1. Preface

Okamicon was created to ensure that everyone who wished to attend has the best time possible. To ensure that the greatest number of people can have an excellent Okamicon, we have created this Code of Conduct. By this Code, we seek only to ensure that the behavior of any one person or group does not disturb the attendees or staff, nor does the behavior detract from the relaxed and comfortable atmosphere of our events.

This Code of Conduct applies equally to all attendees (this includes ticketed members of the public, Guests, Artists and Traders and Committee Members).

It is important that you read and understand this Code of Conduct. Anyone who attends Okamicon (in person or online) or any other Okamicon-related event is expected to follow this Code for the entire duration of the event, including any informal pre- or post-event activities.

Okamicon reserves the right to amend these rules at any time without prior or posted notice and reserves the sole right of interpretation.

We anticipate no difficulties, as our attendees are rational and responsible individuals. However, Okamicon is prepared to deal with any issues related to the Code of Conduct in as rapid and efficient a manner as possible should they occur.

We thank our attendees for their cooperation and for their continued assistance in making Okamicon events enjoyable experiences for everyone.

Have fun – just please remember to be courteous and respectful of those around you while doing so!

2. Respect for Others

Okamicon wants every single one of its attendees to enjoy themselves at its events. As such, we ask that you respect each other. All Okamicon events should be a space where everyone feels welcomed and comfortable, able to express themselves freely without fear of discrimination.

Discrimination based on, but not limited to the following will not be tolerated under any circumstances:

Gender, gender expression, race, ethnicity, religion, age, sexual orientation, physical / hidden disability, culture, or technical capabilities.

Harassment of any kind is not tolerated. If someone tells you “No” or asks/tells you to leave them alone, your business with them is done.

If you feel that you are being discriminated against or harassed, or if you notice anyone behaving inappropriately (such as violating venue or convention policies), we respectfully suggest the following:

If you feel comfortable doing so, point out the inappropriate behaviour to the person(s) involved. Often this will solve the problem immediately.

If you do not feel comfortable talking with the person(s) involved, or if talking to them does not resolve the issue, please report the situation immediately to any Okamicon Committee Members or Volunteer Staff. Committee members and Volunteer Staff can be identified by the uniform they are wearing and will be clearly identifiable throughout the venue. Panel Operators are not always Committee members or Volunteer Staff, but there will be staff present in every room during the event.

Please remember that we need to know about any incidents during the event to take timely action; however, we still encourage people to make us aware after the convention, when able to do so.

3. Privacy, Photographs, and Recording Electronic Information

Okamicon event attendees and members should be aware that photography and video and/or audio recordings are frequently made by Okamicon during events and that their likenesses may appear in those recordings. Attendees and members agree to assign without compensation the use of their likeness for the use of promotional material. Releases for online video recording by Okamicon will be provided ahead of time. If you’d rather not be filmed or photographed, please let the recorder/photographer know at the time.

3.1 Media Relations

Okamicon welcomes members of the press at its events. All journalists, media photographers, and any other members of the press are required to display an official Okamicon Press Badge or be always accompanied by an Okamicon staff member while at Okamicon events.

Members of the press who have not been issued a Press Badge may not conduct interviews or take photographs, audio or video footage without an escort.

3.2 Personal Photography / Recordings

Please be polite and ask before taking photographs or recordings of attendees and members whenever possible. Photography for personal archival use only is generally acceptable, unless individuals make it clear that they do not wish to be photographed, in which case taking any photographs of them is expressly forbidden. Cosplay is not Consent.

In general, please request permission from panelists and other panel/event participants before taking photographs.

Where allowed, we suggest that photographs be taken before or after a panel/event to avoid distracting panelists and audience members from the discussion.

In general flash photography is not allowed after the first FIVE minutes of any panel items.

3.3 Video/Audio Recordings

If members wish to make video or audio recordings of other members, explicit permission must be received from those members before beginning to record. If permission is not given, any recording of them is expressly forbidden.

4. Okamicon Entry/Identification

4.1 Tickets

See our Tickets Terms and Conditions for specific regulations on the Okamicon tickets.

Okamicon is a ticketed-only event. All attendees coming to Okamicon in person must always have their wristband visible. A Wristband/Ticket is valid only for the person to whom it was issued; wristbands/tickets may not be shared under any circumstances.

Okamicon requires that any children 13 or older have a purchased ticket for the convention.

Okamicon also requires that children under the age of 13 always be under the direct supervision of an adult Parent/Legal Guardian. The Parent/Guardian are responsible for the conduct of the minor(s) under their care, as such any breach of this Code of Conduct will be the responsibility of the Parent/Legal Guardian and may result in removal from the event without reimbursement.

