BayCon Appeals Policy
If an individual wishes to appeal a decision made regarding a violation of BayCon policies, they may follow this appeals process:
- Appeal Submission: Appeals must be submitted in writing to [insert contact information] within [insert time frame, e.g., 14 days] of being notified of the decision. The appeal should include the details of the incident, the reason for the appeal, and any supporting evidence or documentation.
- Review Panel: An appeals panel consisting of impartial staff members and/or designated individuals will be convened to review the appeal. Panel members will not have been directly involved in the original incident or decision.
- Consideration of Appeal: The appeals panel will carefully consider the written appeal, review relevant information, and may request additional input from involved parties or witnesses as necessary.
- Decision: The appeals panel will make a final decision based on the merits of the appeal and the available information. This decision will be communicated in writing to the appellant within a reasonable timeframe.
- Finality of Decision: The decision of the appeals panel is final, and no further appeals or challenges will be entertained beyond this point.
BayCon strives to ensure a fair and transparent appeals process while upholding the integrity of the Code of Conduct. We value the feedback and concerns of our attendees and aim to address them appropriately.
Appeals Policy last modified May 2024.
BayCon Costumes Policy
Cosplay is a creative and enjoyable aspect of the convention experience. BayCon welcomes all attendees to express their fandom through cosplay while maintaining a respectful and inclusive environment. The following policy outlines guidelines and expectations for cosplay:
- Respect and Consent: Treat all cosplayers with respect, recognizing their autonomy and personal boundaries. Cosplay is not consent for unwanted physical contact, photography, or comments. Always ask for permission before taking photographs or engaging in any physical interaction.
- Appropriate Attire: Cosplayers are welcome to express their creativity and embody their favorite characters through their costumes. While we encourage freedom of expression, it is important to maintain a respectful and inclusive environment. Costumes should not push the boundaries of public indecency or violate any local laws or regulations. Some costumes may be risqué due to their chosen character or design, but they should not cross the line into public indecency.
Should any Staff decision be disputed, Cosplayers have the right to request an escalation or appeal of said decision regarding the appropriateness of their attire. Requests for escalation should be made in accordance with the BayCon Appeals Policy. We will make every effort to respond to the appeal within 24 hours with a decision. - Public Behavior: Engage in responsible and respectful behavior while in cosplay. Do not engage in disruptive or offensive actions that may compromise the safety or enjoyment of others. Be mindful of your surroundings, adhere to the venue’s policies, and follow the instructions of convention staff and security.
- Weapons and Props: Weapons and props must comply with the convention’s weapon policy. Ensure that all props are safe, non-functional, and cannot be mistaken for real weapons. Use caution when posing with or displaying props to avoid accidental harm or causing panic. Please see our Cosplay Weapons Policy for more detail.
- Photography: Obtain explicit consent before photographing or recording cosplayers. Respect their wishes if they decline or ask not to be photographed. When sharing cosplay photos online, be mindful of the cosplayer’s preferences and credit them appropriately.
- Reporting Concerns: If you witness or experience any issues related to cosplay, such as harassment or inappropriate behavior, report it immediately to a designated BayCon staff member, volunteer, or security personnel. Your concerns will be addressed promptly and confidentially.
- Code of Conduct: Cosplayers are expected to adhere to the overall code of conduct of BayCon. Any violations may result in consequences, including but not limited to warnings, expulsion from the convention without refund, and prohibition from attending future BayCon events.
Cosplay Policy last modified May 2024.
BayCon Cosplay Weapons Policy
At BayCon, we value creativity and self-expression in cosplay while prioritizing the safety and compliance with local laws and regulations. To ensure a safe and legally compliant environment, we have established the following guidelines for cosplay weapons:
- Weapon Inspection: All cosplay weapons must be inspected and approved by designated BayCon Staff before being brought into the convention space. This inspection is mandatory for all attendees carrying props that resemble weapons, regardless of whether they are functional or not.
- Weapon Criteria: Cosplay weapons must meet the following criteria:
- They must comply with state and local laws and regulations regarding weapons and public safety.
