Convention Rules

In general, please use good common sense at AcadeCon. Don’t break the law. Follow all rules of the Dayton Convention Center (DCC) and respect the other guests. Respect the personal space and privacy of all participants of AcadeCon. Bottom line, don’t be a jerk.

AcadeCon is a harassment free zone and will not tolerate harassment or bullying of any kind. If you feel uncomfortable in any situation, please do not hesitate to notify a member of the Staff. AcadeCon recognizes that there is a line between being offended and feeling unsafe and we ask our attendees to respect that line. We will protect your right to feel safe at our event and will investigate any situation appropriately.

1. Smoking is permitted outside in designated areas only. Participants must follow all DCC rules pertaining to smoking and tobacco-related products. Please keep public areas clean by using appropriate receptacles to dispose of your cigarettes.
2. AcadeCon Faculty members are there to help everyone have a good time. Please give them the respect they deserve as they work in conjunction with DCC staff.
3. Local law enforcement will receive full cooperation from AcadeCon in all matters. Obey all local laws.
4. Physical violence of any sort will not be tolerated.
5. Actual weapons are not allowed in the convention space at any time. Prop or replica weapons must be cleared by Event Staff.
6. Public nudity will not be tolerated outside of your own hotel room. Please make sure you are able to prevent wardrobe malfunctions.
7. Flyers or any sort of promotional material are not to be distributed outside of the convention space, and are not to be posted on sleeping room doors or in any public restrooms. Speak with AcadeCon Faculty if you would like to make such information available to other participants.
8. DCC policy states that no outside food or beverage is allowed in the meeting rooms or convention space. Food and beverage may be purchased and consumed outside of the DCC rooms and property.
9. As a guest of AcadeCon, you allow photography to be taken of you by the event staff for future use in publication or advertising. If you DO NOT wish to have your photo taken, please see a member of the AcadeCon Faculty.

Fine Print

All participants of the AcadeCon 2024 convention being held November 8th, 9th, and 10th 2024  in Dayton Ohio at the Dayton Convention Center (hereafter referred to as DCC) as held by The Rpg Academy LLC are required to, and hereby do, assume all risk of participation in the convention by accepting this terms of service agreement (“agreement”) and the assumption of risk and release of liability described below.

PURCHASES

• Every attendee is required to wear a badge.

• All children (13 and under) must be accompanied by a Parent or Guardian.  The Parent or Guardian does not need to participate in the same events as the child but must observe or otherwise be able to interact with the GM/DM and other participants if need be

EVENT CANCELLATIONS

We will put forth our best effort to ensure that every scheduled game occurs as posted. In the event that a GM becomes unavailable, the required players do not arrive, or something else unpredictable occurs, AcadeCon staff will make our best effort to reschedule players into other games or pickup games.

TRAVEL AND LODGING ARRANGEMENTS

For AcadeCon 2022, a discounted block of rooms is available at the adjacent Dayton Radisson. Attendees are required to make their own travel and lodging arrangements. These are not the responsibility of AcadeCon, DCC, or any staff, Faculty, or Network member. The block of rooms at the Crown Plaza is available on a first come, first served basis. Attendees may stay at any local hotels they wish. Attendees are free to share travel and lodging expenses if they choose, but must reach out to others and make such arrangements on their own.

PICKUP GAMES

Participants are welcome to play games at their convenience during the AcadeCon event. The rooms reserved for AcadeCon are available from 9am to 11pm on Friday and Saturday and 9am to 6pm on Sunday. Participants playing games outside of the official events as listed in the AcadeCon event listing must follow all guidelines of the DCC, AcadeCon, and any hotel guidelines, including but not limited to respecting noise level and behavior guidelines during late/early hours. Games played in areas of a hotel must follow all rules and guidelines of that hotel, including but not limited to respecting the space and privacy of all other hotel guests.

LOST BADGES

We cannot replace lost, stolen or forgotten badges or door prize tickets. AcadeCon will not provide refunds, credit or replacements for any lost items. We are not responsible for your own personal possessions. Lost, stolen or forgotten items may be turned in to DCC or hotel customer service. It is recommended you check with the center or hotel offices to see if your materials have been turned into Lost & Found. AcadeCon assumes no responsibility for lost, stolen or forgotten materials.

