Louisville’s Grassroots Interactive Sci-Fi and Fantasy Convention

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ConGlomeration Rules and Policies
Posted on October 15, 2009 by admin | Leave a comment
ConGlomeration asks that all members adhere to the following convention policies:

Room Parties
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 Ramada Plaza Hotel 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.

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 baby sitting services in the past and a lack of dependable, professional help that we feel comfortable leaving children with, ConGlomeration will not offer baby sitting services this year. 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. 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.

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 Ramada Plaza Louisville for details on its policy for pets who stay in private rooms.

Room Parties
Room parties have become a standard at every convention in the world, and we are no different. Room parties are not official ConGlomeration events. Room parties are hosted by individuals in private hotel rooms.

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 nonconvention members are not disturbed.
Room party organizers are reminded that you are responsible for your guests’ behavior and for observing 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. .

Button: Con Anti-Harassment ProjectConglomeration 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 conference, 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 ConComm immediately. 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 conference. We value your attendance.

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 Masquerade, unless you get specific permission from a Masquerade official first.

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-tied. 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, this policy applies as soon as the transaction is complete. ConGlomeration weapons dealers are exempt from this policy and may display their wares in a controlled area administered by the Dealer Relations 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 melee weapon or replica come in contact with another person regardless of their prior level of consent.

Firearms Replicas

All firearm replicas must be cleared by the 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 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.

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 chasing after people with weapons (of any kind) or make even casual threats or intimidations 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.

ConGlomeration does not assume responsibility for injuries incurred due to violations 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 to remove it from the premises, do so immediately. Violations can result in having your room reservation revoked and/or being removed from the hotel premises completely (refunds will not be honored by the hotel or ConGlomeration in this case).


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 [[email protected]]

Keep up with the latest ConGlomeration Rules and Policies info by following the Rules label.

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