Convention Rules and Regulations
ICON is a not-for-profit corporation which is a legal entity separate from New York State and the State University of New York. Because I-CON is held on a State University of New York campus, we have listed their regulations, which we are all obligated to obey, as well as some of our own having to do specifically with the convention. Rules are subject to change without notice.
UNIVERSITY SMOKING POLICY:
Smoking is PROHIBITED:
- in ALL indoor locations.
- in all enclosed areas including, but not limited to, loading docks, parking garages, building entrances, and covered walkways.
- within 50 feet of any building entrance.
- in all University vehicles including buses, vans, cars, and trucks.
Sale of any tobacco products is prohibited on campus, and cigarette advertisements must not be publicly displayed at the University. If you want to smoke, please go outside, at least 50 feet from the building entrance. And please do not litter the campus with cigarette butts.
Please park only in designated areas to avoid being towed at your own expense!
If anyone becomes seriously ill or injured during the convention, please contact the appropriate emergency or campus personnel. On campus, emergency services may be dialed at #333 on any campus phone, or 911. For non emergency assistance, feel free to ask one of our many staff members or the Info Desk for help.
I-CON disabilities services is available to make the convention more accessible to people with disabilities. Please feel free to contact us or to stop by our table during the convention to discuss your needs.
No alcohol or drugs are permitted in the convention area or anywhere on campus.
SAFETY AFTER DARK:
We ask that no one walk to the parking lots alone after dark. While the sponsors of I-CON accept no liability concerning your safety on campus, we can provide either another attendee or a volunteer staff member to walk with you to your car after dark. Ask at our Info Desk for an individual or group escort.
The sponsors of I-CON reserve the right to refuse or revoke convention membership from anyone who either has proven to be disruptive or incompliant with convention rules in the past or exhibits such behavior at this year's event. Convention membership will be forfeited, without refund, by anyone causing a disturbance or violating our rules or the campus's rules (except parking violations) and the individual will be expelled.
I-CON Science Fiction is a participating member in Project Back Up (the Open Source Women Back Each Other Up Project). The goals of this project are: to encourage ourselves to be aware of situations where any member (of any gender or orientation) may feel that they are being harassed, and to help those members to the best of our abilities, rather than ignoring it as ‘Somebody Else's Problem.’ To actively provide assistance to members who need it and who want it. To promote an atmosphere where creepy behavior, random groping, and harassment will not be silently ignored or tolerated. It will not be considered "just the way cons are" or "just something you have to deal with." In an ideal world, that would be the default atmosphere, but we all know we don't live in that world. If you need or see someone in need of assistance, please contact the Info Desk or one of our staff members wearing a purple “Back Up” ribbon.
No outside food will be permitted in any of our venues.
Costumes are encouraged, but keep them PG rated. We have had complaints from concerned parents in the past.
Bladed weapons must be fully sheathed and peace-bonded at all times. Whips must also be peace-bonded. PLEASE BRING ALL PEACE-BONDED WEAPONS TO THE SECURITY DESK WHEN YOU ENTER THE CONVENTION FOR A PEACE-BOND CHECK. Anything else, especially anything that even slightly resembles a gun shape, is not allowed. Projectile weapons are not allowed.
Even the slightest infraction of these rules is cause for immediate ejection from the convention and campus with no warning and no refund. No water pistols either, please.
While your event membership entitles you to attend most of the convention and its activities, there are a few areas that are for our program participants and their invited guests only. We ask that you please respect these 'limited seating' areas. Anyone caught in the Hospitality areas who is not on our guest list will be expelled from the convention and will forfeit their membership.
If you lose your badge, you must purchase a new one at the full membership price. If you find your original badge, present both badges at the membership/info desk and we will arrange for a refund for the second badge.
NO REFUND POLICY
I-CON generally maintains a 'no refunds' policy. However, if you have a major complaint, please bring it to the attention of our membership staff during the convention, or write us a letter to make us aware of any problems. If you feel that a refund is owed to you, feel free to send a complete explanation to our address at bottom of this page and we will take it under consideration. Be sure to include your name, address, and home telephone number.
Are NOT guaranteed! There may be a limit on the number of autographs per person. We reserve the right to close off any autograph line due to time or occupancy constraints.
You may only wear your own badge, the badge with your name on it. You are not permitted to wear someone else's badge. The resale of I-CON memberships for profit without permission (scalping), the counterfeiting of memberships or badges, or the fraud involved in willfully gaining membership or admission without paying proper membership dues is illegal and strictly prohibited. Violators will forfeit any memberships in their possession, without refund, and will be legally prosecuted.
All children 14 and under must be accompanied by an adult at all times. To be eligible for the discounted Child's Membership, a child must be between 6 and 14 years of age. Children 5 and under are entitled to free membership when accompanied by an adult. We reserve the right to revoke membership and expel from the convention all unaccompanied children and their parents/guardians.
Students 15 and older are eligible for a discounted Student Membership with a current valid student ID. Anyone requesting the discounted student membership must show their current valid student ID from any college or secondary school for EACH membership to be purchased. NO EXCEPTIONS. Senior Citizens are entitled to the same discount with a current valid ID which confirms that their age is 65 or greater. All active service military members, veterans, police officers, fire fighters, and ambulance crew/paramedics are also entitled to the discounted membership with valid ID.
No cameras, photography or videotaping allowed in the Art Show. Photography or recording for professional purposes on campus must be done with permission and permit from the university while on campus.
Please respect the Dealers Room closing hours by leaving promptly by the designated closing times which will be posted. Also, remember that individual dealers are not required to stay open until the room closes, and may leave early, especially on Sunday.
Will be immediately removed from the convention with no refund, and prosecuted to the fullest extent of the law, regardless of age. Don't try it!
I-CON has warned its dealers to follow all copyright and licensing laws as well as all state and local sales tax laws. However, we are not responsible for anything the dealers sell, or any unauthorized use by them of copyrighted material etc. When purchasing items such as videotapes, audiotapes etc. be sure to request a receipt with business name, address and phone #, in case an item turns out to be defective and has to be returned. Ask to view all videotapes and DVDs before purchasing them to ensure they are of adequate quality.
The sponsors of I-CON accept no liability or responsibility pertaining to any advertisements which appear in any I-CON publications. If you do have a problem with one of our advertisers, however, we would like to hear about it.
All information in all I-CON publications is subject to change without notice, including but not limited to: membership fees, mail-in deadlines, ad rates, programming, and all advertised guests.
I-CON is run completely by volunteers. We have no paid employees or office staff, so if you have any specific questions about the convention, please send your typed or printed questions to the address below.
ICON Science Fiction, Inc.
PO Box 550
Stony Brook, NY 11790-0550
Voice Mail: (631) 382-8297
FAX: (631) 382-8297
Only inquiries that are legible and include a self-addressed, stamped envelope will be answered. Phone messages left on our phone mail system, electronic mail messages, and faxes are NOT guaranteed to receive a response. If you have a problem regarding an order for memberships, advertising, or dealers tables, please include your check number, membership number, full name, address, and day and evening telephone numbers, and we will get back to you as soon as we can. The address and phone numbers listed below are the only address and phone numbers you should use in contacting ICON. E-mail addresses, provided for your convenience, are monitored sporadically and are subject to change without notice.
Please remember that these rules are for your own protection and to ensure that everyone has an equal chance of having a good time.