Hal-Con Policies & Rules

Hal-Con Sci-Fi Fantasy Association (Hal-Con) values the creative arts and encourages the skill, craftsmanship and artistic achievement of the vendor community. Due to ongoing controversy relating to copyright infringement and uncertainty concerning the data being utilized by AI creation platforms, Hal-Con will not accept AI generated art and images as a medium sold by vendors in whole or in part of the items being presented and sold on the vendor floor. It is a vendors’ responsibility to ensure no products violate this policy and hold all appropriate permissions for any merchandise they have for sale. The consequences of violating this policy may include but are not limited to: a request to remove items in whole or in part from the vendor floor, expulsion from the vendor floor without refund, or/and a temporary ban from applying to become a vendor for future Hal-Con events.

Hal-Con is an all-ages family event. No outside alcohol or any legal or illegal recreational drugs will be permitted onsite. If you are suspected of drinking to excess or appear to be intoxicated by means of any substance, you will be asked to leave the convention without refund.

Nova Scotia’s Smoke-Free Places Act states that smoking and vaping is illegal indoors. The Halifax Convention Centre is a smoke-free environment.

HRM introduced a city-wide smoking ban bylaw on October 15, 2018. The closest designated smoking area is just outside the front door of the Argyle St. main entrance. There are additional designated smoking locations on Argyle St. near Sackville St. and by Grand Parade Square.

Your badge and/or wristband must be displayed at all times. Badges and wristbands are non-transferrable, not replaceable, and no refunds will be issued if lost.

Breastfeeding is permitted, without question or hesitation, in any area of the convention at any time. Should any person breastfeeding wish for privacy, a breastfeeding area can be found in the family room on the Ballroom Level of the Halifax Convention Centre for your convenience.

We receive more and more feedback from attendees and from vendors about unlicensed merchandise. Hal-Con strives to be a forum where artists can sell their original work and good quality merchandise is available for sale. Vendors are expected to hold all appropriate permissions for any merchandise they have for sale and Hal-Con will comply with any requests from copyright holders and/or original artists to have offending merchandise removed.

If vendors are asked to remove a specific item and do not comply, they will be asked to leave.

During Panels
We request that you line up at the microphone stands to ask questions. Please keep it to one question as lineups can be long and we want to get to as many questions as possible. If we feel your question is inappropriate, we reserve the right to cut the mic and move on to the next person in line. It is important to remember that not everyone will be able to ask questions, depending on the length of the lineup.

It is also important to note some guests may request no photography or video during their panels. We will post warnings on those events so there’s no confusion. However, if you are found to be in violation of that “No Cameras or Video” rule during that panel, you will be removed from the panel and potentially also from the convention.

During Autograph/Photo Sessions
Please don’t bring guests gifts, especially large items or anything containing food (due to allergies or sensitivities, etc). Many guests travel to Halifax with only a small suitcase and can’t bring items back home with them. Small tokens may be accepted, but we cannot guarantee anything on behalf of individual guests.

We ask all attendees to follow Wheaton’s Law: be considerate and respectful of your environment, and of the other attendees. If you are photographing or filming costumes, ensure you get permission from that individual before taking their image. It is inappropriate to take high or low angle shots, place your hands on a person, or request sexual poses without prior consent.

No photography or recording of any kind is permitted in the Autograph/Photograph area unless taking a selfie with a guest after paying the fee.

Recording may not be permitted at select events. If you record at an event where it is not permitted, you will be removed from the convention and not allowed to re-enter. In most cases, non-flash photography at panels and Q&A’s will be fine, except where specifically noted. Filming should be for personal use only. Any photography, film or audio released (via any medium) for personal gain or profit is not permitted.

Hal-Con is committed to protecting the privacy of the personal information of our attendees, volunteers, sponsors, and vendors. We recognize the importance of maintaining the confidentiality and security of this information and strive to comply with all applicable privacy laws in Nova Scotia and Canada. This privacy policy outlines how we collect, use, disclose, and protect personal information in the course of our activities and the measures we take to ensure compliance with all relevant privacy laws.

Purpose
The purpose of this privacy policy is to inform individuals about how we handle their personal information and to ensure that we comply with all relevant privacy laws, including PIPEDA.

