General Event Information

19th - 21st October 2018, The Queen Hotel, Chester, UK

This page forms part of the Terms and Conditions of Fantasycon 2018. Membership of the convention or attending the event is considered acceptance of these terms. If you are not happy with any of these, please contact us to discuss.

This page is quite long and includes a lot of information. We have added a navigation list to take you any particular section, but we do recommend that you read it through at least once before attending the event.

For easy reference please click to find the section you are interested in:

 
Hotel Booking

 

The Chester Queen Hotel has a reserved allocation of rooms for Fantasycon attendees at fixed rates.  Please contact the hotel itself to book a room, from the allocation and let them know that you are attending Fantasycon. If there are other rooms (outside the allocation) available at the hotel these can be booked via the hotel or from third party booking sites.  Standard Rooms with Single Occupancy, including breakfast are £114, with additional charges for additional occupants or if you wish to upgrade your room type.  

 
Travel

 

The Chester Queen is directly opposite the main train station, which has direct trains from London and many other destinations.  

 

The address is:

​Hallmark Hotel The Queen, Chester
City Road
Chester
CH1 3AH​

Hotel Website


On Arrival

Check in at Fantasycon Registration Desk for your Event Badge.  Anyone found during the event without their Event Badge will be asked to leave, so try not to lose it.

To check in, just let the person on the desk know your name (or the name of the person who made the booking).

If you have booked a hotel room, please check in at the main hotel reception.

 


Timing

 

The event is Friday 19th October to Sunday 21st October.  

Event Registration in is intended to be from 12 noon on Friday.   Activities are intended to start from 10am on Saturday and Sunday.  Social activities are intended to continue late into the night on Friday and Saturday, we expect the event to end by 5 or 6pm on the Sunday.  

Alternative Accommodation

There are a variety of Hotels in Chester, the town centre is in walking distance.  There is a Premier Inn 0.2 miles away from the convention hotel.  


Food and Drink

There are a number of bars in the venue.  They will be serving  drinks and food.  There are also a variety of pubs and restaurants in the nearby area.

Children


Children are very welcome at our event. However we don’t have a lot of content specifically aimed at kids.  

Children under 4yrs are free. Child memberships are for people under 16yrs old.

Children under 16yrs must be accompanied by an adult who will be responsible for their behaviour at the event. Please do not leave children who are taking part in an activity, our volunteers cannot look after your children for you.

We suggest that you put your name and mobile number on the back of your child’s badge (particularly young children) so if they lose you we can help. The venue is not huge, but can be a bit maze like…

Given the relatively recent media fuss about breast feeding, we would just like to say that we are fine with you breast feeding a baby anywhere at our convention. 

Age Restricted Activities

We have some activities that are not suitable for under 18’s. These will be clearly marked on the programme. If you are under 18, or are with someone under 18, please do not attend, or allow them to attend, these activities.

There are bara at the venue, we are not restricting access to the rooms where the bars are, but obviously the purchase of alcohol is restricted by law. If you look under 18 or are close to that age we recommend that you bring some ID if you wish to be served alcohol. Service of alcohol is entirely at the discretion of the hotel/its staff.

 


Night Time


As it gets later in the evening some people are likely to want to go to bed. Please be considerate with your noise levels in the residential areas of the hotel in particular. 

 


Photography


If you wish to take a photo of an individual please ask for consent before doing so. Not asking may be considered harassment (see below).

If you wish to take a photo of a child (16 and under), then the consent for photos, hugs etc, must come from the parent/guardian as well as the child itself. While taking photos of children with consent is fine, please do not post these on the internet without consent from the parent/guardian of the child. This applies to photos where the child is the subject rather than crowd scenes or shots with children in the background. You should not post names or contact details of a child on the internet without written consent from a parent/guardian.

Taking photos of general crowd scenes, panels and talks is fine, but if you post these to the internet and someone in the photo asks for it to be removed, please do so.

