SoonerCon Convention Policies

(Effective January 05, 2018)

SoonerCon contact information for convention policy, security, and harassment concerns:
1-800-745-0398 or info@soonercon.com

Midwest City Police Emergency: 911
Dispatch non-emergency: 405-732-2266

We expect participants to follow these rules at all SoonerCon venues and SoonerCon-related social events.

Anti-Harassment Policy

SoonerCon is dedicated to providing a harassment-free convention experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of convention participants in any form. SoonerCon participants who violate these rules may be sanctioned or expelled from the convention without a refund at the discretion of SoonerCon or security staff.

Participants asked to stop any harassing behavior are expected to comply immediately. Harassment includes: deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, unwelcome sexual attention, and offensive verbal comments.

Exhibitors in booths, artists, the Art Show, Artist’s Alley vendors, game masters, players, or similar activities are also subject to the anti-harassment policy, as are all programming participants.

If a participant engages in harassing behavior, the SoonerCon staff may take any action they deem appropriate, including: warning the offender, expulsion from SoonerCon with no refund, and/or disallowing future admission to the convention. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of convention staff immediately. Convention staff can be identified by badge ribbons labeled “STAFF” and/ or “staff” t-shirts. Staff members will be visibly moving around all convention areas. Convention headquarters, security, and lost and found items are located at Registration.

In the event of any participant experiencing harassment, SoonerCon staff will be happy to help them by contacting hotel/venue security or local law enforcement, providing escorts, or otherwise assisting to ensure that they feel safe for the duration of the convention. We value the attendance of every participant.

Alcohol

Oklahoma’s laws require all drinkers to be at least 21 years old. If somebody underage receives alcohol, the person paying for the room bears all responsibility. Also, convention membership for the parties responsible will be revoked without refund for that convention year, and may impact membership eligibility for future years as determined by the convention chairperson and safety officer. Oklahoma law also doesn’t allow open containers in the hallways, even from room-to-room. So drink up in one room before going next door.

Animals

Trained service and assistance animals are permitted in all public areas, at all times. No other animals will be permitted in SoonerCon convention space.

Emergencies

Always comply with the instructions of onsite law enforcement and the convention’s hired security personnel as directed. There are volunteer medical workers onsite during SoonerCon events. Please report any injuries immediately to a convention staff member for assistance. In the case of a medical emergency, first dial 911. A full detail of convention emergency procedures is available upon request at Registration, and all staff and volunteers are briefed on these procedures.

Food & Drink

Outside food and drinks are not allowed inside the Reed Conference Center. These can be consumed outside the facility, and in the hotel. Concessions are available on the second floor of the convention center, and these concession items may be consumed anywhere inside the facility, with the exception of the art show.

Illegal Substances

Don’t do it if it’s against the law. If you’re going to do it, it’s your fault and you deserve whatever penalties Oklahoma law throws at you. Your convention membership will also be revoked without refund.

Incident Reporting

Safety and security are our top priority! SoonerCon utilizes an incident-reporting system for safety, emergency management, and record-keeping. These reports include, but are not limited to, incidences of injury, lost property, harassment, calls to law enforcement, etc. that may occur during the convention’s operation. Convention staff members will ask for your assistance as necessary to complete these reports when applicable.

Reports are securely retained in Con Headquarters at Registration and a copy of your report can be made available upon request. Reports are kept on file at the conclusion of the event by the Future Society of Central Oklahoma d.b.a. SoonerCon board of directors for future reference and reporting.

Lost and Found

Please turn in lost and found items to Con HQ at convention Registration. You can help us with returning these items to their owners by describing when and where you found the items when you turn them in. Lost items should be reported lost at Con HQ or to convention staff or volunteers in various areas of the con by filling out an Incident Report.

Photography

Please be courteous before taking pictures. Ask for permission. Don’t photograph children without obtaining their parent or guardian’s consent. Please note that all photography is banned inside the Art Show.

