Fantasycon Policies

We want all of our members to feel safe and to enjoy themselves to the full, which is why we have employed the following policies. Click each one to read the full policy.

These policies form part of the T&Cs of booking your place with us, booking for the event is consider agreement to abide by these. 

If there are any changes which affect you that are made after you booked for the event, please do contact us to highlight your concern.  We hope not to need to make changes, but wish to remain flexible to better protect our attendees.

Accessibility Policy

FantasyCon is serious about doing everything we can to provide a welcoming, accessible environment for all our members.

Unfortunately, we cannot make every aspect of FantasyCon barrier-free. We are limited by finances, logistic and facilities. Please contact the event team if you have any questions, or if you can offer suggestions or resources to help make FantasyCon more accessible.

Panel/Talks/Content Rooms
• We aim to have a wheelchair/scooter space marked in each each FantasyCon panel room.
• If you have physical challenges with standing, please alert a Redcloak volunteer and they will ensure you get accommodation. There may be scope for waiting in a seated area prior to panel or they can ensure there will be reserved seating for you.
• We aim to marks some seats as reserved for those who need to sit or who need to be in a specific area eg, close to the front for sight or hearing or close to the back for anxiety or other needs.

Scooters
• We aim to have scooter available, depending on the provision in the town or city the venue is in. Please contact the event team to let them know if you need this or indicate it on your booking form if applicable.

Hotels
• We aim to ensure that our venues are accessible.
• There will be a lift to the function rooms (if they are not on the ground floor)
• We will provide details about the accessibility of the venue prior to any deadline for reduced rate tickets.

Publication Formats
• We aim to ensure that publications, particularly program information is available online in a variety of formats.
• Large print may be available, particularly for program information, but it is likely to be impractical for the souvenir guide to be available in other formats.

Quiet Room
• We will aim to provide a Quiet Room to allow you to take a break from the convention and quietly reenergize yourself with minimal distractions.

Scent
• We ask all of our attendees to refrain from applying scented products while in the convention spaces, including in the toilets. It is fine to wear scented products, but please apply them in your own hotel room or outside.

Gender Neutral Toilets
• We aim to have at least one toilet that is designated gender neutral, but this is dependent on the venue to allow this.
• We do not police who uses which bathroom and expect our attendees not to do so either. We expect people to use the bathroom that makes them comfortable and respect others need for privacy. We also understand that young children or others who need assistance will need to be in the same facility as the person assisting them.

Invisible Conditions
• We recognise that not all conditions are visible and trust our attendees to make their needs known without having to disclose medical information or “proof”. We would like to work with you to improve our events.

FantasyCon welcomes suggestions for making our convention more accessible! If you have a concern, comment or suggestion about accessibility at FantasyCon, please contact the relevant event team.

Harassment Policy

FantasyCon is dedicated to providing a safe and comfortable convention experience for everyone.

In order to offer a welcoming and safer space for everyone, we require participants to be respectful of all others and their space, be that physical or social.

Harassment includes (but is not limited to):

  • Offensive verbal comments about gender, sexuality, impairment, physical appearance, body size, race or religion.
    Racist behaviour
  • Showing sexual images in public spaces.
    • Discussions or images related to sex, pornography, discriminatory language or similar is permitted if it meets all of the following criteria: organisers have specifically granted permission; it is necessary to the topic of discussion and no alternative exists; it is presented in a respectful manner; and attendees are warned in advance in the programme and respectfully given ample warning and opportunity to leave beforehand. This exception does not allow use of gratuitous sexual images as attention-getting devices (such as clothing or costumes in the dealers’ room) or unnecessary presentation or panel examples.
  • Intimidation, stalking or following.
  • Sustained disruption of talks or other events.
  • Uninvited physical contact and/ or uninvited sexual attention.
  • Symbols or images that the event organisers deem offensive. This could include t-shirt design and posters.

Participants must not engage in harassment at any convention venue or convention-related social event at any time. Participants asked to stop any harassing behaviour are expected to comply immediately. This includes not only anyone involved in the incident, but any onlookers contributing to the disruption. As a general rule, practicing common sense in physical and social interactions with strangers will ensure everyone has a comfortable convention experience.

This policy covers everyone involved with the convention. This includes all participants, event organisers, Guests of Honour, volunteers, dealers or anyone present at the convention at that person’s request. Paying membership at the convention is not required to be subject to the policy.

What should I do if I am being harassed?

In some cases you may find the harassment stops if you clearly say ‘no’ or ‘please leave me alone’, or simply walk away. We would appreciate it if a volunteer was still informed to help us identify any repeat offenders.

If you continue to be harassed or notice someone else being harassed, please contact a Redcloak immediately. The volunteers will help participants contact venue security or law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe during the con. The first convention volunteer or organiser you report to will take whatever steps they can to assist you in feeling safe, and will put you in contact with or bring you to an appropriate member of the event organising team. We value your attendance.

