In addition to the policies below, please also view our Privacy and Returned Check policies.
Convolution Harassment Policy
Convolution is dedicated to providing a harassment-free conference experience for everyone, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, physical appearance, marital status, genetic information, gender, age, or sexual orientation. Convolution defines harassment as "any behavior that intentionally annoys or alarms another person." This includes, but is not limited to, offensive verbal comments, deliberate intimidation, stalking, following, harassing photography or recording, inappropriate physical contact, unwelcome sexual attention, and/or sustained disruption of convention events.
Convolution does not tolerate harassment of Convolution attendees in any form. Anyone asked to cease any harassing behavior is expected to comply immediately, regardless of the source of the request.
Convolution staff will take any action they deem appropriate in response to harassing behavior, up to and including expulsion from the convention, individual bans from Convolution events, and/or involvement with law enforcement.
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a Convolution staff member immediately either by approaching them directly, or by contacting Convention Operations (located in the Oak Room). If you believe that there is a threat of immediate physical harm, please dial 911 or contact hotel security.
Please note: Any attempt to have an innocent person removed from the convention by falsely accusing him or her of harassment will be itself treated as an act of harassment and will be dealt with appropriately. The responsibility for settling interpersonal disputes lies solely with the individuals involved, and Convolution will not tolerate being used as a leveraging point in such disputes.
Convolution Badge Policy
Your Convolution 2012 membership badge serves several purposes:
- To identify those people who are members of Convolution 2012
- To identify individual Convolution 2012 members to convention staff, hotel staff, and other attendees
- To provide a cool souvenir to take home (and to provide a place to hang ribbons)
In accordance with these goals, we ask that all members of Convolution 2012 wear their badge in a visible location when in convention space. Entrance to some Convolution 2012 events may be prohibited to individuals not displaying a Convolution 2012 badge. All badges remain the property of Convolution 2012 until November 5, 2012. While we require that Convolution 2012 members' legal names be on file with our Registration Department, we do allow members to choose what name or identifier they wish to display on their badge. Badges may not be shared, loaned, traded, or sold to other individuals. Please don't lose your badge. If you DO lose your badge, we will ask you to purchase another one, though we will happily refund the cost of the replacement if you find the original. In the event of a badge revocation for violation of Convolution Policies, there will be no refund.
Convolution Fan Table Policy
- Convolution does not charge a fee for your use of a Fan Table, but that free usage doesn't include memberships to the convention. We require that only a single membership be purchased prior to setting up your promotional display/items - which member of your group gets registered is up to you. Additional memberships need be purchased for other members of your group only if they intend to enter the non-public areas of our convention.
- Out of respect for our vendors - who pay us for the use of their marketplace tables - sales of goods and/or services are not allowed at Fan Tables, with the following exceptions:
- Promotion of a charity and/or collecting donations for a registered 501(c)3 organization
- Advance sales of memberships to your upcoming event or club activity
- Logo merchandise specific to your group, or items made exclusively for and by your organization to promote your event
- Convolution does not charge a percentage of sales made at Fan Tables.
- The location of your Fan Table is at the discretion of the Business Services division of Convolution. Your request can indicate preferences - electricity, distance from the main entrance, etc. - but specific placement is not guaranteed. We will do our best to meet each request, and will provide you with confirmation of your Fan Table reservation during the week prior to the event.
- If you are planning to use electricity in your promotional display, remember to bring your own cables and extension cords. Typically, at least one outlet is located behind or near Fan Tables. Be aware, however, that you may not be located immediately adjacent to a power source.
- If you have not taken possession of your Fan Table by 8PM on Friday of the convention, we reserve the right to reassign it to another interested group for the remainder of the weekend. If you're unable to arrive by that time, please indicate this in your request, or communicate your E.T.A. to the Fan Table coordinator BEFORE 8PM on Friday of the convention.
