The Organizer does not agree to any exclusivity of any Panel idea or fandom. The Organizer cannot guarantee that a Panel of the same fandom or idea will or will not be present at the Event.
POLICIES
Holiday Matsuri Convention Policies
We are thrilled to have you join us for a festive celebration of anime, gaming, and cosplay! To ensure a fun and safe experience for all attendees, please review the following rules and policies. By attending Holiday Matsuri, you agree to abide by these guidelines.
Effective Date: August 1st, 2024
HM Conventions, LLC (Holiday Matsuri) reserves the right to modify and/or update this policy at any time at our sole discretion and without prior notice.
The purpose of the Code of Conduct is to assure the safety of all attendees and people involved with Holiday Matsuri. Participation in any Holiday Matsuri and/or affiliate events requires adherence to all of Holiday Matsuri’s Rules, and Policies. Determination of violations are at the sole discretion of Holiday Matsuri. Violation of any Rules and Policies may result in forfeiture of event access badge, permanent removal from event premises, and/or termination of position with Holiday Matsuri.
Children age 13 or younger must be accompanied by a parent or guardian at all times.
HARASSMENT
CODE OF CONDUCT
Attendees must respect common sense rules for public behavior, personal interaction, common courtesy, and respect for private property. Harassment, hate speech, unsolicited physical contact or photography, violence, or offensive behavior will not be tolerated. In addition, attendees who appear to be intoxicated or under the influence of drugs will not be permitted into venue spaces. Holiday Matsuri reserves the right to revoke, without refund, the admission media of any attendee, vendor, contractor, or staff member not in compliance with this policy.
Persons finding themselves in a situation where they feel their safety is at risk or who become aware of an attendee not in compliance with this policy should immediately locate the nearest member of security or staff so that the matter can be handled in an expeditious manner
DRESS CODE
Holiday Matsuri is an inclusive environment and welcomes attendees of all backgrounds and body types. For the safety and comfort of all attendees and staff, the following guidelines for attire must be adhered to at Holiday Matsuri:
- Nudity is not allowed at any Holiday Matsuri venue. All attendees regardless of gender are required to have opaque material providing complete coverage of nipples, genitals and buttocks to the top of the intergluteal cleft (butt crack).
- Opaque bodysuits that simulate nudity are not allowed.
- Clothing and Costumes must not contain words or images that are racist, obscene, offensive, or derogatory.
- Footwear must include a solid sole, entirely covering the bottom of the foot.
- Restraints, leashes, and chains must be in control of the person wearing the item, may not be longer than 3 feet, and must be approved at the Prop Check table.
- All costumes must be able to fit through a standard 7’ Doorway, with the exception of pre-approved, large scale costumes for Contests.
- Any item of clothing or costume deemed inappropriate by a member of Holiday Matsuri or Law Enforcement is not permitted on the convention floor.
PROP POLICIES
PROP CHECK
All costume props must be inspected daily at one of the Prop Check Desks prior to entry into any venue. The Prop Policy is subject to change at any time and final approval on costume props will be at the sole discretion of Holiday Matsuri Public Safety, Venue Security, or Law Enforcement.
After your prop(s) have been checked, they will be tagged by Public Safety to designate that your prop(s) have been approved. This tag must remain visible on your prop(s) while you are at the event. Security will escort you to the Prop Check Desk for inspection if your costume prop(s) is not tagged.
Props may be allowed as a part of your costume, subject to prior approval by Public Safety and compliance with the following:
- All cosplay must abide by Holiday Matsuri’s Code of Conduct.
- No firearms of any kind.
- No functional or sharp-edged props or weapons.
- All costume props must conform to state and federal law, as well as venue policy.
- Replica projectile props, such as airsoft guns, must be rendered permanently inoperable.
- Any prop resembling a firearm of any kind must have a permanent orange tip.
- Functional (real) arrows must have their tips removed and be bundled and zip-tied to a quiver.
- Certain props may need to be secured to your costume in such a way that they can’t be drawn. Public Safety will make these determinations, and will secure the prop accordingly if necessary.
- Costumes featuring stilts must be approved at the Prop Check Desk.
- Realistic cosplay of first responders, police, and/or security is not permitted.
- All Props must be able to fit through a standard 7’ Doorway, with the exception of pre-approved, large scale props for Contests.
- At certain times, due to crowds and safety issues, oversized costumes may be asked to leave the Exhibit Hall and/or programming rooms.
If you do not want to have your costume prop(s) inspected or tagged, or if you are not willing to comply with these policies, please do not bring your costume prop(s) to Holiday Matsuri.
The Props Policy is subject to change at any time. Please be sure to continue to check this website closer to the event to ensure your prop(s) comply with the current Policy.
PROHIBITED ITEMS
For the safety and comfort of all attendees and staff, there are a few things that are never allowed at Holiday Matsuri:
- Weapons or projectiles of any kind.
- No Drones of any kind.
- Smoking, vaping, or illegal substances/drugs of any kind.
- Wagons (including “stroller wagons”), handcarts, trolleys, rolling luggage, or oversized strollers (larger than 31” wide or 52” long), with the exception of vendors prior to the show opening to the public.
- Scooters, bicycles, skateboards, Segways, roller skates, hoverboards, Heelys, and any non-mobility aid vehicles.
- Signs of any kind, including “free hugs” etc.
- Noise making devices such as speakers, boom boxes, amplification devices, air horns, whistles, and instruments.
