Terms and Conditions

Definitions

"You", "attendee", "your", and "yourself" relate to the attendee agreeing to these terms and conditions. “We”, "our", “Scotiacon” and “convention” relate to the Scotiacon 2025 convention which is brought to you by the registered company, Scotiacon UK Ltd, company number 07290014, with registered address of 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

What is this Document?

This document sets out the terms of conditions for membership and attendance of the Scotiacon convention. By registering for the convention you agree to be bound by all of the following terms and conditions.

Failure to adhere to the points below may result in your convention membership being cancelled and badge being withdrawn, your removal from the convention, and/or your ban from any or all future convention events. Should any of these penalties be imposed, for any reason, there will be no refund on your ticket, membership, accommodation, or remuneration of any kind.

With this in mind, please ensure that you read the following terms and conditions carefully and completely before accepting them.

Requirement of Attendance

• On the first day of your attendance at the convention you must be 18 years of age or older.
• If you are under 18 years of age when making your registration, but will be 18 when you attend the convention, you will be required to sign a copy of these terms and conditions when you register on site.
• You must read, accept, and abide by the Code of Conduct. The Code contains both general principles and more specific standards of behaviour that are expected of our attendees. If you breach any part of the Code of Conduct, your registration (and hotel booking, if any) may be cancelled without refund to ticket, accommodation, or any other remuneration, and you will be escorted from the premises. With this in mind, please ensure you read the Code carefully and completely.
• To receive your convention badge, which provides access to the convention and activities therein, you must provide valid and in-date ID during on site registration. The ID provided must be government issued or bear the PASS holographic logo, it must also contain your photograph, your legal name, and your date of birth. These must all match the details provided to us during the online registration process. Please note that the ID should be in your legal name. If you are in the process of changing name you will need to provide government issued documentation to support this (e.g. Gender recognition certificate).
• Failure to provide valid, in-date ID that meets the above criteria will render you unable to register for and participate in the convention and its events and you may be asked to leave the venue with no refund to ticket, accommodation, or any other remuneration.
• You must make Scotiacon Ltd and its staff aware of any medical conditions that may require special care. Any such information provided will only be used by the Welfare team and any team required by them to assist to ensure that any emergency relating to your medical condition is handled appropriately.
• If you register for a space in the Dealers Den at the convention, you agree to additionally abide by the Dealers Den Terms and Conditions.
• All final decisions with regard to convention policies, procedures, and their implementation lie with the convention management.

Your Registration

• All room types and registration options are subject to availability.
• If you are opting for a residential registration with room reservation at the Crowne Plaza hotel, it is your responsibility to arrange another attendee to share the room with. The convention will not assign a room sharer on your behalf and the Crowne Plaza does not have any single rooms, nor do we allow for a single person to buy both spaces in a room for themselves.
• Once we have reviewed your registration and sent a confirmation to you via your chosen email address, you will have a period of seven days in which to pay the full amount of the registration fee. Should you fail to pay within this time limit, your registration may be cancelled and any room reservation lost. If you are struggling to pay your registration on time, please contact our team at [email protected] to review your options.
• Equally, if your room share partner does not pay their registration fee on time, your room booking may be at risk. Please contact our registration team at [email protected] immediately if this is the case.
• If you are a participant in a room share for which the other person is the leader, their room choice will override any that you have made and neither Scotiacon UK Ltd, the Crowne Plaza, or any other entity will be responsible if this does not meet with your expectations or requirements. Please communicate clearly with your chosen room partner and agree on your requirements in advance.
• You agree to the terms and conditions of whichever payment provider you use in order to complete payment of the registration fee.
• Once your registration for the convention is confirmed and paid we will be unable to refund this if you subsequently wish to cancel your attendance.
• We reserve the right to refuse or cancel your registration and/or access to our website and registration system for any reason.
• You may be given the opportunity to upload an image to represent yourself on your convention badge. By using this functionality you bestow upon us the right to reproduce the image for the sole purpose of adding it to your convention badge and that you have the right to do so. The convention may, at its discretion, decline an image should it be considered offensive or could bring the convention into disrepute.
• Any convention items given to Sponsor level attendees or those opting to purchase a shirt individually with a standard registration are given as recognition for the attendees support of the event and have no monetary value in the event that they should be refused or returned. Should these be delivered to the attendee in faulty condition a replacement will only be available while stocks remain. Replacements will not be available for items sustaining wear and tear damage or damage due to negligence outside that of the convention.

Cancellations

• Scotiacon UK Ltd and the Crowne Plaza are not responsible for circumstances beyond reasonable control, including but not limited to acts of God, war, or terrorism, extreme weather conditions, pandemic, or government action. Scotiacon UK Ltd reserves the right to cancel the convention with no warning in these circumstances.
• In the event that the convention is cancelled, Scotiacon UK Ltd will refund attendees to the amount possible given expenses already incurred directly and with respect to hotel commitments. By registering you accept both this and the possibility that, should the cancellation occur at a late enough point, such refunds may not be 100% and could in fact be zero.

