Xcape Con Policies & General Show Information
Gateway Center Policies
Animals
Animals are not allowed in the facility unless they are service animals. Service animals are defined as animals that are individually trained to perform tasks for people with disabilities such as guiding people who are blind, alerting people who are deaf, pulling wheelchairs, alerting and protecting a person who is having a seizure, or performing other special tasks. Service animals are working animals, not pets.
Food & Beverages
The Gateway Convention Center has the exclusive right to sell food and beverages on the convention premises. NO outside food may be brought on to the premises. Should such food be discovered, the offending party may be asked to finish the food off the premises or be removed from the convention WITHOUT refund.
Smoking
There is no smoking allowed inside any of the convention facilities. This rule applies to any hotel properties we may utilize as well.
XcapeCon Show Policies
Ethics & Conduct
We know the greater percent of attendees never cause any problems and help make the convention a better place for all; however, the following information is for the small percentage of people who don't understand our policies on proper convention behavior. Stealing, cheating, or breaking any law or rule, unruliness, harassment, or failure to conduct oneself in a mature manner will be grounds for removal from the convention WITHOUT refund.
Solicitation
All selling of products and services is restricted to the Exhibit Hall. The sale of anything without the consent of Xcape Con will result in the removal from the convention WITHOUT refund. This includes handing out solicitation flyers and putting posters on the walls without approval from Xcape Con staff. Flyers and posters are allowed on the free table located near the doorway of the exhibit hall.
Costumes & Weapons
To ensure the safety of all those attending Xcape Con shows, we feel it necessary to maintain a strict weapons policy. Security has instructions to enforce these policies at all times. Anyone who has questions about this policy should contact customerservice@xcapecon.com.
No working weapons are allowed to be carried, openly or concealed, at any time in the convention space. These include, but are not limited to: swords, daggers, pole arms, staffs, bows, katanas, wooden replicas, BB guns, pellet guns, cap guns, air-soft weapons, water guns, paintball guns, blow guns, squirt guns, or any other projectile item.
Items such as sword canes, switchblades, handguns, and bali-song (butterfly) knives, which may be legal to own or carry, are not welcome. Please leave them at home.
Laser pointers, laser-aiming devices, or similar devices, may NOT be used in public. Legitimate purposes such as a seminars, displays or other convention- sanctioned events in which a laser is needed must be approved by Xcape Con.
Uniforms of attendees currently on active duty are allowed, providing they are properly attired. Active military personnel are prohibited from carrying their firearms, regardless of whether they are licensed to carry them.
Purchased weapons, whether real or replicas, must be kept wrapped and then immediately removed from the premises following purchase.
Exceptions:
A. We have found Boffer weapons have recently been given the opportunity to be carried at many conventions, so Xcape Con has decided to allow Boffer Weapons this year. Boffer weapons are to be displayed as costume pieces or used in Boffer weapon sanctioned events ONLY. They are NOT allowed to be actively used in the convention center. Despite they have safety foam, it is possible to injure attendees and guests as well as create unsafe situations. Anyone brandishing these will be told to remove the Boffer weapon from the show. We will base future decisions on allowing these weapons based on our experience this year. If any patron takes advantage of this allowance by putting others in potential harm, they will be prohibited from the convention.
B. Futuristic Replicas of non-existent weapons may be exempt, providing they are immediately and obviously recognizable as such. These can include the weapons pack on Ghostbusters and blasters carried by Stormtroopers, as well as some anime created weapons. Xcape Con reserves the right to inspect these weapons at any time and/or to designate them as "Security-Approved", in a manner determined solely by Xcape Con.
C. Costume Contest entrants are permitted to display real weapons, during the Costume Contest only. Weapons on display during this contest have the following restrictions: Each weapon must be peace-tied or bonded so that there is no chance for the dangerous part of the weapon inadvertently coming into contact with other attendees. These weapon displays are only allowed onsite during the Costume Contest hours of operation. All displays must arrive onsite and go directly to the contest and must be immediately removed from the convention center following the conclusion of the event.
Approval:
The designation of "Security-Approved" will be given to individual items at the sole discretion of Xcape Con. This designation may be revoked at any time at the discretion of Xcape Con, if the item is being used or brandished in an inappropriate fashion or if complaints are received regarding its display.
Designated security and staff members throughout the show will inspect costumes, weapons, and any other items. Any individual with a costume or weapon must submit to an immediate and mandatory inspection upon request.
Xcape Con appreciates the time and effort put into the creation of your costumes and replica items, but it is imperative that these items comply with these rules as well as local, state and federal laws.
