporting Violations & Consequences
Adopted: January 9, 2021
If it is an emergency, please call 911 immediately.
General
If it is an emergency, please call 911 immediately.
- A person who assaults or harasses another person is guilty of a crime under Washington State law. (https://app.leg.wa.gov/RCW/default.aspx?cite=9A.46)
- Action by the convention in no way precludes the injured individual or the venue from pursuing whatever remedies, civil or criminal, they see fit.
- Publicly posted intent to violate these policies and procedures, demean or harass individuals during the event, or any stated action that could cause duress for our venues, events, or attendees will be addressed as if they occurred at the event.
Reporting Procedures
- Come to our Information/Service Desk. SageFenCon (SFC) will have a representative there during the convention to take your information, statement, or concern.
- If you can’t get to the Information/Service desk, or need immediate assistance, you can approach any SFC staff member, who will be clearly identifiable.
- At the convention, ConCom staff and Officers can be identified by badges or buttons, while Watch staff wear identifying vests and/or armbands.
- Convention staff are required to report all incidents brought to their attention.
- If you can’t find assistance, email watch@sagefencon.org or safecon@sagefencon.org.
- If you wish to report anonymously, please use SFC’s online reporting form at www.sagefencon.org or to file harassment reports at any time, including after the convention has ended.
- If you have an issue regarding a member of the ConCom, you can contact the Chair of the convention directly. If your issue is with the Chair, or you would like to have it dealt with outside of committee, you can contact the SFC Secretary (secretary@sagefencon.org).
- SFC encourages participants to consider reporting any rape, assault, or other unlawful activity to law enforcement. If you file a report with law enforcement, we request that you notify a member of SFC ConCom immediately. We ask that all attendees strive to foster an environment where speaking out is wholly supported.
What happens after you report a Code of Conduct violation?
- Should you choose to report misconduct to SFC staff, you can expect a member of our ConCom to be called in as an unbiased third party to take the necessary actions to ensure that the situation is handled with the utmost care and concern to make sure they feel safe for the rest of the SFC event.
- When you approach us with an issue, we will find a location and person suitable for further discussion. If you would feel more comfortable talking to someone from a particular gender or background, we will do our best arrange this for you. You are welcome to bring a support person at any point in the process.
- Our staff member will go over the incident with you. They will not judge you and will help you with your options in relation to the situation.
- If you wish to make a formal Incident Report, the SFC staff member will take down details of what happened. They may ask you questions, for example the time and place of the incident, and who else was around. Please provide them with as much information about the incident as possible, including badge name and/or number (if available), and the description of people involved.
- Whether you wish to make a formal Incident Report or not, we will discuss what you would like to happen next. What form this takes will depend on the nature of the incident.
- We will take your wishes into account when considering consequences. For incidents that were reported by multiple people or publicly witnessed, we may take actions not discussed with you. We will attempt to keep you informed of any decisions made.
- The convention leadership will work to impartially evaluate all available information and apply consequences in as fair, appropriate, and efficient way as possible to ensure a safe and harassment-free environment for everyone.
- Incident Reports are not publicly available, but a written request for information may be submitted to the SFC Secretary or Chair. Requests for information are reviewed by the SFC Officers and the Director of Convention Operations.
- We take all reports seriously and handle them confidentially and with discretion.
- SFC and the Convention leadership are the sole interpreters and arbiters of the Code of Conduct, policies and rules for this convention. The decision of the event Chair is final.
- Allowable activity at the convention is at SFC’s sole discretion. If an authorized staff member asks you to stop doing something, remove an item, or leave an area, then it has the weight of SFC’s Code of Conduct, even if it’s not printed in the Code of Conduct.
Fraudulent Reporting & Retaliation
- Retaliating against a reporting party will not be tolerated.
- The SFC Convention Committee recognizes that some Code of Conduct violation accusations may be false either due to misunderstandings or malice.
- In cases of misunderstanding, we will strive to arbitrate an equitable resolution for all parties involved.