Convolution Returns Policy
All membership fees are non-refundable. Registrations may be transferred to another party at no cost so long as Convolution is properly informed of the transfer. An unused membership may be applied to the following year's event if the request for rollover is received at least 30 days in advance of the event. To request a transfer, please send a message to our Member Services department using the Contact Us page. All requests must be received no later than 30 days prior to the event.
Convolution Photography/Recording Policy
Convolution 2012 is a public event. Members may be photographed, recorded, or filmed in any public or convention space.
Specific Convolution 2012 events may ban photography, filming, and/or recording. Such restrictions will be announced on the Convolution 2012 website, in the Convolution 2012 Pocket Program, and at the specific convention event. If a staff member or attendee request that you refrain from recording/filming/photographing them, please respect their wishes.
Convolution Party Policy
- The registered guest(s) in each room are responsible for the actions of anyone in the room.
- Please observe quiet hours beginning at 9PM each evening, keeping voices and sounds at a low level in corridors and inside guest rooms. Failure to observe a reasonable volume level, or repeated complaints, may result in eviction from the property.
- Behavior that results in an inconvenience to your neighbors may result in eviction from the property.
- Avoid disturbing your neighbors by remembering to quietly open and close your guest room doors.
- Before checking out of your room, please put any Hotel furniture and/or accessories that you may have moved back into its original position.
- All rooms must have a method of payment on file to cover incidental charges for services such as pay movies, outgoing phone calls and Internet service, unless the registered guest elects to have these services disabled.
- Duplicate guest room keys can only be issued to a guest registered in that room. Please note that valid photo ID will be required.
- The Hotel requires a $200 deposit for each party room.
- All party rooms are non-smoking. The Hotel may assess cleaning charges for any room that has been smoked in.
- Sales of goods or services from a Hotel room may result in eviction from the property.
- Sales of alcohol by anyone other than a Hotel employee will result in eviction from the property.
- Per State Law, alcohol may not be given to anyone under the age of 21. Failure to check ID, or providing alcohol to anyone under the age of 21, will result in immediate eviction from the property and/or notification of the local authorities.
- There are two ice machines on each guest floor. If you require a significant amount of ice, please contact the Hotel in advance, or arrange to purchase ice from an outside vendor.
Convolution Behavior Guidelines
Conventions can be stressful. When you pack a lot of people together in one
space and provide better things to do than sleep, the potential for
negative interactions rises. To help us ensure that everyone has the best
possible time here at the con, we ask that you follow a few simple rules
that you likely learned in kindergarten:
- No running. It's difficult enough to avoid another person's personal space when we're all moving at a reasonable speed. Moving faster just makes it more likely that someone will end up inadvertently sharing your current time/space nexus, and that can quickly lead to potentially awkward and painful moments.
- Share. Share the elevators, share the walkway, share the dance floor.
- When in doubt, ask. Whether you want a picture, an autograph, a hug, or a piece of birthday cake - ask first. "May I have your autograph?" "May I give you a hug?" "May I pet your animatronic dragon?" "May I have a piece of cake?"
- Accept that "No" means "No". When you ask, sometimes, the answer may be "No". Accept this. There is a reason for it. You can ask why, but please don't yell, bluster, or make a scene.
- Use your words. If you are uncomfortable, say something. If someone asks you something that makes you uncomfortable, say "No". If someone does something that makes you uncomfortable, ask them to stop. Remember, very few of us are telepathic. Sometimes the other person doesn't realize that they are making you uncomfortable until you say something. It can be as simple as "That makes me uncomfortable. Please stop." If you can't tell them on your own, find a convention staff member and we will help you get the message across.
- Be responsible for your own behavior. You are a sentient being. Please think about your actions and only perform the ones that will increase the fun for you AND the rest of the hotel inhabitants. If someone says "No" or asks you to stop, respect their decision. You'd want them to respect yours, right?
Failure to obey these basic rules means that the convention staff members have to assume the role of the teacher. We don't want to. We're here to have a good time, just like you. But if we have to, we'll put you in time-out or even send you home. And please don't make us call your parents/hotel security/law enforcement. We will.