Code of Conduct & Other Policies

This page lists the Code of Conduct and other policies and agreements related to registering for and/or attending the Second Life Community Convention 2011, including:

Please be sure to review each of these policies so you fully understand your responsibilities and obligations at the convention.

Top 10 DOs and DON’Ts

  1. DO wear your convention badge at all times – those without badges will be escorted from the venue.
  2. DON’T bring your own alcohol to the hotel!
  3. DO be respectful of other attendees, hotel guests, and SL residents who may not be at the convention.
  4. DON’T take pictures or video of other attendees without their permission.
  5. DO keep an eye on your stuff and make sure it’s in a secure location if you have to go afk.
  6. DON’T smoke right outside of doorways or anywhere inside the hotel.
  7. DO register your party, social event, mixer, or reception with convention organizers.
  8. DON’T throw anything off balconies or sleep in public areas.
  9. DO have a great time and enjoy yourself!
  10. DON’T forget to register early for special discounts!

See below for more details…

Code of Conduct

Avacon, Inc., which organizes and manages the Second Life Community Convention, is dedicated to running a successful event which fosters discussion and camaraderie that celebrates the diversity of Second Life. To help ensure the safety and security of convention attendees, and the smooth running of the convention, the following Code of Conduct governs all attendees’ behavior at the convention.

General Behavior

Convention badges must be worn at all times to access any convention area. Persons not wearing a convention badge will be escorted from the convention space; this includes the General Sessions rooms as well as any breakout spaces.

The hotel is not dedicated completely to our use for the weekend. Members of the general public may be guests or visiting the hotel to dine and socialize. Please be considerate of non-convention individuals at all times.

AvaCon, Inc. expects convention attendees to respect each other and behave in a generally civilized fashion. Members should respect common sense rules for public behavior, personal interaction, common courtesy, and respect for private property. If you wouldn’t do it at home, please don’t do it here.

Disruptive behavior by children or adults is not acceptable, and any actions disturbing to attendees may result in a request to leave.

Abusive, harassing, or threatening behavior towards any other attendee or directed at any Second Life resident (even those not present at the convention) will not be tolerated. Please report any incidents in which a member of the convention is abusive, insulting, intimidating, bothersome, or acting in an unsafe or illegal manner to the convention organizers immediately.

Attendees are responsible for safekeeping of all personal items and belongings in the convention space. Under no circumstances will AvaCon Inc. be financially responsible for the damage, loss, or theft of personal belongings and items left in an unsecured location. Lockable storage may be available by request (but is not guaranteed), please contact info@avacon.org if you believe you will need secure storage space.

Sleeping in public or convention areas of the hotel is forbidden by the hotel management. This is private property. The hotel strictly forbids throwing, dropping, or flying anything from the balconies or over the atrium.

Alcohol, Tobacco, & Illegal Acts

AvaCon, Inc. prohibits the consumption of alcohol in all convention areas except for alcohol purchased from the hotel and consumed directly in the area in where it was purchased. The legal drinking age is 21. You may be asked to provide a valid ID if ordering alcoholic beverages.

You may not bring privately purchased alcohol onto the hotel premises. AvaCon, Inc.’s corkage waiver does not apply to serving of alcohol. All alcoholic beverages must be purchased through the hotel. The hotel may confiscate any privately purchased alcohol, prevent you from bringing it onto the property, or take other actions deemed necessary.

Smoking is not permitted anywhere inside the hotel.  If smoking outside the hotel, you may only smoke in designated locations. Please be courteous.

Laws governing illegal substances, obscenity, weapons, public behavior, and the treatment of minors must be strictly observed.

Parties and Events

Please note that per the Code of Conduct and convention guidelines, conference organizers must be notified of all social events or mixers (even private or invitation only events) that will be held at the convention to fulfill our obligation to the venue hosts. Event organizers are responsible for complying with all convention policies, hotel policies, and state and local law.

It’s also important to note that privately purchased alcohol may not be brought onto the hotel premises or served at any event held at the hotel – all alcohol served on site must be purchased through the hotel.   Any alcohol purchased off-site and brought to the hotel will be confiscated – so don’t do it!  If you want to serve alcohol at your event, we can help you coordinate with hotel staff, or you may wish to host the event at a different venue.

Party hosts are responsible for adhering to all convention policies, hotel rules, and local, state, and federal laws.

Children and Minors

The Second Life Community Convention is intended primarily as a gathering of Second Life residents. For this reason, children under the age of 13 years old should not be present in convention areas. Childcare is not provided at the convention and will need to be arranged privately by attendees.

