Ai-Kon Policies

Ai-Kon reserves the right to modify and/or update these policies at any time in their sole discretion without prior notice.

In these policies,

  1. “Ai-Kon” refers to the not-for-profit organization, its staff and volunteers;
  2. “Event” refers to all events organized and operated by Ai-Kon;
  3. “Venue” refers to the physical location where an Ai-Kon event may take place;
  4. “Marketplace” refers to the area designated by Ai-Kon for the sale of artwork and merchandise;
  5. “Main Programming”, “Showing Room”, or “Panel Room” refers to designated viewing areas and rooms where programming may occur. 
  6. “Pass” refers to the physical proof of admission used by Ai-Kon, typically a badge or wristband.
  7. “Attendees” refers to anyone who is attending the event and has a valid pass.

By attending any Ai-Kon Event, you agree to comply and abide by the following policies:

General Policies

  1. The following activities are not permitted:
    1. Engaging in any activity prohibited by law;
    2. Any act that could result in substantial risk to harm to people or property;
    3. Physical or verbal harassment of staff, guests, attendees or the general public (see Harassment Policy);
    4. Theft of any kind;
    5. Engaging in any disruptive or unsafe behaviour that disturbs other attendees, staff or the general public (i.e. loud music, glomping/tackling, hate speech, stalking, pushing, line jumping, etc);
    6. Sexual misconduct, such as indecent exposure (see Clothing/Costume Policy), unwanted/offensive touching, or sexual harassment;
    7. Unauthorized vending (i.e. sales done outside the Marketplace or by unauthorized vendors/artists), solicitation, and the unauthorized distribution of mass materials like handbills, flyers etc. This includes signs that solicit or offer compensation (i.e. “will do X for Y” signs);
    8. Open possession/consumption of alcohol or cannabis (including edibles) at the Venue;
    9. Posting unauthorized signs, flyers or other material inside the venue.
  2. All attendees are required to follow instructions as given by Ai-Kon or Venue Staff.
  3. Ai-Kon strives to create a safe environment; however, Ai-Kon, its staff, volunteers and affiliated parties are not responsible for any loss, theft, damage or injury at the event.
  4. Ai-Kon or the Venue Staff may restrict programming elements based on pass, room capacity, or age.
  5. All exits, stairways, escalators, and hallways must be kept open and free to traffic at all times; Ai-Kon or Venue staff may request that anyone blocking these points move or otherwise dispersed. Signs/Billboards that are larger than 12×18” (305x457mm) are not permitted as they may obstruct traffic.
  6. Service animals are the only animals permitted at the venue. Service animals must not disrupt other attendees, programming elements or traffic flow.
  7. Food or drink is not permitted in Showing rooms. 
  8. Smoking/vaping is not permitted inside the venue. Smoking/vaping is permitted outdoors, but they must be at least 8m from any entrance. 
  9. Seating for all panels, shows and showing rooms are done on a first-come, first-served basis.
  10. Some programming at Ai-Kon, including but not limited to the dance, programming in main programming, showing/panel rooms, panels, performances, etc. may contain bright, flashing lights and/or imagery that may cause discomfort or seizures for those with photosensitive epilepsy. 

Harassment

  • Harassment is defined as any single significant incident or repeated incidents of objectionable or unwelcome conduct, comments, bullying, or action by someone who knows, or ought reasonably to know, that the action will or would cause offense or humiliation to another individual and/or a negative effect on an individual’s health and safety. This includes, but is not limited to, unwanted physical contact, bullying, intimidation, bathroom policing, sexual misconduct, physical assault, or battery.
  • Ai-Kon will take action against anyone found to be displaying harassing behaviour in line with the Violations of Ai-Kon Policies section. Report any harassing behaviour to an Ai-Kon staff member or volunteer immediately. 

Passes

  • You must display your Event pass at all times during the Event. If you are cosplaying, you may temporarily hide your pass for photographs, but it must be available and shown to staff upon request.
  • For 18+ Panels, current government issued photo ID must be presented in addition to your pass. Limited amounts of 18+ wristbands are available at Registration, which are a substitute for government ID.
  • Pass purchases will be handled through Tix123. Any passes purchased outside of this vendor may be counterfeit or reported to be stolen.
  • Ai-Kon reserves the right to refuse replacement pass sales. 
  • Admission to the Event can be withdrawn, refused, or the holder expelled from the venue at any time, for any reason, and without the refund at the discretion of Ai-Kon.
  • Passes are non-transferrable.

Guests/Autographs

  • Ai-Kon does not guarantee autographs from a particular guest.
  • Ai-Kon reserves the right to limit or otherwise cut the autograph line at any time.
  • Autographs on unlicensed or inappropriate items may be declined.
  • Guests reserve the right to accept or refuse gifts.
  • Photos, recording or filming during guest panels is prohibited and may result in being asked to leave the panel.
  • Pricing for signatures may vary from guest to guest. Please visit our website and/or the mobile app closer to the event to verify pricing. 
  • Any additional requests for signings, voice recordings, photos, or interviews are prohibited unless sanctioned by Ai-Kon Guest Department.  
  • Use of devices such as phones, audio/video recording devices, and Meta/recording glasses are strictly prohibited in panels and in the guest area. Refusal to agree to these terms will result in possible removal from the event, and future events as Ai-Kon deems appropriate. 

