Policies

Policies:

General
Anti-Harrassment
Accessibility
Ticket Returns/Refunds/Exchanges
Photography and Video
Weapons

General

Badges/Wristbands

Must be displayed at all times, badges and wristbands are non-transferable, and no refunds will be issued if lost.

Costumes

If your costume is deemed to be offensive by Sci-Fi on the Rock staff you may be expelled from the convention. This includes but is not limited to; nudity, vulgarity, and promotion of intolerant ideology. Depending on the severity of the offense you may be asked to leave until you are wearing a less offensive costume or you may be asked to leave the event and not return with no refund. If you have questions about the content of your costume or about this policy please contact info@scifiontherock.com.

Use of Sci-Fi on the Rock and Sci-Fi on the Rock’s logos

 

Sci-Fi on the Rock and it’s logos are trademarked to Sci-Fi on the Rock Inc. To use any Sci-Fi on the Rock name, promotional art, or logos for profit you will need express written permission from Sci-Fi on the Rock Inc. Please email inquiries to media@scifiontherock.com

Anti-Harassment Policy

Reporting harassment or inappropriate behaviour

Please reach out to any Sci-Fi on the Rock volunteer or committee member to report the behaviour and our security team and committee members will handle the issue with discretion.

Definitions

Sci-Fi on the Rock is dedicated to providing a harassment-free (including bullying-free) convention experience for everyone regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment or bullying of convention participants (including attendees, press, exhibitors, volunteers, staff, etc.) in any form. Demeaning or harassing sexual language and imagery is not appropriate for any convention venue, including talk. Anyone violating these rules may be removed from the convention, without a refund, at the discretion of the convention committee.

Harassment includes offensive verbal comments, (related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, etc.) sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately.

Exhibitors are also subject to the anti-harassment policy. In particular, exhibitors should not use overtly sexualized images, activities, or other material.

If anyone at the convention engages in harassing behavior, the convention committee will take any action they deem appropriate, including warning the offender or removing them from the convention without a refund. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of committee or volunteer immediately. Committee and volunteers can be identified by their volunteer shirts/ special badges/ headsets.

Committee or volunteers will be happy to help attendees contact convention security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the convention. We want Sci-Fi on the Rock to feel like a safe space for all those involved.

Accessibility

Service Animals & Pets

Official service animals are, of course welcome at our convention. However pets are not permitted as per the regulations of our convention space. While we recognize the value of therapy animals unless you have a certificate to show that your animal is an official service animal we will not be able to permit them into the convention.

Personal Attendants for Medical or Special Needs

Sci-Fi on the Rock recognizes the need for personal attendants and will of course allow for them to attend along with you as long as you have the proper ID for this. To make your registration process faster we recommend you let us know if you plan to come with a personal assistant by emailing us at info@scifiontherock.com.

Ticket Returns/Refunds/Exchanges Policy

All Sci-Fi on the Rock ticket sales are final and no refunds or exchanges will be provide.

Guest appearances are subject to change or cancellation due to professional obligations. Unless otherwise noted, all guests will be in attendance for all days. Please check our Sci-Fi on the Rock website for the most current updates on guests prior to the convention. Refunds will not be issued in the event of a guest cancellation.

There will be no refunds on lost/stolen tickets or wristbands or if you are removed from the convention by staff or security.

Sci-Fi on the Rock ticket holders are welcome, at their own discretion, to transfer or resell their tickets. However only exact-cost exchanges and sales will be allowed.

Photography & Video Policy

Photography

We ask that all attendees are respectful about photography. Please ask before taking a photograph of someone. This is both respectful and will ensure you get the best photo possible. Asking for sexualized poses without prior consent will not be allowed.

Video/Audio Recording

Recording may not be permitted at select events. If you record at an event where it is not permitted, you will be asked to delete the recording and then removed from the convention and not allowed to re-enter. In most cases, non-flash photography at worshops and Q&A’s is fine, except where specifically noted. Filming should be for personal use only. Any photography, film or audio released (via any medium) for personal gain or profit is not permitted.

Weapon Policies

Sci-Fi on the Rock strives to have a safe convention for all involved. We always encourage attendees to have fun with their costume designs but to keep the safety of the public, fellow attendees, staff & venue in mind.

PLEASE LEAVE THESE THINGS AT HOME:

LEGALLY PROHIBITED ITEMS/WEAPONS

Any weapon(s) prohibited by Canadian law is not permitted. These will be seized, and anyone found in possession of them will be asked to leave and further banned form Sci-fi on the Rock and affiliated events. It is our public duty and obligation to further report these person/person(s) to the authorities to take any legal action required.