We cannot take responsibility for minors all must be accompanied.

4.2 General Rating of the Convention

All convention areas are open to attendees of all ages, except for events or exhibits that are specifically noted to be inappropriate for minors, access to which is controlled.

Please be aware that handcarts, trolleys, oversized strollers, rolling luggage, and wheeled backpacks are not allowed in the convention halls or panel rooms as they are a health and safety hazard. These must be checked into the cloak room.

5. Venue

Griffith College Dublin: https://www.griffith.ie/conference-centre

Please follow all rules set by the convention venue. Okamicon asks that you pay special attention to the following:

5.1 Damages

Any act of vandalism, deliberate or excessive damage to venue property, or interference with venue staff in the performance of their duties will have negative consequences for individuals and the convention.

Consequences for individuals could range from being billed for damages, being evicted from the college and/or convention, and criminal charges. These types of incidents can also harm the relationship Okamicon has with the venue, resulting in monetary losses or cancellation of our contract.

5.2 Smoking

Smoking or Vaping is not permitted in any area of Okamicon or any internal area of Griffith College.

Designated smoking locations can be found outside the entrances to the venue.

5.3 Pets

The venue does not allow pets in function space. This is for the protection of the pet, the pet owner, our attendees, and venue guests. Only service animals are permitted.

5.4 Signs

Signs may be posted only in designated areas with permission. Any signs posted in designated areas must be affixed using white tack ONLY. Do not affix anything to the walls of the venue, to the elevators, or to Okamicon signage.

5.5 Non-convention guests/general public

Please remember that the convention is held in an area where we will encounter non-fans. Please be respectful of the venue’s other guests and use common sense, especially in the public areas of the venue.

5.6 Weapons

See Okamicon Cosplay Terms and Conditions for information regarding weapons regulations:

https://www.okamicon.com/cosplay-terms-conditions

5.7 Alcohol

The legal drinking age in Ireland is 18.

Please follow the venue’s policies on alcohol consumption / transportation in venue public spaces, such as the lobby, or function rooms.

6. Breaches of the Code of Conduct

In the event of someone breaking the code of conduct:

Okamicon reserves the right to revoke access from and eject anyone at any time from an Okamicon event without a refund.

Failure to adhere to any of the above policies may result in several possible consequences.

Consequences include, but are not limited to:

Talking with all parties involved and attempting to mediate a solution to the problem.

Issuing verbal warnings.

Revoking ticket(s) and requesting that the person(s) leave the event.

Involving venue staff or security.

Contacting An Garda Síochána.

Banning of attendance and to future Okamicon events.

1. Definitions of Used Terms Within:

Event means an entertainment event including, without limitation, a concert, convention, exhibition, sports, theatrical and/or music event to be held at a Venue in respect of which We have the right to sell You Tickets.

Tickets means tickets or other types of evidence (including electronic tickets) for an Event sold by Us to You on behalf of the organisation responsible for the Event for the right to occupy space at or to attend an Event.

Venue means any facilities or locations of any nature where the Event is being held.

We mean Okamicon Ireland the event planners and organisers Us and Our shall be read accordingly. “You” means you or anybody who in Our reasonable opinion is acting with your authority or permission.

Your shall be read accordingly. Promoter means the person firm or company staging the Event if different from Us and the Venue.

Group means group organisers, charities, travel and coach companies or other organisations that We have agreed to sell to knowing that the Tickets are intended for resale.

2. Incorporation

These Terms and Conditions incorporate and should be read in accordance with the Venue and/or Promoter terms, conditions and regulations, copies of which are available upon request from the Venue. In the event of any inconsistency between the terms in relation to Venue or Promoter requirements, those of the Venue shall prevail.

3. Tickets

All Tickets are sold subject to availability and to these Terms and Conditions. These Terms and Conditions should be read carefully prior to purchase and any queries relating to them should be raised with us prior to purchase, as purchase of Tickets constitutes acceptance of these Terms and Conditions.

A valid Ticket must be produced to get into an Event. Removing any part of, altering or defacing the Ticket may invalidate Your Ticket. It is Your responsibility to check Your Tickets as if you have made a mistake, it cannot always be rectified after purchase. Please check your Tickets on receipt carefully and contact us immediately if there is a mistake. We will not be responsible for any Ticket that is lost, stolen or destroyed. It is not always possible to issue duplicate tickets.