You do not have to give us details of the harassment, and can choose whether or not to take a formal report. If you wish to report, we will take details of the harassment and work with you to respond to the issue in a way that assists you in feeling safe and maintains the safety of the wider convention environment, as well as enforcing our anti-harassment policy. If you report a serious criminal matter, please be aware that we may be obliged to contact the police. We would however take into account any concerns you may have around involving them.

If you would like to discuss the harassment without making a report, we will help you meet with the designated member of the event organising team. Please bear in mind that this is for informal emotional support only; our volunteers don’t have counselling training, and we can’t promise confidentiality. You can access this service by contacting any convention volunteer.

Our convention volunteers are called Redcloaks, and can be easily identified by their red hi-vis vests or red, branded tops. Any one of them can be your first point of contact. The volunteer may need to involve another member of the team to assist with your issue.

Event Organisers reserve the right to take any action they deem appropriate, including: issuing the offender with a warning if, in the determination of the event organiser and/or the person reporting the incident, the incident is considered accidental or minor; making an internal note of the incident to document repeat offending; making a formal report of the incident available to volunteers, the event organising team or all convention participants at the discretion of the event organiser; contacting hotel security; contacting law enforcement; removing the offender from the convention with no refund; and reporting the offender’s behaviour to other conventions, the British Fantasy Society or regulatory organisations.

In order to make FantasyCon a safe event, be aware of this harassment policy, of using non-oppressive language, and of boundaries. Assist others: if you see someone being harassed or appearing uncomfortable, ask if they are okay.

The event organisers and the British Fantasy society reserve the right to refuse entry to their event for any reason, while abiding by the terms of the Equality Act. Reasons for refusal may include behaviour at other conventions, online, via email or messages that have made other feel uncomfortable or harassed.
If you are concerned about someone who is, or you think might be, attending Fantasycon, please contact the organising team.
Each organising team will appoint a neutral individual to hear any concerns if they are about the organising team itself or where the organising team feel they can not be neutral. The complaint can also be reported to the Chair of the British Fantasy society should this be preferable.

A note on photography.
Photographing and recording events are a natural and historic element of science fiction and fantasy conventions. Photographers would ideally check with individuals before they take an image, but if taken without notice must check that the individual is happy to be photographed afterwards. If the subject has previously told the photographer they are not happy to be photographed this must be respected. They must abide by requests (including noting if a ‘no photo’ lanyard is being worn) and delete photographs where an objection is given. It is inevitable that other people will appear in the background & request that photographers avoid as much identifying detail as possible. If images posted online, via websites, social media or similar they must be removed if anyone in the photo objects. Photographs where a child is the subject require parental consent prior to be taken and must not be posted online without explicit parental consent to do so.

Complaints Policy

We hope you have a wonderful convention, and have no need to make a complaint. However, we understand that sometimes your experience might not match your expectations of the event.

FantasyCon organisers are not paid for their time and, as such, do not have the resources (financial or otherwise) to account for all eventualities. If you find an aspect of the running of the convention to be less than optimal, however, we will be happy to hear your concerns, as we want our convention to be enjoyed by all members.

Before the convention
If you wish to bring a complaint or concern to our attention before the convention, please email the named contact from the events organising team. Their contact details can be found on the Contact page of this website.

At the convention
If you notice something or someone at the convention that you with you bring to our attention, please contact the nearest Redcloak volunteer and outline your concerns. The volunteer may need to involve a member of the convention organising team to assist with your issue. If your concern/complaint involves a Redcloak, please find a different Redcloak and ask them to alert an event organiser.

All complaints
It is expected that all parties involved will act reasonably, fairly and courteously towards each other at all times.
Your concern/complaint will be taken seriously, and our volunteers and event organisers will, if appropriate, take steps to address it in a timely fashion.
If you are unsatisfied with the resolution of your complaint you may escalate it to the convention Chair, who will endeavour to resolve it in a timely fashion.

If, after escalating to the convention Chair you remain unsatisfied with the proposed resolution, the complaint may be escalated further to the Chair of the British Fantasy Society. If this happens at the convention, it may not always be possible to achieve a quick resolution (if the Chair is not present at the convention, for example). It is also possible that the position of Chair of the BFS might change in the days following the convention, as it is standard practice for Chairs to stand for election at the AGM, which is held at FantasyCon. If this happens, the incoming Chair will be briefed, and take over responsibility for dealing with your complaint/concern.

Covid Policy

Sadly, Covid is still a cause for concern and we would ask all attendees to keep that in mind and behave responsibly. Masks should be worn by everyone who can wear them except when eating and drinking. We would encourage all attendees to be fully vaccinated, if they are able to do so. We strongly encourage all attendees to do a lateral flow test before arrival at the convention and only attend if the result is negative. Please remember that other people may have differing levels of comfort with physical distancing, and be considerate of others’ needs throughout the convention.

Data Protection

Any information you provide will be used only for the purpose of running the event. We will never share your details with any third parties