SoonerCon Health & Safety Surrounding COVID-19

Last update: 3/28/2020

COVID-19: SoonerCon 2020 Cancellation; Postponed to June 2021

The SoonerCon Committee and Future Society of Central Oklahoma Board are heartbroken to announce the cancellation of SoonerCon 29 this June due to the unprecedented circumstances surrounding COVID-19. After working closely with Norman Emergency Management, the Embassy Suites Hotel Norman, our legal counsel, and following the guidance of the CDC and WHO, we concluded that this is the best decision for the health of our members and the future of our organization.

We want to be open and honest about what informed our decision. We’re an entirely volunteer board and committee, therefore all the money made from SoonerCon goes back into the convention or to our charity partner. This means we do not make financial and membership decisions lightly. 

After advice from counsel and looking at all the data our contracts (which have 90-day, end of March, clauses), the lack of insurance coverage for pandemics, our numerous participants who travel from all over the country, the many negative economic impacts resulting from COVID-19, and the uncertain timing of emergency orders, the FSCOK board determined that cancellation is the best decision for the financial future of SoonerCon and the wellness of our community.

SoonerCon 29 is postponed to now occur June 25-27, 2021 at the Embassy Suites Norman Hotel & Conference Center.

Special thanks to our volunteers, clubs, vendors, artists, authors, programming guests, donors, sponsors (QuikPrint, Signs To Go and Bernina of Oklahoma City), the City of Norman Emergency Management, Mayor Breea Clark, the Embassy Suites Hotel in Norman, and the convention committee. We know this isn’t the news you want to hear and, trust us, it’s absolutely devastating to all of us who have put in hundreds of hours to make this year’s convention happen. We hope you all stay safe and make it through these uncertain times unscathed. We’ll see you June 25-27, 2021.

What does cancellation/postponement mean for paid attendees, exhibitors, and artists?

Membership/Attendee Options

Transfer: You can transfer your membership to our June 25-27, 2021 convention. If you choose this option, you don’t need to do anything. These funds will be applied to our 2021 event operations. Everyone who transfers their membership will receive a 25% off coupon to the SoonerCon Merch Store at next year’s convention as thanks.

Refund: You can request a full refund. To request a refund, click on the “view and manage” link in the “Order Summary” portion of your SoonerCon 29 registration confirmation email from Eventbrite. Then, click on the “Request a Refund” button on the Eventbrite order page. Please allow up to three weeks for us to process your request.

Exhibitor and Artist Alley Options

Transfer: You can transfer your reservation to our June 25-27, 2021 convention, guaranteeing your spot for next year’s event. If you choose this option, you don’t need to do anything. These funds will be applied to our 2021 event operations. This will lock your reservation in at this year’s rate, even if we increase booth and table rates going into next year’s show.

Refund: You can request a full refund. To request a refund, send an email to refunds@soonercon.com from the same email you used for your Eventbrite reservation. Please allow up to three weeks for us to process your request. You will not be guaranteed a vendor spot in 2021 when using this method, and will need to re-apply for vendor space.

Art Show Options

Transfer: You can transfer your reservation to our June 25-27, 2021 convention. If you choose this option, you don’t need to do anything. These funds will be applied to our 2021 event operations. This will lock your reservation in at this year’s rate, even if we have to increase panel and table rates going into next year’s show. This also guarantees your spot at next year’s event.

Refund: You can request a full refund. To request a refund, click on the “view and manage” link in the Order Summary portion of your SoonerCon 29 Art Show registration confirmation email from Eventbrite. Then, click on the “Request a Refund” button on the Eventbrite order page. Please allow up to three weeks for us to process your request.

FAQ

Why are you canceling?

Due to the unprecedented circumstances surrounding COVID-19, we elected to cancel the 2020 convention and postpone to 2021. After working closely with Norman Emergency Management, the Embassy Suites Hotel Norman, our legal counsel, and following the guidance of the CDC and WHO, we concluded that this is the best decision for the health of our members and the future of the convention.

We want to be open and honest about what informed our decision. We’re an entirely volunteer board and committee, therefore all the money made from SoonerCon goes back into the convention or to our charity partner. This means we do not make financial and membership decisions lightly.

After advice from counsel and looking at all the data — our contracts (which have 90-day, end of March, clauses), the lack of insurance coverage for pandemics, our numerous participants who travel from all over the country, the many negative economic impacts resulting from COVID-19, and the uncertain timing of emergency orders, the FSCOK board determined that cancellation is the best decision for the financial future of SoonerCon and the wellness of our community.

Will you reschedule?