Scope
This privacy policy applies to all personal information collected, used, or disclosed by Hal-Con in the course of our activities, whether online or offline. This includes personal information collected from attendees , volunteers, sponsors, vendors, and any other individuals we interact with.

Collection of Personal Information
Hal-Con collects personal information only as necessary for the purposes identified to individuals at the time of collection or as otherwise permitted by law. We may collect personal information such as name, address, email address, phone number, and information related to our programs and events.

We may collect personal information through various means, including, but not limited to, our website, email, telephone, and in-person interactions. We will only collect personal information through lawful means and with individuals’ consent unless otherwise permitted by law.

Use of Personal Information
We use personal information only for the purposes for which it was collected unless individuals have provided their consent for a different use or as otherwise permitted by law. We may use personal information to:

• Communicate with attendees, volunteers, sponsors, and vendors
• Provide services and support to individuals
• Provide information about our programs and events
• Conduct research and analysis to improve our programs and services
• Meet legal and regulatory requirements

Disclosure of Personal Information
We do not disclose personal information to third parties, except as necessary for the purposes identified to individuals at the time of collection or as required by law. We may disclose personal information to:

• Service providers who perform services on our behalf, such as data analysis
• Regulatory bodies and law enforcement officials as required by law
• Other parties with individuals’ consent or as permitted by law

Security and Retention of Personal Information
We take reasonable measures to ensure that personal information is kept secure and protected against unauthorized access, use, or disclosure. We retain personal information only as long as necessary for the purposes for which it was collected or as required by law.

Accuracy and Access to Personal Information
We take reasonable steps to ensure that personal information is accurate, complete, and up-to-date. Individuals have the right to correct their personal information held by us, subject to certain exceptions as provided by law. If you need to correct your personal information, please contact our Privacy Officer at Privacy@hal-con.com.

• Absolutely no firearms are permitted. This includes those firearms that have no loaded ammunition or the firing bolt or pin removed.
• Live edge or metal-bladed props (including axes, daggers, hatchets, knives, kunai, shuriken, swords and similar)
• Functional replica firearms (including airsoft guns, BB guns, cap guns, paintball guns, and pellet guns)
• Functional projectile props (including blow guns, crossbows, drawn bows, slingshots).
• Blunt items (including but not limited to manufactured tools, clubs and sports sticks. oam or other safe material replicas should be used)
• Chemical irritants (including mace, pepper spray).
• Any props that release aerosol, smoke, or vapors.
• Explosives (including firecrackers, caps, and fireworks).
• Any props that may cause a mess (silly string, filled water guns, water balloons, bubbles and similar .).
• Any other weapon prohibited for public carry by Canadian law.

• Foam blasters without projectiles.
• Hard Props (including those made of metal, fiberglass, hardwood and glass).
• Worn props including armour that is studded, spiked, sharp or otherwise could pose a risk to the wearer and other attendees.
• Shields.

Upon arrival at Hal-Con, you will first be required to pass through registration inside the Argyle St. entrance to the Halifax Convention Centre. This may necessitate lining up during peak times and having any purses/backpacks/bags checked by security and prop weapons checked by staff. You will need to show proof of the name on the ticket you are picking up, matching your own ID. Then you’ll be issued a wristband or badge and granted entry to the convention.

Once you have your wristband or badge, you may use the re-entry option through the Argyle St. Entrance to the Halifax Convention Centre. You will be expected to show your wristband or badge upon re-entry, so please make them available.

Hal-Con is dedicated to fostering a welcoming and inclusive environment for everyone involved in our community. We value equality, opportunity, and self-expression, and are committed to maintaining a respectful atmosphere, free from harassment, discrimination, and bullying at all of our events and online communities.

This policy aims to:

• Promote positive and respectful environments
• Establish a shared understanding of what a safe community entails
• Clarify Hal-Con’s expectations for maintaining a respectful environment
• Prevent discrimination, harassment, and violence as outlined in the Nova Scotia Human
  Rights Act, RSNS 1989, c 214

This policy covers behaviour in various community spaces, such as:

• All Hal-Con-hosted events, including the annual convention
• Events sponsored by Hal-Con
• Events attended by Hal-Con in an official capacity
• Online spaces controlled or managed by Hal-Con

This policy applies to all Hal-Con staff, volunteers, guests, presenters, contractors, community members, and event attendees. Prohibited conduct includes, but is not limited to:

• Discrimination as defined above
• Harassment, including verbal, nonverbal, written, and digital forms
• Sexual harassment, including unwelcome sexual advances, requests, or propositions
• Violence or threats of violence

Individuals at events officially attended by Hal-Con who are not attending with Hal-Con may be covered under this policy based on interactions with members of the community who are attending with Hal-Con.

