Winterfest

February 24, 2018

RBC Convention Centre, 375 York Ave., Winnipeg

Press and Media > Press Rules

Press Rules

Press Rules and Regulations for Winterfest and Ai-Kon 2017

 


Required Credentials for Media Types


Print Media

All print media press applicants must provide the following credentials to validate themselves as a legitimate member of the press:

  • A valid government-issued photo ID for each press member covering the event
  • Business card
  • Letter of introduction/intent printed on your publication’s letterhead
  • Two samples of your publication; must have been published within the last six months. (may be provided at pick-up)
  • We are requesting copies of all raw photos & videos for archival/marketing purposes. In the event materials are used from your publication, you will be appropriately accredited.

Student Press

All student press applicants must provide the following credentials to validate themselves as a legitimate member of the press:

  • Business card
  • Letter of introduction/intent from your supervising teacher/editor on school/university letterhead, stating you are covering Ai-Kon events on assignment
  • Valid student I.D. for each press member covering the event
  • Two samples of your publication (may be provided at pick-up)
  • We are requesting copies of all raw photos & videos for archival/marketing purposes. In the event materials are used from your publication, you will be appropriately accredited.

Freelance Press

All freelance press applicants must provide the following credentials to validate themselves as a legitimate member of the press:

  • A valid government-issued photo ID for each press member covering the event
  • Business card
  • Letter of introduction/ intent, including intended use of your coverage
  • 2 samples of your previous work; must have been published within the last six months.
  • We are requesting copies of all raw photos & videos for archival/marketing purposes. In the event materials are used from your publication, you will be appropriately accredited.

Web-based Blog, Podcast/Vlog, or Website

Publications must be previously established and updated regularly (at least every seven days) with original and current news, and have a minimum of 5,000 unique hits per month via Google Analytics.

All web-based press applicants must provide the following credentials to validate themselves as a legitimate member of the press:

  • A valid government-issued photo ID for each press member covering the event
  • Business card
  • Letter of introduction / intent
  • URL to your publication, blog, podcast, YouTube channel, or website with applicant’s name and title appearing in a bylined interactive entertainment industry-related article published within the last three months

Broadcast (Radio/ Television) Media

All broadcast media press applicants must provide the following credentials to validate themselves as a legitimate member of the press:

  • A valid government-issued photo ID for each press member covering the event
  • Business card
  • Letter of introduction / intent
  • Letter from your Producer/Editor on company letterhead stating that you are covering Ai-Kon events on assignment
  • We are requesting copies of all raw photos & videos for archival/marketing purposes. In the event materials are used from your publication, you will be appropriately accredited.
  • Note: if your footage will be used for a documentary or non-circulative/non-broadcast usage please look under those sections for guidelines and details.

Documentary

Any outlet covering Ai-Kon events with the purpose of filming a documentary must bring the following credentials to validate themselves as a legitimate member of the press:

  • Business card
  • Letter of introduction/ intent printed on your company’s letterhead
  • Purchased general attendee membership for each press membership requested

Non-Circulative, Non-Broadcast, or Other

Any person/group covering Ai-Kon events for a non-circulative, non-broadcast purpose (such as a personal website) is not eligible for a press badge at this time. Please visit the general attendee membership registration page to register.

Picking up Your Press Badge at Ai-Kon events

You will receive instructions on where to pick up your press badge in your confirmation email. Bring your confirmation email and your government-issued ID. The press badge must be carried at all times. Without your press membership badge, you will not have access to the convention or access early seating where applicable.

Video & Audio Recording

Any video or audio recordings of Ai-Kon sponsored events (such as the cosplay show or tournaments, etc.) are not to be uploaded to the internet, or made available to the public, in their entirety. If you wish to use recordings of such events, only “highlight” clips may be used. Any use otherwise is in violation of the rights held by Ai-Kon, and will result in disciplinary action of the outlet in question.

Please keep in mind that any video recording containing audio of third-party content (such as a song, audio track, movie/show clip, etc.) must have audio removed prior to posting, as its usage is governed by copyright rules of the artist, production company, or label.

Reserved Seating Policy

Certain Ai-Kon events are highly attended and space may be limited. Reserved press seating may available if requested in advance as a courtesy. Reserved press seating is not guaranteed for all events.

If room space is available for a given event, it will be granted on a first come, first-served basis. This may include a specific press area for tripods and cameras. Press access to the event room is typically made available prior to attendee access for this purpose. If you have questions about seating or space for a given event, please ask the promotions officer.

In any event that does not have dedicated press seating or space, space is given solely at the discretion of the Ai-Kon-staffed room supervisor.

The cosplay contest will have limited seating which will be provided on a first come, first-served basis. For outlets with a press membership, access to main programming may be made available prior to the start of attendee load-in for the event.

Quality Control Check-ups

Ai-Kon may perform post-convention follow-ups via email with all attending press to review all final products. All final products that are published must be submitted to the promotions department upon release (no later than 2 weeks following the con) for archiving, marketing, and quality control assessments. Each publication will be assessed to see what services were provided and determine whether or not appropriate coverage was performed to equal the cost of a convention badge for Ai-Kon. Number of membership badges per publication will be a factor in the assessment.

Recepients of press badges who do not meet the quality criteria of the assessment will be asked to meet additional requirements in following years to receive a press badge. These requirements may include, but are not limited to, publication suspension in future, requirement of purchase of a membership badges, etc.

Your Rights & Information

Ai-Kon reserves the right to list your company/publications name on digital and print material. Ai-Kon does not sell or make public individual’s private information, publication information may be provided upon request.

For further questions, contact the promotions officer.

Abuse of Press Privileges

As a member of press, you are expected to conduct yourself in a professional, courteous manner while attending the convention as press. A press pass does not qualify a member of the press for preferential treatment at any event over the course of the convention.

Ai-Kon takes the behavior of the press very seriously, and will carefully review any reports of abuse of press privileges. If an abuse of privileges is discovered, such behavior may be grounds for disciplinary action, up to and including revocation of badges or expulsion from the convention. Violation of any conditions of coverage (such as events, etc.) or any of these arrangements may disqualify requests for covering or attending Ai-Kon events in future years.

If a publication feels that their membership is revoked unjustly or that they were unfairly disciplined, they may discuss it with the promotions officer. The revocation of a membership is a last resort, and the promotions department will take all steps necessary to ensure that members of the press understand why such actions are necessary and how to avoid them. Please do not hesitate to ask if there is some part of these policies you do not understand.

Press may discuss any questions/disputes regarding these policies with the promotions department officer.

Please note: Ai-Kon reserves the right to modify our rules & regulations at anytime without prior notice, and may deny you a press membership for any reason. Submitting the press registration form does not guarantee you a press membership for Ai-Kon.