Teen Second Life residents are absolutely welcome, but must be accompanied to the convention by a responsible adult, parent, or guardian.

Please remember that some of the session content, costumes attendees may wear, and displays in the exhibit areas may not be suitable for minors. Some program items dealing with adult topics may be closed to individuals under 18 years of age.

Underage consumption of alcohol at the convention will not be tolerated under any circumstances.

Costume and Costume Weapons Guidelines

Depending on the sessions, program items, and social events offered, costumes are permitted at the convention when contextually appropriate.  Attendees may not under any circumstances bring real, functioning weapons to the convention, including swords, firearms, bows, or any other instrument used for fighting or hunting. Attendees who violate this policy will be promptly ejected from the convention and local authorities may be notified.

Privacy Policy

AvaCon Inc. takes the privacy of convention attendees seriously. Your personally identifiable information is kept secure. Only authorized employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information. The information is not provided to these companies for marketing purposes and under no circumstances will your contact information or email address be sold or given to third parties for marketing purposes. We may share information with governmental agencies or other companies assisting us in preventing or investigating criminal activity. We may do so when: (1) permitted or required by law; or, (2) trying to protect against or prevent actual or potential criminal activity,fraud or unauthorized transactions; or, (3) investigating a criminal act which has already taken place.

Hotel venues and service vendors may have their own privacy policies. Whenever possible, we will link their privacy policies here. By attending the Second Life Community Convention, you are agreeing to the release of your personally identifying information under the circumstances outlined above.

EventBrite Privacy Policy: http://www.eventbrite.com/tos

 

Photography, Videography, and Press Policy

There will be photographers and videographers present at the convention; if you do not wish to be photographed or recorded please state so clearly and unambiguously.

Anyone wishing to take pictures or make audio or video recordings of any part of the convention is free to do so, so long as you have the permission of whoever is being photographed or recorded.  If the photos or audio/video will be published or made publicly available, we encourage you to release them under a Creative Commons license so that everyone can share in the media created at the convention.  Please be courteous and don’t take pictures or film people without permission!

If you are acting on behalf of a publication, video production organization, or news medium of any kind (freelance or employed; commercial publication, media, blog, or fanzine), you must go to the information desk and register for a press pass.  Individuals or organizations violating these guidelines by selling, reproducing, broadcasting, or publishing materials obtained at the Second Life Community Convention without permission may be prosecuted to the full extent of the law.

In order to keep good records, promote and publicize future conventions, and to make archives available where possible, AvaCon, Inc. reserves the right to videotape, record and take photographs of the Second Life Community Convention 2011. By attending the Second Life Community Convention 2011, each participant (including, but not limited to, each registrant, speaker and/or exhibitor) expressly consents to videotaping, photography, and other recording of the proceedings by AvaCon, Inc. with the understanding that all products of such activity will be released to the community and the public under the Creative Commons Attribution-NonCommercial-NoDerivs 3.0 license.

Refund Policy

All requests for refunds must be made in writing and emailed to refunds@avacon.org.

Requests for refunds received prior to July 15, 2011 will be processed for the full amount minus a $50 USD processing fee 6 to 8 weeks after the convention.

Requests for refunds received after July 15, 2011 until July 28, 2011 will be processed for 50% of the ticket price 6 to 8 weeks after the convention.

The convention has fixed costs and we are contractually bound to pay certain fees after certain dates. While we appreciate that last minute family and other emergencies do arise, we are unable to to process requests for refunds received after July 28, 2011.

Right of Refusal

AVACON, INC. RESERVES THE RIGHT TO REFUSE REGISTRATION FOR ANY CAUSE, OR REVOKE, WITHOUT REFUND, THE CONVENTION PASS OF ANY ATTENDEE FOR JUST CAUSE. PERSONS VIOLATING THE LAW OR HOTEL/VENUE POLICIES MAY BE EJECTED FROM THE CONVENTION, AND MAY BE TURNED OVER TO THE POLICE OR HOTEL SECURITY.

Registration Legal Agreement

By registering for the Second Life Community Convention, all attendees, speakers, sponsors, and other convention attendees agree the following terms:

WAIVER OF LIABILITY

By registering for and/or attending the Second Life Community Convention in any capacity, you agree that AvaCon, Inc., and their officers, directors, agents, employees, volunteers, affiliates, successors, assigns, and subsidiaries (collectively referred to as the “AvaCon”) will not be responsible or liable for any loss or damage of any sort that you may incur as a result of your participation in the 2011 Second Life Community Convention.

