“World Fantasy Convention” is a service mark of the World Fantasy Convention, an unincorporated literary society.

©2018 by WFCSLC2020 

Policies & Privacy Statement

Convention Policies

We want our convention to be a safe, comfortable, and enjoyable experience for all of us.  Since the convention committee and the sponsoring corporation have neither legal police powers nor employee police officers, we have set the following standards of expected behavior which apply to everyone.

 

We expect everyone to behave as responsible people.  We expect all of our members and staff to follow the normal standards of proper behavior.  Any action or behavior that is illegal, causes significant interference with event operations, causes excessive discomfort to other attendees, denigrates others, or adversely affects the convention's relationship with its guests, its members, its venue, or the public, is strictly forbidden and may result in revocation of membership privileges.  We offer the following guidance for anyone unclear on the concept but remember that this code is not exclusive.

 

Code of Conduct

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This statement may be revised prior to WFC 2020, based upon the specific needs of members and World Fantasy Convention in general.

 

Every attendee of WFC 2020 is entitled to a harassment-free convention experience regardless of gender, sexual orientation, gender identity, disability, race, national origin, or religion. Harassment to any person or group of persons will not be tolerated.

 

Harassment includes—but is not limited to—inappropriate physical contact, unwelcome sexual attention, offensive verbal comments, deliberate intimidation, stalking or following someone, making harassing photography or recordings, and disrupting talks or other events.  Anyone asked to stop any harassing behavior is expected to comply immediately.  A request to "stop" or "go away" means exactly that.  "Yes" means Yes, "No" means NO, and "maybe some other time" also means NO.  Please take No for an answer, for everything from simple social requests to intimate encounters.

 

If anyone engages in harassing behavior, the convention committee may warn the offender, remove the offender from the room, or expel the offender from the convention with no refund at the Chairs’ discretion.

 

If you feel that you are being discriminated against or harassed, or if you notice someone violating hotel or convention policies, we respectfully suggest the following:

  1. If you feel comfortable doing so, point out the inappropriate behavior to the person(s) involved.  Often this will solve the problem immediately.

  2. If you do not feel comfortable talking with the person(s) involved or if talking to them does not resolve the issue, please report the situation, in person, immediately to a Board member, a Convention Committee member, Operations Staff, the Registration Staff or the hotel registration staff.  Try to provide a name(s), badge name(s), badge number(s), and/or physical description of the person(s) involved.

  3. In order to take action, we need to know about any incidents during the convention event.  Please know that we will take action upon it.  Incidents can be reported to the registration desk or the hotel registration desk.  Issues can still be reported later to ChairGinny@wfc2020.org or ChairDeeAnn@wfc2020.org as well.

  4. We will respect the wishes of the affected parties within the constraints of law.

  5. We may share information with the World Fantasy Board and future World Fantasy Conventions.

 

Badges

This convention is a membership-only event, and your badge is your admissions pass to convention activities.  The badge must be worn where it can be seen.  Badges may not be shared under any circumstances; a badge is valid only for the person to whom it was issued.  Anyone not wearing a convention badge with their own name on it will be refused admission and the badge will be forfeit. 

 

Signs

Signs must be pre-approved by the hotel. Do not affix anything to the walls of the hotel, to the elevators, or to ANY item that is hotel property, or to convention signs.  Any signs found posted inappropriately will be removed and destroyed.

 

Weapons

Please leave your weapon at home, even if you have a license to carry it. The hotel does not allow firearms on the premises.  Only on-duty law enforcement officers are exempt from this restriction.  If you have any questions, please contact our Hotel Liaison.

 

Privacy Statement

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We collect your information to allow the convention committee and staff to provide you better services.  Your personal information will be kept strictly confidential.  We will ask your consent before sharing your information with anyone outside this convention committee.

 

  1. We must retain records relating to member registration and financial transactions.  Other than this obligation, at a user's request, we will remove any information about the user from all online systems after the WFC 2022 convention.

  2. By rule, contact information must be shared with the next two World Fantasy Conventions to allow our members the right to exercise their World Fantasy nomination rights. If you do not want your information shared with future conventions, please indicate that on your registration form.

  3. Member financial payment information, e.g. credit card numbers, does not come to us through online payment systems (PayPal and Square); such information is handled exclusively by the online payment service.  (We utilize only Payment Card Industry (PCI) compliant companies when processing your credit cards.)  Credit card information submitted physically (through a signed credit card slip) is kept secure and is not shared with anyone or used for any purpose other than the membership or other transaction requested by the member.  Any physical copies of credit card information are shredded as soon as the payment has been finalized.

  4. The Utah Fandom Organization [UFO] is the sponsoring organization for this convention.  UFO observes the laws of the United States, and the State of Utah, the rules of the World Fantasy Board, and the by-laws of UFO.  Within the practical limits and resources of a non-profit volunteer organization, we will observe international best practices for privacy as well as transparency in relation to information-storage and privacy policies.

 

Photography

Members of the Convention acknowledge that the following policies are in effect for the WFC Official Photographers:

 

  • Photographs of WFC members may be taken by the Official WFC Photographers throughout the convention in the convention space.

  • Some program panels may be recorded, when the panelists' permission is obtained prior to recording.  Members of the convention in the audience may be recorded or filmed if they comment or ask questions during the program panel, or as part of general background in the course of filming.  The convention cannot guarantee that a member will not be photographed as part of Convention Activities. If you have a significant justification for requesting a 'blackout' policy for your likeness, please contact us prior to the convention.

  • The official photographer will be a staff badge holder, and their badge will have "WFC Photographer" printed on it.

  • If you are not the official photographer, you must respect someone's "no" if they tell you not to take their picture. Never make requests that someone may consider rude or suggestive.  [See Code of Conduct above]

 

 

Accessibility Statement

We are committed to providing the best possible experience to all our attendees, including those who need visual or auditory interpretive assistance or have limited mobility, or who require other assistance.

 

Our venue, the Little America Hotel, is ADA-compliant. Our function space, elevators, public bathrooms and public areas are completely accessible to scooters and wheelchairs.

 

The president of UFO, our sponsoring organization, is a disability advocate and has performed site compliancy evaluations for many genre conventions. She will serve in that capacity for WFC 2020 in Salt Lake City.

 

A point of contact for members requiring special assistance will be established to assist with your inquires and to answer any questions you may have. In the meantime, please contact ChairGinny@wfc2020.org or ChairDeeAnn@wfc2020.org.

 
 
 
 
 
 
 
 

Data Privacy Policy

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SLC WFC 2020 will take every precaution to protect your personal information. We collect only the information we need in order to process your membership in the World Fantasy Convention and all the benefits included with membership. The information you enter in the registration form or on our website will be:

 

  • stored safely in an encrypted database

  • kept strictly confidential, unless you indicate a desire to have your name published on the WFC 2020 website as an attending or supporting member

  • shared only with the committee members who are necessary to process your membership information, badge printing, and award nomination privileges

 

Please Note: Your membership in WFC 2020 entitles you to submit a nomination ballot for the World Fantasy Awards for three consecutive years (beginning with 2020). Your contact information will NOT be shared with the WFC 2021 and 2022 chairpersons, unless you indicate otherwise on your registration form.

 

At the close of WFC 2022, your membership information will be deleted from the WFC 2020 database and all other places it may be stored which are under the control of WFC 2020.