- Anyone we determine to have maliciously brought a false Code of Conduct violation accusation will be subject to one or more of the consequences listed below.
Consequences
Attendees whose actions violate SFC Code of Conduct will be asked to stop such actions and are expected to comply immediately.
- If a convention attendee engages in behavior deemed inappropriate, SFC may take any action they deem appropriate. Failure to adhere to the SFC Code of Conduct may result in one or more of the following:
- Mediation with all parties involved by a designated SFC representative
- Verbal warning(s)
- Temporary convention suspension for the remainder of the day (timeout, no refunds)
- Expulsion from SFC for the remainder of the weekend and revocation of membership privileges (expulsion, no refund)
- Permanent membership revocation (banned from future SFC events, no refund)
- Reporting the violator to venue staff/security. The venue staff do not have general responsibility for any aspect of the convention but can choose to respond to any disruptive action. If the convention venue staff decides to remove an individual from the property, SFC will immediately revoke that individual’s membership.
- Reporting the violator to local law enforcement if necessary/warranted
- Any other actions deemed appropriate by the Chairperson
Important Contact Information
- SageFenCon Chair: chair@sagefencon.org
- Anti-Abuse Team: safecon@sagefencon.org
- Watch Team: watch@sagefencon.org
- Emergencies: 911
- Richland Police Department (non-emergency): (509) 628-0333
- The Support, Advocacy & Resource Center (SARC): (509) 374-5391
- Sexual Assault and Family Trauma (SafeT) Response Center: (509) 624-7273
- Benton Franklin Crisis Response Unit: (509) 783-0500
- Poison Control Center: (800) 222-1222
- RAD Cab: (509) 585-2944
Other Policies
Adopted: June 26, 2021
General Photography
- By entering the SageFenCon (SFC) convention space, members consent to video and/or audio recording by both SFC staff and other event attendees. Please be aware that by attending SFC you may end up in photos people take of the space, or in the backgrounds of other people’s photos.
- The SFC Committee reserves the right to disallow filming or sound recording for any reason. Some convention spaces or events will prohibit or restrict recordings; signs will be posted indicating such restrictions.
- Visual recording, which includes both photography and videography, is generally permitted. However:
- Please be considerate and ask for consent before taking pictures of guests, other Members, or the general public. Do not take recordings of people who have not given consent.
- It is also prohibited to take a photo if a reasonable person would know the subject(s) would probably not want to be photographed under the circumstances.
- People have a reasonable expectation of privacy and the right to control visual and audio recording in their hotel rooms.
- Code of Conduct consequences will be applied to cases of non-consensual photography or video recording of people.
- People using visual recording equipment must not obstruct other people’s views or thoroughfares.
- Be polite with your camera and how you conduct your visual recording.
- For the purpose of visual recording, SFC event spaces are not public.
- Be aware that a flash or other light source may interfere with event activities.
- Keep hallways and high traffic areas clear. When taking shots in the halls, please be sure to keep an eye out for traffic. If you’re in a particularly busy area, or if people are waiting to get through without interrupting your photo, please either pause to let people pass or consider finding another space for your shot.
- Recording of minors requires the consent of their legal guardians.
Please share your photos! SageFenCon loves to see the pics you take at the event. You can share your photos on our social media channels or by emailing media@sagefencon.org!
Art Show/Presentation Photography
- Recording of performances and programming at the convention is allowed only for the private use of the person making the recording. If you wish to record a panel or event please get permission from all participants before the event. If a panelist or performer requests that there be no recording, please respect their wishes.
- If you wish to take photos during panels or presentations, please:
- Do so in a manner which is not distracting from, nor disruptive to, the panelists or audience.
- When panels are running, take photos from the back or side of the audience.
- Do not move beyond the front of the audience, behind the panelists, or obstruct views unless requested by the panelist or presenter.
- If you would like to take photographs during workshops, speak to the individual workshop organizers and/or participants and abide by their requests.
- Throughout SageFenCon there will be a select number of panels filmed or recorded by the Committee for distribution through social media. There will be a sign clearly posted on the panel room entrance and announced at the beginning of the panel.