Filming/Photography

  • By attending Ai-Kon you, and any names or logos of your company, group, or other organization (i.e. team, club, etc.) may appear in photographs, film or other recorded media taken by Media or Ai-Kon Staff, and this media may be used for marketing or promotional purposes.
  • All present at the event must gain permission from all individuals they wish to photograph/film.
  • Any inappropriate photography, where the subject feels they are being stalked, exploited, degraded or disrespected through being filmed/photographed, may fall under Ai-Kon’s harassment policy.
  • Photography or filming is strictly forbidden inside showing rooms.
  • Photography or filming cannot impede the flow of traffic or disrupt programming elements.
  • Flash photography is not permitted inside panel rooms or in Main Programming.
  • The use of tripods, filming lights, and backgrounds are forbidden without prior authorization from Ai-Kon staff and/or a media pass. 
  • Photography/filming of panels is up to the discretion of the panel host. Ask for permission before recording any media.
  • Photography/filming of merchandise and art in the Marketplace is prohibited unless you have obtained permission from the vendor/artist.
  • Ai-Kon staff may ask to review and/or demand deletion of any unauthorized photographs or audio/video recordings.

Dance

  • Ai-Kon’s Dance Event is a 16+ event. Government issued ID may be required to enter. 
  • All who enter or re-enter the Main Programing during the dance must agree to not bring any of the following:
    • Large bags/backpacks
    • Food or opened bottles
    • Unidentified substances
    • Glass containers of any kind
    • Props, even if previously approved, that may pose a hazard in a crowd
  • Small bags/purses are permitted, as are sealed commercial water bottles.
  • Those who are or appear to be intoxicated, under the influence, or otherwise impaired may be refused entry.

Costume/Clothing

Outfits MUST:

  • Fall within public decency laws and MUST cover and obscure genitalia, buttocks and nipples, regardless of gender. Topless or bottomless costumes, or those that are considered too risque are not allowed;
  • Have covered soles: barefoot or socks will not suffice. If you must appear barefoot, consider this tutorial on making “invisible shoes”.

Outfits MUST NOT:

  • Promote vilifying or hateful behaviour, including racist (including blackface or portraying yourself as another race), transphobic, homophobic or sexist material;
  • Consist primarily of body paint;
  • Have overt religious iconography (e.g. Tokyo Revengers jackets with the Manji);
  • Have overtly sexualized material (e.g. ahegao attire, uncensored nudity or profane/explicit text);
  • Create a mess or pose a hazard (e.g. balloons, glitter, bubbles, confetti, streamers, water, flower petals, sharp spikes, long chains/ropes, combative clothing);
  • Impersonate local Law Enforcement or Emergency Response Personnel
  • Obstruct or impede the flow of traffic or entrances. If the costume cannot fit through a standard doorway, it may not be permitted during general convention hours. Exceptions may be made day-of for Cosplay Contest Contestants. 

In the end, what will and will not be considered acceptable at Ai-Kon in regards to costumes is at the discretion of Ai-Kon and Venue Staff. If any attendee’s costume falls under what is considered inappropriate, Ai-Kon will ask you to adjust your outfit accordingly or you will be removed from the Event. 

Props

Ai-Kon uses the following definitions for weapons and props:

  1. A “weapon” is any item that: is designed to cause injury, death or harm, or anything a person can use or intends to use to cause injury, death or harm. This can also include items that are used, or are intended for use, to intimidate or threaten.
  2. A “prop” is any item used by an Attendee to enhance their costume.
  3. A “regular prop” is any prop that is less than 50 inches long or wide, and less than 2 inches in thickness (127x5cm).
  4. A “oversized prop” is any prop bigger than a regular prop. These props are not permitted inside the Marketplace. Oversized props can only be constructed out of cardboard, foam, balsa or other lightweight material that does not pose a hazard if it falls on someone. Wooden dowels are acceptable to serve as cores of oversized props.

ALL PROPS, EVEN IF APPROVED PREVIOUSLY, MUST BE RECHECKED EACH YEAR.

  • Any unapproved props must be removed from the Event immediately.
  • Functional weapons are NEVER permitted at Ai-Kon, regardless if they are rendered inert or blades dulled. 
  • Event Staff have the final say on whether a prop will be allowed at the Event, and props are subject to continued assessment throughout the Event.
  • All inspected props will be marked (peace bonded) in a highly visible way. This marking must never be hidden/removed.
  • Prop Weapons must be holstered, sheathed, or slung except while posing for photos. They cannot be swung or brandished with exception for posing and photography purposes.
  • All props must be carried safely and under your control.
  • Misuse of props, weapons or other items, even if they are approved, may result in the prop being confiscated, removal from the event, or both. Be aware of how you are conducting yourself and know your surroundings at all times.