- They should be made from lightweight and non-hazardous materials, such as foam, plastic, rubber, or other safe materials.
- They must not have any sharp edges or points that could cause injury.
- Projectile weapons, such as BB guns, airsoft guns, or any weapon that shoots projectiles, are strictly prohibited.
- Any prop that can be used as a bludgeoning weapon, even if made of foam or other soft materials, will not be allowed if it poses a safety risk.
- Peace-bonding: Once a cosplay weapon has been inspected and approved, it will be peace-bonded by the ConOps team. This involves marking the weapon in a way that shows it has been checked and deemed safe for convention use. Peace-bonded weapons must remain visibly marked at all times.
- Display and Usage: Cosplay weapons should be carried and used responsibly. They must not be swung, brandished, or used in any way that may endanger others or violate laws. Respect personal boundaries and exercise caution when posing for photographs or participating in any activities involving weapons.
- Unauthorized Use: Inappropriate or unsafe use of cosplay weapons will not be tolerated. Attendees found using their weapons in a dangerous or disruptive manner may be asked to leave the convention. The severeity of the usage may also result in law enforcement being contacted. Violation of state or local laws may result in legal consequences.
Please note that it is the responsibility of each cosplayer to familiarize themselves with and comply with the state and local laws and regulations regarding weapons and public safety.
BayCon strives to provide a safe, compliant, and enjoyable environment for all attendees. We appreciate your cooperation in adhering to this Cosplay Weapons Policy and helping us create a memorable experience for everyone.
Cosplay Weapons Policy last modified May 2024.
BayCon Fan Table Policy
- Table Reservation: Fan tables at BayCon 2024 can be reserved on a first-come, first-served basis. Interested individuals or organizations must submit a request through the designated BayCon 2024 website or email address. A confirmation will be provided upon successful reservation.
- Table Assignments: Table locations are assigned based on space availability and convention layout. While preferences will be considered, specific table assignments cannot be guaranteed.
- Sales Policy: Fan tables are intended for promoting fandom-related content, sharing information, and engaging with attendees. Only sales that are memberships/admission to other non-profit-run conventions or organizations are permitted. Selling merchandise, promoting commercial products, or soliciting donations require prior approval and may be subject to additional fees or restrictions. Note that violation of this policy may result in a penalty fee equal to the charge for a single vendor table, and you and your group will be moved into the Vendor Hall for the remainder of the convention.
- Membership Badge Requirement: All individuals working at a fan table must possess a valid BayCon 2024 badge. Badges must be visibly displayed or easily accessible at all times.
- Decorations and Displays: Fan table operators are encouraged to decorate their tables creatively and appropriately within the designated space. However, wall-mounted signs or displays are strictly prohibited, in accordance with the hotel’s policies.
- Conduct and Compliance: Fan table operators must comply with BayCon policies. Any violation may result in the removal of the fan table and potential consequences as outlined or specified within the violated policy.
- Liability and Insurance: Fan table operators are solely responsible for their own property, merchandise, and activities at the table. BayCon 2024 and its organizers shall not be held liable for any loss, damage, theft, or injury related to fan table operations.
- Hours of Operation: Fan tables must be manned during the below hours during BayCon 2024. It is the responsibility of fan table operators to staff their tables during these hours:
- Thursday: 1pm to 6pm
- Friday: 9am to 6pm
- Saturday: 9am to 6pm
- Sunday: 9am to 5pm
- Cleanliness and Tidiness: Fan table operators are expected to maintain a clean and organized table space throughout the convention. Dispose of trash and unwanted materials appropriately in designated bins.
- Power Availability: While power/electricity may be available, it is not guaranteed for every fan table. Please plan accordingly and have backup power options if necessary.
- Shared Use of Outlets: Fan table operators who intend to use power outlets must use power strips and/or surge protectors. Outlets within reach of the fan tables must also be shared among neighboring tables.