- Do not touch or photograph any artwork.
- Cameras and camcorders are not allowed in the Art Show. Photography of art, model, toy and collectibles displays may be allowed with the permission of the Art Show Coordinator and the artist. Contact the Art Show Coordinator for more details.
Photography is restricted to specific events. Please see event descriptions to see which events allow photography.
Children
- SageFenCon is a family friendly convention. All children at the convention are the responsibility of the adults that they are attending with, and are expected to remain in the presence of at least one of those adults at all times. SageFenCon cannot be held responsible for any unaccompanied minors.
- All content displayed in convention publications and at the convention will be family friendly unless otherwise marked.
- Breastfeeding is acceptable in any area of the con, as it is in all public spaces, and any objections to this will be treated as per our harassment policy. A quiet space for breastfeeding can be provided for parents, upon request.
- Children between the ages of 12 and 15 years may be unaccompanied during the event; however, a responsible adult with a paid membership must be at the event and their contact information must be provided in case of emergencies.
- We hold our minor attendees to the same standards of conduct as our adult members, and disruptive behavior will not be tolerated.
- Advice: If your child cannot sit quietly through a discussion panel or other event, please take them out in the hallway so that they won’t disturb other members.
- Any members aged under 18 attending without an adult present will be asked to provide us with the details of an emergency contact.
- While children ages 12 and under are welcome at the convention, parents should be aware that SageFenCon does not provide any programming or services specific for children age 12 or under. SageFenCon does offer programming that is appropriate for a wide range of ages.
- Badges for minors under age 16 must be picked up by a parent or designated guardian. A designated guardian must have written permission from the minor’s parent or legal guardian. All designated guardians must be age 18 or over and a registered Member of the convention.
- Children ages 5 and under are admitted to the convention without charge and will be issued a badge that must be kept with the child (or a nearby diaper bag, for example) rather than with one of the parents/guardians. The child must be under the supervision of an adult at all times. If a young child is found unattended, they will be waiting at the Information Desk while the SageFenCon staff and the Watch seek out the responsible adult.
- Attendees under age 18 must present a signed parent permission and liability release form at time of entry.
Animals
- ADA working animals are allowed in the convention space. Non-ADA animals are not permitted.
- Please do not approach or disturb service animals.
- The Hotel/convention space will not allow animals into the building except for service animals. If your service animal is not wearing any kind of ID identifying them as a service animal, you may be stopped by hotel security or The Watch. For your convenience, please stop by the SageFenCon Information Desk for a Service Animal “Badge” for your SageFenCon badge.
- When not in function space please follow all rules set by the hotel and local laws. This includes leash laws and cleaning up after your animal. Animals that cause mess or disturbances will be asked to be removed.
Food, Alcohol, & Smoking
Food
- No food or drink is allowed in any convention space.
- No outside food or alcohol is allowed in meeting or public spaces per hotel policy.
- The hotel has several dining options including a restaurant, the bar, and room service.
Alcohol
- Alcohol or alcoholic beverages are not allowed inside the convention space.
- Alcohol in private rooms must stay in private rooms. SageFenCon will support the hotel’s policy regarding alcohol in hotel spaces.
- The legal drinking age is 21 years old. Any minors found in possession of alcohol or any adults found to be providing alcohol to minors will have their memberships revoked and be removed from the convention. No exceptions. Please drink responsibly.
- If you have had too much, please get a room at the hotel, call a cab, or ask a sober friend for a ride.
- SageFenCon recognizes that the use of alcoholic beverages by those of legal age is a matter of personal choice. SageFenCon requires that those who choose to drink during the SageFenCon weekend and at other SageFenCon sponsored events abide by state law and the SageFenCon Code of Conduct. We expect such individuals will conduct themselves responsibly and respectfully in regard to others and to their environment, including the physical property of the host location.
Smoking
- The convention site is a non-smoking venue and members must abide by the terms and conditions set out by the venue, and any other legally governed restrictions. Members in breach may be ejected by the operator or the Committee at their discretion. Vaping or e-cigarettes are considered smoking for purposes of this policy.