Brandishing any weapon, replica or toy is not permissible. Brandishing is defined as the display of an item for the purpose of real or implied threat, or any act that may cause anyone to believe that the intent was there, real or implied. The intent is irrelevant under the law, and the brandishing of any weapon will be treated as assault upon another person.
Anyone found to be carrying, brandishing, or have in their possession, any weapon/firearm at any location associated with the convention will be immediately removed without refund and the offender will be reported to the authorities.
© 2008 XcapeCON, and the XcapeCON logo are trademarks of Dark Elf Designs and COM Publshing. All rights reserved. Use with authorization only. Any questions or comments about the website, feel free to contact us at webmaster@xcapecon.com
Xcape Con: Refund Policy
Ticket Exchange Policy*
*For onsite changes please visit Ticket Purchase or Guest Services.
If you'd like to change a 1-day wristband to a 2-day ticket, you may do so on the first day of the convention, November 22, 2008. Pre-Registration Cancellation & Refund Policy
Refund requests received prior to the pre-registration deadline (November 1, 2008) will be issued a refund, less any administrative fees. Absolutely no cancellation requests will be honored after November 1, 2008. Cancellations must be received in writing via mail, fax or email at customerservice@xcapecon.com.
All refund requests must be made by the purchaser.
Refunds will be credited back to the original credit card used for purchase through Paypal.
Refund requests must include the name of the attendee, Paypal account name and transaction number. A description of the items to be refunded is greatly appreciated. All ticket refunds are subject to a 5% administrative fee per the total sum of tickets refunded, there are no exceptions. (For example there is a 40 cent administrative fee if you have $8.00 in tickets that need to be refunded,).
Pre-registration cancellations and refunds will be processed during Xcape Con Customer Service hours, Monday through Friday, 7:00 AM - 4:00 PM (EST). If you submit your request during close of business, your request will be processed the next business day. All requests must be made before Saturday, November 1, 2008. After October 31, 2008, 11:59 PM (EST), all tickets may be purchased onsite at the Gateway Center.
Onsite Cancellation & Refund Policy*
*For onsite changes please visit the Ticket Service kiosk or Guest Services. Wristbands are non-refundable and nontransferable.
Event specific ticket cancellations/refunds must be done 30 minutes prior to the start of the event ( if your event starts at 11:30 AM, you must request a refund prior to 11:00 AM. and refund requests received at 11:10 AM would not be honored.)All event specific ticket cancellations are subject to a 5% administrative fee per the total sum of tickets refunded, there are no exceptions. (For example if you have $8.00 in tickets that need to be refunded, the Administrative fee would be $0.40.) Event ticket refunds will be managed at the Customer Service booth. Lost Wristbands & Event Tickets Policy
We cannot replace lost, stolen or forgotten tickets or wristbands and/or event tickets. If this is the case, you must repurchase any lost items at full cost. Please be responsible with your convention materials.
© 2008 XCAPE CON and the Xcape Con logo are trademarks of Dark Elf Designs and COM Publishing. All rights reserved. Used under authorization. Any questions or comments about the website, feel free to contact us at webmaster@xcapecon.com.
XcapeCON Media Guidelines & Policies
XcapeCon will bring the best of the fantasy, science fiction, horror and pop culture worlds together at the Gateway Center, November 22-23, 2008. XcapeCon is the place where enthusiasts come together with some of the best and brightest artists, writers, and creators. From artworks to novels and comics, from sketches to costume design, from scripts to film and games, XcapeCon has it all.
Pre-registered members of the press are admitted to XcapeCon with a complimentary press pass.This pass is good for entry to all of the events held at Xcape Con (space permitting). The pass, however, does not allow for early entry into the Exhibit Hall or events.
To submit a request for press credentials, you must be affiliated with a recognized media
organization. Please fill out the Media Credentials form and email, fax or mail along with the signed Guidelines and Policies form located below.
Important points to note:
1Approved websites and genre organizations qualify for two press passes only.
Approved websites and genre organizations qualify for two press passes only. 2Interviews with actors and spokespersons will be granted on a scheduled and limited basis. Interviews must be pre-arranged through the Xcape Con media representative and are not confirmed until you receive written notice.
Interviews with actors and spokespersons will be granted on a scheduled and limited basis. Interviews must be pre-arranged through the Xcape Con media representative and are not confirmed until you receive written notice. 3No photographs, video footage, or interviews can be scheduled with celebrity guests and spokespersons without the prior approval of DarkElfDesigns LLC.
