Convention Policies



​AnniCon 2019 Attendance Policy

General Attendance
AnniCon is a free, one day celebration of Asian Cultures. We strive to provide a fun, safe environment for people of all ages. To help us continue this tradition, please take note of the following guidelines:
  • AnniCon does not discriminate based on age, race, class, gender, or disability. No hate speech, symbols, images, etc that may be used to spread hate, encourage discrimination or incite violence will be allowed. You will be asked to leave the convention.
  • ​Cosplay is not consent. Please do not hug, touch, or photograph cosplayers without asking them first. We have a zero tolerance policy for harassment - depending on the issue, you will be asked to leave or police will be called, at AnniCon staff discretion.
  • This is a family friendly convention. As such, appropriate attire is required (shirt, shoes, pants/shorts/skirts). Judgement calls on attire is at AnniCon staff discretion, and you may either be asked to cover up or leave.
  • Lost and found is located at the weapons check table, but AnniCon is not responsible for any lost, stolen or damaged property.
  • Shoes must be worn at all times.
  • Children under the age of 15 must have an adult present at the venue. Children under the age of 12 must have an adult by their side at the venue.
  • No parking in the fire lanes along the sides of the building. Some exceptions may be made for vendors loading/unloading, for short amounts of time. Your car may be towed!
  • AnniCon strives to be inclusive to everyone. Our building is wheelchair accessible, and we can assist you with any mobility needs you may have while on-site. We also want to provide equal access to our deaf and hard of hearing attendees; however due to limited resources, we do ask that you request accommodations at least two weeks prior to the convention. You can do so by emailing accessibility@annicon.com.

Costumes, Weapons and Props
Costuming and cosplay is a huge part of Japanese culture and is highly encouraged, as long as safety and common courtesy is considered. The following guidelines are meant to ensure that everyone has a great, safe time:
  • Costumes must align with general convention policies (i.e., no swastikas [hate speech])
  • All weapons, props and/or costumes are subject to inspection for safety purposes. Any weapons must be inspected (peace bonded) upon entering the convention space.
  • Only replica weapon props allowed. No firearms. Anything that can fire a projectile at an appreciable speed is not allowed. Knives, swords, etc. may be steel or other metal, but must be blunt. No sharp objects of any kind allowed.
  • Projectile weapons:
    • Bows, crossbows, etc must be de-strung or otherwise disabled.
    • Airsoft guns, BB guns, Nerf guns, etc must have an orange tip (in compliance with U.S. Law) and be proven unable to fire. There are no exceptions to this. No ammo is allowed. This includes arrows.
  • No kind of projectile may leave your person.
  • No items designed for personal defense, such as expandable batons, pepper spray, flail/mace, brass knuckles, etc are allowed.
  • No flashpots, explosive devices, or similar special effects are to be used.
  • No nudity. No costume is no costume.
  • A dance belt or other undergarment designed to cover genitalia is required under form fitting clothing (i.e., morph suits).
  • Shoes must be worn regardless of costume.
  • This is a family event; Costumes that are overly revealing or profane may not be allowed, at staff discretion. Adjustments must be made or you will be asked to leave Convention grounds.
  • Props, weapons, and/or costumes may not be a danger to others in any way.
  • Attendees wearing costumes with limited visibility or oversized parts must have a handler with them at all times. This especially applies to inflatable costumes. Also, because of the size of these costumes and our limited space, you may be asked to keep them out of the vendor area, at staff discretion.
  • Props and weapons must not exceed 7’ in length. Due to limited space, oversized weapons may not be allowed, at AnniCon staff discretion. Limited exceptions may be made for photo ops and cosplay contests, on a case-by-case basis. If you have any questions or want to let us know ahead of time that you’ll have a large weapon, please email safety@annicon.com.

