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WesternSFA Policies

Code of Conduct | Fan Tables Policy | Rangers Policy | Room Party Policy | Weapons Policy

Code of Conduct

WesternSFA is dedicated to providing a safe, hospitable harassment-free convention experience for everyone, regardless of gender, gender identity, gender expression, sexual orientation, disability, physical appearance, body size, race, age or religion. We do not tolerate harassment of conference participants in any form.

We expect all concom, guests, participants, volunteers and members to act responsibly, courteously and considerately and to follow this code of conduct during all WesternSFA events.

Do not touch or photograph other people without consent. Do not assume that physical contact will be welcome or appreciated. You are encouraged to ask for unequivocal consent for all activities.

'Yes' means yes, 'no' means no, and 'maybe' means no. Please take 'no' for an answer for any request or activity and do not repeat your request again. Do not corner people socially; if someone is looking apprehensive or trapped, give them space. If someone tells you to go away or to leave him or her alone, your business with that person is done and you should not attempt to initiate further contact with them.

WesternSFA welcomes families with children and expects all members, participants, guests and staff to treat these families with courtesy. Use of explicit sexual language and imagery should be limited to panels, events and situations where those in attendance know that such content may be presented. Parents or guardians should be aware that not all panels or events may be suitable for children. Parents or guardians bringing children are responsible for their children's behavior.

WesternSFA does not tolerate harmful conduct or harassment of or by members, participants, guests or staff in any form. Harmful conduct or harassment is verbal or physical conduct that creates an unpleasant or hostile situation. This includes, but is not limited to:

  1. Physical assault.
  2. Battery.
  3. Disregarding the safety of others.
  4. Theft or robbery.
  5. Intentional destruction of property.
  6. Deliberate intimidation.
  7. Stalking.
  8. Deliberately impeding or blocking the movement of others.
  9. Sexual attention, gestures, questions or comments that are known or ought reasonably to be known to be unwelcome.
  10. Sexual advances or propositions that are known or ought reasonably to be known to be unwelcome.
  11. Sexual advances or propositions toward a person under the age of 18.
  12. Making or threatening reprisals after receiving a negative response to sexual advances or propositions.
  13. Inappropriate and non-consensual physical contact.
  14. Repeated heckling, interruption or other disruption of panels or other events.
  15. Photography, audio or video recording without the subject's consent.
  16. Posting images or content without the consent of the subject of the image or content, or not removing images or content the subject has asked to take down.
  17. Providing or offering to provide alcoholic beverages or illegal substances to someone under the age of 21.
  18. Threatening, bullying, coercion or any other conduct that has the purpose or effect of unreasonably interfering with another person's ability to enjoy and participate in the convention and its events.
  19. Inappropriate verbal comments or gestures related to gender, gender identity or expression; sexual orientation; marital status; physical or mental ability or disability; physical appearance or attributes; race, ethnicity or national origin; age; body size or shape; citizenship status; employment; socioeconomic status; financial status; ancestry or familial status; military or veteran status; political belief, affiliation or party preference; creed or religion (or lack thereof).
  20. Falsely accusing an innocent person of harassment.
  21. Any other action or behavior that causes significant interference with convention operations, adversely affects the convention's relationship with its venue or the public, or causes excessive discomfort to other members, participants, guests or staff.

Anyone violating these rules may be sanctioned or expelled from WesternSFA events without a refund at the discretion of convention organizers.


If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place.

You can make a report either personally or anonymously.

You can make an anonymous report through our convention Wufoo form. You do NOT require an email address to submit.

We can't follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence.

You can make a personal report by contacting a concom member. These can be identified by the Committee ribbons on their badges.

When taking a personal report, our staff will ensure you are safe and cannot be overheard. They may involve other event staff to ensure your report is managed properly. Once safe, we'll ask you to tell us about what happened. This can be upsetting, but we'll handle it as respectfully as possible and you can bring someone to support you. You won't be asked to confront anyone and we won't tell anyone who you are.

Our team will be happy to help you contact hotel security, local law enforcement or local support services, provide escorts or otherwise assist you to feel safe for the duration of the convention. We value your attendance.