You acknowledge that AvaCon has not pre-screened its attendees, and that it is not responsible for any actions, behaviors, conduct, statements and/or omissions of any attendees. If there is a dispute between you or any organization and/or individual you meet at the Second Life Community Convention 2011, you understand and agree that AvaCon is under no obligation to become involved, except where required by law.

Additionally, AvaCon disclaims any and all liability for the claims, acts, omissions, and conduct of any exhibitors, speakers, advertisers and/or sponsors of the Second Life Community Convention 2011. Without limiting the foregoing, you may report the misconduct of participants, exhibitors, advertisers, and/or sponsors to AvaCon at the Registration Table, where AvaCon may, at its sole discretion, investigate the claim and take appropriate action.

RELEASE

You hereby release AvaCon, Inc., and their officers, directors, agents, employees, volunteers, affiliates, successors, assigns, and subsidiaries from claims, demands and damages of every kind, known, or unknown, suspected or unsuspected, disclosed or undisclosed, arising out of or in any way related to the Second Life Community Convention 2011.

If you are a California resident, you waive California Civil Code section 1542, which states: “A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which, if known by him or her, must have materially affected his or her settlement with the debtor.”

LIMITATIONS OF LIABILITY

Except in jurisdictions where such provisions are prohibited, AvaCon shall not, under any circumstances, be liable for direct, indirect, incidental, special, consequential, exemplary, or punitive damages that are related, in any way, to the Second Life Community Convention 2011. This limitation of liability applies even if AvaCon has been advised of the possibility of such damages.

The aforementioned limitations will apply to the fullest extent permitted by law.

UNFORESEEN EVENTS

AvaCon seeks to secure agreements from each speaker prior to announcing the speaker’s commitment to appear at the Second Life Community Convention 2011. Unfortunately, one or more speakers may be unable to appear or may not arrive at their scheduled time for any number of reasons. AvaCon cannot be responsible if a speaker does not appear as scheduled. Additionally, Second Life Community Convention 2011 sessions may be cancelled or rescheduled at any time; and AvaCon retains the right to change the content of any session at any time.

The Second Life Community Convention’s organizers retain the right to cancel the Second Life Community Convention 2011 for any reason that is beyond its organizers’ control (which could include, but are not limited to, damage to the site, material change in economic conditions, riots, strikes, acts of government, terrorism, or acts of God). In the event of such cancellation,AvaCon’s liability will be limited to refunding the fee paid by each registrant.

ADMISSION

AvaCon shall have sole control over admission policies at all times, and it retains the right to refuse registration or eject any participant (including, but not limited to registrants, speakers and/or exhibitors) at any time during the Second Life Community Convention 2011.

INDEMNIFICATION

You agree to indemnify, defend and hold AvaCon, Inc., and their officers, directors, agents, employees, volunteers, affiliates, successors, assigns, and subsidiaries harmless from any claim, expense or demand, including without limitation reasonable attorneys’ fees, made by any third party due to or arising out of your breach of this Agreement, or your violation of any law or the rights of a third party. Additionally, you agree that the AvaCon, Inc. will not be liable in any way for the accuracy, reliability, or quality of any claim you make at the Second Life Community Convention.

GOVERNING LAW

You acknowledge and agree that this Agreement shall be governed by and construed in accordance with the laws of the State of Massachusetts, excluding conflict of laws provisions. You hereby submit to exclusive jurisdiction in the federal and state courts of Massachusetts, and you agree to expressly waive any claim of improper venue and any claim that such courts are an inconvenient forum.

GENERAL

AvaCon, Inc. reserves the right to make such additional conditions, rules, and regulations as it deems necessary to enhance the success of the Second Life Community Convention 2011. Any participant (including, but not limited to registrants, speakers and/or exhibitors) agrees to abide by the Code of Conduct and other applicable policies and guidelines of the Second Life Community Convention 2011 as written and updated at the convention website at http://slconvention.org.

If any provision of this Agreement is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall be enforced. Section headings are for reference purposes only and in no way define, limit, construe or describe the scope or extent of such section.

Should AvaCon, Inc, fail to act with respect to a breach by you or others, any such failure does not waive its right to act with respect to subsequent or similar breaches.

This Agreement sets forth the entire understanding and agreement between us with respect to the subject matter thereof. The provisions of this Agreement will survive termination or expiration to the extent necessary to carry out the intentions of the parties.

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