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Policies

ASAPA GENERAL POLICIES
Revised: 2015-06-17
  • 1. DEFINITIONS
    • 1.1 ASAPA refers to the not-for-profit society The Alberta Society for Asian Popular Arts.
    • 1.2 EVENT refers to all events organized and operated by ASAPA.
    • 1.3 VENDOR HALL is a designated location for the sale of merchandise.
    • 1.4 ARTIST ALLEY is a designated location for the sale of personal works of art.
    • 1.5 COSPLAY is the act of dressing up and/or roleplaying (typically) as a fictional character.
    • 1.6 PASS is a proof of admission used by the EVENT. Typically this is a wristband or badge.
    • 1.7 VENUE refers to all locations and facilities at which the EVENT takes place.
    • 1.8 STAFF refers to volunteers who help ASAPA operate the EVENT.
    • 1.9 PATRON is one who is attending the EVENT and has a valid PASS.
  • 2. GENERAL POLICIES
    • 2.1. Any policy contained herein that is contrary to local, provincial, or federal law is null and void.
    • 2.2. PATRON will abide by all local, provincial, and federal laws and bylaws.
    • 2.3. The policies contained herein are subject to review and may be revised at any time prior to the event.
    • 2.4. PATRON will abide by all VENUE policies and procedures.
    • 2.5. The VENUE, at their discretion, may override any policy contained herein.
    • 2.6. EVENT may restrict access to programming elements based on PASS, room capacity or age.
    • 2.7. Civil or medical emergencies are to be handled directly by the proper authorities.
    • 2.8. PATRON is responsible for their individual actions and any repercussions.
    • 2.9. PATRON agrees that the EVENT, as well as its STAFF and affiliates, are not responsible for any loss, damage, theft, or injury incurred while attending or volunteering for the EVENT.
    • 2.10. PATRON agrees that the EVENT may photograph and/or video record them on VENUE grounds for promotional purposes.
    • 2.11. The EVENT will inform PATRON of important updates through the EVENT website, program guide, or printed media.
  • 3. PASSES AND ADMISSION
    • 3.1. PASS is non-refundable.
    • 3.2. PASS is non-transferrable. Each PASS is valid for a single individual unless otherwise stated.
    • 3.3. PASS must be visible at all times.
    • 3.4. The EVENT reserves the right to require a ticket (paid or free) for any programming elements in addition to a PASS.
  • 4. BEHAVIOUR
    • 4.1. PATRON will not act in a way which could result in substantial risk or harm to others or property.
    • 4.2. PATRON will not engage in sexual misconduct, harassment, public shaming, bullying, disruptive behaviour, or loitering.
      • 4.2.1. Harassment is any intentional behaviour that is found threatening or disturbing to any individuals or groups. This includes, but is not limited to, any physical or verbal behaviour that offends or humiliates any individuals or groups.
    • 4.3. PATRON is asked to be courteous to others and silence their electronic devices in programming rooms where possible.
    • 4.4. Intoxication, by any means, is not permitted at the EVENT.
    • 4.5. PATRON is asked to help keep the VENUE clean by making full use of the garbage cans and recycling bins.
  • 5. SOLICATION
    • 5.1. No solicitation unless approved, in writing, prior to the EVENT by ASAPA or the VENUE.
  • 6. LOST AND FOUND
    • 6.1. All Lost and Found items are to be turned over to the VENUE Lost and Found location, unless otherwise stated.
  • 7. ATTIRE AND COSTUME
    • 7.1. PATRON attire must be appropriate and comply with local decency laws.
    • 7.2. The EVENT reserves the right to declare any attire or costume unacceptable and require PATRON to change or modify their attire.
    • 7.3. PATRON is required to have footwear at all times while on VENUE grounds.
    • 7.4. PATRON attire cannot be too bulky or difficult to maneuver with.
    • 7.5. PATRON attire cannot be considered a safety issue to themselves or others.
  • 8. WEAPONS
    • 8.1. A weapon is defined as any item that a reasonable person would deem a weapon, any weapon or item prohibited by local, provincial, or federal law, any item indistinguishable at casual inspection from either of the first two cases, or any item resembling a gun that is capable of firing a projectile.
    • 8.2. A weapon that has been rendered inoperable, such as a firearm without a firing pin or a blunt/dull blade, shall still be considered a weapon.
    • 8.3. No weapon shall be permitted at the EVENT.
  • 9. PROPS
    • 9.1. Props must be taken to Prop Check for evaluation. If peace-bonded, the bond must be visible at all times.
    • 9.2. Props must be handled in a safe and responsible manner. They cannot impede traffic or be a hazard to others.
    • 9.3. Props cannot be swung or brandished except for posing and photography purposes. No combat.
    • 9.4. Props cannot be a disguised weapon, or strongly resemble one from a distance.
    • 9.5. Living props and pets (eg. Animals, Reptiles, Fishes, etc…) are not permitted at the EVENT except those explicitly permitted by law.
    • 9.6. Props that resemble the form or function of a projectile weapon have a few additional restrictions:
      • 9.6.1. If it has a string it cannot be under any tension and not easily made taut.
      • 9.6.2. If it has an air chamber it cannot be under any pressure and not easily re-pressurized.
      • 9.6.3. If it has a barrel it must be blocked with an orange tip and not easily unblocked.
