At BayCon, we take reports of policy violations seriously and are dedicated to addressing them promptly and effectively. Our response process is as follows:
- Report Submission: Reports can be made in person to any staff member or organizer at the convention, or via email to [insert contact information]. Provide as much detail as possible, including the nature of the incident, individuals involved, and any supporting evidence.
- Confidentiality: All reports will be handled with sensitivity and discretion. Information will be shared only on a need-to-know basis with the appropriate individuals involved in the investigation and resolution process.
- Investigation: Reports will be promptly investigated by designated staff members or an appointed response team. They will gather information, interview involved parties and witnesses, and review any available evidence.
- Fair and Impartial Process: The investigation will be conducted in a fair, impartial, and objective manner. All parties involved will be given an opportunity to share their perspective and provide relevant information.
- Remedial Actions: If a violation of the subject policy is substantiated, appropriate actions will be taken. These may include warnings, education, counseling, mediation, or other measures deemed necessary to address the situation and prevent future occurrences. In severe cases or repeated offenses, expulsion from the convention may be implemented.
- Reporting Outcome: Once the investigation is concluded, the reporting party will be informed of the outcome to the extent permitted by privacy laws. Final reports on all incident investigations will be disclosed to the Society for the Promotion of Speculative Fiction’s Board of Directors under confidential classification. Be aware that under certain circumstances, these reports may be shared with law enforcement and/or court officers, if compelled by legal order.
BayCon is committed to maintaining a safe and inclusive environment for all attendees. We encourage individuals to report any violations of the Code of Conduct, as your input is crucial in upholding our policies and values.
BayCon Reporting and Response Policy last modified May 2024.