Registration Rules

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 confiscation of your badge and expulsion from the convention grounds without a refund.

You can also find more information about the badges in the RFID Badges FAQ.

1. Refund Policy

Registrations are non-refundable - this includes badges as well as any paid extras (ex: concert tickets, T-shirts). Badge mailing is non-refundable even if the badges do not arrive (see section 5).


2. Updating/Correcting/Amending Registrations

Badges may not be resold. However, the account owner can update badge information and add paid extras until the Premium deadline for Premium badges (May 30, 2019), the mailing deadline for other mailed badges (July 21, 2019), or August 9, 2019, if mailing was not selected.


3. Price and Payment

Registrations must be paid in full before the respective registration deadlines to benefit from the reduced rate, if applicable. Any registration not paid or postmarked after the end of the respective registration period will lose the reduced rate or be cancelled.

Mail-in payments must be postmarked on or before the respective deadline and must be received no later than July 19, 2019. 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.


4. Badge Pickup

Unless the mailing option is chosen, badges must be picked up during Otakuthon 2019 registration hours at the Palais des congrès in the designated area. Badges will not be issued at any other times or locations.

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 (first name, last name, birth date), 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.

Adult badges may be picked up on-site by proxy. All three of the following MUST be presented: registration confirmation for the badge (either printed or a digital copy), valid government-issued photo ID matching the registration, valid government-issued photo ID of the proxy. The proxy is responsible for ensuring the correct badge is given to its proper owner. Once at the convention, a badge that does not match its bearer will be confiscated.


5. Badge Mailing

Adult badges and their lanyards may be mailed to a Canadian or US address for a fee (included for Premium badges). This fee will vary based on the number of badges and destination. All attendee and artist badges associated with an account, except child badges, will be mailed to the indicated address.

The account owner is responsible for distributing each badge to the correct group member. A printout is provided in each mailing to indicate which badge belongs to whom. A badge that does not match its bearer will be confiscated. Mailed badges are considered issued and thus cannot also be picked up in person.

Mailed badges that are lost, damaged, or delayed will not be re-mailed; no refunds will be granted. Badges will be re-issued on-site. If Fulfilment Support is notified no later than August 9, 2019, you will be granted access to the express registration line on-site, and your badge will be reissued free of charge. Otherwise, you will have to go through the Customer Service line, and replacement fees may be charged. Standard on-site badge pickup rules apply.

Due to technical limitations, re-issued Premium badges will not be personalized.


6. Child Registration

Children between the ages of 11 and 7 (born between August 1, 2007, and July 31, 2012, inclusively) must always be registered by a legal guardian. Infants aged 6 and under (born after July 31, 2012) 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 or picked up by proxy. However, parents who plan on bringing a child (age 11 or younger) to the convention will be able to go through an express line for young families and people with serious disabilities.


7. On-site registration

Prospective on-site registrants must present themselves in-person with a valid photo ID using the on-site registration line to register for the convention. Adult badges can also be purchased by a proxy ONLY if a valid government-issued photo ID matching the person who will be using the badge AND a valid government-issued photo ID of the proxy are presented. The proxy is responsible for ensuring that the badge will be used by its proper owner. Once at the convention, a badge that does not match its bearer will be confiscated.

Those who have created an online account, completed their information and selected their extras before the pre-registration deadline must ensure that they have paid the full amount of their badge before going to the event; otherwise, they will not have access the badge pickup line. They will have to take the necessary steps to register and obtain extras (concert tickets, t-shirts, etc.).


8. 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 provide 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 customer service desk. Lost badges should be returned to the registration customer service desk. If your lost badge is recovered before a replacement is issued, you may pick it up at the registration customer service desk upon presentation of a valid photo ID. 


9. Lost and Found Badges

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


10. 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.