- Agreement to Uphold Policy: By claiming and working at a fan table, all persons agree to uphold and abide by this policy, as well as the rules and regulations set forth by BayCon 2024 and the Santa Clara Marriott in Santa Clara, California.
- Policy Changes: This policy is subject to change with or without notice. It is the responsibility of fan table operators to review and comply with the most up-to-date version of the policy.
- Enforcement and Discretion: BayCon 2024 reserves the right to enforce and interpret this policy at its discretion. Any violations may result in warnings, temporary suspension of fan table privileges, or permanent exclusion from future conventions
Fan Table Policy last modified May 2024.
BayCon Party and Reception Policy
We realize that parties are traditionally a large component of the BayCon nightlife. We want everyone to have a blast while ensuring a safe and enjoyable environment for all. So, please take a moment to review the following rules while you revel in the festivities. If you have any questions or issues, feel free to reach out to the BayCon ConOps and Hotel Team located in Redwood. Remember, no arguing with the hotel staff – leave that to us!
Party Floor Access
Guests wishing to be on the party floor, which includes the ground and second floors the designated Garden Terrace (perimeter) buildings, and host a party will need to contact the BayCon Hotel Team at hotel@baycon.org to provide their information. This must be completed no later than 20 days prior to check-in at the hotel. Upon arrival at BayCon, proceed to ConOps to obtain and sign a copy of these party rules.
Safety/Headcount
Let’s keep the party vibes alive while ensuring everyone’s safety! To comply with fire safety regulations and prevent any potential hazards, we kindly request that the number of partygoers in each room remains reasonable. We want to avoid overcrowding and ensure a comfortable experience for all.
Oh, and speaking of safety, our vigilant BayCon Staff will be making their rounds, popping up at parties and receptions randomly. Don’t worry, they’re not there to spoil your fun but to ensure everyone’s well-being. They will have the final say on what constitutes a “reasonable” number of partygoers based on safety guidelines. Let’s cooperate and keep the good times rolling!
Overnight Guests
We know that parties can go late into the night, and you might have friends who want to crash in your party room. However, we need to ensure everyone’s safety and comply with local fire code regulations. So, here’s the scoop:
The maximum number of overnight guests in a guest room are posted on the hotel’s website and will be enforced by the hotel (make sure you look it up)! We want to avoid overcrowding and make sure everyone has a comfortable stay.
Room Care and Damages
Individuals in guest rooms are responsible for carpet cleaning fees and/or damage fees beyond normal wear and tear. The Hotel will perform standard cleaning procedures after party-floor guests depart. Any areas of the carpet requiring major spotting, extra labor shampooing/cleaning, repair, or replacement will be charged to the respective guest room.
We kindly request that party hosts ask the attendees not to carry drinks of any kind into the hallways. By doing so, we can avoid additional cleaning fees for the hallway carpets and ensure a fresh and inviting atmosphere for everyone.
Furthermore, individuals are responsible for significant damage to furniture, art, and accessories in guest rooms. If any items are broken, please report it to the hotel at the time of check-in to avoid any misunderstandings. The Hotel will assess fees associated with damages and broken items, including shipping and tax. Replacement and repair fees will be charged to the respective guest room accordingly. Oh, and please refrain from placing ice bins or large water containers directly on desk tops in the guest rooms – let’s keep them in the bathtub!
Room Furnishings and Art
Nothing be removed from the guest rooms, including wall hangings, art, furniture, beds, and so on. No room furnishings or artwork may be relocated from one room to another unless pre-approved through the Hotel. Please note that bed removal service is available, but at a cost of $1,000. If you wish to have you bed pulled, contact the front desk and make arrangements.
Smoking Policy
We value clean and fresh air for everyone, so please note that the entire hotel is non-smoking. If smoking occurs in any guest rooms, the Hotel will treat the room upon departure. A charge will be assessed for the necessary treatment and cleaning procedures. Cleaning charges will be added to the final bill of any party room that has been smoked in.