- Flasks, Alcoholic beverage containers, coolers, or similar items.
- Items with indecent or derogatory messaging.
- Unauthorized handbills, giveaways, samples, or verbal solicitation.
- Unattended items such as luggage, bags, backpacks etc.
- Animals of any kind, with the exception of Trained Service Animals. Animals whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.
- Items deemed as dangerous by Public Safety, venue security, or law enforcement officers.
PHOTOGRAPHY / FILMING CLAUSE
By attending Holiday Matsuri, you acknowledge and agree that you may be photographed, filmed, or recorded by event organizers or media personnel. These images and recordings may be used for promotional purposes, including but not limited to social media, websites, and marketing materials, without compensation or acknowledgment. Your presence at the event constitutes your consent to the use of your image or likeness for these purposes.
AFTER HOURS EVENTS
RAVES AND DANCY PARTY ENTRY
- To enter any Rave venue, you agree to submit to a thorough, TSA-style search up to and including emptying your pockets and bags, having all of your items examined, a full pat-down, metal detection wanding, and possibly removing your shoes. We reserve the right to refuse entry to anyone.
- Bags must be clear, and may not exceed 4.5″ x 6.5″ in size, with or without a handle or strap.
- Props may not exceed 12” in length.
- No outside food or drink with the exception of a sealed bottle of water. Bottles with a broken seal will not be allowed into the venue. Personal water bottles such as Hydroflasks or Stanley Cups are not allowed into Rave Venues. This includes beverages purchased elsewhere in the Hyatt.
- Approved Medical bags will be searched and zip tied closed with a numbered tag for entry into a Rave venue. Holiday Matsuri Staff will be on hand to replace the tag should you need to access your medical items while inside the event.
- Leaving a venue will require you to resubmit to any required searches to reenter.
18+ EVENT ENTRY
18+ wristbands are required for entry to 18+ events.
- No exceptions are made at the door.
- Valid, government issued Photo ID required to pick up your 18+ wristband.
- Copies or digital versions of ID are not acceptable.
- IDs may be spot checked at any time
- Wristbands do not constitute an ID for the purpose of purchasing alcohol.
ACCESSIBILITY
If you are an attendee with disabilities, Holiday Matsuri wants to make your experience as fun and as entertaining as possible! Stop by our ADA desk for information and assistance with accommodations, such as:
- ADA stickers and companion badges
- Attendees who are joining us with their Trained Service Animal companion can pick up a Service Animal Sticker to allow seamless access to venues.
- ASL interpreters at large panels and events
- Special limited seating for some programming and events.
- A rest area for the disabled, the elderly, expectant mothers, and parents with small children
- Medical Bag approval for restricted events
- Sensory tools, such as earplugs
Keep in mind, there are a few limitations on what can be provided. For example:
- Disabled Services cannot guarantee any seating, location, or access to any particular event. All event and Program rooms have limited capacity as set by the fire marshal. We cannot guarantee you access to any event if it has reached its capacity.
- Program rooms fill up quickly, and all seating is on a first-come, first-served basis. There are no reserved seats and saving of seats for attendees not yet arrived is not permitted. ADA seating may not be available if you wait until the last minute to get to the room. Please check the schedule and plan your day accordingly, keeping in mind the popularity of many events, lines form well in advance of the scheduled program time, and seating will begin in advance of any event start time. We recommend arriving early.
- ADA queues are limited to attendees with ADA stickers and one companion. Additional members of your group must use the standard queue.
- We are unable to refrigerate medicines or any other perishables.
PANEL AVAILABILITY
The Organizer has limited availability on the Schedule of the Event. The Organizer does not make any guarantees that a Panel can be hosted at the Event, and makes no guarantees on the capabilities of technology in the room.
The Organizer will make the room available for Hosts to enter the room 10 minutes at least prior to the specified start time. Hosts must exit the room by 5 minutes after the specified end time.
PANEL POLICIES
The following panel types are not permitted under any circumstances:
- Live Cooking
- Distribution of Food Drink (including pre-packaged, sealed food)
- Use of liquids, gels, or sols (such as Whipped Cream, Silly String, etc.)
- Use of confetti or glitter
- Live use or presentation of props in violation of our Prop Guidelines (video/slide presentation of these items are ok)
- Full nudity
- Smoking (including vaping)
- Gambling
- Buy/Sell/Trade panels
The following panel subjects are not permitted under any circumstances:
- Distribution or promotion of illegal services, methods, materials, and goods
- Photoshoot panels
- Gaming tournaments
- Promotion of hate, exclusion, harassment or bullying.
PANEL COMPENSATION
The Organizer will send compensation to the Applicant through the digital systems associated with the ticketing application. This compensation will only be offered once per Panel, regardless of the size, type, number of Hosts, or makeup of the Panel. Compensation will not be offered if Hosts do not appear to run the Panel.
Organizer will provide a flat refund to the Applicant on the following schedule:
- 1 Hour of Scheduled Content: $20
- 1.5 Hours of Scheduled Content: $30
- 2 Hours of Scheduled Content: $40
Hosts are free to ask for donations during the Panel, but may not refuse entry if payment is not provided by any Attendee that has valid Credentials.
CANCELLATION
The Applicant, Hosts, or the Organizer may cancel the Panel at any time with prior written notice for any reason. If no Hosts arrive at the specified time to host the event, the Organizer may bar Applicants and Hosts from hosting panels in future Event years.