 

Official Photography

We may have an official photographer at the event. They will be clearly identified as such. They will be taking both crowd and individual photos. If you do not wish for your photograph to be used for publicity purposes please let us know or if you see an official photo online that you are in and do not want displayed, please contact us to get it removed.

 


Audio Recording


There are various activities planned, such as podcasts, panels and audio recordings, where we will be recording audio content. This is intended to be broadcast via the internet either on the day or following. It is not intended to record private conversations, but any loud comments, questions asked or noise close to microphones (which will not be hidden) may be recorded and broadcasted. Please assume the content of any talk / panels / Q&As are being recorded. By taking part in these sessions or making recordable noise you are giving consent to the recording and broadcast of this.

Dealers and Sponsorship

Please see details on the Fantasycon Dealers Page for options to book this.

All of the dealers are in the same room which will be locked when not in use.  

The hotel has its own car park .   

The dealers room has a bar in the room so access to refreshments should be easy, but hopefully will also attract more people to the room.  

There is free wifi throughout the venue, there are power sockets in the room. but do let us know if you need this so we can ensure an appropriate extension lead is available if required.  

A list of confirmed dealers will go up on our website.  


Disabilities/Including Everyone (or trying to)


We aim to do everything we can to be as inclusive and make sure that everyone who wants to attend and take part in our event can and has a really good time. If we can help in anyway, please do not be worried about asking any of our crew, either before the event or on the day.  If it is something that you would like to talk about privately or are not sure who to ask, please ask for Karen.

Most of the venue is accessible to wheelchairs, the only part that has stairs is to get to the main front door, there is alternative entrance at the rear (at the car park) which is wheelchair accessible, but it is not well signed if you are arriving from the train station.   We intend to sign routes as accessible or stepped and provide a map showing this.  

 

We are planning to allocate some seats towards the front of the main room as “priority seating”.  Anyone can sit there, but may be asked to give up their seat for someone who needs it as otherwise they would struggle to see or hear the speaker, for example if lip reading is advantageous.  We will also have some “priority seating towards the back of the main room, these are for when the main room is full, but someone is not able to stand for long periods of time and needs to sit down, these are also good for people with anxiety or other health problems meaning they might need a seat by the door and the ability to leave easily.  We don’t ask people with disabilities or issues to have a badge to identify themselves and not all disabilities are visible, so if you are in these seats and someone ask you to move please do so (unless you also have a need for this accommodation), they would not ask unless they had a genuine need also.​

There are a variety of formal and informal seating areas around the hotel, so hopefully this will allow you to rest when/where you need to.​​

If you have any allergies (eg food allergies or feathered pillows) or dietary requirements please do let us know, it won’t be a problem to cater for these.  We are aware that some people are allergic to scented products, which can be really difficult to eliminate completely.  We do ask that attendees do not use/apply sprayed fragranced products in the public areas of the hotel, including shared toilets.  If people wish to apply perfumes/deodorants etc, we ask that they do so in a private space (eg their own hotel room) or outside to be be considerate of others.  

If you are nervous or overwhelmed by the number of people, noise, light etc. or have children who are affected in this way, please do contact a member of the team. There will be areas of the venue which will be calmer and we hope we can help.  

If any of the activity rooms are using strobe like lighting or strobe effects we will warn you of this prior to entering the room.

Guide/hearing/assistance dogs will be permitted at the venue, but ideally please do inform us in advance.

We plan to print some large print copies of the program, please ask at the event reception desk if this would be helpful.  We will also be producing the programme electronically so you can zoom in/zoom out, etc..

If you do need a carer/support worker to attend with you to allow you to access the event, then we do offer a slightly reduced rate for that carer. To qualify for this you (and your carer) must be over 18 and able to discretely show us some evidence that this would be required (PIP letter/doctors note or similar). Please do contact us for details.