Where a concession is claimed, proof of identity and concession entitlement (for example of age or student status) will be required. Ownership or possession of a Ticket does not confer any rights (by implication or otherwise) on You to use, alter, copy or otherwise deal with any of the symbols, trademarks, logos and/or intellectual property appearing on the Ticket.

4. Price and payment

The price of the Ticket shall be the price set at the time We accept Your order. All prices set are inclusive of any applicable taxes and inclusive of booking fee and collection or delivery fee, the full breakdown of applicable taxes and no order will be accepted until We have received full payment. All costs will be clearly transmitted by Us to You at the time of Your purchase.

5. Delivery

Tickets will only be delivered to the email address You provide upon completing Your purchase. Please ensure the correct information is entered as You will not be granted access to the Event unless Your proof of purchase can be provided.

We reserve the right to cancel Your booking and make a refund of the Ticket price. You will be notified via email of the arrangements for Ticket collection (using the details provided at the time of ordering). In order to collect Your Tickets, You must have Your order confirmation email with You. You will be able to collect Your Tickets once the Event starts (Event opening and closing times will be readily available and clearly posted).

6. Changes to Event

The organiser of the Event and/or the Venue reserves the right to make alterations to the published Event program where reasonably necessary.

7. Refunds/exchanges

Tickets cannot be exchanged or refunded after purchase unless the performance is cancelled or rescheduled (subject to below). Where an Event is cancelled or rescheduled (subject to below) by the Venue or Promoter, or where an Event is cancelled or rescheduled due to circumstances beyond Our control, You will be entitled to claim a refund from Us in accordance with this clause. Where such a refund is sought You must bring this to Our attention as soon as possible upon becoming aware of such change, cancellation or where the Event has been rescheduled, prior to the rescheduled Event. If you receive a refund the full balance will be returned to the payment method used for the purchase. In order to claim Your refund, please contact us through either Our ticket provider, or by following the instructions in Your order confirmation email. Refunds shall only be made to the person who purchased the Tickets and, when possible, be made using the same method as was used to purchase the Tickets except, at Our discretion, where payment was made by cash.

These Terms and Conditions do not and shall not affect your statutory rights as a consumer. For further information about your statutory rights contact Citizens Advice,                                                    (https://www.citizensinformation.ie/).

8. Liability

Any and all personal arrangements including travel, accommodation or hospitality relating to the Event which have been arranged by You are at Your own risk. Liability for the cancellation or rescheduling of an Event, will be limited to the refund as set forth in Section 7. Neither We nor the Venue nor the Promoter will be responsible for any loss, theft or damage of Your personal belongings, other than caused as a result of Our negligence or that of the Venue or the Promoter or other breach of statutory duty.

9. Cancelled/re scheduled Events

It is Your responsibility to ascertain whether an Event has been cancelled or re-scheduled and the date and time of any re-scheduled Event. Where an Event is cancelled or re-scheduled, We will use Our reasonable resources to notify You using the details You provided Us with at the time of ordering.

We do not guarantee that You will be informed of such cancellation before the date of the Event. It is Your responsibility to inform Us of any change to the contact information You provide Us with at the time of ordering.

10. Use of details and Data Protection.

Please see our Privacy Policy and Cookie Policy.

11. Resale/use of Tickets and property

You may not re-sell or transfer a Ticket if prohibited by law. In addition, re-sales or transfers of Tickets may be prohibited for certain events subject to the specific terms and conditions of those events (for example but not exclusively limited to charity events or events where age restrictions may apply because of content of the entertainment or licensing requirements). Where a Ticket is offered for resale in line with these terms and conditions, you must provide to the buyer full details of the ticket. Full details include, if printed on the ticket, the block or tier, row and seat number. Buyers must also be made aware of these terms and conditions and any other terms and conditions that are specific to the event. You should check whether any special terms apply before offering a free Ticket for resale. Free tickets are often provided for specific reasons limiting their transferability.

12. Void Tickets

Any Ticket obtained in breach of these Terms and Conditions shall be void and all rights conferred or evidenced by such Ticket shall be void. Any person seeking to use such a void Ticket in order to gain or provide entry to an Event may be considered to be a trespasser and may be liable to be ejected and liable to legal action. Void Tickets are non-refundable.

13. Restrictions on the purchase of tickets

Tickets may be restricted to a maximum number. Any such restriction shall be notified to You at the time You book the Tickets. We reserve the right to cancel Tickets purchased in excess of this number and without the Agent’s agreement, without prior notice unless the purchase of an excess was due to Our error.