Yes! SoonerCon 29 is postponed to occur June 25-27, 2021 at the Embassy Suites in Norman, OK.

Is there a SoonerCon next year?

Yep. It will be June 25-27, 2021 at the Embassy Suites in Norman, OK.

Can I transfer my membership, exhibitor, or art show space to next year?

Yes! If you purchased a membership, exhibitor, or artist space for the 2020 convention, you can transfer your reservation to our June 25-27, 2021 event. If you choose this option, you don’t need to do anything. These funds will be applied to our 2021 event operations.

Attendees who transfer their membership will receive additional perks. Vendors and artists who transfer their reservations are guaranteed the same space at next year’s event at the current price and won’t have to go through the application process a second time.

Can I get a refund for my membership, exhibitor, or art show space?

Yes! If you purchased a membership or Art Show space, you can request a full refund via your confirmation email from Eventbrite. Click on the “view and manage” link in the “Order Summary” portion of your SoonerCon 29. Then, click on the “Request a Refund” button on the Eventbrite order page.

If you purchased Exhibitor Hall or Artist Alley space, you’ll need to send an email to refunds@soonercon.com from the same email you used for your Eventbrite reservation. Please allow up to three weeks for us to process your request.

How can I support the vendors, artists, and authors who were going to be at SoonerCon this year?

We are reaching out to our vendors, artists, and authors asking for their web stores and social links and will be creating a page so you can shop with them. We’ll announce on our social media and here when that page is ready.

Will there be the same guests next year?

Many of our headline guests have agreed to appear at our 2021 con and others are checking their availability. We will be working on updating our guest lineup information as it develops.

What about my room at the hotel?

We have been working closely with our hotel partner and will receive further instructions from them soon about the 2020 hotel room reservation cancellation process.

  •         If you have reserved a hotel room, you have not been charged and may cancel your reservation at any time (as usual).
  •         We are collaborating with our partner, the Embassy Suites, on a cancellation plan for the block as a whole, however this may not include those guests reserving outside the room block (for example, those with a different block rate).
  •         If you wish to cancel your hotel room personally now, please let us know you have done so by forwarding your cancellation confirmation to hotel@soonercon.com. This will help us stay connected going forward.

We are planning SoonerCon 2021, and will inform everyone when our 2021 hotel reservation link becomes available. You will need to complete a new reservation for our 2021 event.

What about 2021 hotel room reservations?

We are planning SoonerCon 2021, and will inform everyone when our 2021 hotel reservation link becomes available. You will need to complete a new reservation for our 2021 event.

In the meantime, please feel free to complete this survey to be added to our 2021 hotel room block mailing list: https://ousurvey.qualtrics.com/jfe/form/SV_2gJErUpCiYEOVFz

What does this mean for me as a volunteer?

We could not hold SoonerCon each year without our volunteers! We cannot thank everyone enough who has already applied to volunteer and we hope you will consider volunteering for the June 2021 con. Our Volunteer Management team will be emailing current volunteers with further information. If you want to sign up to volunteer, visit https://www.soonercon.com/volunteer/ to apply.

What does this mean for me as a panelist/programming guest?

Panelist guests who previously accepted their invitation to appear at SoonerCon 29 are invited to appear at our postponed event. They will receive this information via email from our programming staff and we hope they will each be available to join us in 2021.

Can I apply to be a panelist/programming guest?

Visit https://www.soonercon.com/programming-faq/ for information on being a SoonerCon panelist and then https://www.soonercon.com/guest-application/ to apply.

What does this mean for me as a costume contestant?

Existing approved registrants for the costume contest will have a reserved slot in our 2021 competition event. However, they will need to complete a new application for the contest event to update their information for pre-judging, the costume’s details, etc. Our Costuming staff will be notifying current contestants of this process via email.

What does this mean for me as a game master?

Our game room director will be reaching out by email to all GM applicants and coordinating groups about availability for our 2021 event. We’d love to have you running games at our postponed event.

Helpful Links

We encourage everyone to follow the official advice found at the following links:

World Health Organization (WHO): https://www.who.int/emergencies/diseases/novel-coronavirus-2019

The Centers for Disease Control (CDC) and Prevention: https://www.cdc.gov/coronavirus/2019-ncov/index.html

Oklahoma State Department of Health: https://www.ok.gov/health/Prevention_and_Preparedness/Acute_Disease_Service/Disease_Information/Coronavirus_Disease_2019/index.html

Cleveland County Health Department: https://www.ok.gov/health/County_Health_Departments/Cleveland_County_Health_Department/