Reporting and Investigations:
Hal-Con encourages anyone who experiences or witnesses discrimination, harassment, or violence to report the incident. Retaliation against individuals reporting incidents in good faith is strictly prohibited. 

Reports can be submitted to a Hal-Con committee or board member, who can be identified by their collared, Hal-Con-branded golf shirts, as seen below. This is the preferred method for any serious incidents. Incidents can also be reported using Report@hal-con.com. We will respond as soon as possible.

Hal-Con’s Board of Directors will investigate all reported incidents under this policy and take appropriate action to address any violations, which may include referral to appropriate authorities or government agencies for further investigation, removal or banning from Hal-Con run spaces, or expulsion from ticketed events without refunds.

Confidentiality:
All reports, incidents, and decisions relating to this policy are confidential. Any breach of confidentiality will be treated as a serious matter and may result in disciplinary action against the responsible party.

The Hal-Con Solicitation Policy is established to ensure a fair and structured environment for all attendees, presenters, volunteers, vendors, and sponsors. It aims to prevent unregistered sales and promotional activities that could undermine our registered vendors’ and sponsors’ investments and disrupt the overall convention experience.

Prohibition of Unapproved Sales:

• Attendees, presenters, and volunteers are strictly prohibited from selling products or services at Hal-Con unless they have received explicit authorization from the Hal-Con Board of Directors or approved committee members.

Selling without permission not only disrupts the convention’s organized structure but also undermines the commitment and investment made by our registered vendors.

Prohibition of Unauthorized Advertising and Solicitation:

• Attendees and volunteers are forbidden from advertising or soliciting their personal businesses or services during Hal-Con without express permission from the Hal-Con Board of Directors or approved committee members.
• Presenters are forbidden from advertising or soliciting their personal businesses or services during Hal-Con outside of their designated panels without express permission from the Hal-Con Board of Directors or approved committee members.
• Presenters may pre-distribute materials in a panel room that have a clear and explicit involvement in the presentation at hand. Other advertising, marketing, and solicitation materials may be available to attendees, but must only be distributed to attendees upon request.

This ensures that our convention remains a space focused on its core offerings and experiences, without unanticipated or unregulated commercial interruptions.

Consequences for Non-Compliance:
Any individual found violating this policy will be approached by Hal-Con staff or security. They will be informed of the policy and asked to cease the prohibited activity immediately.

Continued or egregious violations may result in the individual being asked to leave the convention premises and have their ticket revoked with a potential future ban.

Seeking Permission:
Those who wish to sell products, advertise, or solicit business at Hal-Con are encouraged to contact the convention organizers in advance to discuss opportunities such as becoming a registered vendor or sponsor.

By attending Hal-Con, all participants agree to respect and adhere to this Solicitation Policy, helping us ensure a fair and enjoyable environment for all.

All Hal-Con ticket sales are final and no refunds are available.

Guest appearances are subject to change or cancellation due to professional obligations. Unless otherwise noted, all guests will be in attendance for all days. Please check the Hal-Con website for the most current listing prior to the convention. Refunds will not be issued in the event of a guest cancellation.

There will be no refunds on lost/stolen tickets or wristbands or if you are removed from the convention by staff or security.

Hal-Con ticket holders are welcome, at their own discretion, to transfer or resell their tickets to other would-be convention attendees if they cannot attend the convention. All resold tickets must be officially transferred into the purchaser’s name by contacting our Registration team at Tickets@hal-con.com or fill out our Ticket Transfer Form.

Hal-Con and the venue management want to offer all our attendees a comfortable experience at the convention. All participants at the event are encouraged to use the washroom to which they identify.

There are gender neutral washrooms, as well as gender-specific washrooms, on each level of the facility. Once the maps for the current year are published, you will find those noted on our venue page, and they will be clearly designated with signage within the building.