14. Conditions of Admission

Tickets may be restricted to a maximum number. Any such restriction shall be notified to You at the time You book the Tickets. We reserve the right to cancel Tickets purchased in excess of this number and without the Agent’s agreement, without prior notice unless the purchase of an excess was due to Our error.

15. Restrictions and prohibitions

The use of equipment for recording or transmitting (by digital or other means) any audio, visual or audio-visual material or any information or data inside any Venue is strictly forbidden. Unauthorized recordings, tapes, films or similar items may be confiscated and destroyed.

Any recording made of an Event in breach of these conditions shall belong to the Promoter. The Promoter and Venue will not be liable for any loss, theft or damage to confiscated items.

By attending an Event, Ticket holders consent to filming and sound recording of themselves as members of the audience. The Promoter may use such films and recordings (including any copies) without payment.

Ticket holders shall not bring into the Venue or display or distribute (whether for free or not) at the Event any sponsorship, promotional or marketing materials. Smoking is not permitted unless within a designated smoking Area (if any).

The following are not permitted within any Venue:

1) animals (with the exception of guide dogs and service animals).

2) laser pens.

3) Your own food and drink (unless permitted by the Venue/Event).

4) any item which may be interpreted as a potential weapon including sharp or pointed objects (e.g. knives).

5) illegal substances.

The management of the Venue reserves the right to conduct security searches from time to time and confiscate any item which, in the reasonable opinion of the management of the Venue, may cause danger or disruption to other members of the audience or the Event or is one of the items not permitted in the Venue as listed above. Every effort shall be made to admit latecomers to Events. The obstruction of gangways, access-ways, exits, entrances or staircases, congregating in non-designated areas and entering areas of the Venue that are not part of the Event(where applicable) is strictly forbidden.

The management reserves the right to refuse entry to the event for any reason

16. Health and Safety

Ticket holders must comply with all relevant statutes, safety announcements and Venue regulations whilst attending the Event. If Ticket holders have any special requirements or concerns about any special effects which may be featured at the Event, prior notice should be provided when ordering Tickets. Special effects may include, without limitation, sound, audio visual, pyrotechnic effects or lighting effects.

17. Dispute Resolution

If any dispute arises out of these Terms and Conditions, We will attempt to settle it. To this end We shall use Our reasonable resources to consult or negotiate in good faith and attempt to reach a just and equitable settlement satisfactory to both parties. Although this does not restrict your rights to pursue court proceedings, if we are unable to settle any dispute by negotiation within 21 days, the parties may attempt to settle it by mediation. To initiate mediation a party must give written notice to the other parties to the dispute requesting mediation.

18. Waiver

If We delay or fail to enforce any of these Terms and Conditions It shall not mean that We have waived Our right to do so.

19. Assignment

We shall be entitled to assign any of Our rights and obligations under these Terms and Conditions provided that Your rights are not adversely affected.

20. Severability

If it is found by a Court that any of these Terms and Conditions for any reason cannot be enforced, this shall not prevent the other provisions from continuing to apply.

21. Third Parties

Any person, other than the Venue or Promoter, not a party to these Terms and Conditions, shall have no rights to enforce any term of these Terms and Conditions, unless expressly and clearly permitted by We the event organisers or applicable law.

22. Force Majeure

Any person, other than the Venue or Promoter, not a party to these Terms and Conditions, shall have no rights to enforce any term of these Terms and Conditions, unless expressly and clearly permitted by We the event organisers or applicable law.

23. Amendments and variations

We intend to rely on the written terms set out here in this document as well as the written terms and conditions of the Venue and the Promoter. You should read the terms and conditions carefully before entering into the contract to ensure that they contain everything that You consider has been agreed. If they do not, then you should speak to any member of staff. After the contract has been made, these Terms and Conditions cannot be varied or amended in any respect unless both You and We agree, and it is preferable that this is in writing.

24. No Partnership or Agency

Nothing in these Terms and Conditions and no action taken by You or Us under these Terms and Conditions shall create, or be deemed to create, a partnership, joint venture or establish a relationship of principal and agent or any other relationship between You and Us beyond the relationship created under these Terms and Conditions. 

25. Entire agreement

These Terms and Conditions, and the terms and conditions of the Venue and the Promoter and any specially agreed terms constitute the entire agreement between the parties in connection to, its subject matter and supersede any previous terms and conditions, agreement or arrangement between the parties. Each of the parties agrees that it has not entered into these Terms and Conditions in reliance on, and shall have no remedy in respect of, any statement, representation, covenant, warranty, undertaking or indemnity (whether negligently or innocently made) by any person (whether party to these Terms of Conditions or not) other than as expressly set out in these Terms and Conditions. Nothing in this clause shall operate to limit or exclude any liability for fraud.

26. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in all respects in accordance with Irish law and the parties agree to submit to the exclusive jurisdiction of the Irish courts.

Costume and Props:

Your costume and props MUST be able to fit through the convention door unassisted and you must be able to walk around the convention safely without fear of hurting yourself or others. If your costume obstructs your vision, you must have assistance from a friend when walking around the venue.

All props must be safe i.e. NO real weapons. Your prop cannot be heavy or sharp enough to be used as a weapon. If security or volunteers believe your prop can cause harm it will not be allowed into the convention and it will be confiscated. All weapons will be checked by our staff prior to entry and marked with a tag if approved. Staff have permission to re-inspect props at any time.

Your costume must be decent. This is a family friendly event! This means all costumes must at least cover the same amount as a modest swimsuit.

Suitable footwear is mandatory for safety reasons.

Slingshot, liquids that can be thrown or cause slippage, laser pointers, projectiles or any pyrotechnics(including smoke bombs etc) are not allowed.

Weapons prohibited by the Firearms Acts 1925 to 2009 or Firearms and Offensive Weapons Act 1990 are prohibited from the event. Possession of any prop listed as prohibited will result in the prop being confiscated, with the potential of Gardai being notified in extreme cases.

Airsoft/ paintball weapons must be degassed and no ammo present.

All realistic looking firearms must have a orange indicator on muzzle.

Bows must not have Taut bow strings.

Conduct:

COSPLAY IS NOT CONSENT. You MUST ask before taking pictures of attendees and you MUST have their consent before touching any part of their costume, prop or them. Please respect the cosplayers and their costumes.

No excess swearing, remember there will be children at the event.

No indecent gestures or signs of any kind.

If someone doesn't want you to take their picture DO NOT continue to ask them. It is their decision to have their photo taken and everyone must respect that.

Breaking of any of these rules will result in you being barred from the cosplay masquerade or removed from the con.

This is an extension of the cosplay terms & conditions with added considerations for entrants to the cosplay masquerade.

You must have a valid ticket for the day of the competition for Okamicon 2024 in order to participate.

Applications for our cosplay competition will be strictly online application only for all categories except under 16s.

Under 16s may apply online and will have limited space for on-the-day sign ups. If the competition has hit maximum registrations we will not be able to offer additional sign ups. If you are under the age of 13, you must have your parent/guardian’s permission to enter and also be accompanied by your parent/guardian during judging and the contest.

Entrants must arrive 30 minutes before the start of the masquerade. Late entrants may be refused for safety reasons.

We want the cosplay masquerade to be fun and easy for everyone! So please avoid messing or being obnoxiously loud when waiting to go on or when you are off stage waiting for the masquerade to finish. Everyone should be treated with respect and get the same chance to perform without being interrupted.

Entrants must be able to enter and exit the stage unassisted and in a timely manner. A handler is allowed if required but will not be provided by the event or staff.

Entrants with disabilities are welcome to ask for additional assistance from our cosplay staff during the competition. If you think you will require additional assistance, please contact us prior to the event for further organisation.

All elements of your costume must be able to leave the stage once your performance is completed.

Breaking of any of these rules will result in you being barred from the cosplay masquerade or removed from the con.

This is an extension of the cosplay and cosplay masquerade terms & conditions with added considerations for entrants to the professional cosplay competition.

You must have a valid ticket for the day of the competition for Okamicon 2024 in order to participate.

75% of the costume must be constructed or altered by the entrant. If you are modelling a costume made by someone else, they must be in attendance during pre-judging in order to be eligible for awards.

Costume must have an official reference. Fanart and personal creations are not allowed for this contest.

Entrants are expected to be available for prejudging 1 hour prior to the professional competition start time. Non-attendance may affect your final scoring.

Entrants are required to complete an online application to outline the construction of their costume. This will strictly be an online application and no applications will be accepted after the deadline has passed.

Our professional competition will only be available for individual applications.

A 30-90 second performance is required for the professional competition. A penalty may be inflicted if performance exceeds this time.

Please include your chosen music and outline the details of the performance in your application. No microphones will be allowed, all voices must be included in the sound file.

Entrants must be able to enter and exit the stage unassisted and in a timely manner. A handler is allowed if required but will not be provided by the event or staff.

Entrants with disabilities are welcome to ask for additional assistance from our cosplay staff during the competition. If you think you will require additional assistance, please contact us prior to the event for further organisation.

All elements of your costume must be able to leave the stage once your performance is completed.