GUNS/FIRING APPARATUS/PROJECTILE WEAPONS

Including, but not exclusive to, blow guns, functional airsoft guns, BB guns, paintball guns, general compressed air firearms and replica firearms are not permitted. Professional weapons grade sling shots, crossbows, dart guns, spear guns and launchers are NOT permitted. NO live ammunition firearms are permitted both by most laws and our own event guidelines and that of our venue. This includes those firearms that have no loaded ammunition, or the firing bolt or pin removed. A disabled firearm is still of a potential danger should it become abled and we will confiscate it and, if needed, contact authorities to remove you.

CONCEALED/PERSONAL ASSAULT WEAPONS/LIVE STEEL

This includes but is not limited to any concealable weapons (knives, brass knuckles, switchblades, etc.) as well as heavy machinery (chainsaws, axes, scythes, picks, tools, etc.). Not to be confused with permissible blunt items, prop weapons made with wood, metal, or other hard materials found to have a potentially hazardous sharp edge (daggers, swords, spears, shurikens, steaks, swords, fantastical replica blades, etc.) are not permitted and will be confiscated. Furthermore, typically harmless items used in a harmful, threatening, imposing, potentially dangerous manner will be confiscated and those in possession at risk for being expelled from the event and future Sci-fi on the Rock/affiliated events.

PYROTECHNICS

Including but not exclusive to explosives, flamethrowers/flame emitting machinery, firecrackers, flare guns caps, sparklers, fireworks and flammable liquids are not permitted and will be confiscated immediately. Possession of these or similar items risk being escorted out of the event and/or banned from future Sci-fi on the Rock & affiliated events at the discretion of the committee. Permitted items such as matches and personal lighters, etc. if found to be used in a dangerous or atypical manner can also be confiscated under similar terms.

CHEMICALS

Including but not exclusive to mace, pepper spray, smoke bombs, smoke flares, liquid sprays and foam sprays harmful in nature are not permitted. Generally benign products found being used in a harmful, offensive, personally invasive, unwanted manner (silly string, perfumes, glitter, etc.) will also not be tolerated. Sci-fi on the Rock endeavors to protect the public from dangerous/misused chemical products as well as providing a largely scent free/allergy friendly environment.

WHAT YOU CAN BRING:

Please note that while we can give our best advice on a particular prop before the convention on social media or in-person, this is not a guarantee of the props approval. The prop must be reviewed at the convention and judged on its exact condition at point of convention entry.

NOBODY IS EXEMPT OF THIS POLICY.

PROPS, WEAPONS & COSTUME PIECES

Prop firearms MUST have an orange/fluorescent tip for security reasons, this typically applies to prop weapons that could be mistaken visually for a real/live weapon.

Functional projectile weapons (including nerf-guns, crossbows, longbows, slingshots) must be rendered non-functional and should be a prop/toy in nature. Bows/crossbows and other kinetic weapons must not be strung. Nerf/foam enabled guns, crossbows, etc. weapons are permitted, but cannot be loaded with foam or other projectiles and must NOT be fired at the convention under any circumstances. Bullets, arrows or other ammunition must be a prop in nature and feature foam/safe/blunt tips to be allowed on the convention floor.

Blunt items such as wooden props, staffs, large foam constructions, bats, heavy props adhering to the outlines listed above, etc. are permitted as they pose no immediate danger. However, should they be found to be handled irresponsibly or obstructively to other attendees, these items will be confiscated and those in their possession at risk for expulsion/banning at the discretion of the committee pending severity of the infraction and their co-operation. This also applies to large or expansive weapons and props such as staffs, swords, wings, etc. Serious complaints will result in the removal of these pieces and/or the cosplayer

MASKS

While the convention is certainly a mask friendly space, please keep in mind while travelling to and from the convention as well as some public areas frequented by non-convention hotel guests that masks are often associate with criminal activity. They can cause unrest, panic and suspicion out of context, please wear them responsibly. If hotel staff/local authorities should require you to remove your mask under reasonable circumstances, please co-operate.

Any attendee found to be in willful violation of these policies will be asked to leave and authorities will be notified.

SIZE

Pieces and attachments (swords, guns, wings, etc.) should not obstruct traffic, block doors , endanger other attendees, damage the hotel or interfere with staff. Large props should be kept close to your person and when being used for demonstrations or photos should be taken out in an area safe to do so away from high traffic areas.

Costumes that are themselves large should be carefully maneuvered and if they hinder visibility, hearing or spatial awareness should have an unhindered attendant available to keep both the cosplayers and onlookers safe.

Should you have a costume large enough that is immobile, please confirm with the committee where/if it will be set up before the convention as space is at a premium and set-up could be limited or not permitted.

Any attendee found to be in willful violation of these policies may be asked to leave without refund and in cases where it is deemed necessary the authorities will be notified.

Disclaimer

Sci-Fi on the Rock reserves the right to reject any props or costume pieces it deems unsafe to attendees.

If you have any questions or concerns about any of the policies on listed on this page or any other questions about policies please contact us at info@scifiontherock.com