Peace Bonding and Inspection:
A peace bonded weapon is a weapon or prop that has been inspected and secured so that said weapon or prop can be easily identified as non-lethal by AnniCon staff.
  • All weapons, realistic or not, must be peace bonded upon entering the convention space. Anything that could conceivably be used as a weapon, realistic or not, must be peace bonded. Any prop that looks like it could be used as a weapon must be peace bonded.
  • Removal of a peace bond or addition of one by anyone other than AnniCon staff will not be tolerated. You will be asked to leave the convention space. If for some reason your peace bond falls off/is missing, return to weapons check as soon as possible for another one.
  • All props and weapons must be presented for inspection upon request of AnniCon staff or other public safety personnel.
  • Any weapons purchased at the convention must be peace bonded. Any weapons that can't be peace bonded must be secure in your vehicle or away from the Anniston City Meeting Center premises.
  • Violation of these guidelines may result in removal from the convention grounds.
  • If you have concerns regarding costuming or props, please email safety@annicon.com with a photo of the costume or prop in question, along with your written concern.
  • While these rules are meant as a guide, AnniCon acknowledges that every circumstance cannot be addressed within this simple guide. The AnniCon Staff Weapons Master has the final say in the “appropriateness” of a costume. If a costume is deemed inappropriate or dangerous, the individual may be asked to make suitable adjustments or leave convention grounds.

While attending AnniCon, you agree not to hold AnniCon or any AnniCon staff responsible for any harm to yourself or your props, weapons, or costumes. You are responsible both for the safety of your props/etc and your actions towards others.



​Cosplay Contest
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Exhibitions can enter at the registration table. Exhibition is any pre-made, purchased costume, or any costume that you wish to still showcase to the rest of the con without going through judging. Any age may enter. No prizes will be given to exhibition.
Categories include:
  • Exhibition -  see above definition*
    • This will include personal character designs (i.e. Original characters).
  • Group - made up of  two or more contestants wishing to be judged together *
    • Teen Group (ages 13- 17)*
    • Adult Group (ages 18 and up)*
  • Youth - Ages 12 and under (youth groups will remain under this category)*
  • Teen Closet Cosplay - Ages 13 to 17, 50% or more altered clothes, purchased pieces, and props (i.e. what we call a “closet cosplay”)*
  • Teen Crafter - Ages 13 to 17, 50% or more handstitch/handcrafted. (i.e. using a bolt of fabric, patterns to create a costume from raw materials, or creating a prop from raw materials)*
  • Adult Closet Cosplay - Ages 18 and up, 50% or more altered clothes, purchased pieces, and props (i.e. what we call a “closet cosplay”)*
  • Adult Crafter - Ages 18 and up, 50% or more handstitch/handcrafted. (i.e. using a bolt of fabric, patterns to create a costume from raw materials, or creating a prop from raw materials)*
  
*Judges have the ability, based on their assessment of your costume, to move you up or down in categories as they see fit.*
 
 
Prizes
  • Prizes will be given to 1st, 2nd and 3rd in each category.
  • 1st, 2nd, and 3rd Overall
  • Judges Choice, one for each judge.
 
