Policies

These policies are in place to make for a better experience for all attendees. Failure to adhere with any of our policies can result in immediate expulsion from the convention. We appreciate everyone's participation in making our event safe and fun for everybody!


Code of Conduct

General Conduct: Three strikes and you’re out!

Cosplay America will enforce the “Three Strike Rule” when any of the following rules are violated. The third strike will result in expulsion from the convention space and confiscation of the attendee’s badge. If necessary, the proper authorities will be contacted, depending on the severity of the misconduct.  Note that severe misconduct can result in expulsion prior to the third strike.

All attendees must respect themselves, others, and the convention space by abiding by the Sheraton Chapel Hill’s rules and the following:

  •  No verbal, physical, and/or cyber aggression
  •  No damaging or vandalizing any personal or hotel property
  •  No foul, insulting, racial, or inappropriate language or behavior
  •  Bicycles, skateboards, scooters and similar devices are not permitted on convention grounds
  •  Assistance animals only (i.e., no personal pets), per hotel guidelines
  •  No sexual misconduct, harassment, or inappropriate touching
  •  No indecent exposure
  •  Do not engage in any activities against laws and regulations
  •  Do not distribute merchandise or printed material without the permission of Cosplay America staff
  •  No alcohol (outside of the designated hotel areas, such as the bar)
  •  No loitering

Harassment and Assault

All attendees should treat all participants, staff and volunteers with dignity and respect. Staff and volunteers will be attentive to anyone participating in harassment or assault and reserve the right to ask uncompliant attendees to leave the premises (convention space and/or hotel property). Cosplay America will confiscate passes of any attendees who are asked to leave the premises. Harassment and assault consists of, but is not limited to, the following:

  • Verbal Assault or Abuse: Unwelcome comments about a person’s appearance, age, religion, race, gender, and/or sexual orientation. Any act or action that induces embarrassment, endangers a person’s safety, or demoralizes another’s sense of self-worth.
     
  • Undesired Physical Contact: Provocative actions which foster a negative and/or hostile environment. Attendees should not hesitate to ask staff or volunteers for assistance if they feel uncomfortable, or see others feeling uncomfortable, due to harassment or threat of assault.
     
  • Illegal Substances: Attendees found in possession of illegal substances will be detained, have their passes revoked, and be reported to authorities.


Registration Badges

All attendees must be registered and possess admissions media (lanyard, badge, wristband, etc.), hereinafter called "badge,” at all times while in the convention space. If you lose your badge, you must purchase a new one at the prevailing (current "at-the-door") price. There is no badge replacement policy. 

Badges should be treated as cash! Cosplay America is not responsible for lost, stolen, or damaged badges. Badges must be visible at all times in the convention space. All attendees should be prepared to show their badges to any staff or volunteer upon request.

At the Convention: Badges are non-transferable and non-refundable. All sales are final with no exceptions.

Sharing a badge is not permitted and will be subject to immediate confiscation.

Staff have the right to question any suspicious (damaged, marked, obscure, and/or illegible) badges and/or potential counterfeits, and can hold any such badges for inspection. Any badge that is found to be counterfeit will be confiscated and its holder banned from the convention space for the duration of the convention.


Refund Policy

Refunds for pre-registered badges may be requested by June 30, 2017 for any reason. We will not process refunds requested from July 1st, 2017, and thereafter. Badges can be transferred to another person until September 30, 2017 in lieu of a refund. Badges transferred to another person can only be used for the 2017 event. You may not transfer a badge for use in 2018. Please initiate a refund or transfer by filling out this form.

Refunds requested by the deadline will be refunded at 100% of the purchase price less a $5 administrative fee. Third party processor or other fees paid to other organizations are non-refundable. Refunds are paid out as soon as practical after the request. 


Badge Claim Policy

Pre-registered badges must be picked up in person by either the registered purchaser or the registered attendee.  Individuals over the age of 16 must have valid identification as noted below.  Individuals under the age of 16, subject to the Chaperone/Child Policy, must have all of the details of the registration.