WAIVER / ASSUMPTION OF RISK / RELEASE OF LIABILITY

You agree to assume all risks of participating in the Convention and release AcadeCon from any liability for loss, damage or injury (including disability or death) to your person and property while attending, participating in or becoming involved with the Convention. You specifically make the following representations and assurances to AcadeCon, acknowledging that AcadeCon would not permit your participation in the Convention without receiving such representations and assurances: I wish to participate in an AcadeCon Convention subject to the terms and conditions herein. I acknowledge and agree that the Convention could involve some inherently dangerous activities. AcadeCon will use good faith efforts to conduct and manage the Convention, but I understand that it is not possible to make the Convention completely safe. I warrant and represent that I am sufficiently knowledgeable, skilled and/or informed regarding the Convention to properly and fully judge the inherent risks of the Convention.

ASSUMPTION OF RISK

I acknowledge and agree that the Convention involves potential risks of serious personal injury, disability or even death. I represent that I have sufficient physical fitness to participate in the Convention and I have no medical reason or impairment that might otherwise prevent me from participating in the Convention. If I know or should know of any condition or problem that might prevent me from safely participating in the Convention, I agree that I will immediately advise AcadeCon and remove myself from the Convention.

In consideration of being allowed to attend, participate in or become involved with the Convention, I hereby assume full responsibility for my own safety and accept all known and unanticipated risks of loss, damage and injury (including death or disability) to myself and my property while attending, participating in or becoming involved with the Convention, regardless of whether or not such risks are attributable to the negligence of others. By assuming and accepting all known and unanticipated risks, I completely absolve, waive, discharge and release AcadeCon and all its employees, advisors, consultants, members, contractors, organizers, operators, volunteers, sponsors or other persons affiliated with AcadeCon and all facility staff, guests, fellow participants, landlords, owners, management companies and the like (collectively the “Indemnified Parties”) from any legal duty for my safety or any liability for my harm, to the maximum extent permitted by law.

RELEASE OF LIABILITY

In consideration of being allowed to attend, participate in or become involved with the Convention, I hereby agree to release, waive, discharge, hold harmless, defend and indemnify the Indemnified Parties from and against any and all liability, claims, demands, controversy, lawsuits or possible causes of action (“Claims”) that may accrue or arise from any loss, damage or injury (including death or disability) to my person and property that is in any way related to or arising in connection with my attendance at, participation in or involvement with the Convention, regardless of whether or not such Claims are attributable in whole or in part to any act, omission or negligence of the Indemnified Parties. I agree that the Indemnified Parties will not be legally responsible for any loss, damage and injury (including death or disability) to my person and property arising out of or in any way connected to the Convention, however caused and on any theory of liability whatsoever (whether in contract, tort, negligence, strict liability or otherwise), including but not limited to the Indemnified Party’s own negligence. Such defense and indemnification shall include all reasonable costs, expenses and attorney’s fees that may be associated with any Claims. I further agree that I will not cause, encourage, promulgate, support or cooperate with (unless such cooperation is judicially mandated) any Claims to be brought against the Indemnified Parties.

I understand that the above release and assumption of risk is intended to provide a comprehensive release of liability but is not intended to assert any defenses that are prohibited by law. The release and assumption of risk shall be enforceable to the fullest extent allowed by law. If any portion of the release and assumption of risk is held invalid, those parts that are not held invalid shall continue in full force and effect. The terms of the above release and assumption of risk shall apply to and be binding on myself, my spouse, my heirs, all members of my family, executors, administrators, representatives, and assigns.

GENERAL PROVISIONS

I understand this Agreement is a binding contract that supersedes any other agreements or representations and is intended to provide a comprehensive release of liability but is not intended to assert any defenses which are prohibited by law. The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision. The parties hereby irrevocably and unconditionally consent to submit to the exclusive jurisdiction of the United States District Court for the Western District for the Southern District of Ohio or the Superior Court of Ohio for Montgomery County (along with any other legal or law enforcement entities) for any actions, suits or proceedings arising out of or relating to this Agreement and irrevocably and unconditionally waive any objection to the laying of venue of any action, suit or proceeding arising out of this Agreement. The parties hereby irrevocably waive all rights to trial by jury in any action, proceeding or counterclaim (whether based on contract, tort or otherwise) arising out of or otherwise relating to this Agreement.