 
Cosplay Contest Rules and Regulations
  1. Failure to follow these rules and guidelines can result in disqualification from the contest and the forfeit of any prizes.
  2. This is a family friendly event, so all competing in the contest will abide by all of our rules and regulations as set forth by the convention’s committees, and the rules of our facility.
  3. All weapons will be subject to safety inspection at the entrance. No exceptions.
  4. Props and replica weapons can not pose a threat to anyone’s wellbeing. Nothing may leave your person or prop during Judging or during the Parade. No Firearms and no projectiles or thrown objects.
  5. No Nudity. No costume is no costume, and can result in the removal from the facility.
  6. One entry per-person (you may not be a single entry and part of a group.)
  7. No flashpots, confetti cannons, explosive devices, or similar special effects are to be used.
  8. Contestants with large or bulky costumes may have one Handler to assist them.
  9. * Bring at least one Full sheet (no smaller than half sheet) high-quality, color reference image of your character, does not have to be a glossy print. You will not be allowed to enter the contest without a reference image.
  10. *Reference images need to be on PAPER
  11. *Reference images will not be returned, so please don’t give us anything you want to keep.
  12. * All contestants must bring their reference photo and completed registration form to the judges at the time of judging.
  13. Remember to have a positive attitude and a smile. Positive is your secret word. Have fun.
  14. The judging process is not open to the public. Only participants, handlers and parents of those in the Youth category may be present. The Cosplay Contest Parade will be held at ______ on the Main Stage
  15. All Awards are at the judge’s discretion.
  16. Children in the youth categories must be accompanied by a Legal Adult. This is for the safety of our young cosplayers.
  17. With the exception of Exhibition, you must attend the judging session if you wish to be entered for a chance to win a prize.
  18. Any personal items you bring to the Parade will go with you on stage. We do not hold personal items while you go on stage. Ask a friend to hold personal belongings
    1. No food or drinks, or anything that may ruin your or someone else’s costume will be allowed at the judging or backstage at the parade.
  19. Skits will not be accepted into the Costume Contest. Acting in character while posing on stage does not count as a skit, but must remain under a reasonable time limit in order for the parade to continue on schedule.



​Cosplay is Not Consent
AnniCon Zero-Tolerance Harassment Policy

AnniCon is a family and cosplay friendly event. As such, we work hard to foster an environment that is safe and healthy for our guests, and especially our cosplayers. We have a zero-tolerance policy for harassment, which includes but is not limited to: hugging without permission, touching any part of the body without permission, photographing without permission, following/stalking, and verbal abuse.

To help us maintain this safe environment, we ask that you ask permission before hugging, touching, photographing, or otherwise interacting with any guests or cosplayers. Anyone we find who is harassing our guests will be asked to leave. The police may also be called, at AnniCon staff discretion.
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Any guest who feels they are being harassed by another guest can contact the WeaponsMaster, Kelly Barkwell, or her assistant, Sam Ogilvie, at the weapons check table by the main doors. Kelly can also be reached at safety@annicon.com or 256-212-0376 if you are unable to make it to the weapons check table. AnniCon staff are also available and identifiable by staff lanyards/badges and can help at any time.




​AnniCon 2019 Safety Team Policies

AnniCon is a celebration of Asian cultures that has had 1800+ attendees for the last two years. We are committed to keeping all of our attendees safe, and to further efforts to do so, have formed this Safety Team. These policies will give you some guidelines to follow as a volunteer on the Safety Team. All Safety Team members will report directly to the WeaponsMaster (Kelly Barkwell) for assignments, as well as report any problems to the WeaponsMaster.

Duties*:
  • Safety team members should familiarize themselves with AnniCon Attendance and Weapons policy prior to the convention. All Policies are available on AnniCon.com.
  • Help with weapon/prop check as needed
  • Spot check props throughout the convention to insure they’ve been appropriately peace bonded
  • Monitor rooms for any policy violations
  • Monitor public areas for traffic flow and fire code compliance
  • Report any problems promptly to the WeaponsMaster
  • Act as liaison between any attendees with problems and AnniCon staff or Anniston Police

*These duties may be added to or amended as needed.

Volunteers may be required to stay in one area, or may be free to wander the convention, watch panels, etc, as needed. Any problems should be reported directly to the WeaponsMaster. Please do not try to solve any major problems on your own; that is the responsibility of the WeaponsMaster. Other than in the case of an immediate medical emergency, the decision to call police or other emergency services will be the responsibility of the WeaponsMaster.

Safety Team members should monitor their email prior to the event for any updates to these policies. There will be at least one email (date TBD) with guidelines on what to be aware of concerning fire code and traffic flow. Since we’re close to capacity for the Anniston City Meeting Center, it’s our responsibility to ensure exits, fire lanes, aisles, etc, are as clear as possible in the case of an emergency.