Valid identification includes government-issued ID (e.g., driver’s license, military ID, passport) and school-issued ID (provided the ID includes the full name and a clear picture).


Group Registration Policy

There are no group discounts. To register as a group (i.e., one person paying for multiple attendee registrations), please fill out the registration form for each individual and add it to your cart. Payment can be made together. Badges for the group can be claimed by any of the individuals who registered together as part of that group.


pre-Registration Transfer Policy

Pre-Registration badges are transferrable until September 30, 2017. Please fill out our form to request a transfer.

All badges (pre-registered and purchase at-the-door) are non-transferrable at the convention.


Chaperone/Child Policy

All attendees under the age of 16 must be accompanied by a responsible individual who is over the age of 16. The responsible individual must have a valid ID (as described in the Badge Claim Policy). All attendees age 6 or older require paid admission.  Children 5 and younger have free admission.

An adult must escort children and adolescents at the convention at all times. Unaccompanied children and adolescents may be barred from attending convention events until their escort (responsible individual over age 16) arrives. Cosplay America accepts no responsibility for children or adolescents. The escort must purchase a standard attendee badge.  There are no free or discounted chaperone badges offered.

Dress Code

Cosplay America is an environment wherein people of all ages can dress in what they enjoy while allowing freedom of expression. Our rules are simple: Outfits must cover as least as much as a swimsuit and shoes/sandals must be worn at all times. Make up and body paint may be used, but do not count towards coverage. Body paint should be set or sealed so that it will not rub off onto the surroundings.

Leashes, ropes, chains, etc. connecting two or more people are not allowed for safety reasons.

Skate-shoes, roller skates, and rollerblades are not allowed. Skateboarding is not allowed, though skateboards may be used as props if they meet the convention guidelines.

Please remember that you are in a public space - where people will see you and may take pictures of you with or without your knowledge - when deciding on what you are comfortable wearing.

Failure to adhere to any of our policies can result in immediate expulsion from the convention without refund.


Commercial use Photography Policy

Attendees are not permitted to take, record, or create film or digital pictures, videos, tapes, sound recordings, or any other visual or auditory reproduction of any person (Guest of Honor, attendee, volunteer, or staff), event (including, but not limited to, the dance, panels, and demonstrations), or performance for any commercial use or for the solicitation of funds without prior written permission from the Cosplay America Director or designee.


ATTENDEE/AMATEUR/PRESS PHOTOGRAPHY POLICY

To ensure the safety of all attendees and hotel guests, photography requiring dedicated space or free-standing equipment (including lighting, tripods, and other electronics) is prohibited in the hotel (Sheraton Chapel Hill) lobby and Cosplay America convention space. 

Free standing equipment does not include simple hand-held extension poles, sometimes referred to as “selfie sticks.” While hand-held extension poles are not expressly prohibited in the convention space, attendees are advised that these items should be used with discretion and common sense. Please avoid using them in busy or crowded areas where they might hit other attendees or otherwise hinder the flow of traffic. Cosplay America and the Sheraton Chapel Hill reserve the right to restrict or prohibit the use of hand-held extension poles if they deem it is in the best interest and safety of other attendees, the convention, and/or the hotel.

Photography requiring dedicated space or free-standing equipment may be performed outdoors on hotel property, as permitted by the hotel.  Photographers and persons being photographed must obey all directions from hotel staff regarding outdoor photography.  Damage to outdoor hotel facilities will be charged to the photographer and/or persons being photographed at the discretion of the hotel.  Misuse or damage of outdoor space and/or not following directions from hotel staff may result in loss of ability to use the designated photography space and/or confiscation of attendee badge and removal from the convention space for the remainder of Cosplay America. 

Weapons & Props Policy

Cosplay America wants to create a safe environment for everyone, while allowing cosplayers to showcase their hard work and craftsmanship. Please review the following and ensure that everything you bring into the convention space meets event guidelines.

