Logo small.png

Convention Policies

We want our convention to be a safe, comfortable, and enjoyable experience for everyone.  Since the convention committee and the sponsoring organization have neither legal police powers nor employ police officers, we have established standards of expected behavior which apply to everyone.

 

Code of Conduct

World Fantasy exists for the enjoyment and enrichment of its members and community. Although we believe our members and attendees as a whole are rational and responsible adults, this Code of Conduct seeks to ensure that the behavior of any person or group does not disturb the membership as a whole or detract from the relaxed and comfortable atmosphere of our events.


It is important that you read and understand this Code. Anyone who attends World Fantasy is expected to follow this Code for the entire duration of the event.

 

World Fantasy is prepared to deal with any issues related to the Code in as rapid and efficient a manner as possible should they occur. We thank our members and attendees for their assistance in making World Fantasy events enjoyable experiences for everyone. Have fun – just please remember to be courteous to those around you while doing so!

 

World Fantasy values free expression of opinions and open discourse; this policy is not established to limit those.

Behavior Policy

All World Fantasy events should be an experience where everyone feels welcomed and comfortable.

Discrimination (based on, but not limited to, gender, race, ethnicity, religion, age, sexual orientation, gender identity, or physical/mental disability) is not tolerated. Harassment of any kind is not tolerated. If someone tells you “no” or asks you to leave them alone, your business with them is done.

  • If you feel that you are being discriminated against or harassed, or if you notice someone behaving inappropriately (such as violating hotel or convention policies), we respectfully suggest the following:

  • If you feel comfortable doing so, point out the inappropriate behavior to the person(s) involved. Often this will solve the problem immediately.

  • If you do not feel comfortable talking with the person(s) involved or if talking to them does not resolve the issue, please report the situation immediately. Try to provide a name, badge name/number and/or physical description of the person(s) involved. Note that we need to know during the event about any incidents in order to take action.

Upon receipt of a complaint, an authorized committee member will be delegated to create a report of the incident, including talking to those involved and any witnesses, and work with the Chair of the convention to decide on appropriate action. World Fantasy will keep private the identities of persons involved as much as possible, restricting the identities to those parties with a genuine need to know in order to perform their duties. Disclosure of any identifying information of those involved in a complaint, or details about the complaint, by any staff of World Fantasy, beyond that described above, without the consent of those involved may be viewed as harassment and responded to accordingly. World Fantasy will be happy to help participants contact hotel security or local law enforcement, provide escorts, or otherwise assist members to feel safe for the duration of the convention.

Privacy, Photographs, and Recording Electronic Information Photography and video and/or audio recordings are frequently made by World Fantasy during events. The likenesses of event attendees and members may appear in those recordings. Attendees and members agree to assign without compensation the use of their likeness in promotional material.

Personal Photography / Recordings:

Please be polite and ask before taking photographs or recordings of attendees and members whenever possible. Remember that just because someone is in costume does not mean that they are automatically granting permission to be photographed. Video and audio recording and photography for personal archival use only is generally acceptable unless individuals make it clear that they do not want to be photographed or recorded. In that case, any photographing or recording them is expressly forbidden.

Revocation of Membership

World Fantasy reserves the right to revoke membership from and eject anyone at any time from a World Fantasy event without a refund.

Failure to adhere to any of these policies may result in possible consequences that include but are not limited to:

  • Talking with all parties involved and attempting to mediate a solution

  • Issuing verbal warnings

  • Revoking memberships and requesting that the person(s) leave the event

  • Involving hotel or facility staff or security

  • Contacting local law enforcement

  • Banning of attendance at and membership in World Fantasy, including any post-World Fantasy events.

Interpretation

World Fantasy reserves the right to amend these rules at any time without prior or posted notice and reserves the sole right of interpretation. Please keep in mind that these rules involve, of course, “worst-case” scenarios and are put in place to ensure the safety and comfort of our members. They are not all-inclusive; in all cases, the singular rule that supersedes all others is, “Any action or behavior that is illegal or causes significant interference with event operations, excessive discomfort to other attendees, or adversely affects World Fantasy’s relationship with its guests, its venue, or the public is strictly forbidden and may result in revocation of membership privileges.”

Diversity and Inclusion

The committee for the 2022 World Fantasy Convention is unconditionally devoted to promoting diversity within our convention. We will have a Diversity and Inclusion Committee on programming. We are also actively recruiting people to create better cultural, gender, and community representation across all aspects of our convention, including the Art Show and the Dealers’ Room. These are still, for the most part, early days in the planning of our convention, but we are looking at ways to increase diversity and inclusion both in our membership and in our convention committee and volunteer base. We agree that in the past there have been problems in the handling of community concerns regarding sensitive and serious issues and we are taking steps to address these problems. We want our convention to be a friendly, accepting, comfortable place for BIPOC, queer, disabled, and other marginalized writers and fantasy enthusiasts.

Furthermore, the New Orleans World Fantasy Convention abhors the inequalities Indigenous, Marginalized, and Historically Underrepresented People are confronted with in policing and other aspects of society around the world, including Louisiana and the U.S., and we stand with them. We are committed to ensuring that all underrepresented people are given equal opportunities to participate in all aspects of our convention.

 

Accessibility

WFC 2022 is committed to providing the best possible experience to all our attendees, including those who need visual or auditory interpretive assistance or have limited mobility, or who require other assistance. Our venue, the Hyatt Regency, is ADA-compliant. Our function space, elevators, public bathrooms, and public areas are completely accessible to scooters and wheelchairs. If you require special assistance, or if you have questions concerning accessibility, please contact the convention chair or the hotel liaison

 
 
 
 
 
 
 

Data Privacy

 

  1. We collect your information to allow the convention committee and staff to provide you better services. Your personal information will be kept strictly confidential. We will ask your consent before sharing your information with anyone outside this convention committee.

  2. We must retain records relating to member registration and financial transactions. Other than this obligation, at a user's request, we will remove any information about the user from all online systems after the WFC 2022 convention.

  3. Contact information will be shared with the next two World Fantasy Conventions to allow our members the right to exercise their World Fantasy nomination rights. If you do not want your information shared with future conventions, please indicate that on your registration form.

  4. Member financial payment information, e.g. credit card numbers, does not come to us through online payment systems (PayPal, WIX,  and Square); such information is handled exclusively by the online payment service. (We utilize only Payment Card Industry (PCI) compliant companies when processing your credit cards.) Credit card information submitted physically (through a signed credit card slip) is kept secure and is not shared with anyone or used for any purpose other than the membership or other transaction requested by the member. Any physical copies of credit card information are shredded as soon as the payment has been finalized.

  5. The Louisiana Association of Literacy and the Fantastic is the sponsoring organization for this convention. xxx observes the laws of the United States, and the State of Louisiana, the rules of the World Fantasy Board. Within the practical limits and resources of a non-profit volunteer organization, we will observe international best practices for privacy as well as transparency in relation to information-storage and privacy policies.