Rules & Policies

ConGlomeration requires that all members adhere to the following convention policies:


Alcohol

ConGlomeration and all members are bound to obey various laws of the city of Louisville and the state of Kentucky, as well as the policies of the Crowne Plaza Louisville. It is hotel policy that alcohol is not allowed in the convention center.

No one under the age of 21 is allowed to consume or possess alcoholic beverages in the state of Kentucky. It is unlawful to serve alcoholic beverages to anyone under the age of 21. No one is allowed to consume or possess open containers of alcohol in public spaces. If you are seen in convention spaces with an alcoholic beverage, convention staff will ask you to take the alcohol to your room immediately.

Please be responsible. For those who are old enough to drink: If you drink too much, please retire to your room.

If you need help, please ask. Convention staff will ask you to retire to your room if you are disruptive to convention events. If you are not staying at the hotel — please do not try to drive under the influence of alcohol! We are more than happy to call and pay for a taxi for you. Also, the hotel will not permit you to sleep in public spaces.


Children

It is important to us and the future of fandom that we involve our children in the multifaceted worlds of science fiction and fantasy. To that end, we encourage parents to bring children of all ages to the convention and its events.

Because of the lack of demand for babysitting services in the past and a lack of dependable, professional help that we feel comfortable leaving children with, ConGlomeration will not offer babysitting services. We apologize for any inconvenience this may cause.

A track of children’s events and programming will be scheduled throughout the weekend, targeting several ages. (Just look for program events labelled KidCon.) We hope you and your children will take advantage of these programs to take part in fandom for the future.

Please monitor your child’s experience — some programs cover adult-topic material. ConGlomeration makes every attempt to schedule adult-topic programming in the late night hours. Movies shown as part of official convention programming from 8 a.m. to 8 p.m. will not be rated above PG-13.

We want to remind parents that they are responsible for their children at all times. If a child wanders away, please check with Registration. If your child is left unattended and a staff member observes a child misbehaving to the point of endangering self or others, destroying hotel property, or disrupting programming, the child’s membership badge will be confiscated. The child will be taken to the Hospitality Suite until a parent can be located and informed of the situation. Upon the third offense, the child’s membership will be revoked, and the parent will be asked to remove the child permanently from convention areas.


Dealers

All persons and/or groups wishing to exhibit and sell goods in the ConGlomeration Dealers Room must sign and consent to the ConGlomeration Dealer Liability Form. Dealers who have not returned this signed waiver will be barred from setting up or otherwise using their Dealer Spaces.

All persons working in the Dealers Room must purchase a membership. While each purchased Dealers Space, including Author Alley and Artist Alley spaces, include one membership apiece. Each additional person working a dealer space must also purchase a standalone membership.

While ConGlomeration is a multimedia sci-fi and fantasy convention, items unrelated to these genres may be sold in the Dealer Room. However, ConGlomeration reserves the right to refuse any dealer table reservation request that we deem unsuitable, without explanation.

ConGlomeration will provide normal security precautions, but cannot be held responsible for lost, stolen or damaged items. Each dealer is responsible for securing his or her own table(s).

Videos may be shown in the Dealers Room as long as showing them does not cause a problem for neighboring dealers or create aisle congestion. Loud playing of audio recordings (musical or otherwise) is prohibited if it disturbs other dealers in the room.

Weapons dealers are to securely wrap all weapons purchases made in the Dealers Room before giving them to the customer. Firing or brandishing of projectile or laser weapons is strictly prohibited. See our Weapons Policy for additional details.


Harassment

ConGlomeration is dedicated to providing a harassment-free convention experience for everyone. We do not tolerate harassment of members in any form.

Harassment includes offensive verbal comments, sexual images presented inappropriately in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Members asked to stop any harassing behavior are expected to comply immediately. Members violating these rules may be sanctioned or expelled from the convention, without a refund, at the discretion of the ConComm.

If you are being harassed, notice that someone else is being harassed, or have other concerns, please contact a member of the Convention Organizing Committee immediately. The ConComm will be happy to help members contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the convention. We value your attendance.


Pets

Licensed guide and companion animals are welcome at ConGlomeration. For the health, safety, and comfort of our members, we ask that no other pets enter public convention spaces.

Contact the Crowne Plaza Louisville for details on its policy for pets who stay in private rooms.


Refunds

ConGlomeration 2019 will offer refunds for all purchased memberships until midnight Eastern time on Mar. 20, 2019. Any request for refund made within the final 30 days before the convention will be declined.

To request a refund, please contact registration@conglomeration.info and include the following information:

  • The full name of the member(s) requesting refund(s); these must be the same names listed on the Eventbrite registration
  • The email address(es) of the member(s) requesting refund(s); these must be the same email addresses listed on the Eventbrite registration
  • The Eventbrite Order Number(s) of the membership(s) to be refunded; these are included on the confirmation email message received after the Eventbrite online membership order was completed

ConGlomeration registration staff will contact you once your refund has been processed. All refunds will be processed as a reversal of charges to the original method of payment. Cancellation of membership also means a forfeiture of any referral fees offered against your membership. Eventbrite convenience fees are non-refundable.

Dealer Space Contingencies

ConGlomeration 2019 will offer refunds for all purchased Dealer spaces — including reserved Large Dealer Spaces, Author Alley Spaces, and Artist Alley Spaces — until midnight Eastern time on Feb. 18, 2019. Any request for refund made within the final 60 days before the convention will be declined. Eventbrite convenience fees are non-refundable.

However, just because the refund deadline has passed does not mean you cannot receive a refund on your reserved ConGlomeration Dealer Spaces.

