Policies | Otafest 2025

Festival Policies

Our policies exist to keep Otafest a fun, fair, and safe space for everybody. Please see our official policies below, which are subject to change at Otafest’s discretion.

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1. Definitions

In these policies,
1. “Artist Alley” refers to the designated location for the sale of personal artwork;
2. “Prop Check” refers to Otafest’s Prop Check department, who are responsible for ensuring that props and costumes adhere to Otafest’s policies;
3. “Otafest” refers to the Otafest Festival, it’s staff, volunteers, and representatives;
4. “Patron” refers to any person attending the Otafest Festival with valid proof of admission;
5. “Exhibitor Hall” refers to the designated location for the sale of merchandise. Some events call this room the Merchant Hall, the Vendors’ Hall, or the Dealers’ room;
6. “Viewing room” refers the designated viewing areas for video programming;
7. “Wristband” and/or “Badge” refer to the proof of admission used by Otafest.

2. General Policies

The following activities are not permitted:
1. Engaging in any activity prohibited by law;
2. Any act which could result in substantial risk or harm to people or property;
3. Engaging in disruptive and unsafe behavior that disturbs other patrons, staff, or the public;
4. Sexual misconduct, such as indecent exposure, offensive touching, or sexual harassment;
5. Physical or verbal harassment of the public, patrons, or staff;
6. Unauthorized vending, solicitation, and the distribution of materials like handbills, flyers, stickers, etc. This includes soliciting money or other compensation through the use of memes (e.g., “will step on you for $_” signs);
7. Loitering.
All patrons must abide by all venue procedures, policies, and bylaws, as well as all local, provincial, and federal laws and bylaws.
Some programming at Otafest, including but not limited to programming in the main events room, panels, performances, etc. may contain bright, flashing lights and/or imagery that may cause discomfort or seizures for those with photosensitive epilepsy. Patrons are recommended to consult with their physician before attending.
Seating for events or in viewing rooms is first-come, first-served. Due to fire regulations, sitting in aisles and seating beyond the room’s capacity are not allowed, and Otafest must strictly enforce this.
Alcohol is only permitted in designated areas within the event space. No outside alcohol is permitted.
Disruptive behaviours caused by intoxicating substances may lead to removal from the event areas and/or revocation of admission. Patrons displaying outward signs of intoxication may be asked to leave event areas until such time that they are no longer intoxicated.
Food and non-alcoholic drinks are generally permitted, but please clean up after yourself. Use the available garbage bins to dispose of waste. Patrons will be informed if food or drinks are prohibited in a particular space.
Talking out of turn during programming sessions or in viewing rooms is disruptive to other patrons. Please save your comments for outside the session or viewing room.
Personal audio devices must be kept at a low volume at all times. If Otafest asks a patron to reduce the volume of a personal audio device, the patron must comply immediately.
In the event that Earth faces imminent peril by an attacker, Saiyan or otherwise, all patrons must willingly lend their energy to any life-force powered attack (e.g. a Spirit Bomb) used by an appointed defender of the planet for the purposes of protecting the Earth.
Otafest has the right to modify, add, remove, supplement, amend, update, or revise any of its policies, without advance notification to patrons by posting such revisions on the website, otafest.com. Revisions shall become effective immediately and apply to all patrons regardless of the date their admission was purchased.
Otafest has the right to tell you that you are an important human being, and that the light you bring into this world is irreplaceable. Otafest further has the right to remind you of your importance in this universe ad nauseum.
With respect to some Otafest programming (such as cosplay contests) these policies may be temporarily overridden for participants of that particular session. The only persons that may authorize this override are:
1. Otafest Chair,
2. Otafest Vice Chair – Engagement,
3. Prop Check Manager, and/or
4. Cosplay & Contests Manager or delegate.

3. Health & Safety Protocols

Proof of vaccination is not required to attend Otafest.
Otafest participants are encouraged to wear a mask covering their nose, mouth, and chin.
Patrons with an airborne contagious disease are requested to not attend Otafest events until they are no longer contagious.
COVID-19 safety protocols may be revised without notice pending government policy or at Otafest’s discretion.

4. Admission

All sales to the event become final 7 days prior to the event start date listed on the ticket, regardless of whether the ticket is for a single day or all days of the event.
Admission to Otafest is a revocable license; it may be withdrawn, refused, or the holder expelled from the premises at any time, for any reason, and without refund at the discretion of Otafest.
Proof of admission (wristbands and/or badges) must be worn and be visible at all times. Individuals not displaying valid proof of admission will not be granted access to the event.
Any patron who has their admission revoked will not receive reimbursement or refund of any part of their admission.
Lost admission, whether badge or wristband, will not be replaced.
Please return any found wristbands or badges to Otafest staff immediately.
Admission is non-transferable.
Refunds to admission may be requested up to 1 week before the event starts. Admission is nonrefundable after this date.
1. The ticket processor’s fees are non-refundable in all cases.
By purchasing admission, the patron accepts and agrees to follow all policies herein.