Safety Team members will also be crucial in ensuring that cosplayers feel safe and comfortable at AnniCon. One of the most important things to remember is that Cosplay is Not Consent, which means that an individual should have permission before touching, hugging, or otherwise invading a cosplayers space. Most cosplayers are open to pictures and hugs from fans, but it's important that we foster an environment that encourages healthy interactions. If you see a something you think is a problem, or a problem is reported to you, please let the WeaponMaster know at once.

By volunteering for the AnniCon Safety Team, you agree not to hold AnniCon or AnniCon staff liable for any personal injury that may occur. AnniCon will take all reasonable steps to ensure a safe working environment for all volunteers.

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​Vending Contract 
AnniCon Rules and Regulations
AnniCon staff welcomes all artists and vendors who wish to participate in the artist/vendor’s booths at AnniCon ‘20! The convention is held at the Anniston City Meeting Center (1615 Noble Street, Anniston, AL) on March 1, 2020. We ask that all artists/vendors please be respectful of decisions that the staff may have to make concerning the artist/vendor’s booths the day of the convention. We are constantly working to make the Con experience great for everyone and may have to make changes in the initial plans. There will be dedicated staffers available exclusively to participating artists/vendors. They will be identified to the artists/vendors at the convention, so if there should be any questions/problems, please contact these staffers. We will try our best to prevent problems from occurring, but we cannot plan for every contingency. Should a problem arise with another artist/vendor, please speak to a staffer. AnniCon reserves the right to deny an artist/vendor space to anyone should a problem occur. 

Venue Policies
Please remember it is the responsibility of all artists/vendors to comply with local and state laws. All food vendors MUST have a copy of their City of Anniston Business license and Health Department Permit. We ask that you only use masking tape or pins in fabric panels (if available) for temporary room decorations. Please do not use staples, nails, tacks or other forms of tape. Do not place stickers or paints, or deface venue materials in any permanent fashion. Signs, banners and flyers may not be posted outside of your table space. We do not allow the open sales of any type of adult-themed material (not limited to DVDs, VHSs, pornographic images/artwork). No adult material may be viewed, sold or distributed, and we require that vendors not bring adult-themed material at all. AnniCon reserves the right to judge the acceptability of all displays.  In addition, questionable material (such as paraphernalia and images from groups such as KKK and Nazi or Nazi-like merchandise) are prohibited. 

  1. Weapons: The presence and sale of firearms and explosives is prohibited. It is the responsibility of vendors/artists to secure all weapons prior to sale to prevent theft or injury from mishandling. Any weapons not in compliance with the AnniCon Weapons Policy must be peace bonded or secured in a vehicle or off Anniston Meeting Center premises after sale; this is ultimately the responsibility of the buyer, but we ask that you help us enforce these policies by reminding your customers about our weapons policy and to visit the weapons check station on the day of AnniCon to have their weapons inspected and peacebonded.


Open Registration
AnniCon ‘20 will have an open registration period of September 3, 2019 to January 14, 2020.

Space Pricing and Portfolio Submission
Please read this section closely as the portfolio submission has changed for AnniCon ‘20.
Vendor spaces are sold for $80 per standard table and two chairs. Artist spaces are sold for $60 per standard table and two chairs. This price is not negotiable. If you wish to choose your own table there is an additional fee of $20 (Vendor: $100 total/Artist: $80 total). 

Starting with AnniCon ‘20, Food Vendors (also includes Food Trucks) will now be considered a separate category, and will have their table spots automatically assigned by the AnniCon Vending Chair in the designed Food Vendor Section. As such, Food Vendor spaces will be sold for a flat fee of $90. This price is not negotiable. 

As part of the application process, vendors/artists are required to submit a portfolio. Food Vendors are required to submit by email what food items they intend to sell. Food Vendors may email vending@annicon.com.

Vendors/Artists are able to submit their portfolio via the Vending Registration form if it is in a URL format.   
 URL Portfolios-Acceptable types:
  1. Vendor/artist social media pages (i.e. Facebook, Instagram, Tumblr, etc.), 
  2. Online stores (i.e. Etsy, etc.), 
  3. Vendor/artist’s own website. 