No photographs, video footage, or interviews can be scheduled with celebrity guests and spokespersons without the prior approval of DarkElfDesigns LLC. Radio/TV/Web General Regulations - Live broadcasts must be arranged and pre-approved by Xcape Con and can be done so onsite. On-site signage or advertisement of any kind is permitted only for exhibiting media, or for media with sponsorship agreements with Xcape Con.
Media Coverage Regulations - Xcape Con allows media equipment in exhibit and program areas during posted show hours only, unless special arrangements have been agreed upon in advance. No media organization may take photographs or record images of, or otherwise use, an exhibitor’s booth without the knowledge and consent of the exhibitor. Camera crews must not block the flow of traffic on the exhibition floor for any extended period of time. All photographs or footage taken at Xcape Con may be used for editorial purposes only. Any other use requires the written approval of Xcape Con. No video footage may be taken during live programming and entertainment events without the prior approval of Xcape Con media personnel.
Website Coverage Regulations - Internet reports shall not purport to be exclusive or official coverage of Xcape Con though exhibitors retain the right to arrange exclusive media coverage with outlets of their choosing after approval by Xcape Con media representative. Reports cannot include proprietary material owned by Xcape Con inclusive of, but not limited to, interview transcripts, audio transmissions, video transmissions, photographs, or any other copyright or trademark owned by Xcape Con without the prior written authorization of Xcape Con.
Verification Material Requirements
The following credentials must be submitted by mail or fax, or to Guest Services onsite to complete registration and to receive press badges. A photo ID is required to pick up all press passes.
Periodicals, Newspapers, Weekly’s, Magazines and all print media are REQUIRED to submit the following credentials:
• Business card with your name, editorial title and media outlet's logo.
OR
• A bylined article written by you and published within the last 12 months.
Unfortunately we cannot present Press Passes to printers, print brokers or members of print media who are not journalists.
Freelance Journalists/Print and Electronic Media are required to submit the following credentials:
• Letter (on company letterhead) from a publisher, editor or producer stating that you
are covering XcapeCON for that company.
OR
• A bylined article written by you and published within the last 12 months.
Online Press/Media are required to submit the following credentials:
• Business card with name, editorial title and media outlet’s logo along with a copy of
the web site’s address.
Journalists with commercial news web sites or fan sites are also eligible for Press
Passes with the above credentials.
Broadcast Press/Media are required to submit the following credentials:
• Business card with name, editorial title and media outlet’s logo.
• Each member of a broadcast crew must register separately with the proper credentials.
Mail to: Xcape Con 2 Media Pass
43422 West Oaks Drive, #292
Novi MI 48377-3300
FAX: 248-486-4736 Att: Media Pass Credentials
The Art Contest Rules and Information.
XcapeCON’s Art Contest 2008 has been created to promote creativity among new artists of all ages and to improve public awareness of the importance of visual expression and how it enhances our everyday lives.
The Contest in Brief
Submissions:
XcapeCON’s will start the judging for its amateur art contest (no published professionals) on Sunday, November 23rd at 1pm.
Pre-registration Submission artwork, along with onsite registrations and submissions will be accepted from 12 noon Saturday November 22nd until 1pm on Sunday November 23rd. Announcements and prizes will be awarded at 3:30pm on Sunday, November 23rd.
Contestants must pick up their entry by 5:00pm on Sunday before the close of the convention. A brief description of the contest rules are below.
Eligibility:
All Entrants must be registered (have a paid ticket) for XcapeCON 2, Submit a completed Entry Form and a signed Acknowledgement of Rules Form before submission is accepted for judging. Entrants 15 years and younger must submit with a paid adult signature.
Contest Catagories:
Group 1: 18 and older
Group 2: 13 years old to 17 years of age.
Group 3: 12 years and under.
Art Work Requirements:
•Entries must be original paintings, drawings, photographs
Entries must be original paintings, drawings, photographsor other visual art work created by the contestant.
•Art work must be two dimensional on at least 8.5” by 11” not to exceed 24” by 36” media, based in any genre (Science Fiction, Fantasy, Horror, Pop Culture).
Art work must be two dimensional on at least 8.5” by 11” not to exceed 24” by 36” media, based in any genre (Science Fiction, Fantasy, Horror, Pop Culture).•Black and White, or Color.
Black and White, or Color. A word about original artwork: The artwork you submit must be your original work. This means that you must create the art and put it together yourself. You may ask people to help you in gathering materials and ideas but you must be responsible for the final product that you send to the Competition.