Prohibited Items:

  • Toys, props or weapons that are capable of firing a projectile, regardless of the projectile. This includes weapons such as airsoft, gel-ball guns, shuriken or throwing knives and toys such as nerf or waterguns.
    • Modifying a prop (not a weapon) to be unable to fire a projectile is permitted (e.g. making a bowstring for a prop bow out of low-tensile thread, removing the internals from a Nerf gun etc.)
  • Metal bladed weapons, regardless of hardness or sharpness, or if the blade has been covered.
    • Wooden/polypropylene training swords/knives and Kendo shinai are considered functional weapons.
  • Props that could reasonably be perceived as a public danger at any distance.
  • Sporting equipment (including bats, ice skates, skateboards, paddles of any kind)
  • Metal cookware or utensils
  • Laser emitting devices (e.g. laser aiming devices, laser pointers). Laser pointers are permitted for use at panels/workshops by the host, but must never be pointed at another person.
  • Highly disruptive props (e.g. cap guns, bright lights, air horns, bubble guns, smoke/fog emitters)
  • Hoverboards, Roller Blades, Wagons/Carts, Bicycles or other wheeled items except medical assistive devices.
  • Drones/UAV’s

Generally Accepted Materials:

  • Cardboard, including foamcore
  • Foam, including styrofoam/insulating foam or EVA foam
  • Lightweight Wood
  • PVC, including PVC tubes
  • Plastic, including thermoplastics, 3D printed materials (TPU/ABS/PLA)

Prohibited materials:

  • Metal (this includes metal tubing, curtain rods, etc.)
  • Carbon fibre/fiberglass
  • Glass or ceramics
  • Materials that have been made to, or that can hold, an edge or a sharp point.

Presenter Passes

All groups or individuals providing community content via the Programming department are eligible for Presenter Passes. Presenters are assigned a complimentary weekend or day pass, assigned to the presenter by the Programming department as outlined below:

Complimentary weekend passes will be available to presenters, including panelists, hosts of game shows, craft panels, demonstrations, performers, event organizers who are not contracted to receive payment from Ai-Kon for their participation at the event, and approved Dance Showcase performers. Otherwise, a day pass will be issued. These passes must be requested at least 2 weeks in advance before the Event from the Programming department and are distributed at Registration/Pre-registration. 

If a presenter already has a pass from another department or event, such as staff, volunteer, artist, vendor, exhibitor or a different panel, they are permitted to assign their presenter pass to an assistant who will be assisting them during their programming at the convention. This assignment must be done prior to the convention and must be approved by the Programming department. Presenters are limited to 1 weekend or day pass that they are allowed to assign to an assistant.

Misuse of presenter passes, including but not limited to lending their passes to other attendees or canceling/no-showing on an event or other volunteer commitment without proper notification, may result in revoking of passes, removal from the Event, temporary or permanent bans on presenting at the Event or other penalties as determined by the Programming Department. 

Ai-Kon does not offer refunds on passes purchased before the assignment of a complimentary presenter pass. 

General Contest Policies

  • All contestants must have a valid pass to the event and pay any required contest fees in advance, unless otherwise stated in the contest rules.
  • Contestants cannot be involved in the operation or the judging process of the contest.
  • Contestants cannot be members of Ai-Kon Staff or Volunteers.
  • Contestants must follow all contest rules and other eligibility requirements as stated on the official website.
  • Non-competitive contest entries may be permitted at the contest coordinator’s discretion; these entries are not eligible for any prizes or awards.
  • Any exceptions to contest eligibility will be stated in the official contest rules.

Privacy Policy

Ai-Kon is committed to protecting the privacy of the personal information of our staff, volunteers, attendees, customers and stakeholders. Ai-Kon prioritizes transparency, and is dedicated to providing information about how we collect, use, disclose and protect your personal information in compliance with applicable provincial and federal legislation.

In this policy, “personal information” may refer to any data about an individual that can be used to identify them, either on its own or in combination with other details. This includes information such as name, contact information, date of birth or credit card information. It may also include technical information, such as IP address, web browser settings and unique device identifiers.

Ai-Kon collects, uses, and discloses personal information only for the purposes that a reasonable person would consider appropriate to Ai-Kon’s activities. This personal information will be kept in strict confidence and will only be used for the purposes of which it was collected. 

Specific safeguards will be taken to protect any personal information, such as limited access. Ai-Kon retains personal information only for as long as necessary. If required, an individual can request their personal information to be modified.

Ai-Kon will respond promptly to any request by an individual for access to their personal information. 

Violations of Ai-Kon Policies

Ai-Kon reserves the right to enforce punishment at its discretion against any attendee who violates these policies. Such punishment can include, but is not limited to;

  1. A warning issued to the attendee
  2. Requiring the attendee to leave a particular event, panel/showing room or the venue;
  3. Revoking an attendee’s pass without refund, and/or;
  4. Banning an attendee from future Ai-Kon events.

If deemed necessary, local law enforcement may be involved. New tickets purchased for the purpose of reentry after removal under this policy will not be refunded.