Age Limit
This is an 18+ gathering. Attendees may be required to provide valid and current age verification at any time, which may include: state-issued identification, U.S. military ID card, or passport. Persons found to be 17 years old or younger at the time of the event or who fail to provide verification will be promptly removed from event spaces—no exceptions!
Behavior Policy
Act with common sense and common courtesy at all times. Refrain from any behavior that may cause harm, distress, or danger to oneself or others, even if not explicitly covered in this policy. All conduct and attire shall be appropriate for most audiences. The Hearth's Warming Club reserves the right to take preventative action against an individual or individuals to preserve the integrity of the convention experience, identity, and its organizers for any reason deemed necessary by convention leadership.
Non-Harassment Policy
The Hearth's Warming Club maintains a zero-tolerance policy toward harassment or discrimination of any kind within its governable spaces, whether digital or physical. Attendees found to have engaged in any such conduct may be removed from event spaces without refund and may be prohibited from participating in future events.
Harassment includes, but is not limited to, conduct that creates an intimidating, hostile, or disparaging environment, whether verbal, physical, or visual in nature, such as:
- verbal abuse, derogatory remarks, or offensive language,
- threats, intimidation, or bullying,
- unwanted physical contact or invasion of personal space,
- sexual harassment, including unwelcome advances, requests for sexual favors, or inappropriate comments or gestures, and
- discrimination based on race, ethnicity, nationality, religion, gender, sexual orientation, disability, age, or other protected characteristics,
- promotion, support, or normalization of any hateful or offensive ideology or movement.
If you experience, witness, or receive reports of harassment or discrimination while attending The Hearth's Warming Club, immediately report the incident to a nearby staffer for help, whether verbally or in writing. Reports will be investigated by convention leadership to address the situation and prevent further occurrences. Confidentiality will be maintained to the fullest extent possible.
Cosplay Etiquette
Cosplay is not consent. Do not engage in any physical contact with or media sharing of cosplayers without their explicit permission.
Cosplayers shall be mindful of costume size and accessories to avoid inconveniencing others. Any costume or prop that poses a safety risk, could cause injury, could be mistaken for a real firearm or other weapon, or could be considered threatening, offensive, or inappropriate is not allowed. Adhere to all hotel rules and local law.
Lodging Policy
The Hearth's Warming Club is not responsible for incidents or activities that occur within individual hotel rooms. Attendees are solely responsible for their behavior and actions while utilizing hotel accommodations. However, The Hearth's Warming Club reserves the right to notify hotel staff or law enforcement of conduct that violates hotel policy or applicable law, or that may endanger the safety or well-being of others.
Hotel and Venue Property
Treat hotel and venue property with care and respect. Adhere to all rules and guidelines set forth by the hotel and venue regarding the use of all facilities and amenities. Do not affix any materials to any surfaces within the premises without explicit permission from convention leadership and hotel or venue management. Unauthorized materials will be removed if found on hotel or venue property. Any damage to hotel or venue property will be the sole responsibility of the offender or offenders. Disruptive or inappropriate conduct in common areas may result in removal from the premises at the discretion of hotel and venue staff.
Safety
Badges must be worn by attendees at all times. Do not share badges with others under any circumstances. Comply with all local, state, and federal laws, as well as convention, hotel, and venue policies. Report any suspicious, illegal, or dangerous activity to convention staff, hotel staff, or law enforcement if necessary.
Drugs and Alcohol
Alcohol may be served and consumed by those 21+ in private spaces or designated areas where permitted by the hotel or venue. Smoking and vaping by those 21+ are restricted to designated outdoor areas as determined by the hotel or venue. The possession, distribution, or consumption of illegal substances is strictly prohibited.
Catering and Allergens
Access to the buffet requires an add-on purchase. List all food allergies or dietary restrictions while registering. We will do our best to accommodate your needs and provide suitable meal options. Venue catering facilities may handle common allergens such as nuts, dairy, soy, and gluten and cross-contact may occur despite best practices. Ingredient information will be clearly labeled for food items available at each station. Direct all questions concerning specific dishes to catering staff.
Health and Hygiene
Maintain good personal hygiene by regularly bathing, wearing clean clothes, and using deodorant for the comfort of those around you. If you are experiencing symptoms of a contagious illness, prioritize your health by staying home to avoid infecting others.
Media and Photography
Convention staff may photograph or record event spaces, activities, and programming for documentation, promotion, or archival preservation. Attendees may appear incidentally in such media and should not expect compensation or notification.
Feedback and Concerns
Direct all constructive criticism, concerns, or feedback regarding the event to convention leadership or official social media channels.
Final Acknowledgements
By attending The Hearth's Warming Club, you agree to abide by this Code of Conduct. Convention leadership reserves the right to remove anyone from the event who violates these guidelines without a refund. In the event of a rule change, we will update this Code of Conduct and make every effort to inform attendees via our social media channels. These rules are non-exhaustive and are subject to change at any time. Thank you for your cooperation!