5. Attire and Costumes

All patrons are required to dress in accordance with public decency laws while at the event.
All patrons are required to wear footwear. Socks or bare feet are not acceptable.
Otafest reserves the right to deem any attire or costume unacceptable and request the wearer to either change or make modifications as necessary. Refusal of such a request may result in the patron’s admission to the event being revoked.
1. This includes but is not limited to “ahegao” attire.
2. This includes but is not limited to hate symbols such as Nazi, KKK, etc. paraphernalia.
Otafest may request that patrons remove all or part of any costume that is bulky, difficult to maneuver, or otherwise presents possible safety issues for the wearer or other patrons.

6. Harassment

Harassment is defined as any single significant incident or repeated incidents of objectionable or unwelcome conduct, comments, bullying, or action by someone who knows, or ought reasonably to know, will or would cause offense or humiliation to another individual and/or a negative effect on an individual’s health and safety. This includes but is not limited to, unwanted physical contact, bullying, intimidation, bathroom policing, sexual misconduct, confrontation regarding mask use, physical assault, or battery.
Otafest will take action against anyone found to be displaying harassing behavior in line with the “Violations of Otafest Policies” section of these policies.
To make a report, patrons can speak with any Otafest staff member or volunteer, who will contact the Chair (or a designate) to begin an investigation.

7. Liability

Although Otafest strives to create a safe environment, Otafest, its staff, volunteers, and affiliated parties are not responsible for any loss, damage, theft, or injury while attending the event.
Patrons are responsible for their individual actions and any repercussions that may result.
Civil or medical emergencies are to be handled directly by the relevant authorities.

8. Merchandise and Theft

All merchandise from Otafest itself, the Exhibitor Hall, or Artist Alley, must be paid for.
Any patron caught shoplifting will be reported to law enforcement, have their admission revoked, and refused admission to all future Otafest events.

9. Photography and Video Recording

By purchasing and/or accepting admission to Otafest, patrons consent to being photographed and/or video recorded by Otafest staff and/or volunteers, and having those images used for Otafest’s promotional and commercial purposes.
Photography/Video Recording is restricted in the viewing rooms and may also be restricted in other specific sessions. Patrons will be informed via signage or verbal instruction if photography or video recording is prohibited.
No photographer, videographer, or journalist shall make use of any implement that rests wholly or partially upon a supporting device that is anchored to, tethered to, or in any other way deriving strength or stability from any source other than their person (e.g. a tripod).
No photographer, videographer, or journalist shall make use of any implement that exceeds 24 inches in its largest dimension (e.g. large reflectors or light boxes). Body mounted stabilizers and harnesses are exempt from this clause.
For safety purposes, photography, videography, and verbal interviewing is prohibited on or from any staircase, stairwell, landing within a staircase or stairwell, or within 1 meter of any venue entrance or emergency exit, elevator door, escalator entrance/exit, or bathroom entrance/exit.
Additional areas may be designated as “no photography” zones without prior notice by posting visible material including but not limited to floor markings and/or signage.
Photography of artwork in Artist Alley is not allowed without express permission of the artist.
Photography, videography, and verbal interviewing is prohibited within the Exhibitor Hall except in designated areas.
Usage of the venue’s power outlets is prohibited, and the offender will be solely responsible for any resulting charges or fines.
Permission must be obtained from the subject(s) before taking pictures of guests, other patrons, or the general public.
Drones and other UAVs are prohibited at the venue, regardless of any license a patron may hold.