As the Conglomeration Dealers Room regularly sells out well in advance of our convention, our Dealers Room staff maintains a wait-list of dealers who may take over a reserved dealer space in the event of a late cancellation. If you wish to cancel your Dealer Space after the refund deadline, contact dealers@conglomeration.info to request a late cancellation, and include the information described above. If a replacement dealer can be found to assume your reserved Dealer Space, your own Dealer Space reservation will be refunded. (In the event that only part of your reservation can be resold, i.e. only one of multiple reserved spaces, you may receive a partial refund.)

These refunds are at the sole discretion of the ConGlomeration Dealers Room staff and are not guaranteed. If a replacement dealer cannot be found, you will still incur the full cost of your original Dealer Space reservation.

Dealers may not resell their own reserved ConGlomeration Dealer Spaces. Dealer Space reservations are non-transferrable and any changes or modifications to an original Dealer Space reservation are at the sole and final discretion of the ConGlomeration Dealers Room staff.


Room Parties

Room parties have become a standard at every convention in the world and ConGlomeration is no different. Room parties are not official ConGlomeration events. Room parties are hosted by individuals in private hotel rooms, at the sole discretion and liability of the registered guests of the room.

We would like to offer some suggestions and information regarding these parties.

  • Parties are often noisy, so please be sure to request a room in our convention area so that non-convention members are not disturbed.
  • Room party organizers are reminded that you are responsible for your guests’ behavior and for observing both the law and hotel policy.
  • If you are planning to serve alcohol, remember that by hosting the party you are responsible for those people to whom you serve alcohol. Legal drinking age in Kentucky is 21.

ConGlomeration does not condone underage drinking. We will assist the hotel and local law enforcement in the prosecution of those providing alcohol to minors.


Weapons Policy: The Short Version

To be on the safe side, don’t carry or wear a weapon, even if it’s not a real one, except when competing in the Cosplay Masquerade.

For a more detailed weapons policy, please read on.

Weapons Policy: The Detailed Version

If you plan to bring a weapon of any kind to ConGlomeration (or buy one there), whether it is real, toy, or replicated, make sure you understand these rules clearly. All weapons are subject to checking by the hotel or convention staff at any time during the convention. ConGlomeration shall regulate the items herein within, but not limited to, all venue property, lots, and perimeter.

If a weapon is determined to be unsafe or inappropriate for any reason we will ask you to store the weapon either in your vehicle or in your hotel room, or we will store it for you at our sole discretion. ConGlomeration will not be held responsible for lost or damaged goods.

Bladed Weapons/Replicas

ConGlomeration encourages the creativity of all con-goers in costuming. You may carry a bladed weapon or replica in either a sheath or scabbard secured to your body at all times and never held in your hand. All such articles must be peace-bonded. Should you wish to display the weapon unsheathed, please do so in your hotel room or completely off hotel premises.

While purchasing weapons from our dealers is encouraged, the ConGlomeration weapons policy applies as soon as the transaction is complete. ConGlomeration weapons dealers have a limited exemption from this policy and may display their wares in a controlled area administered by the Dealers Room staff. Bokkens or kendo swords, or any other blade replica that is not an actual weapon, may be carried as part of a costume only.

At no time may any real or replica melee weapon come in contact with another person regardless of their prior level of consent. (Lightsabers are counted a melee weapons.)

Firearms Replicas

All firearm replicas must be cleared by a Masquerade official or ConComm member.

No firearm replica may be carried openly at ConGlomeration that can fire, ever could fire, or be modified to fire, any form of projectile whatsoever regardless of firing mechanism removal, ammunition absence, or any other alteration to its original intended design as a projectile launcher.

Outside of these specifics, we encourage creativity in constructing replica guns for cosplay purposes. This is a safe route to assuring that your firearm prop can and will be approved and trouble-free.

All firearm replicas must have a “blaze orange” tipped barrel at all times (including during all cosplay events) in compliance with federal and state laws. Small arms, or single-handed firearm replicas, may be used as costume accessories only if fully holstered and peace-bonded at all times. Holstered weapons must be fully enclosed and attached to your body at all times.

A Masquerade official or ConComm member will inspect all firearms for policy compliance and may ask that it be removed from public spaces at any time. Firearms that comply with this policy may, however, be brandished temporarily for photography in designated photo areas and must be re-secured promptly upon photo completion. ConGlomeration Cosplay Masquerade and Registration staff will provide zip-ties to peace-bond your weapons free of charge.

If you perceive a situation in which you do not feel you can comply with these regulations, or witness a violation thereof, you are encouraged to immediately alert the nearest ConGlomeration committee or staff member.

No Harassment Involving Weapons

Simply put, do not do stupid things like chase after people with weapons (of any kind) or make even casual threats or intimidating actions with a weapon. Do not make contact or imply the threat of contact with even the most willing of participants. Doing so only puts you at risk of legal liability. (Observers have reported such apparent “threats” or “terrorist acts” to the police, and SWAT teams are not known for their senses of humor.)

ConGlomeration does not assume responsibility for injuries incurred due to violations of its rules and regulations.

Venue Staff and Rules Requirements

Should any member of the staff belonging to the venue currently housing ConGlomeration ask you to discontinue a particular action involving a weapon, or request you remove it from the premises, do so immediately. Violations can result in having your room reservation revoked and/or your being removed from the hotel premises completely (refunds will not be honored by the hotel or ConGlomeration in this case).

Zero-Tolerance

ConGlomeration reserves the right to confiscate any weapon or replica that has been misused, and to eject any individual who does not comply with the above policies at any time. We are not obligated to issue warnings concerning violations of these policies. Any infraction can/will result in the fullest penalty available. ConGlomeration offers no refunds.


Rules and Policies Questions?
Contact Sean Reck, Chairman [chairman@conglomeration.info]