  1. No Live Steel. This includes swords, knives, shurikens, bayonets, and other metal objects that have an edge.
  2. No Projectile Weapons. This includes anything that shoots a projectile or could be enabled to shoot a projectile, such as air guns, airsoft weapons, crossbows, and replicas of actual guns. Water guns that are filled with water or any other liquid are not allowed.
  3. No Paddles. Regardless of the shape, size, material, or message that may be written on them, paddles of any kind are not allowed.
  4. No Explosives or Chemicals. This includes smoke powder and fireworks of any kind.
  5. No Bludgeoning Objects. This includes sledgehammers and heavy props constructed mostly of wood, metal or stone.
  6. No Signs. This includes all message-based signs, picket signs, polling signs, and dry erase boards. Solicitation for goods or services (free or paid) is not permitted, via sign or any other method.
  7. Oversized Items. Single-person costumes or props that are large enough to block hallways or obstruct movement of people are not allowed. Props that are acceptable in open areas may not be acceptable for smaller spaces, such as hallways or panel rooms with limited seating.

All props are subject to review by the convention staff. You may be asked by Cosplay America or Sheraton Chapel Hill staff to remove your prop from the convention space. If this happens, you must remove it from the convention space immediately.

Cosplay America and Sheraton Chapel Hill do not provide storage for weapons, props, or costumes. Items left in the hotel and convention space (including bathrooms) are not secure. Cosplay America and Sheraton Chapel Hill are not responsible for lost, stolen, or discarded items.

Any edged or other non-permitted weapons and props purchased in the Market Place must be sealed in a box, removed from the convention space immediately, and taken to your hotel room or car for storage. Weapons are not allowed to be taken from their packaging while in the convention space.

Failure to adhere to any of our policies can result in immediate expulsion from the convention without refund, and may result in confiscation of non-permitted property without return or refund.


Autograph Sessions

Each Guest of Honor will have designated autograph sessions during the convention. To allow as many attendees as possible to receive an autograph from a Guest of Honor, please obtain only one autograph per trip through the line. Attendees may re-enter the line to obtain additional autographs as time allows after everyone has been through the line once. Please follow the directions of Cosplay America staff and volunteers during the autograph sessions. Attendees should present only properly-licensed products, the convention book, or blank paper for autographing.


Sign Policy

No Signs: This includes all message-based signs, picket signs, polling signs, and dry erase boards.


Liability Policy

Cosplay America and its affiliates are not responsible for any loss, damage, theft, or injury. Attendees are responsible for their individual actions and any repercussions that may result from them. Civil or medical emergencies will be handled directly by the proper authorities.


Frequently Asked Questions


What is Cosplay America?

We are a convention dedicated to costuming (or, as it's known in fandom, cosplay) and cosplay culture.


Is the convention only about costuming?

While cosplay is our focus - it's right there in the name! - we are also interested in the pop culture that inspires all of the amazing costumes.  There will be workshops and demos, contests, and photo ops throughout the weekend.  We are proud to have convention favorites WeDoCa running a video game room throughout the weekend.  We are also (less?) proud to present Hell, a barrage of pop/sub-culture video clips ranging from the sublime to the inexplicable. And, of course, there will be a dance. Because life is a party, so you gotta dance!

 

Where and when can I pick up my badge? How do I get my badge if I preregister?

All badges will be available for pick up at Registration. If you Pre-Registered you will need a photo ID to pick up your badge.

 

Is single day registration available?

No, only Full Weekend Badges will be offered at the door. The price will change each day. See our Registration page.

 

Will I need a chaperone to attend the convention? Who does or does not need to purchase a badge?

All attendees ages 7 and older must purchase a badge.  All attendees under the age of 16 must be accompanied by a responsible individual who is over the age of 16.  The responsible individual must a have valid ID (showing their age) and must buy a badge for the convention.

 

Will Cosplay America be awesome? Should I bring my friends?

Yeah and hell yeah!  Cosplay America is going to be totally awesome, even if it's being run by people for whom "totally awesome" is the cutting edge of slang. You should bring everyone you know.

 

Can I bring my dog? He is part of my costume. How about my ferret?

Per hotel policies, only official service animals are allowed in the hotel and convention space.  Please do not bring your pets as they are not allowed on premises.  Feel free to bring pictures of your pets in costume.  All the cool cats cosplay!