A word about copyright: Under United States law, the author of a book, the artist who creates a painting or the creator of any other work, is protected by copyright law so that others cannot use those works without the creator’s permission. You need to be certain that you are not using the work of others without their permission when you make your artwork. Showing a picture in your artwork or anything that was done by another could violate their copyright in their work. In creating your artwork, avoid using the work of anyone who has not signed a release. If you hear that a certain work is in the “public domain” which means that no one is claiming copyright on the work or that the work was created a long time ago and copyright protection is no longer available, you need to be certain the person who tells you is reliable. Using a work in your artwork that is covered by copyright without first obtaining a release may cause your artwork to be disqualified.
Avoid using brand names and company names in any artwork you create. Companies often require that anyone using their brand names or company names obtain permission before using them in public. It may be difficult to obtain such permission, so the best course is simply to avoid using the brand names and company names.
Art Work Rights:
Entrant retains copyright to submitted artwork. Ownership rights of any art work which is submitted to the Art Contest shall be in accordance with the ownership provisions of the contest detailed in the rules.
Judging Criteria:
Art work will be judged on : Creativity 1-10 points, Composition 1-10 points, expression of meaning 1-10 points, Style 1-10 points, finish 1-10 points, and overall impression 1-10 points. The contest will be judged by a panel of professional artists and designers selected by Dark Elf Designs. Each Judge will independently evaluate and score each project and the sum of all scores will be tallied. In the event of a tie, the judges will make an executive decision.
1. Creativity refers to the newness and originality of the design.
2. Composition refers to the visual balance, static or dynamic, of the various elements of the project.
3. Expression of meaning measures how well the project makes its own theme clear to the viewer. The artist's statement, if provided, should be considered in making this judgment.
4. Style refers to how well the artist applies style to his own vision.
5. Finish refers to the completion of the project and attention to quality. Where subject matter, artistic ideas and technique are combined well to produce a coherent outcome.
6. Overall impression addresses the project as a whole, and is often based on the first glimpse of the finished piece. Without regard to the other criterion, does it stand on its own as a good and complete work of art?
THE DECISION OF THE JURY IS FINAL!
The Rules in Brief
1) Employees, Associates, Relatives and Friends of XcapeCON 2, Dark Elf Designs, and COM Publishing are not permitted to enter.
2) This is an amateur contest with no fees for art submission.
3) All entries must be original works produced by the submitting artist.
4) All entrants must be a paid patron of XcapeCON 2. One entry per patron. The XcapeCON 2 Art Contest 2008 is open to the patrons of XcapeCON 2 only.
5) All art genres (fantasy, Science Fiction, Horror, Pop culture) will be accepted for entry. No preference will be given to a particular genre.
6) The judges' decision is final and no correspondence will be entered into.
7) All entry materials will be returned to contestants.
10) All entry materials must be within the submission guidelines or will not be accepted.
11) XcapeCON or its sponsors will not be held responsible for material lost in transit, mislaid, misdirected, damaged or submitted after the contest deadline.
12) XcapeCON or its sponsors will not be held responsible for submissions that are a breach of copyright.
13) No liability is taken by XcapeCON or its sponsors in the unlikely event that the XcapeCON Art Contest 2008 is cancelled due to circumstances beyond our control.
14) In the event of a co-creator of a submitted work, the division of the prizes is considered to be the responsibility of the winners.
15) All rights to the artwork remain the property of the entrant/artist.
16) The deadline for entries into the XcapeCON 2 Art Contest 2008 is: Sunday November 23rd, 2008, 1pm.
17) Winners and prizes will be announced on Sunday, November 23rd, 2008, at 3:30pm.
18) By submitting an entry to the XcapeCON Art Contest 2008, you agree to be bound by these terms and conditions of entry.
19) No entries will be accepted after the time stated. XcapeCON sponsors have the right to limit submissions in each category, in the case of an overwhelming response, to a reasonable number in order for each submission to receive efficient time for evaluation by our judges in the time allowed. In the event that limited submissions is necessary, Entry Form submission dates will be used to determine those chosen for final registration.
To view the rules in detail, open and save the Acknowledgement of Rules form.
Interested in entering? Then fill out the Entry Form below and submit via email to events@xcapecon.com or mail to XcapeCON 2 Art Contest, c/o Dark Elf Designs, 43422 West Oaks Drive, #292 Novi MI 48377-3300, or print and fax to 248-486-4736.
You will receive an email verifying you are pre-registered to enter. You will receive your final registration number after you show proof of XcapeCON registration (ticket purchase), sign an Acknowledgement of Rules form at Guest Services anytime after the start of the convention as stated above.
Or
Visit Guest Services at the convention and sign an entry form, an Acknowledgement of Rules form, and submit your work to receive a final registration number.
