Introduction

Octocon exists for the enjoyment and enrichment of the fannish community. To ensure that the greatest number of people can have an excellent Octocon, we have established this Code of Conduct. By this Code, we seek only to ensure that the behavior of anyone does not disturb the membership as a whole, nor does the behavior detract from the relaxed and comfortable atmosphere of our events. The Code of Conduct applies equally to all attendees (this includes Members, Guests, Dealers and Committee). 

It is important that you read and understand this Code. Anyone who attends an Octocon (in person or online) or any other Octocon-related event is expected to follow this Code for the entire duration of the event, including any informal pre- or post-event activities.

Octocon reserves the right to amend these rules at any time without prior or posted notice and reserves the sole right of interpretation.

Please keep in mind that these rules involve “worst-case” scenarios and exist to ensure the safety and comfort of our members. They are not all-inclusive; in all cases, the singular rule that supersedes all others is:

“Any action or behavior that is illegal or causes significant interference with event operations, excessive discomfort to other attendees, or adversely affects Octocon’s relationship with its guests, its venue or the public, is strictly forbidden and may result in revocation of membership privileges temporarily or indefinitely.“

We anticipate no difficulties, as our members and attendees as a whole are rational and responsible individuals. However, Octocon is prepared to deal with any issues related to the Code in as rapid and efficient a manner as possible should they occur. We thank our members and attendees for their past cooperation and for their continued assistance in making Octocon events enjoyable experiences for everyone. Have fun – just please remember to be courteous and respectful of those around you while doing so!

The Octocon Committee

Respect for Others

Octocon wants all of its members to enjoy themselves at its events. As such, we ask that you respect each other. All Octocon events should be a space where everyone feels welcomed and comfortable.

Discrimination based on, but not limited to the following is not tolerated: gender, gender expression, race, ethnicity, religion, age, sexual orientation, physical / hidden disability, membership in the Traveller community, or technical capabilities. Harassment of any kind is not tolerated. If someone tells you “no” or asks you to leave them alone, your business with them is done.

If you feel that you are being discriminated against or harassed, or if you notice anyone behaving inappropriately (such as violating venue or convention policies), we respectfully suggest the following:

1. If you feel comfortable doing so, point out the inappropriate behavior to the person(s) involved. Often this will solve the problem immediately.
2. If you do not feel comfortable talking with the person(s) involved, or if talking to them does not resolve the issue, please report the situation immediately to any Octocon Committee Members or Volunteer Staff. Committee members and Volunteer Staff can be identified by the Ribbon on their badges and will be running the registration desk. Panel Moderators are not always Committee members or Volunteer Staff.

In Octocon online spaces (usually Discord or Zoom) Volunteer Staff and Committee Members will be denoted by specific colour-coded roles or titles. 

It would be extremely helpful if you could provide a name, badge name / number, Discord name, and/or physical description of the person(s) involved. Please remember that we need to know about any incidents during the event in order to take timely action; however, we still encourage people to make us aware after the convention, when able to do so. 

Privacy, Photographs, and Recording Electronic Information

Octocon event attendees and members should be aware that photography and video and/or audio recordings are frequently made by Octocon during events and that their likenesses may appear in those recordings. Attendees and members agree to assign without compensation the use of their likeness for the use of promotional material. Releases for online video recording by Octocon will be provided ahead of time. If you’d rather not be filmed or photographed, please let the recorder/photographer know at the time. 

Media Relations

Octocon welcomes members of the press at its events. All journalists, media photographers, and any other members of the press are required to display an official Octocon Press Badge or be accompanied by an Octocon staff member at all times while at Octocon events. 

Members of the press who have not been issued a Press Badge may not conduct interviews or take photographs, audio or video footage without an escort.

Personal Photography / Recordings

Photographs

Please be polite and ask before taking photographs or recordings of attendees and members whenever possible. Photography for personal archival use only is generally acceptable, unless individuals make it clear that they do not wish to be photographed, in which case taking any photographs of them is expressly forbidden. Cosplay is not Consent.

In general, please request permission from panelists and other programme participants before taking photographs.

Where allowed, we suggest that photographs be taken before or after a programme event to avoid distracting panelists and audience members from the discussion.

In general flash photography is not allowed after the first FIVE minutes of any panel items.

Video/Audio Recordings

If members wish to make video or audio recordings of other members, explicit permission must be received from those members before beginning to record. If permission is not given, any recording of them is expressly forbidden.

Video and audio recording (including screen grabs) of panels and other programme items by members is not allowed. This also extends to programme items which are streamed online.