Restrictions on Participation

SoonerCon is an all-ages, membership-only event. To balance our policies of open membership attendance and the safety of all event participants, SoonerCon restricts the participation of any person who is a registered sex offender (as defined by Sex Offender Registration and Notification Act [SORNA]) to basic “attendee” status for membership, with the understanding that such a member is personally responsible for maintaining their compliance as it relates to the disclosure of such information at public and private events where minors are present.

Room Parties

All open room parties are requested to sign up at Registration or with SoonerCon’s Hotel Liaison staff. There are signage boards provided to hang notices about your open room parties or social meetups. This is the ONLY place to hang party notices. We want you to enjoy your party/meetup to the fullest extent, and it helps us to know the plan.

Signage

SoonerCon’s policy mirrors our facility’s policy, and is very simple: No signs or notices may be attached to facility property. No sticky notes, tape, tacks, or other attachments. Easels bearing signs are allowed. All notices must be printed by machine, not handwritten. Signage boards are located at Registration, on level 2 by the escalator, and in the hotel lobby. This is the best place to make announcements! If you have a room party or other announcement, you can post a notice in a free space on these boards. Taped signage anywhere beyond these signage boards will be removed. Signage will be periodically reviewed and updated by staff.

Smoking/Vaping

The smoking age in Oklahoma is 18. Oklahoma law provides for NO SMOKING OR VAPING in any indoors public venue — which includes ALL SoonerCon function spaces. That means you can only smoke outside (in the courtyard, patio areas, etc.). This policy includes vaporizers. Please vape outside. The Sheraton Hotel is a completely nonsmoking/nonvaping hotel.

Unauthorized Solicitation

No unauthorized solicitation is allowed during the convention, in any function space. Violators are subject to expulsion and arrest.

Volunteer Background Screening Policy

Per the administrative policies of our parent body, the Future Society of Central Oklahoma, all volunteers for SoonerCon are required to undergo a criminal background screening. Volunteers are treated as applicants under the Fair Credit Reporting Act (FCRA). This function is serviced by Verified Volunteers (https://www.verifiedvolunteers.com/) and facilitated by the convention volunteer coordinator, convention chair, and FSCOK board of directors Vice Chair, as applicable, at no cost to our volunteers.

Please join us in making SoonerCon as safe and welcoming as possible. More information about this policy may be obtained at SoonerCon Registration during its normal hours, or at www.soonercon.com/volunteer/.

Weapons

Please, no real guns. Only law enforcement officials are allowed to carry firearms in the Reed Conference Center. For information regarding the Reed Conference Center firearms policy, please call the Reed Center Sales Office at 405-455-1800.

Some prop weapons are not allowed at all: Any type of functioning projectile weapon — loaded or unloaded — or any device that could be construed as a projectile weapon. The only exceptions are nonfunctioning replicas that remain holstered; or daggers, knives, and swords that are kept in their sheaths. All spears and staves must be no longer than six feet and the end of said devices must never project more than 12” from the bearer’s body. Bladed weapons with a functional edge will not be allowed into the convention. Bladed weapons purchased onsite must remain sheathed and peace-bonded at all times, and proof of purchase must be provided upon request to retain the bladed weapon while inside the convention. All blades will be covered in all public areas and function spaces. There will be no appeal to a violation of these rules. Your convention membership will be revoked without refund.

All allowable weapons must still be peace-bonded. The only exceptions to these rules are weapons that have been approved for display on stage during the Costume Contest and during programming specifically designed for weapons display. Peace bonding will be available at Registration weapons check and from the roving security personnel. If you have any questions about this policy, please ask.

Other Policies

SoonerCon reserves the right to refuse admission or to remove anyone from the convention for a violation of policy, or for any other reason. Memberships may or may not be refunded, at SoonerCon’s discretion. Harassment of con members, staff, game masters, volunteers, guests, vendors, hotel and convention center employees or their vendors and guests will not be tolerated. Consequences for verbally or physically disruptive conduct may include membership revocation, ejection, and possible prosecution.

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