Noise Management
We want everyone to have a great time, but let’s also be mindful of our fellow guests. The Hotel will work with BayCon to ensure noise levels are monitored and kept at a reasonable volume to prevent noise complaints from other guests. If there is a failure to observe a reasonable volume level or repeated complaints, it may result in eviction from the property. The BayCon Convention Committee will be involved in this process to ensure a harmonious atmosphere for all.
Kitchen Equipment and Open Flame
For everyone’s safety, the use of electric cookware, warmers, and open flame equipment is not allowed in the guest rooms. Let’s keep the culinary adventures limited to designated areas for everyone’s peace of mind.
Alcohol Policy
We’re all about having a good time, but let’s do it responsibly and legally! Please note the following guidelines:
- Alcohol may not be sold out of any guest room, nor may it be sold by anyone other than the Hotel staff. We leave the bartending to the pros!
- Sales of alcohol from a guest to any other guest will result in eviction from the property. Let’s not mix business with pleasure, shall we?
- Per state law, alcohol will not be given to anyone under the age of 21. If a party fails to check ID, or an individual provides alcohol to anyone under the age of 21, it may result in immediate eviction from the property and/or notification of the local authorities.
Convention Signage
No signs may be posted to walls. Please check with BayCon Info Desk to find the proper location to advertise your party. We want to make sure everything is clear and easy to find, so any signs or flyers should refer to “reception” instead of “party.” Let’s keep the communication flowing smoothly!
Please note that these policies are in compliance with all applicable City of Santa Clara, County of Santa Clara, and California State Laws and regulations. We want to ensure a safe and enjoyable experience for everyone at BayCon.
Party and Reception Policy last modified May 2024.
BayCon Photography and Recording Policy
- Purpose
BayCon strives to create a safe, respectful, and inclusive environment for all attendees. This Photography and Recording Policy outlines guidelines for the photography and recording of convention events, panels, and attendees to ensure the privacy, consent, and comfort of everyone involved. - Consent and Respect
- All attendees, panelists, and participants have the right to control their own image and likeness. Photography and recording should only be conducted with the explicit consent of the individuals being photographed or recorded.
- Attendees are encouraged to ask for permission before taking photographs or recording audio/video of others. If someone requests not to be photographed or recorded, their wishes must be respected.
- Harassment and Respectful Conduct
- Photography and recording must not be used to engage in harassment, intimidation, or unwanted attention towards others. This includes but is not limited to taking photographs without consent, making lewd or inappropriate comments, or using images or recordings for malicious purposes.
- Attendees are expected to adhere to BayCon’s Code of Conduct and Harassment Policy at all times when engaging in photography or recording activities.
- Respect for Diversity and Inclusion
- Photography and recording should celebrate the diversity of our community and respect individuals’ identities, backgrounds, and personal boundaries.
- Attendees are encouraged to consider the cultural, religious, and personal sensitivities of others when capturing or sharing images or recordings.
- Cosplay and Costuming
- Cosplayers put significant effort into their costumes and portrayals. Attendees should seek permission before photographing or recording cosplayers and respect their personal space and boundaries.
- Photography and recording of cosplayers should focus on the costumes and characters rather than the individuals’ physical attributes or appearance.
- Reporting Violations
- Any violations of this Photography and Recording Policy, including instances of harassment or inappropriate conduct, should be reported to BayCon staff or security immediately.
- BayCon will take appropriate action in response to reports of policy violations, including but not limited to warning the individual, revoking convention privileges, or involving law enforcement if necessary.
- Related Policies
- This Photography and Recording Policy is part of BayCon’s commitment to promoting a safe, respectful, and inclusive convention environment. Attendees are also expected to adhere to BayCon’s Code of Conduct, Harassment Policy, DEIA Policy, and other relevant policies and guidelines.
- Consent Documentation
- Attendees who wish to take photographs or record audio/video at BayCon may be asked to sign a consent form affirming their understanding and agreement to abide by this Photography and Recording Policy.
- Policy Acknowledgment
By attending BayCon, all individuals acknowledge and agree to comply with this Photography and Recording Policy, as well as all other BayCon policies and guidelines.