Fan Tables Policy

Fan Tables are complimentary for non-profits and community outreach organizations. If an individual wishes to sell items for purely a profit venture, then they must be in the Dealers' Room; however, if a convention or fan group wants to sell memberships or merchandise to raise funds to help their parent organization, then this is both allowed and encouraged.

Fan Table Coordinators must purchase at minimum an Attending Full Membership. Any others staffing that Fan Table are encouraged—but not required—to purchase their own memberships.

Rangers Policy

Safety and co-operating fully with the hotel's security personnel are our overriding considerations.

Most people know what kind of behaviour is appropriate at a convention, but sometimes they don't realize what they are doing is an issue. Sometimes they forget that standards are different inside a hotel with a large bunch of people in it. If any inappropriate behaviour is observed by convention Rangers, the attendee will be gently reminded and asked to terminate the behaviour. If they refuse to do so, actions may be taken up to and including being ejected from the convention with no refund.

The committee realizes that most people who would like to carry and wear weapons are sensible and careful individuals. However, because of the risk of weapons contributing to accident or distress and the observance of present liability laws and hotel policies, we have no choice but to put rules in place to ensure the safety of convention members, as well as hotel and convention staff. See Weapons Policy below.

If there are any noise complaints or other issues, the convention staff will act as a buffer between attendees and the hotel, to try to moderate the issue before something rash is done, such as kicking people out of the hotel, closing down a room party or calling the police. The more information the Rangers have, the better they can plan their operations and stay out of people's way.

Alcohol may be served at room parties. However, glass bottles may not go outside of the party room. The hotel requests that you keep any alcoholic beverages within the confines of the party area.

Room Party Policy

Room Party Coordinators must purchase at minimum an Attending Full Membership. Others who are either staffing or attending a party are encouraged—but not required—to purchase their own memberships. Room Party Coordinators are allowed to book a room/suite for a party at the convention rate through the Party Liaison. They will be located in the party area and must conform to any convention-specific party rules and regulations as specified by the convention chair and/or committee.

Weapons Policy

Carrying and/or wearing of weapons is permitted as part of a costuming event or as a hall costume, if peace-bonded by the Rangers director.

No real or realistic looking firearms are allowed. Any kind of projectile weapon must be permanently unloaded and peace-bonded by the Rangers director before being carried.

All metal-bladed weapons must be sheathed, inspected and peace-bonded into the sheath by the Rangers director before being carried.

Any wood-bladed or other wooden weapon must be examined and peace-bonded before being carried.

Very sharp blades, such as real daggers, switchblades or samurai-type weapons, will not be allowed at all, even if carried in a sheath.

Weapons with any kind of exposed point that would pierce the skin in the judgement of the Rangers director, regardless of the material, will not be allowed.

Weapons such as throwing stars, multiblades, brass knuckles, nunchucks, nails, spikes, meathooks, batons, truncheons, hammers, hatchets, saws, icepicks, fireplace tools, metal balls or heavy metal chains are not allowed.

Fake blades, such as foam rubber, soft plastic or cardboard are allowed. These must be demonstrated as harmless to the Rangers director.

Appropriateness of any element of any costume or any weapon is solely at the judgement of the Rangers director. If an element is deemed inappropriate, the attendee will be asked to remove that element from their costume and take it back to their room. If they refuse to do so, actions may be taken up to and including being ejected from the convention with no refund.

No weapons, such as (but not limited to) swords, knives, staffs, walking sticks, canes, wands or scythes, may be brandished about or swung around by the attendee. The Rangers director will admonish against these activities when the weapon is inspected. If the attendee is observed doing such ativity, the item will be confiscated until the end of the convention.

Laser gunsights or pointers are not allowed. There will be no flames, chemicals or water involved in a costume element. Any kind of electrical or electronic costume element must be inspected by the Rangers director.

Any weapons purchased in the Dealers' Room must be securely wrapped before they are taken out of the room. If such an item is unwrapped and becomes part of a costume, the rules governing all such items must be followed.

If you have any specific question about what will be allowed and what will not, please ask.

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