Winter War Policies

Refund Policy

Winter War is not responsible for an attendee's decision not to attend the con once purchases have been made. Refund requests will be reviewed on a case by case basis for eligibility. If an event is cancelled, all participants in that event are entitled to a refund or event credit.

Anti-Harassment Policy

Winter War seeks to provide a welcoming, fun, and safe conference and community. We do not tolerate harassment in any form. Discriminatory language and imagery (including sexual) is not appropriate for any venue, including unconference sessions and any community channel such as the Winter War Facebook page. Winter War staff (purple badges) have both the power and the duty to investigate all reported incidents of harassment and to remove confirmed harassers from Winter War venues both physical and virtual.

Harassment is understood as any behavior that threatens another person or group or produces an unsafe or uninclusive environment. It includes offensive verbal comments or non-verbal expressions related to gender, gender identity, gender expression, sexual orientation, disability, physical appearance, body size, race, age, religious beliefs, sexual or discriminatory images in public spaces (including online), deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Conflict Resolution

1. Initial Incident
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please first consider informing the offender that the speech or behavior is problematic and that you would like them to stop. Oftentimes, the offending behavior is unintentional, and the accidental offender and offended will resolve the incident by ceasing the behavior and/or apologizing. If you believe that bringing up the incident with the offender will have negative professional consequences for you or will only lead to further offenses, then please inform a staff member (purple badges) about the incident.

2. Escalation
If the offender insists that he/she did not offend, or if the offender continues the harassment after being asked to stop, then you will need a third party to step in. Find a staff member (purple badges) and let them know about the incident.

3. Investigation
Winter War staff are obligated to investigate thoroughly any reported incidents of harassment, seeking private accounts of the incident from all concerned parties.

Sanctions

Winter War participants asked to stop any harassing behavior are expected to comply immediately. If a participant engages in harassing behavior, staff may take any action they deem appropriate, including warning the offender, expelling the offender from Winter War, or banning the offender from the Winter War user community.

Specific sanctions may include but are not limited to:

  • warning the harasser to cease their behavior and that any further reports will result in other sanctions
  • requiring that the harasser avoid any interaction with, and physical proximity to, their victim for the remainder of the event
  • requiring that the harasser immediately leave Winter War and not return
  • not allowing a person who violated the policy to attend future Winter War conventions
  • ending immediately any event responsibilities and privileges the harasser holds and requiring that the harasser not attend future Winter War conventions (either indefinitely or for a certain time period)
  • publishing an account of the harassment

Winter War staff (purple badges) will help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the event.

We expect participants to follow these rules in all Winter War venues, Winter War-related social events, and online communication channels.

We value your participation in the Winter war community, and your efforts to keep Winter War a safe and friendly space for all participants!

Ethics & Conduct

Any of the following will be grounds for expulsion from Winter War without refund:

  • Violating any federal, state or local laws, facility rules or Con policies
  • Failure to comply with the instructions of Winter War Event Staff or security personnel
  • Using anything in a threatening or destructive manner against person or property
  • Endangering the safety of oneself or others
  • Threatening, stealing, cheating or harassing others

If at any time during our show you feel unsafe or feel you were subjected to harassing conduct, please locate a staff member (always in orange shirts) and your concerns will be addressed immediately.

Event Exchanges

Event-specific exchanges must be requested at least 30 minutes prior to the start of the event. Event exchanges will be managed at the Games Desk and will only be exchanged to the person whose name is on the event (whether it is the purchaser or the receiver). A valid government-issued photo ID and a Winter War badge are required to process any type of exchange. If at any time during our show you feel unsafe or feel you were subjected to harassing conduct, please locate a staff member (always wearing purple badges) and your concerns will be addressed immediately. 

Event Cancellations

If an event has been cancelled, please see the Games Desk for further instructions.

Lost or Misplaced Badges

We cannot replace lost, stolen or forgotten badges. Please be responsible with your Winter War materials. Lost, stolen or forgotten items must be re-purchased at full cost. It is recommended you check with the Winter War Registration Desk to see if your materials have been turned in to Lost & Found. Winter War LLC assumes no responsibility for lost, stolen or forgotten materials. We are not sending anything through the mail. All badges will be will call.

Special Rules for Children

  • Kids 8 and under can enjoy free admission to the convention if they are accompanied by a badge owning adult. However, kids 8 and under are still required to buy individual game tickets if they wish to participate in games. If you wish to obtain a badge for a child age 8 or younger, that badge is free as long as the child is accompanied by a badge owning adult at all times while at Winter War. To apply for such a badge, please send us an email and state the full name of the child, the age of the child and the full name of the badge owning adult(s) that will be accompanying the child.
  • Kids 8 and under who are merely accompanying a badge owning adult may be present in the convention. However, if these children are 9 and older and wish to participate in any convention activities they must register and pay for a badge and must buy individual game tickets to participate in games.

Waiver of Liability

The purchase of a Winter war badge admits one person to all basic activities and exhibits at Winter War during regularly scheduled hours for the day(s) it is purchased. Some designated activities may require payment of a separate, additional fee. In accepting a badge and in consideration for being admitted to Winter War, the holder consents to being recorded (by audio and/or visual means) for exhibition and exploitation by any means in all media, including without limitation the Internet, worldwide in perpetuity. The badge holder releases Winter War LLC from any liability for loss or damage to persons or property, infringement of any right, or any other claim or course of action of any kind; authorizes and permits Winter War LLC and its designees which includes but is not limited to all sponsors, exhibitors and contractors to use and authorize the use of his/her name, voice, likeness and all reproductions thereof by any means and in all media now and hereafter known, including without limitation the Internet, for all purposes worldwide in perpetuity; and agrees to comply with all the rules and regulations of the Event. Winter War LLC reserves the right to deny entry or remove from the Event facilities any person who in its sole and absolute discretion is behaving or threatening to behave in a manner which it reasonably considers to be disruptive of the Winter War.

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