This Photography and Recording Policy reflects BayCon’s commitment to promoting a safe, respectful, and inclusive convention environment, where all attendees can enjoy themselves without fear of harassment or unwanted attention
Photography and Recording Policy last modified May 2024.
BayCon Vendor Table Policy
BayCon welcomes vendors to showcase and sell their merchandise at our convention. To ensure a positive and inclusive experience for all attendees, we have established the following guidelines for vendor tables:
Table Reservation
Vendors must apply and receive approval for a table reservation through the designated vendor application process. Submission of the application does not guarantee a table reservation.
Membership Requirement
All individuals working at a vendor table must have a valid BayCon 2023 membership badge. Badges should be prominently displayed at all times while operating the vendor table.
Conduct and Interaction
Vendors are expected to conduct themselves in a professional and respectful manner. This includes:
- Treating all attendees, staff, and fellow vendors with courtesy and respect.
- Refraining from engaging in any form of harassment, discrimination, or disruptive behavior.
- Complying with all applicable laws and regulations, including those related to the sale of merchandise.
Merchandise
Vendors may sell items that align with the theme and atmosphere of BayCon. However, the following items are prohibited:
- Counterfeit or unauthorized reproductions of copyrighted or trademarked materials.
- Illegal or dangerous items as per local and state laws.
- Items that promote hate speech, discrimination, or offensive content.
Decorations and Displays
Vendors are encouraged to decorate and display their tables attractively. However, the following guidelines must be followed:
- Wall-mounted signs or displays are prohibited, as per the policy of the venue.
- Table-mounted and free-standing banners and signs are recommended for promotional purposes.
Electricity
While power/electricity may be available, it is not guaranteed. Vendors requiring electricity should indicate their needs during the table reservation process. Please note that outlets within reach must be shared among vendors and not monopolized.
Sales
Vendors are allowed to sell their merchandise directly to attendees. However, all sales must comply with the following guidelines
- Only memberships to other conventions or similar events may be sold. Sales of memberships to BayCon are not permitted at vendor tables.
- Selling or charging attendees for alcohol is strictly prohibited, regardless of whether a permit is obtained.
Health and Safety
Vendors must adhere to the health and safety guidelines set forth by BayCon to ensure a safe and comfortable environment for all attendees. This includes:
- Compliance with the BayCon Health Policy, which may include requirements such as masking and up-to-date COVID-19 vaccinations.
- Providing a clean and sanitized vendor space, including regular disinfection of surfaces and frequently touched areas.
- Following any additional health and safety protocols communicated by BayCon, such as social distancing measures or occupancy restrictions.
BayCon reserves the right to enforce this policy and take appropriate action in case of any violations, including but not limited to issuing warnings, temporary or permanent removal of vendor privileges, and legal action if warranted.
Please note that this policy is subject to change with or without notice. Vendors are responsible for regularly reviewing the policy and complying with any updates or revisions.
For any questions or further clarification regarding the vendor table policy, please contact the BayCon Vendor Coordinator at vendors@baycon.org.
Vendor Table Policy last modified May 2024.
Weaponization of BayCon Policies
BayCon is committed to fostering an inclusive and respectful environment for all attendees. We strictly prohibit the weaponization or misuse of any of our policies and other guidelines established for the convention. This includes but is not limited to:
- False Reporting: Making intentionally false reports or accusations of harassment or policy violations against others.
- Retaliation: Retaliating against individuals who have made legitimate reports or participated in investigations related to policy violations.
- Malicious Intent: Using policies as a means to harm, harass, intimidate, or manipulate others.
- Misrepresentation: Misinterpreting or distorting the intent or content of BayCon policies with the purpose of causing harm or confusion.
We take the weaponization of policies very seriously. If we determine that an individual has engaged in such behavior, immediate and appropriate action will be taken, which may include but is not limited to:
- Investigation: We will conduct a thorough investigation to gather relevant information and evidence.
