The 58th Convention of the New York Science Fiction Society - the Lunarians (2), Inc., coming March 18-20, 2016 to the Hilton Westchester!

Policies

Table of Contents

Code of Conduct
Safer Space Policy
Smoking
Convention Badges
Lost Badges
Drinking Age
Parties
Weapons
Photography
 

 

Code of Conduct

Lunacon endeavors to be a fun and friendly gathering; therefore we have set up the following rules to make our space safe and enjoyable for all. Any violation of Lunacon policies or other behaviors that the Convention Chair and Staff deem inappropriate will result in actions up to and including, but not limited to, revoking the offender’s membership, banning the offender from future Lunacons, and asking the hotel staff to remove the offender from the hotel.

By accepting your badge for Lunacon, you are indicating your acceptance of this Code of Conduct. If you do not agree to comply with this Code of Conduct, please inform Registration prior to accepting your badge, and your membership fee will be refunded.

 

Safer Space Policy

The Safer Space policy is applicable both to Lunacon and to any other meeting, event, or social gathering for which the New York Science Fiction Society - the Lunarians (2), Inc. (“the Lunarians”) are responsible.

Lunacon expects that all Convention members be respectful and courteous towards all others.

Harassment is clearly defined under the New York State penal code sections 240.25, 240.26, 240.30 and 240.31. Any behavior which falls under that definition will not be tolerated. Additionally, any behavior that annoys, alarms, or threatens another person or group will not be tolerated. This includes unwanted physical contact, following someone around a public area without their consent, or threatening to physically attack someone. If you approach someone and they tell you “no” or to leave them alone, you must do so and have no further contact. If you fail to honor their response, they may have a legitimate complaint of harassment.

Harassment of convention members online or in electronic venues will be treated as seriously as physical harassment. If you aren't sure what constitutes harassment, err on the side of caution and restrict your contact.

If you are having a problem, please ask any Convention Staff member for help. They will assist you in reporting the incident and make sure that you get any help that is needed.

To report an incident at Lunacon, you can the contact Convention Operations and/or the Convention Chair by going to Convention Office the location of which will be posted prior to Lunacon.

Please remember that we need to know about any incidents during the convention to be able to take immediate action. If you have been accused of harassment and feel that a Committee member's response was unjustified, you may appeal to the Convention Chair, but their decision will be final.

If you wish to report an incident after the convention, or would like to express your concern about an incident that occurred outside of the event involving a convention attendee, you can contact the Lunacon Chair/the Lunarians via email or snail mail at any time.

As stated previously, this Safer Space Policy also applies to any and all activities/meetings other than Lunacon for which the Lunarians are responsible, including but not limited to meetings, events, and parties. This includes electronic venues, where civil behavior is expected of all participants.

To report an incident at any other Lunarians event, speak with the person(s) who are in charge of that event or to any member of the Lunarians Board of Directors. In the resolution of an incident outside of Lunacon, it is the decision of the Board which will be final.
 

Smoking

The Hilton Westchester Hotel is completely non-smoking. Smoking is only allowed in designated outside areas.
 

Convention Badges

Yes, you do need your “stinkin’ badges”! You must be able to produce a badge to enter any convention activities or when requested to do so.
 

Lost Badges

If your badge is lost, check with Registration or Member Services to see if it has been turned in. A fee of $5 will be charged if the badge has to be replaced. A second badge replacement costs $10. We will not issue a third replacement.
 

Drinking Age

The legal drinking age in the state of New York is 21 and will be enforced by Convention and hotel staff.
 

Parties

Parties in a hotel room are considered the responsibility of the person who rented the room. Thus, a person throwing a party in his or her hotel room has the right to eject any person from his or her party if he or she deems that the person is behaving inappropriately.

All parties MUST be held only on the designated active floors. Any parties in other areas will be closed down.

Please note that alcoholic beverages may not be served at open parties. Open parties serving alcohol will be closed down.

Alll parties MUST register with Convention Services, regardless of whether they are open or closed. The Party Request form can be found here..