10. Weapons & Props

Otafest has the following definitions:
1. A “weapon” is defined to be any item that: is designed to cause injury or death, or anything a person actually uses or intends to use to cause injury or death. Also includes any item which is designed, used, or intended for use to threaten or intimidate.
2. A “prop” is defined as any item used by a patron to enhance their costume.
3. A “prop resembling a realistic weapon” is defined as any prop that can be mistaken for a weapon by a casual observer at any distance.
4. A “prop resembling a non-realistic weapon” is defined as a prop resembling or intended to resemble a weapon, but that would not be mistaken for a dangerous item by a casual observer at any distance. This would include props that resemble fantasy weapons, futuristic weapons, or stylized weapons.
5. A “general prop” is defined as any other prop not resembling or intended to resemble a weapon.
All props brought to Otafest must be inspected by Prop Check staff immediately upon arrival at the festival. Failure to adhere to this regulation may result in the prop being confiscated or revocation of admission without refund.
1. Prop Check staff have the final say on whether a prop will be allowed at the venue.
2. Inspected props will be marked in a highly visible way such that staff and patrons can tell from a distance that the prop is allowed for general use at the festival.
3. Props that resemble a realistic weapon or that is otherwise deemed inappropriate must be removed from the venue immediately.
4. All props are subject to continued assessment throughout the event by the Prop Check or event staff.
Patrons may not throw any kind of prop at any time.
Prohibited items
1. Props that are visually or functionally indistinguishable from items classified as illegal or restricted under City, Provincial, or Federal mandate, is prohibited.
  1. This includes props that are visually or functionally indistinguishable from real weapons.
2. Props that could be reasonably perceived as a public danger by an observer at any distance are prohibited.
3. Toys, weaponry, or props that are able to fire a projectile are prohibited, regardless of the type of projectile.
  1. This includes but is not limited to: Airsoft, BB, paintball, Nerf, or any similar guns, as well as thrown weaponry such as shuriken or throwing darts.
  2. All other firearm-like props or toys must have orange safety tips at all times.
4. No metal bladed weaponry or props are allowed at Otafest regardless of sharpness or hardness of the blade.
  1. This includes but is not limited to swords, knives, axes, pole arms, or any other weapon or prop composed of metal.
  2. Practice swords (e.g. bokken, kendo, and other wooden practice swords) are deemed bladed weapons under this policy and are also prohibited.
Generally Acceptable Materials. To assist propmakers, the following is a list of generally acceptable materials for the construction of homemade props. All items must still be assessed on a case by case basis by Prop Check staff at the event.
1. Cardboard
2. Foam
3. Wood
4. PVC
5. Plastic High Density Foam
The following is a non-exhaustive list of forbidden materials for the construction of homemade props. There are certain exceptions that may be made on a case by case basis.
1. Metal
2. Glass or ceramics
3. Plastics or composite materials that have been fashioned to, or that can hold an edge or sharp point.
Patrons who wish to ask any prop-related questions prior to attending Otafest may do so by sending an email to props@otafest.com.

11. Autographs

Otafest does not guarantee autographs from a particular guest.
Otafest reserves the right to limit or otherwise cut/terminate any autograph line at any time.
Unless otherwise stated, up to two (2) acceptable items per person may be autographed per line.
Autographs on unlicensed or inappropriate materials may be declined.
Patrons shall not exhibit rude and/or inappropriate behaviour.
Guests reserve the right to accept or refuse gifts.
Guest-specific changes may apply and will be communicated through official means such as: website, program guide, social media, and/or signage at the event.

12. Animals

A service animal is an animal individually trained by an organization or person specializing in service animal training. The service animal is present to perform specific tasks related to a person’s disability.
Qualified guide and service animals are more than welcome at Otafest.
1. While not mandatory, the Telus Convention Centre would appreciate advance notice if a patron intends on bringing their registered service animal. Their Guest Services team can be reached at (403) 261-8500.
Animals or pets that are not service animals are prohibited by the venue.
1. This includes emotional support / companion animals, unless registered as a service animal.

13. Violation of Otafest Policies

Otafest reserves the right to enforce punishment at its discretion against any patron who violates these policies. Such punishment can include, but is not limited to:
1. A warning issued to the patron,
2. Requiring a patron to leave a particular event, viewing room, or the venue,
3. Revoking a patron’s admission without refund, and/or
4. Barring a patron from future Otafest events.
If deemed necessary, local law enforcement will be involved.

Prohibited at Otafest

The following list is intended to help serve as a guide of items that are prohibited at Otafest. Please leave these items at home!

This list is non-exhaustive, which means that it does not cover everything that is banned but can be used as a guideline. Otafest reserves the right to disallow items, props, etc. at its discretion in accordance with the above policies.

Anything illegal, duh.
Anything capable of firing a projectile (Nerf guns, water guns, slingshots, bb guns, darts, shuriken, etc.)
Props made of metal, glass, ceramics, or props that hold an edge or a sharp point.
Real weapons (whether functional or not).
Advertising/solicitation signs (e.g. signs advertising another event, "will do x for $y" signs, handbills, flyers, etc.).
Alcohol, cannabis, other controlled substances.
Camera tripods, light boxes, or any camera equipment that isn't handheld.
Drones and other UAVs.
Animals (except registered service animals).
Goods you intend to sell (unless you're registered for an Exhibitor Booth or Artist Alley table at Otafest).
Inappropriate attire (e.g. ahegao)
Anything displaying hate symbols such as Nazi, KKK, etc. even if it is part of a cosplay.

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