- Zero Tolerance: If the weaponization of policies is substantiated, BayCon will enforce a zero tolerance standard, which may result in consequences such as:
- Expulsion from the convention without refund.
- Banning the individual(s) from future BayCon events.
- Reporting the incident to local authorities if necessary.
- Appeals Process: Individuals who believe they have been wrongly accused of weaponizing policies may appeal the decision to the BayCon Executive Committee for a fair and impartial review. Appeals should be made in writing within seven (7) days of the initial decision. The Executive Committee will review the appeal and provide a response within a reasonable timeframe, typically within 24 to 48 hours.
BayCon is committed to upholding the principles of fairness, respect, and inclusivity. We expect all attendees to familiarize themselves with our policies and adhere to them responsibly. By working together, we can create a safe and enjoyable environment for everyone at BayCon.
Weaponization of BayCon Policies last modified May 2024.
BayCon Whistleblower Policy
- Purpose:
The Society for the Promotion of Speculative Fiction (spSF), as a 501c3 non-profit organization dedicated to hosting and producing BayCon, a volunteer-run convention, is committed to upholding high standards of integrity, transparency, and ethical conduct. This Whistleblower Policy is established to provide a confidential and accessible mechanism for volunteers, attendees, or stakeholders to report concerns or suspicions of wrongdoing within BayCon. - Reporting Procedure:
- Any volunteer, attendee, or stakeholder who becomes aware of any improper conduct, including but not limited to violations of laws, regulations, or organizational policies, financial mismanagement, unethical behavior, or conflicts of interest, is encouraged to report such concerns.
- Reports should be submitted in writing to the designated spSF Board Ombudsperson. The Ombudsperson shall be appointed by the spSF Board of Directors and shall oversee the receipt, review, and investigation of whistleblower reports.
- Whistleblower reports may be submitted via email, mail, or in person. Contact information for the Ombudsperson will be provided on the BayCon website and in other relevant documentation.
- Confidentiality:
- BayCon is committed to protecting the confidentiality of whistleblowers to the fullest extent permitted by law. Information provided in whistleblower reports will be treated with the utmost sensitivity and discretion.
- Whistleblowers who wish to remain anonymous may do so, although providing contact information may facilitate the investigation process.
- Non-Retaliation:
- BayCon prohibits retaliation against individuals who report concerns or complaints in good faith. No adverse action will be taken against whistleblowers for making a report or participating in an investigation.
- Any acts of retaliation against whistleblowers will be subject to disciplinary action, up to and including removal of volunteer status, expulsion from the convention, or other appropriate measures.
- Investigation and Resolution:
- Upon receipt of a whistleblower report, the spSF Board of Directors will designate a team to conduct a prompt and thorough investigation.
- Whistleblowers may be contacted for additional information or clarification during the investigation process.
- Following the investigation, appropriate action will be taken to address substantiated concerns or complaints. This may include disciplinary action against individuals found to have engaged in misconduct, implementation of corrective measures, or other remedial actions as necessary.
- Records Retention:
- All whistleblower reports and related documentation will be retained by BayCon for a minimum period as required by applicable laws and regulations.
- Compliance:
- BayCon is committed to complying with all applicable laws and regulations related to whistleblowing and protecting whistleblowers from retaliation.
- Communication and Training:
- This Whistleblower Policy will be communicated to all volunteers, attendees, and stakeholders of BayCon.
- Training on the Whistleblower Policy and procedures will be provided to relevant personnel to ensure understanding and compliance.
- Review and Updates:
- This Whistleblower Policy will be reviewed periodically by the BayCon Board of Directors to ensure its effectiveness and compliance with applicable laws and regulations.
- Updates or revisions to the policy may be made as necessary to reflect changes in laws, regulations, or organizational practices.
- Contact Information:
- For whistleblower reports or inquiries, please contact the designated Ombudsperson at ombud@societysf.org.
This Whistleblower Policy is intended to foster a culture of accountability and integrity within BayCon and provide safeguards for reporting and addressing concerns of misconduct.
BayCon Whistleblower Policy last modified May 2024.