Badges

Octocon is a membership-only event.  All members attending Octocon in person must wear their membership badges at all times. A badge is valid only for the person to whom it was issued; badges may not be shared under any circumstances. 

We recommend that online attendees change their screen names to show their Octocon badge names, although this is not a requirement.

Octocon requires that any children 13 or older have a purchased membership for the convention. 

Octocon also requires that children under the age of 13 be registered, and be in the company of a guardian. 

We can not take responsibility for minors.

General Rating of the Convention

All convention areas are open to members of all ages, with the exception of events or exhibits that are specifically noted to be inappropriate for minors and access to which is controlled.

You must be of legal age to use the technology platforms on which Octocon runs. Please check the appropriate age restrictions.

Financial Transactions

Anyone who has an outstanding balance owed to Octocon must settle that balance before being permitted to attend Octocon.

Venue

Please follow any and all rules set by the convention venue. Octocon asks that you pay special attention to the following:

Damages

Any act of vandalism, deliberate or excessive damage to venue property, or interference with venue staff in the performance of their duties will have negative consequences for individuals and the convention. Consequences for individuals could range from being billed for damages, evicted from the hotel and/or convention, and criminal charges. These types of incidents can also harm the relationship Octocon has with the venue, resulting in monetary losses or cancellation of our contract.

Smoking

Ireland has a ban on smoking in the workplace. This is beyond the control of Octocon and the venue.

Smoking is not allowed in any workplace, including restaurants and bars.

Designated smoking locations can be found outside the entrances to the venue.

Pets

The venue does not allow pets in function space. This is for the protection of the pet, the pet owner, our members, and venue guests. Only service animals are permitted.

Signs

Signs may be posted only in designated areas with permission. Any signs posted in designated areas must be affixed using white tack ONLY. Do not affix anything to the walls of the venue, to the elevators, or to Octocon signage.

Non-convention guests/general public

Please remember that the convention is held in an area where we will come into contact with non-fans. Please try to be respectful of the venue’s other guests and use common sense, especially in the public areas of the venue.

Weapons

• No actual weapon or any item that can be mistaken for one may be carried either openly or concealed at any time on properties being used for Octocon, regardless of any government permits which you may possess, unless it has been peace bonded by Registration. If you wish to carry such a weapon, it must be presented to Registration. Registration staff are the final arbiter of what weapons require peace bonding. In some instances particular weapons may be prohibited as appropriate. If you are unsure about whether your weapon may be considered realistic, Registration staff will be happy to check it for you.
• Any actual weapon or any item that can be mistaken for one that is purchased in the dealer room must be wrapped and immediately transported to your room or vehicle. If you wish to use the item at the convention, please refer to section 1 of this policy.
• Live steel is prohibited. Registration is the final arbiter of what constitutes live steel.
• Any weapon, actual, realistic, or toy/prop, that is utilized in a threatening or harmful manner may result in confiscation of the item and/or removal of your membership without refund.
• Failure to adhere to any of the above policies is grounds for the removal of your membership without refund.

Alcohol

The legal drinking age in Ireland is 18. 

Please follow the venue’s policies on alcohol consumption / transportation in venue public spaces, such as the lobby, or function rooms.

Sales of Merchandise

The offering for sale of any merchandise at the convention may be undertaken only in designated spaces with permission from the convention. 

Breaches of the Code of Conduct

In the event of someone breaking the code of conduct, including the Covid Policy:

Octocon reserves the right to revoke membership from and eject anyone at any time from an Octocon event without a refund.

Failure to adhere to any of the above policies may result in a number of possible consequences.

Consequences include, but are not limited to:

• Talking with all parties involved and attempting to mediate a solution to the problem
• Issuing verbal warnings
• Revoking membership(s) and requesting that the person(s) leave the event or revoking access to the online spaces.
• Involving hotel or facility staff or security
• Contacting An Garda Síochána
• Banning of attendance and membership to future Octocon events

Remember that these rules involve “worst-case” scenarios and are put in place to ensure the safety and comfort of our members. They are not all-inclusive; in all cases, the singular rule that supersedes all others is:

“Any action or behavior that is illegal or causes significant interference with event operations, excessive discomfort to other attendees, or adversely affects Octocon’s relationship with its guests, its venue, or the public, is strictly forbidden and may result in revocation of membership privileges temporarily or indefinitely.“

Codes of conduct are a way for us to be mindful of each other so that we can gather together and share our passions about all the wonderful things we have in common. We look forward to sharing space with you all.