policies
SCI-FI ON THE ROCK CODE OF CONDUCT
Please help us create a fun and safe event by abiding by our Code of Conduct.
Please bring your manners
We ask that all attendees, vendors, staff, guests and volunteers be respectful, friendly and positive toward each other at the convention. Providing a fun, family-friendly event is important to us.
If you find you’re in an unsafe situation, please seek out the nearest volunteer for assistance. All volunteers will be able to alert security and communicate the issue with organizers to assist you.
PLEASE NOTE: The following behaviours will not be tolerated at Sci-Fi on the Rock:
• Cosplay does NOT mean consent. You must ask to take photos and be respectful of those in costume. No touching, groping or lewd behaviour. If someone has told you they want space or to be alone, respect that.
• If you are being aggressive, disruptive, unsafe or disturbing the attendees, guests, vendors, staff, security, hotel or volunteers, you will be asked to leave.
• Harassment of any kind to attendees, guests, vendors, staff, volunteers, security, hotel and convention staff will not be tolerated (please see the Anti-Harassment section below).
• Sexual harassment, such as verbal harassment, indecent exposure or unwelcome physical contact will not be tolerated.
Any attendee found to be in willful violation of these policies may be asked to leave and possibly be banned from future conventions. In cases where it is deemed necessary, the appropriate authorities will be notified.
Photo Waiver
Sci-Fi on the Rock (2025)
By participating in and attending Sci-Fi on the Rock 17, located at the Sheraton Hotel (hereinafter “SFORT 17”); I acknowledge that I may be photographed during my time at SFOTR 17, at the various events, performances, panels, discussions, etc., by our Committee Members and engaged photographers. I further acknowledge that these photographs may be used now or in the future for
publication on various social media platforms and our website.
By attending SFOTR 17, I consent to the terms outlined above.
General
Must be displayed at all times, badges and wristbands are non-transferable, and no refunds will be issued if lost.
We welcome and enjoy seeing amazing cosplay costumes and unique fashion throughout the convention. However, we are an all-ages, family-friendly event and must ensure that attendees are clothed appropriately for our audience.
If your costume is deemed 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. If nudity, real or simulated can be identified, then cosplayers may be asked to cover up or leave. Those in skin-tight costumes are strongly encouraged to wear a dance belt or other support device.
Costumes and clothing are expected to be of sturdy construction to minimize the risk of malfunctions that may lead to accidental exposure. For example, if the character is wearing a towel or seashells, please ensure that they are well-secured and that proper undergarments are worn.
Anyone wearing clothing or costumes that are not compliant with this policy in sole judgment of Sci-Fi on the Rock, will be asked to cover up or leave. Depending on the severity of the offence, cosplayers may be asked to change or may be asked to leave the event and not return (with no refund).
Should anyone question the permissibility of their costume, it is likely already too risqué. However, we encourage all to seek clarification from info@scifiontherock.com just to be sure.
Please see more about our cosplay policies below.
We ask that you limit your use of scented products and perfumes. It is a huge help for people who suffer from asthma, migraines and chemical sensitivities.
We require that all children 12 and under attend the convention with the supervision of a parent or guardian.
ACCESSIBILITY
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.
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.
ANTI-HARASSMENT POLICY
Sci-Fi on the Rock is dedicated to providing a harassment and 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, guests, 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 behaviour 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 behaviour, 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, don’t hesitate to contact a committee member 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 be a safe space for all participants.
Sci-Fi on the Rock encourages anyone who experiences or witnesses discrimination, harassment, or violence to report the incident. Please also notify us of any concerns regarding behaviour or violations of our rules and code of conduct.
Any report made will be taken in confidence and dealt with by the committee. Reports can be made in person during the convention to committee members identified by yellow t-shirts and yellow name badges. You can usually find a committee member at the Info Desk in the lobby. If you prefer, you can also private message us on our social media channels.
If you wish to make an anonymous report or comment, you may fill out a Confidential Contact Form.
Confidentiality:
All reports, incidents, and decisions relating to reports are confidential and kept within the committee. Any breach of confidentiality will be treated as a serious matter and may result in disciplinary action against the responsible party. We contact outside parties such as convention security volunteers or local authorities only when the reported information needs to be acted upon for safety or legal concerns.
TICKET RETURN POLICY
All Sci-Fi on the Rock ticket sales are final and no refunds or exchanges will be provided. There will be no refunds on lost/stolen tickets or wristbands or if you are removed from the convention by staff or security.
However – 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.
Guest appearances are subject to change or cancellation due to professional obligations. Unless otherwise noted, all guests will be in attendance for each day of the convention. Please check the homepage and Facebook page for the most current updates on guests prior to the convention. Refunds will not be issued in the event of a guest cancellation.
PHOTOGRAPHY & VIDEO POLICY
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.
- Cosplay does NOT mean consent and you must ask to take photos and be respectful of those in costume. No touching, groping or lewd behaviour. If someone has told you they want space or to be alone, respect that.
- If you are taking a photo of a minor, please get permission from their parent, guardian or chaperone and let them know where the photo will be shared.