- Smoking of all kinds is prohibited in all areas of the hotel, including function rooms, sleeping rooms, hallways, and balconies. There are clearly designated smoking areas for your convenience. Smoking or vaping is allowed in designated areas only. Please obey the hotel’s posted smoking policies in other areas in and around the hotel.
Hotel/Convention Space
Property
- Members are responsible for any damage that they cause to any property of either the venue or of SageFenCon. Please ensure you treat the venue with the proper care and respect, and don’t touch anything that doesn’t belong to you.
- All technological equipment necessary for panels is the property of either SageFenCon or our presenters. Please ensure you get permission from our Tech Liaison before altering anything.
- While both the convention and the venue will exercise all due care and responsibility to ensure the safety of participants and their property, no liability will be accepted for loss or damage of items or personal effects brought onto the convention site.
Hotel/Venue
- As the convention site is shared with non-SageFenCon attendees, please be respectful of other guests staying at the venue and act responsibly as you will be liable for costs if you cause damage or make a mess.
- Please do not abuse the convention facilities. This includes putting unapproved signs on walls or trash anywhere other than a garbage can, smoking in non-designated smoking areas, amongst a variety of other things. This is our home and we all should respect the space.
- Please obey local, state, and federal laws as well as hotel policies. Be kind to the venue. SageFenCon wants to return for years to come.
- The pool, hot tub, sauna, and workout rooms are only available to guests of the hotel during posted hours of operation.
- Please be considerate to all hotel guests. There may be other events going on at the hotel. Please treat non-convention guests with courtesy and deference. Do not disrupt other events that may be going on at the hotel. Please observe all rules posted by the hotel.
- No sleeping in the lobby, hallways, or stairwells is permitted.
Other
Signs & Handouts
- Signs may be attached to vinyl walls with blue painters tape only.
- Obtain permission from the SageFenCon Information Desk prior to posting signs or handing out flyers/pamphlets at the convention
Lost & Found
- SageFenCon is not responsible for lost, stolen or damaged property, or for injuries sustained during the course of SageFenCon.
- Report or turn in lost items to the hotel front desk. Please direct questions to hotel lobby staff.
Etc.
- No retail sales are allowed anywhere in SageFenCon unless you purchased or were allocated vendor space. This includes common areas such as lobbies and program rooms. In addition, there is no solicitation of tips, fees, or donations for any reason, unless you have a booth, table, or official space allocated by SageFenCon.
- MEDICAL EMERGENCIES: In the event of a medical emergency, please go directly to the hotel staff, not the convention staff – either the front desk or the nearest hotel staff member. The hotel has asked that all attendees work through them directly in these situations.
- SageFenCon and its affiliates are not responsible for any loss, damage, theft, or injury. Members are responsible for their individual actions and any repercussions that may result. Civil or medical emergencies are to be handled directly by the proper authorities.
- All merchandise must be paid for.
- Please wait in an orderly line and do not crowd the vendor’s tables.
- Any weapons that are purchased from SageFenCon vendors must be peace bonded, as per the Weapons Policy.
- SageFenCon does not recognize or endorse room parties. SageFenCon does not allow advertising of room parties in any official capacity. This includes flyers or email correspondence via any official SageFenCon channels.
- SageFenCon will work with the hotel to keep records of actions taken by hotel security and will revoke convention memberships from individuals removed from a convention hotel site by hotel security.
Convention Guests & Events
- Announced events and guests are subject to change and/or cancel without notice. Every effort will be made to announce any changes on the SageFenCon website and social media channels, but sometimes last-minute changes occur.
- Our Guests of Honor and other invited Guests commit to attending SageFenCon long in advance of the actual event. Along the way circumstances beyond everyone’s control may happen, resulting in the Guest not being able to attend the convention as planned. SageFenCon can make no guarantee that a particular guest will be able to attend the convention, and can not be liable for the results of a Guest’s cancellation.