If a vendor/artist does not have or does not want to submit a URL Portfolio from the aforementioned list, then that vendor artist will need to submit a Picture Portfolio via the guidelines list below:

Picture Portfolio Guidelines:
  1.  Portfolios or sample products/art will consist of 6 pictures or examples.
  2.  For Artists, 2 of the 6 pictures or examples may be incomplete or in-progress works. The other 4 pictures or examples must be of already completed works.
  3. For Vendors, 3 of the 6 pictures or examples must be of product items previously or currently sold. 
Picture Portfolios will need to be emailed to vending@annicon.com or mailed to the address listed below before applications are approved.

Houston Cole Library
Jacksonville State University
ATTN: Karlie Johnson
700 Pelham Road North
Jacksonville, Alabama 36265-1602 

The AnniCon Vending Chair will review and approve/deny all portfolios regardless of format submission. In certain cases, some portfolios may require the approval of the Annicon Committee.  Upon approval, vendors/artists will be notified and prompted for payment. Please do not submit your payment before application approval.
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Food Vendors
Starting with AnniCon ‘20, Food Vendors (also includes Food Trucks) will now be considered a separate category, and will have their table spots automatically assigned by the AnniCon Vending Chair in the designed Food Vendor Section. As such, Food Vendor spaces will be sold for a flat fee of $90. This price is not negotiable. 
Food Vendors are required to submit by email what food items they intend to sell. Food Vendors may email vending@annicon.com. All food vendors MUST have a copy of their City of Anniston Business license and Health Department Permit.

Availability 
Artists/Vendors are also asked not to encroach upon their neighbor’s space unless they are given permission. Artists/Vendors that do not arrive before 10am Sunday, March 1, 2020 or do not give prior notice will forfeit their space. No-show spaces will be sold to available wait list patrons or other vendor participants at the convention at a reduced cost (cash only). All payments must be made on or before January 14, 2020, or the artist/vendor will forfeit their space. After the initial spaces are filled, AnniCon will keep a waiting list of other interested artist/vendors, to be filled either on February 20, 2020 or the day of the convention. All table purchases come with one Facebook post advertising their product. Additional posts are available for purchase at $5 a post.

Cancellation Policy
Artist/Vendor registration can be cancelled until February 15, 2020. You will receive a full refund minus a $10 cancellation fee. All cancellation requests must call 256-390-1666 or email vending@annicon.com. 

Room set-up/space
Spaces will be 10 feet by 6 feet and consist of an 8 foot table and two chairs. Vending spaces and tables may not be reconfigured without the permission of the AnniCon Vending Chair and/or another AnniCon Planning Committee member unless vending spaces and tables are purchased by the same vendor/artist and are side by side in the same aisle.  Artists/Vendors are responsible for transporting and/or set up/construction of any and all of their own merchandise, equipment, etc. AnniCon does not have access to standing displays/curtains, so please plan on bringing your own. If you plan to bring your own portable walls, they must be properly secured and may not encroach on another vendor's/artist’s space. Standing displays, portable walls, and the like that pose safety risks, will be asked to be secured and/or taken down.  There are limited power outlets and you will need to bring your own extension cord. Your ability to use said cord will be dependent on its impediment of walkways and other artists/vendors. Food trucks will be allowed to park in pre-designated spaces. 
AnniCon reserves the right to ban any and all equipment.

Reserving Multiple Spaces
Vendors are welcome to reserve multiple spaces, limit 2. If there are extra spaces available on Sunday at opening, artist/vendor participants may purchase an extra space at a reduced cost (cost determined by AnniCon). 

Hours of Operation
The artist’s/vendor’s booths will have operating hours from 10am to 8 pm on Sunday, March 1, 2020. The room will be locked prior to 8am on March 1, and all dealers are required to be completely clear of the room by 9:45 pm on March 1. All items left after 9:45 pm on March 1 become property of Annicon/Spirit of Anniston. Artist/Vendors are welcome to leave early, but are advised not to leave personal materials unsupervised. AnniCon takes no personal responsibility for items stolen. 

