Hypericon | Nashville, Tennessee

A weekend popular arts conference; festively uniting creators, makers, and performers with those who appreciate and aspire to their craft.

Policies

“Sorry, sir, it’s policy.”

We like to keep it simple, but several specific areas of the convention do require us to set some guidelines here and there. It is very important to us that our community experience a safe and accessible convention, and that our business relationships are clear and transparent. To that end, we’ve collcted everything here on one page, so you can easily review what’s expected in various areas of the event.

Please Note:
We may update these policies from time to time. Check this page regularly for the latest rules.

Attendee/General Concerns

Under no circumstances will harassment of any kind be tolerated at Hypericon.

In short: don’t be a jerk.

Introduction

We’re all here to have fun, and to connect with like-minded people in a welcoming, positive, enthusiastic environment. Hypericon is dedicated to maintaining that welcoming, positive environment for all participants, guests, panelists, and attendees by providing a harassment-free convention experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion. We do not tolerate harassment of guests, panelists, or attendees in any form. Event participants violating the rules put forth in this policy may be sanctioned or expelled from the con without a refund at the discretion of the event staff.

What is Harassment? 

Harassment includes, but is not limited to:

  • Verbal comments that reinforce social structures of domination related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion.
  • Sexual images in public spaces
  • Deliberate intimidation, stalking, or following
  • Harassing or non-consensual photography or recording
  • Sustained disruption of panels, demos, or other events
  • Inappropriate and/or non-consensual physical contact
  • Unwelcome sexual attention
  • Advocating for, or encouraging, any of the above behavior

Participants may not engage in harassment in any designated Hypericon areas or at any Hypericon event. This includes panel rooms, demo rooms, dealer and art rooms, consuite, and room parties.

Hypericon is a family-friendly event, and while there are adults-only after-hours events, we ask all participants to be mindful of their surroundings and refrain from engaging in profanity and/or R-rated discussion when and where children are present.

Enforcement

Participants asked to stop harassing behavior are expected to comply immediately. Con staff reserve the right to take any action deemed necessary to maintain a safe and welcoming environment for all guests, panelists, and attendees.

Violators will be given one verbal warning. If they continue to behave inappropriately, their badge will be revoked and they will be expelled from the event. In extreme cases, venue loss prevention personnel and/or the police will be called. Repeat offenders may be banned from future Hypericon events.

Con staff can and will take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants.

Reporting

If anyone at the event is making you feel unsafe or unwelcome, we ask that you report it to a member of con staff as soon as possible. Staff can be identified by clear badge designations. Staff and volunteers can be found throughout the con, and there’s always a staff member at the registration table and in the art room. There’s no statute of limitations on reporting; however, the sooner you tell us, the sooner we can take steps to make sure it doesn’t happen again.

When taking a personal report, our staff will ensure you are safe and cannot be overheard. They may involve other event staff to ensure your report is managed properly. Once you’re safe, we’ll ask you to tell us about what happened. We know this can be upsetting, but we’ll handle it as respectfully as possible, and we welcome you to bring someone trusted along to support you. You won’t be asked to confront anyone and we won’t tell anyone who you are.

You may also report harassment via email at hypericon@gmail.com.

If you would like to speak to someone about harassment without filing a report, we will gladly provide a friendly, sympathetic, non-judgmental ear with the caveat that we are not trained therapists and can only provide untrained emotional support.

We at Hypericon prioritize your safety and enjoyment, and will be happy to provide escorts and, if appropriate, help you contact venue loss prevention personnel or local law enforcement.

Contact Information

Con email: hypericon@gmail.com
Con phone: 629.215.9665
Hotel phone: 615.889.9300
Local police: 615.862.8600

Registration sales are final. No refunds. You may request to roll your registration over to next year, at our discretion, or ask for a transfer to a new person, if requested before June 1.

Kids 6 and under are admitted to Hypericon for free. At-door kids badges for ages 7-12 will be available for $20. Over 12 is considered a full price badge. There is no single-day kids badge.

Minors must be accompanied at all times by an adult willing to claim them. Unruly children and their accompanying adults may be asked to leave. We used to ship them off to the Spice Mines, but they’re full now

One-day badges are good till the next morning. Any one-day badge is good until opening time of registration the following day. Yes, this means it’s good for late-night party time.

You may be photographed and/or recorded on video by our staff (or minions), in addition to other congoers or the media. While you’re welcome to request that someone leave you out of the shot, you are not guaranteed avoidance of visual documentation. Your purchase of a badge for Hypericon implies your acceptance of this and you waive any right of compensation for the use of your image, or your performance of convention activities, creative or otherwise.

Responsible and safe implementation of weaponry and props is encouraged. Hypericon staff reserve the right to require the removal of items found to be inappropriate or unsafe from the event space and public areas. This may include, but not be limited to, concerns for size, portability, material safety, etc.

Any firearm or projectile launcher involved with cosplay must be disabled while inside the event. Please see our safety staff for assistance in securing such items. Absolutely no real firearms may be used as costume accessories or props. We otherwise encourage any licensed firearms carriers to comply with local carry laws and rules set forth by the venue.

PLEASE NOTE: We reserve the right, based upon crowd conditions, to require all replica or prop guns to bear a visible orange tip. While this is currently not a base requirement, it is a best-practice, and laws do apply to transport, import, sales, and other conditions with such toy/replica firearms. You are encouraged to bring bright orange electrical tape with you to satisfy this possibility.

Bladed or blunt weapons, real or replica, must be peace-bonded. Consult our staff for assistance on proper application. Some pole, staff, or plastic/toy swords may be kept loose, but a zero tolerance policy for recklessness will be enforced.

We will do our best to keep zip ties and tape on hand for aiding those who have come unprepared, but cannot guarantee supplies.

Anyone who causes damage to the venue, convention property, or the belongings of others will be ejected from the event and expected to reconcile all costs associated with all related parties. Where neccessary, legal remedies may be pursued.

Dealers/Exhibitors

All dealers and exhibitors must sign a copy of the agreement during setup at Hypericon. We will not be able to allow the conduct of business without these signed copies. Please be sure to review the agreement here prior to booking your space. You’ll be provided a printed copy, but this handy PDF will give you a look at the real thing in advance. We strive to maintain sensible and fair policies for our exhibit space, and we’re here to clarify any terms or answer any questions which may arise.

Click the PDF icon to review our exhibitor terms.