Some of the toilets will be gender neutral.  There is also a gender neutral accessible toilet, that is available for anyone that needs it all weekend.  Please feel to use the toilet that you are most comfortable using on either day as it is nobody's business but your own.

We also intend to be live streaming some of the event and will be tweeting using #Fcon2018 so you can join in even if you are at home.

If there are any other thing we can do to make your event more accessible please do let us know.  Accessibility is not a simple issue and if we can help then we want to.

If you want to contact us to let us know about any of these or have any questions, please email us admin@hwsevents.co.uk

 


Harassment/Bullying/Prejudice


In many ways we hope this does not need saying, but sadly we live in the real world.

The team who run this event do not accept, allow or tolerate any behaviour which is harassing or bullying, in particular we will not tolerate any behaviour which makes people feel unwelcome on the basis of gender, race, age, disability, religion, sexual orientation, body size or physical appearance.

We reserve the right to refuse attendance at our events for any reason.  

What is Harassment?

Harassment includes:

Offensive written or verbal comments (irrespective of whether offence is intended).
Intimidation, stalking or following.
Photographing or recording someone without their permission (see note about Photography and Official Photography above).
Sustained disruption of talks or other events.
Uninvited physical contact.
Uninvited sexual attention.
Threatening words or actions


Cosplay is not consent. Just because someone is in costume is not consent to touch, photo etc. If you ask for photos they might be delighted, but ask first (see note about under 16’s in photography section above).

Participants asked to stop harassing behaviour must comply immediately.

Participants must not engage in harassment at any convention venues, convention-related social event, online, in person, via text or via phone.

People who are accused of harassing behaviour may be asked to leave the event and not return. No refund will be offered in these circumstances. This becomes a more likely scenario if the person does not cooperate with (or are rude to) the team who are dealing with this issue.

We make take a view that a demonstrable history of harassment outside of the convention, particularly at other similar events or online in related spaces, is sufficient to make other attendees / volunteers feel unsafe at our events. If this is the case the harasser may be unwelcome to attend our events. If we know this at the time of booking we may refuse or refund your booking (minus the booking fee).

What should I do if I am being harassed?

In some cases you may find the harassment stops if you clearly say ‘no’ or ‘please leave me alone’ or simply walk away, but we understand this is not always the case. We would appreciate it if a member of our crew was informed to help us identify any repeat offenders.

If you continue to be harassed or notice someone else being harassed, please contact a member of Fantasycon crew. Fantasycon crew will help participants contact venue security or law enforcement, provide escorts (as practical/necessary), or otherwise assist those experiencing harassment to feel safe during the event. The first crew member you report to will take whatever steps they can to assist you in feeling safe, and will put you in contact with or bring you to an appropriate team member.

 

You do not have to give us details of the harassment, and can choose whether or not to report. If you wish to report, we will take details of the harassment and work with you to respond to the issue in a way that assists you in feeling safe and maintains the safety of the wider convention environment, as well as enforcing our anti-harassment policy. If you report a serious criminal matter, please be aware that we may be obliged to contact the police. We would however take into account any concerns you may have around involving them.

We do not accept “victim blaming”, if you are being harassed it is categorically not your fault. It is not the fault of the clothes you are wearing or the fact you smiled or spoke to the harasser. Unless you have specifically invited the specific behaviour with words (ie “yes I would like a hug”) then it can fall into the category of harassment.

If you did not feel able to tell us about the harassment at the event (and we do understand this might be the case), then do please let us know if/when you feel able. This will enable us to make sure you and other attendees are safer and feel safer at future events. Please contact us via email at admin@hwsevents.co.uk 

 


Redcloaks and Volunteer Crew


Please be respectful to/about our Redcloaks and HWS Volunteer crew. They have given up their time to make your event enjoyable.

If you are rude or unpleasant to our Redcloaks/volunteer crew you may be asked to leave the event and not return. No refund will be offered in these circumstances. This becomes a more likely scenario if the person does not cooperate with (or are rude to) the team who are dealing with this issue.

