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Registration Policies

Otakuthon 2018 Registration Policies

Please take a moment to read the convention rules and policies. By registering, you agree to comply with Otakuthon's rules and policies. Failure to follow these rules may result in the loss of your badge and expulsion from the convention grounds without a refund.

1. Refund Policy

Registrations are non-refundable -- this includes badges as well any paid extras (ex: concert tickets, T-shirts). Badges may not be resold. However, the account owner can update badge information until they are mailed, or July 26, 2018 if mailing was not selected.

2. Price and Payment

Registrations are non-refundable -- this includes badges as well any paid extras (ex: concert tickets, T-shirts). Badges may not be resold. However, the account owner can update badge information until they are mailed, or July 26, 2018 if mailing was not selected.

Mail-in payments must be postmarked on or before the respective deadline and must be received no later than July 9, 2018. Otakuthon will not be responsible for any payments that may be lost through mail. Please do not send cash through the mail -- we ONLY accept cheques and money orders via mail.

3. Badge Pickup

Unless the mailing option is chosen, badges must be picked up during Otakuthon 2018 registration hours at the Palais des congrès in the designated area. Badges will not be issued any other way.

To pick up your badge in person, you must bring a copy of your registration confirmation (either printed or a digital copy) with a valid photo ID (ex: student card, student Opus card, driver's license, Medicare card, etc.). Please be sure that the information provided in the registration system is correct (ex: first name, last name, birth date, etc.), as this information will be matched against the valid photo ID that you provide when you pick up your badge. Staff reserves the right to withhold badges from individuals whose provided information does not match with the provided valid photo ID.

Each attendee must come in person and present a valid photo ID in order to pick up his/her own badge. The account owner has no rights to pick up any of the attendee badges listed under him/her. However, the account owner can update badge information until July 26, 2018.

4. Badge Mailing

Badges may be mailed to a Canadian or US address for a fee. This fee will vary based on the number of badges and point of destination. All badges associated with an account, except child badges, will be mailed to the indicated address. The account owner is responsibile for distributing each badge to the correct group member.

Badges which are mailed cannot be picked up in person. If you have not received your badge in the mail, you must notify us no later than July 20, 2018 to make alternate arrangements. If no alternate arrangements have been made, a badge replacement fee will apply to obtain your replacement badge onsite during the convention.

5. Child Registration

Children between the ages of 11 and 7 (born between August 1, 2006 and July 31, 2011 inclusive) must always be registered by a legal guardian. Infants aged 6 and under (born after July 31, 2011) do not need to register. Otakuthon staff and volunteers are not responsible for taking care of children. The legal guardian is responsible for keeping their child under supervision at all times.

All children of age 11 and under must present a valid government ID (ex: birth certificate, health insurance card, passport, etc.) as proof of age. Child badges CANNOT be mailed.

6. Lost and Found Badges

Found badges may be claimed upon presentation of a valid photo ID at the registration desk. Lost badges will be replaced ONCE ONLY, at a nominal fee of 15$. When replaced, the lost badge will be permanently invalidated.

7. Badge Policy

Badges must be visible and accessible at all times. Badges should be positioned forward-facing around chest height. If the badge cannot be displayed at chest height due to costume restrictions or other issues, please make sure to display it as prominently and visibly as possible. Attendees may temporarily conceal them for the purpose of photos, but must keep their badge visible for the remainder of the time.

Attendees who do not have their badges properly displayed may be refused access to Otakuthon activities and/or be escorted off-site.

All participants must carry a valid photo ID at all times and must produce it when requested by Otakuthon staff or venue security.

Participants who have lost their badge must report the loss as soon as possible to the registration desk. Lost badges should be returned to the registration desk. If your lost badge is recovered before a replacement is issued, you may pick it up at the registration desk upon presentation of a valid photo ID.

8. Information Accuracy

Attendees must provide complete and accurate registration information. Registration information must correspond with information on the valid photo ID used to pick up or replace their badge. Staff reserves the right to withhold badges from individuals whose information provided does not match with the valid photo ID provided. Otakuthon will not be held responsible in the event that an attendee cannot be contacted with the provided information.

9. On-site registration

Prospective on-site registrants must present themselves in-person with photo ID to register for the convention.

 

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