Set-up/Take down
Artists/Vendors are responsible for transporting and/or set up/take down of any and all their own merchandise, equipment, etc. AnniCon will provide a limited amount of staffers to help artist/vendor participants set-up (8am-10am) and take down (8pm-9:45pm). All items left after 9:45 pm on March 1 become property of AnniCon/Spirit of Anniston. 

Fire Lanes
According to state and local laws, no parking is allowed in the fire lanes around the Anniston City Meeting Center. Fire lanes will be marked by orange cones. All parked vehicles will be asked to move and/or will be towed for non-compliance. 

Volunteers
AnniCon volunteers are for AnniCon use only. AnniCon may provide if available a limited number of volunteers to help artist/vendor participants set-up (8am-10am) and take down (8pm-9:45pm). In certain circumstances (approved by AnniCon staffers) volunteers may be allowed to provide extra assistance to artist/vendor participants.

AnniCon Logo
​Artists/Vendors are not allowed to use the AnniCon logo without the expressed permission of AnniCon. If an artist/vendor would like to use the AnniCon logo, please contact Karlie Johnson by phone at 256-390-1666 or by email at vending@annicon.com for more information.

Directions
Detailed Directions are available on the website: www.annicon.com. 

The address of the Anniston City Meeting Center is 1615 Noble Street, Anniston, AL 36201. 

Official Agreement
I, the Artist/Vendor, agree to refrain from selling adult material at any AnniCon event (material determined by age rating or a mutual agreement as to what items constitute as “adult”). I agree to respect other artist/vendors and not encroach upon their given space (barring extenuating circumstances). I agree to adhere to all venue rules and regulations, outlined in the Vendor's Contract. I understand that the amount that I pay only guarantees the stated number of space(s). I agree to adhere to the posted Artist’s/Vendor's hours, and absolve AnniCon/Spirit of Anniston, the Anniston City Meeting Center and all volunteers of any responsibility for theft or destruction of merchandise. I agree to adhere to the venue policy of hanging materials. I agree to refrain from selling non-legitimate materials (not limited to bootlegs or fansubs). 

We, the con administration, reserve the right to remove any artist/vendor for any reason listed above, dearth of payment, or inappropriate behavior. We will make good faith attempts to prevent theft and destruction of artist/vendor property by providing a safety team during AnniCon events.



​Volunteer Policies 

Volunteers are an invaluable part of making AnniCon a successful event for everyone. To ensure a fun, exciting, smooth-running day for everyone, the following policies will be in place:

  • All Volunteers must be registered here.
  • Volunteers may work as many shifts as they choose, but should plan accordingly for breaks, lunch, etc if they wish to work multiple shifts.
  • Volunteers must be at least 16 years of age.
  • All Volunteers must attend the Volunteer Meeting prior to the event, unless other arrangements are made AT LEAST one week in advance of said meeting.
  • Volunteers MUST work the shift they sign up for. Swaps may be made in advance, but no swaps will be guaranteed without advance notice.
  • Volunteers must report to the Volunteer Coordinator 10 minutes prior to their shift.
  • Volunteers may Cosplay in an age- and family-appropriate costume; However, Volunteers MAY NOT change costumes during their shift.
  • Volunteers must wear their Volunteer Identification (type TBD-badge, lanyard, arm band, etc) during their shift. Plan costumes accordingly.
  • Volunteers should report any disturbances, policy violations, etc to the Volunteer Coordinator or WeaponsMaster. Volunteers should NOT to attempt to deal with any issues on their own.
 
These policies are subject to change as needed. For any specific questions, contact volunteers@annicon.com

The Volunteer meeting will be on February 17th, 2020.  All volunteers MUST attend, unless prior arrangements are made.