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 workshops and Q&A sessions 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 strictly prohibited. If you wish to film during the convention weekend, please reach out to media@scifiontherock.com
cosplay rules
Cosplay is one of the most enjoyable aspects of the convention every year. However, we must take steps to maintain a safe and secure experience for all attendees.
We actively encourage the creativity and talent of all our attendees while designing their costumes but, caution them to keep the safety of the public, fellow attendees, staff and venue in mind.
To ensure this goal of a safe & happy convention, we have implemented the following policies:
General Costume Rules
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 full face masks disguising identity can sometimes be associated with criminal activity or make people uneasy. 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 we ask that you please cooperate.
We welcome the creativity and hard work that go into huge costumes! They bring excitement, inspiration and awe to the convention. Please keep the following in mind if you want to wear/bring a large costume to Sci-Fi on the Rock:
- 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.
- Buddy System – Costumes that are themselves large should be carefully maneuvered and if they hinder visibility, hearing or spatial awareness of the wearer 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 available.
We welcome and enjoy seeing amazing cosplay costumes and unique fashion throughout the convention. However, we are an all-ages, family-friendly event and must ensure that attendees are clothed appropriately for our audience.
If your costume is deemed 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. If nudity, real or simulated can be identified, then cosplayers may be asked to cover up or leave. Those in skin-tight costumes are strongly encouraged to wear a dance belt or other support device.
Costumes and clothing are expected to be of sturdy construction to minimize the risk of malfunctions that may lead to accidental exposure. For example, if the character is wearing a towel or seashells, please ensure that they are well-secured and that proper undergarments are worn.
Anyone wearing clothing or costumes that are not compliant with this policy in sole judgment of Sci-Fi on the Rock, will be asked to cover up or leave. Depending on the severity of the offence, cosplayers may be asked to change or may be asked to leave the event and not return (with no refund).
Should anyone question the permissibility of their costume, it is likely already too risqué. However, we encourage all to seek clarification from info@scifiontherock.com just to be sure.
Pets are not permitted at the Sci-Fi on the Rock convention or during the Costume Contests. If your cosplay has a companion (ex. Dog, cat, snake, bird, etc) it must be simulated. Exceptions will only be made for contestants requiring guide/ or service dogs.
Prop Weapon Rules
Prop Review Policy: We have to see your prop weapon before you can come in.
While we are happy to answer prop questions via email or social media, we cannot approve a prop without seeing it in person during the convention.
The prop must be seen and reviewed in person and judged on its exact condition at the point of entry for the convention.
Please see our volunteers at the INFO DESK to have your prop reviewed and tagged.
The following rules apply to everyone at the convention, not just those entering the costume contest.
Please do not bring the following:
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 henceforth be banned from Sci-Fi on the Rock Conventions and affiliated events. It is our public duty and obligation to report said person/person(s) to the authorities to take any legal action required.
INCLUDING BUT NOT LIMITED TO:
- Blow Guns
- Functional Air-soft Guns
- BB guns
- Paintball guns
- General compressed air firearms
- Replica firearms
or PROFESSIONAL WEAPONS GRADE:
- Sling shots
- Crossbows
- Dart guns
- Spear guns
- Launchers
NO live ammunition firearms are permitted both by most laws, our own event policies and the hotel’s policy. 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.
INCLUDING BUT NOT LIMITED TO:
- Any concealable weapons (knives, brass knuckles, switchblades, etc.)
- Heavy machinery (chainsaws, axes, scythes, picks, tools, etc.).
- 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.
∗ Props made of these materials in these styles but with safe, blunt edges & finishes are allowed following an in-person inspection upon admission onto the Convention floor.
Furthermore, typically harmless items used in a harmful, threatening, imposing or potentially dangerous manner will be confiscated and those behaving in said manner are at risk of being expelled from the event, future Sci-Fi on the Rock Conventions and affiliated events.
Pyrotechnics are not permitted at the Convention and materials/ items facilitating such displays will be confiscated immediately.
THESE INCLUDE BUT ARE NOT LIMITED TO:
- Explosives
- Flamethrowers/ flame emitting machinery
- Firecrackers
- Flare guns caps
- Sparklers
- Fireworks
- Flammable liquids
A person found using these or similar items, will have items confiscated and are at risk of being expelled from the event and future Sci-Fi on the Rock Conventions and 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.
INCLUDING BUT NOT LIMITED TO:
- Mace
- Pepper spray
- Smoke bombs
- Smoke flares
- Liquid sprays and
- Foam sprays harmful in nature
Furthermore, benign products found being used in a harmful, offensive, personally invasive or unwanted manner (silly string, perfumes, glitter, etc.) will also not be tolerated. Sci-Fi on the Rock endeavours to protect the public from dangerous/misused chemical products as well as providing a largely scent free/allergy-friendly environment.
Notes on what you *CAN* bring:
- 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 or 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 are being used safely.
Staffs, canes, shepherd hooks, or any pole-type props must be carried in a vertical upright position whenever moving through any event space.
However, if it’s found that an approved prop is being handled irresponsibly or obstructively to other attendees, these items will be confiscated and those in their possession are at risk for expulsion at the discretion of the committee pending the 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.
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
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.