      • 9.6.4. Cannot propel a projectile at any time.
    • 9.7. Props have certain construction restrictions and exceptions:
      • 9.7.1. Props cannot be primarily constructed out of a hard material such as metal or wood. Balsa wood is permitted as well as a wooden handle.
      • 9.7.2. Props may contain a wooden rod or dowel with a diameter no larger than ¾” for structural reinforcement if padded in a reasonable manner.
      • 9.7.3. Props must be constructed in a manner such that no part of the prop is easily shattered.
      • 9.7.4. Props cannot have sharp edges or points. Blunted/rounded edges or points may be permitted.
    • 9.8. At the discretion of the Prop Check Coordinator, the Head of Safety, or an Executive, certain props may be deemed unacceptable regardless of compliance with these policies.
    • 9.9. Props that do not meet these policies must be removed from the VENUE immediately upon request.
    • 9.10. Exceptions to this policy for specific purposes must be requested in advance and approved by the Head of Safety.
  • 10. PHOTOGRAPHY AND VIDEO RECORDING
    • 10.1. Photography and videography cannot impede the flow of traffic or disrupt programming elements.
    • 10.2. Select programming elements may have photography and videography restrictions. PATRON will be informed of such restrictions and must abide by the restrictions.
    • 10.3. Photography of original artwork in ARTIST ALLEY is not allowed without permission of the artist.
    • 10.4. PATRON must gain permission from all individuals they photograph and/or video record.
    • 10.5. Posing with a prop is acceptable provided it is done in a safe manner.
  • 11. SIGNAGE
    • 11.1. PATRON cannot display any sign that offers products or services in exchange for something.
    • 11.2. PATRON cannot display any sign that STAFF would consider to contain inappropriate content.
    • 11.3. PATRON signs cannot be too bulky or difficult to maneuver with in a safe manner and are subject to the Prop Policy.
    • 11.4. Only approved Vendors and approved Artists may post business related signs, unless given prior approval by ASAPA.
  • 12. FIRE CODE AND SEATING
    • 12.1. Doors, aisles, and walkways must be free of obstructions at all times. The back of a room is considered a walkway.
    • 12.2. Seating is on a first come first served basis unless otherwise stated.
    • 12.3. Every Patron must be seated in a seat; standing is not permitted unless otherwise stated.
    • 12.4. The number of Patrons in a room cannot exceed the room fire code limit.
    • 12.5. Unless otherwise stated, all rooms are cleared after each programming element. No squatting.
  • 13. CONTEST ELIGIBILITY
    • 13.1. General Public
      • 13.1.1. Must have a PATRON PASS unless otherwise stated in the contest rules.
      • 13.1.2. Must pay any applicable contest fees in advance.
      • 13.1.3. Must follow all contest rules as stated on the official website.
    • 13.2. STAFF
      • 13.2.1. Cannot have a ‘Director’ or ‘Executive’ PASS.
      • 13.2.2. Cannot be involved with the operation or judging process of the contest.
      • 13.2.3. Participating in the contest cannot conflict with their duties.
      • 13.2.4. Must meet all other eligibility requirements.
    • 13.3. Non-competitive contest entries are permitted at the discretion of the STAFF coordinating the contest; however such entries will not be eligible for any prizes or awards.
    • 13.4. Any additional exceptions to the Contest Eligibility Policy will be stated in the contest rules.
  • 14. AUTOGRAPHS
    • 14.1. The EVENT does not guarantee that you will get an autograph from a particular guest.
    • 14.2. The EVENT reserves the right to cut the autograph line at any time.
    • 14.3. Unless otherwise stated, up to two (2) acceptable items per person can be autographed per line.
    • 14.4. The GUEST reserves the right to decline to autograph unlicensed or inappropriate materials.
    • 14.5. Those exhibiting rude and/or inappropriate behaviour will face consequences ranging from losing their place in line up to revocation of their PASS without refund.
    • 14.6. The GUEST reserves the right to accept gifts.
    • 14.7. GUEST specific changes may apply and will be communicated through official means which may include but is not limited to: the website, program guide, social media, and signage at the event, etc.
  • 15. VIOLATION OF POLICIES
    • 15.1. The EVENT reserves the right to enforce disciplinary action against any PATRON who violates any of the policies contained herein. Disciplinary measures the EVENT may enforce are:
      • 15.1.1. Issue PATRON a verbal warning.
      • 15.1.2. Ask PATRON to leave the room or area.
      • 15.1.3. Revocation of PASS without refund.
      • 15.1.4. Request VENUE to remove PATRON from the VENUE grounds.
    • 15.2. The EVENT may also recommend to ASAPA the banning of PATRON from future ASAPA events for a specific duration.
    • 15.3. Any action prohibited by law will result in notification to the proper authorities and may result in criminal prosecution.
  • APPENDIX A – VENUE SPECIFIC RESTRICTIONS
    • A.1. Roller blades, skateboards, scooters, and similar devices cannot be used on VENUE grounds.
    • A.2. Battle Dress Uniforms (BDU’s) are not permitted.
    • A.3. S.W.A.T. style outfits are not permitted.
    • A.4. Balaclava style masks are not permitted unless readily identifiable as part of a costume.
    • A.5. All face-covering masks will need prior approval on a case-by-case basis.