 


Venue / Hotel Staff / Property


Please be respectful to the staff at the venue, they are just doing their job. If there is a problem please see our complaints procedure below or ask the hotel staff to assist you or explain their complaints procedure.

We may like to use the venue again in the future, for this or other events. If we are unwelcome at the venue as a result of your behaviour, you may find that you are unwelcome at our future events. Unwelcome behaviour towards staff may be considered harassment and dealt with under the policy above. If the hotel themselves are unhappy with your behaviour they may ask you to leave their venue.

If you damage or remove hotel property then we will pass the costs of this on to you.

 

Drugs, smoking, alcohol intoxication


Please do not smoke in any part of the building.

Please do not bring illegal substances to Fantasycon, anyone found in possession of such items will be reported to the police.

If you are drunk/intoxicated by any means and not in control of yourself you will be asked to either return to your room (if you are staying overnight) or to leave the event. If you do not comply with the request we may feel it appropriate to involve the police.

 


Additional Conditions


The shop page of the website makes clear what is an is not included in your puchase from this site. If you are not sure please ask.
Any cancellations may be charged an admin fee and will lose booking fees.

Cancellations after September 1st 2018 may not be refunded.

We reserve the right to refuse attendance at our event for any reason.  Having said that we don't intend to use this in a malicious manner, but will take into account any concerns raised by other attendees, the hotel, our volunteers or the British Fantasy Society in particular.  

 


Privacy and Data Protection

 

We run this event on behalf of the British Fantasy Society, we therefore may share your personal details (not payment or card details) with them.  In particular, if we have any concerns or complaint about your behaviour we will share your details and this may affect you ability to attend future Fantasycons or other BFS events.  


Depending on your ticket type or any specific requests which relate to items or services provided by the hotel, we may need to pass your name to the hotel so they can ensure that you have the correct room type allocated with any preferences of access, food allergies etc. If the hotel charges us for any additional items that directly relate to you or your behaviour (for example a missing item from the room you were staying in), we will pass on your contact details to allow the hotel to pursue you for the costs of this.

We use electronic methods to store your records. We also add your name and email address (but no other details) to a mailing list on MailChimp. If you wish to be removed from the mailing list then you can unsubscribe at any time by either following the instructions on the email itself or by contacting us directly. We use this mailing list to let you know about future events and to ensure you and we have all the information needed to ensure you get the most out of our events.

If there is an criminal activities that you are (suspected to be) involved with (for example theft or drug taking) we reserve the right to pass your details to the police or other law enforcement agency.

Other than these organisations (for the reason stated here) we do not pass your personal details (eg Name, address, bank details, email etc) on to any third party. We are confident that that the mailchimp will also not share your data further.

Any correspondence via the admin@hwsevents.co.uk email address will be kept for up to 18 months after the event that it related to before being deleted.

We do however reserve the right to share event statistics with third parties. By event statistics we mean things like number of people attending the event or an activity, the number of attendees from particular countries or even an estimate of demographics (can only be an estimate as we don’t ask for much demographic information at booking). However these statistics would be without personal details (eg names etc.)

We will update this information if there are any changes that might be relevant.

If for any reason your are worried about this issue or feel there has been a breach of your privacy, please contact us to let us know.

 


Complaints


If you have any issue prior or after the event please contact us via email admin@hwsevents.co.uk if you have any concerns on the day, please ask a Redcloak to put you in touch with a member of the HWS Crew or Karen who will do their best to resolve the issue.

If you have any complaints or concerns about the Venue/Hotel/Staff please talk to Karen at HWS, in the first instance, rather than complaining to the hotel staff  or the event crew.  This allows us to check if the issue is something that we can directly resolve, if it is within our agreement with the hotel and to know if an issue affects more than one attendee.  We also hope this reduces any stress for yourself.