At The Convention

• The hotel is private property and the hotel and convention staff have the right to refuse entry for any reason.
• No pets are allowed in any part of the Crowne Plaza, only service animals are permitted.
• You must respect the wishes and follow the instructions of both hotel and convention staff, and security personnel.
• You agree to read the safety plans provided by the hotel in case of fire or other emergencies and to follow the rules implemented by the Crowne Plaza for these events if they occur.
• If you are not the holder of a residential booking including accommodation at the Crowne Plaza hotel, you are not permitted to remain in the event spaces, communal areas, or hotel rooms overnight and must leave the venue each day as soon as the last event or dance concludes. Attempting to stay in the hotel overnight in contravention of this rule is called “ghosting” and is strictly forbidden. The hotel may seek to recover costs in these cases and the convention will not be liable for covering these costs.
• If you are the holder of a residential booking including accommodation at the Crowne Plaza hotel, you must not permit any non-residential member to stay in your hotel room overnight.
• Any instance of ghosting that is discovered may lead to the removal of both the non-residential attendee from the convention and any other attendee discovered to be facilitating the ghosting. No refund will be given for ticket or accommodation in these cases, nor any other form of remuneration. At the discretion of convention management, such instances may lead to a temporary or permanent ban from future Scotiacon events.
• If you participate in either the Silent Art Auction or Live Art Auction and submit a bid for an item on sale, you are entering a contract of commitment to pay the bid amount on completion of the auction in the event that you are the winning bidder.
• Any care delivered by our Welfare team is given on a “best efforts” basis. The convention and its staff and volunteers are not responsible for any damage to property sustained while such care is delivered.
• While reasonable effort is taken to ensure to avoid such incidents, by attending the convention and its events you may be exposed to allergens of various forms. Scotiacon UK Ltd, the Crowne Plaza, nor any other associated entity are not responsible for any injury or damage resulting from such exposure.

Your Property

• Scotiacon UK Ltd and the Crowne Plaza are not responsible for any of your property that is lost, stolen or damaged; this remains your responsibility at all times and includes any vehicle left in the hotel car park, which is parked at your own risk. Please take all reasonable precautions to secure your vehicle and property.
• If you choose to use the fursuit lounge facilities at the convention, neither Scotiacon UK Ltd, the Crowne Plaza, or any other entity can be held responsible for any damage to or loss of property sustained.
• If you choose to participate in any event at the convention while wearing a costume of any kind, Scotiacon and the Crowne Plaza hotel, nor any other entity, can be held responsible for any damage that it sustains.

Website & Provided Information

• Data that you enter into our registration will be protected as described in our Privacy Policy and in accordance with the Data Protection Act. However, you are responsible for maintaining the security of your own account and should take all necessary steps to protect your account details and password. If you believe your account has been compromised in some manner you should contact us at [email protected] immediately. For data protection inquiries please contact [email protected].
• Should there be any technical failure within the registration system, Scotiacon UK Ltd will act within reasonable means to correct any issues with your registration that occur as a result.
• Pricing for the convention is displayed on our website and in the registration system. We reserve the right to vary this pricing and update it on our website and registration system accordingly.
• Should there be any error in the pricing details given, Scotiacon UK Ltd is not obliged to honour such incorrect pricing and any impacted attendees will be contacted to advise of the correct pricing.
• We aim to have our website remain accessible to all. However, this cannot be permanently guaranteed and access to our website is therefore permitted on a temporary, as-is, and as-available basis. Occasionally and without notice we may suspend or withdraw access to the website or any of its constituent parts for reasons including, but not limited to, maintenance or update of contents. Scotiacon UK Ltd is not responsible for any loss or inconvenience from the website or its information being unavailable.

Liability

• You agree not to hold Scotiacon UK Limited or its staff liable for injury or loss/damage to person or property while arriving, attending, or departing the convention. The full liability waiver is listed below and acceptance of it, while voluntary, is a condition of sale.
• You agree to take reasonable precautions to prevent injury to yourself and your property during the convention. As a condition of attending the convention, you hereby, for yourself, your heirs, executors, and administrators, voluntarily and freely agree to assume all responsibilities for any and all risks of damage or injury that may occur to you or your property resulting from or arising out of, or incident to, your attendance of the convention.
• You hereby voluntarily and freely release and discharge Scotiacon UK Ltd and all of its employees, agents, successors, and assignees from any and all claims, damages, and rights of action that you, your heirs, executors, and administrators now have or may hereafter have for any injury to you, or your property resulting from or arising out of, or incident to, your attendance of the convention, including, but not limited to, any claims of damages or injury that might result from the negligence, actions, or omissions of the organisers of the convention and/or employees of Scotiacon UK Limited.
• If there are any changes to this agreement or the associate policies, we will update these on our website and notify affected attendees by email.