Parties posting flyers or other advertisements around the convention will be treated as open parties and subject to the alcohol restriction.
 

Weapons

Anyone considering wearing a weapon as part of a hall costume is warned that for any violation of the rules, you will be asked to remove the item from the event. When in doubt, ASK!

Weapons rules for hall costumes are as follows:

Use good judgment. Even if it complies with the rules, if it is unsafe or would reduce the enjoyment of others, please don't do it.

No projectile weapons. If it projects a solid, liquid, gas, or energy with enough force to annoy or harm, it is a projectile weapon.

No replicas of any current or historical firearm are permitted (a phaser is acceptible, a space marine's assault rifle is not).

Working bows are, unfortunately, included with the above. All edged weapons must be peace-bound and incapable of being drawn. We will have Convention Staff to assist with enforcement of this.

Staves, canes and non-working replicas (boffer or cardboard swords, etc.), do not need to be peace-bound per se but must adhere to the same behavioral guidelines as any edged weapon.

Weapons may not be drawn in any public area of the convention.

Weapons may not be worn in such a way as to create a hazard to other attendees or fixtures of the convention (e.g. scabbards that extend far enough to be a trip hazard to passersby).

We define weapons to include real weapons, facsimile weapons, anything actually used as a weapon, and anything an otherwise ignorant being would surmise is a weapon.

The aforementioned rules apply to costumes included as part of the Masquerade competition unless specifically authorized by the Masquerade Director beforehand for during the Masquerade.

Weapons may be sold in the Dealers' Room. Weapons may not be sold to minors under any circumstances. After all sales, weapons must be securely wrapped in opaque wrappings and tape and immediately brought to the buyer’s room or vehicle.

 

Photography

By registering/purchasing a membership to Lunacon, all individuals grant Lunacon, the Lunarians and their designated photographers a non-exclusive right to photograph, videotape, otherwise record, and publish (in print or electronically) themselves, companions, activities, costumes, artwork, sales goods, and other property used or displayed in their normal participation of the convention.

Please see the Lunacon Photographer/Audio/Video Contract and Lunacon Masqerade Fan Photographer Contract (coming soon).

All Photographers must ask permission before they can photograph or audio/videotape any individual or group in any area of the hotel. Anyone who does not wish to be photographed or recorded should say NO PHOTOS.

Flash and available light photography can be used in the common areas of the hotel.

Flash and available light photography can be used in the program areas to take photographs of the program participants unless one of them objects.

Photography will not be permitted in the Art Show, with the exception of supervised professional press. If an artist objects to having their works used, with credit, by press reviewing the convention, they must indicate this on their entry form. Artists who wish to photograph their own work may do so only with prior arrangement with the Art Show Director.

Only available light photographs can be taken during the Masquerade.

Flash and available light photographs can be taken in the Masquerade Fan Photo Area.

Before taking a photograph of a person in the common areas of the hotel, their permisision is required.  Without the person’s permission, they cannot be photographed.

Professional Photographers, if you are acting on behalf of a publication, video production organization, or news medium (freelance or employed) of any kind, you must register as a member of the press (commercial publication, media, fanzine). Press passes may be obtained by going to the Convention Office and speaking with the Operations Staff .

Anyone wishing to sell photographs, audio, or video recordings of any part of the convention (including the masquerade) must read and agree to the terms contained in the Lunacon Photographer/Audio/Video Contract. (coming soon)

Individuals or organizations violating these guidelines by selling, reproducing, broadcasting, or publishing materials obtained at a Lunacon convention without permission may be guilty of copyright violation and/or trespass, and may be prosecuted to the full extent of the law. If you have any questions as to what is appropriate, contact Convention Office for further information.

AT A GLANCE
It's the 58th Annual Convention of the New York Science Fiction Society - the Lunarians (2), Inc.
Our combination of intellectual and whimsical revelry will commence in March 18 - 20, 2016 at the Hilton Westchester in Rye Brook, NY

We're New York's Longest-Running Science Fiction and Fantasy Convention
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