EXPLOITATION OF NAME AND LIKENESS

In consideration of being allowed to participate in this Convention, I hereby agree that AcadeCon may photograph and/or record my likeness and/or voice and my participation in the Convention and without any additional consideration, I hereby agree that AcadeCon and its assigns and/or licensees may distribute, exhibit, broadcast, exploit, advertise, publicize and promote my name, biographical material, likeness, voice and performance in and in connection with the Convention or other AcadeCon events. I further agree that AcadeCon may edit my appearance therein and I waive any personal or proprietary rights with respect thereto. I represent and warrant to AcadeCon that I have not made any contract or commitment in conflict with this grant of rights to AcadeCon. Nothing herein contained shall obligate AcadeCon to make or cause to be made any broadcast or other use of said appearance, or to exercise any of the rights granted to AcadeCon herein.

ETHICS, CONDUCT AND NO HARASSMENT

I understand that AcadeCon is dedicated to providing a safe, enjoyable, and harassment-free Convention experience for all participants and workers, regardless of their gender, sexual orientation, disability, physical appearance, body size, race, religion, or affiliation, and I hereby acknowledge that disruptive behavior, inappropriate and unlawful conduct, and harassment in any form will not be tolerated. I agree to conduct myself, and any minors under my supervision, in a safe, responsible, non-disruptive, and lawful manner while attending the Convention, and understand that violation of Convention policies as determined by AcadeCon in its sole discretion, may result in my expulsion from the Convention without refund. If you need to report an issue you may do so by visiting the DCC or hotel office or by finding a show host.

Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images 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.

• Participants asked to stop any harassing behavior are expected to comply immediately.
• Sponsors are also subject to the anti-harassment policy. In particular, sponsors should not use sexualized images, activities, or other material. Booth staff (including volunteers) should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment.
• If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund.
• If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of conference staff immediately. Conference staff can be identified as they’ll be wearing branded t-shirts.
• Conference staff will be happy to help participants 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.
• We expect participants to follow these rules at conference and workshop venues and conference-related social events.

MEDIA USAGE

• Media recording equipment larger than a handheld device is allowed only within the areas reserved for AcadeCon events. Participants must follow all guidelines of the DCC and Crown Plaza Hotel, especially concerning any other guests and events happening on site.

• Participants may not block aisles or walkways, impede movement, or disrupt the convention for photo-taking or recording purposes.

• Media recordings of specific AcadeCon events are prohibited without the consent of the associated exhibitor or event organizer/GM. Participants are responsible for knowing and complying with any additional rules and regulations pertaining to their location of recording.

• AcadeCon’s Ethics, Conduct, and No Harassment policy extends to photos, recordings, and act of recording taken by attendees at AcadeCon. Participants acknowledge that their photos and recordings must comply with AcadeCon’s Ethics, Conduct, and No Harassment policy, and that a failure to do so may result in expulsion without refund from the convention. This policy is enforced at AcadeCon’s sole discretion.

• AcadeCon, the AcadeCon logo, and all official titles and slogans are trademarks of AcadeCon LLC. All rights reserved. Use of these marks without express written consent from AcadeCon LLC is prohibited.

 

FINAL AGREEMENT

Signing this document indicates that I have carefully read this terms of service agreement, fully understand its contents and hereby accept and agree to it voluntarily of my own free will. I affirm that either I am over 18 years of age and have full right, authority and capacity to enter into this terms of service agreement and to make the release and assumption of risk described herein, or that my parent or legal guardian has read and signed this terms of service agreement.

If participant is under 18 years of age, parent or legal guardian must also sign.

The undersigned hereby represents that he/she is in fact the parent or legal guardian of the participant, that he/she has the right, authority and capacity to sign this Terms of Service Agreement and to make the release and assumption of risk described herein for and on behalf of the participant, that he/she has carefully read this Terms of Service Agreement and understood its contents, and that he/she is hereby accepting and agreeing to it voluntarily of his/her own free will.