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Convention Policies

Official Rules, Conduct, and Safety Guidelines

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.

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.

Table of Contents

Basic Principles:

  • Treat others with respect and courtesy
  • Respect common-sense rules for public behavior and personal interaction
  • Follow all venue and convention staff instructions
  • Obtain consent before engaging in physical contact with others
  • Report any concerning behavior to security or staff immediately

Children Policy:

  • Children age 13 or younger must be accompanied by a parent or guardian at all times
  • Parents/guardians are responsible for the behavior and supervision of minors in their care

Substance Policy:

  • Attendees who appear to be intoxicated or under the influence of drugs will not be permitted into venue spaces
  • The use of illegal substances on convention property is strictly prohibited
  • Alcohol consumption is only permitted in designated areas for attendees 21+

Badge Rules:

  • Badges are non-transferable and may only be used by the person who purchased them
  • Badges must be worn and visible at all times while in convention spaces
  • Badge sharing, lending, or selling is strictly prohibited
  • Lost badges will not be replaced – guard your badge carefully
  • Badge tampering, counterfeiting, or unauthorized reproduction is prohibited
  • Convention staff may request to see your ID to verify your badge

Refund Policy:

  • Holiday Matsuri does not provide refunds for badges under any circumstances
  • This policy is posted in the ticket description when purchasing your badge
  • Badge upgrades may be available at the registration desk, pending availability
  • All sales are final

By attending Holiday Matsuri, you acknowledge and agree that you may be photographed, filmed, or recorded by event organizers or media personnel.

Convention Photography Policy:

  • Your presence at the event constitutes consent to the use of your image for promotional purposes
  • Official photographers and videographers will be present throughout the convention
  • Photography and video recording is generally permitted in public areas
  • Flash photography is prohibited during main stage performances and panels
  • Recording of anime screenings and video content is strictly prohibited

Personal Photography Guidelines:

  • Always ask permission before photographing cosplayers or attendees
  • Respect any individual’s right to decline being photographed
  • Do not block walkways or create congestion while taking photos
  • Photography in restrooms or changing areas is strictly prohibited
  • Photography that harasses, embarrasses, or invades privacy is prohibited
  • Commercially selling photographs taken at the convention is not permitted without proper authorization

Media & Press:

  • Approved media members must display proper credentials
  • Media must adhere to all standard convention policies plus additional press guidelines
  • Recording restrictions may apply to certain panels and events
  • Media may not disrupt convention activities or block access

Holiday Matsuri is committed to providing a harassment-free convention experience for everyone. Harassment in any form will not be tolerated.

Definition of Harassment:

  • Offensive verbal comments or gestures related to race, gender, sexual orientation, disability, physical appearance, body size, or religion
  • Deliberate intimidation, stalking, or following
  • Harassing photography or recording
  • Inappropriate physical contact without consent
  • Unwelcome sexual attention or advances
  • Sustained disruption of panels, signings, or other events
  • Physical assault and/or battery

Reporting Harassment:

  • If you feel harassed or witness harassment, report it immediately to:
    • Any member of our security team (identifiable by security vests)
    • Convention staff at the information booth
    • Venue security
    • The Orange County Sheriff’s Deputy on-site
  • Reports will be handled with appropriate discretion
  • We may involve local law enforcement when appropriate

Response Procedures:

  • Convention staff will assist the person experiencing harassment
  • We may take any action we deem appropriate, including warning or expelling the offender
  • Security or law enforcement may be involved depending on severity
  • We are committed to providing a supportive environment for anyone who experiences harassment

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:

Dress Code Guidelines

  • 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.
  • 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 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.

For the safety and comfort of all attendees and staff, there are a few things that are never allowed at Holiday Matsuri:

Prohibited Items

  • 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.

Holiday Matsuri includes programming for all ages, with specific restrictions for mature content.

Age Guidelines:

  • Holiday Matsuri is primarily an all-ages event
  • Children 13 and under must be accompanied by a parent or guardian at all times
  • Some events are restricted to attendees 18+
  • In accordance with local ordinances, those under 18 must adhere to curfew laws

18+ Events Entry Requirements:

  • 18+ wristbands are required for entry to all 18+ events
  • Wristbands can be obtained at the Information Desk or Registration
  • Valid government-issued photo ID showing age 18+ is required to obtain a wristband
  • Wristbands that appear tampered with will not be honored
  • 18+ events are clearly marked in the program schedule
  • Primary 18+ programming takes place at the Hyatt Regency

ID Requirements:

  • Government-issued photo ID required for 18+ wristbands (driver’s license, passport, military ID)
  • School IDs are not accepted as proof of age
  • International attendees must provide passport or other government ID
  • Anyone appearing under 30 may be asked for ID at 18+ events

​​If you are an attendee with disabilities, Holiday Matsuri wants to make your experience as fun and as entertaining as possible! Stop by our Accessibility desk for information and assistance with accommodations, such as:

Available Services:

  • Accessibility 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. Accessibility 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.
  • Accessibility queues are limited to attendees with Accessibility stickers and one companion. Additional members of your group must use the standard queue.
  • We are unable to refrigerate medicines or any other perishables.

Holiday Matsuri is proud to feature a wide variety of fan-run panels, workshops, and performances that help bring our community to life! To ensure an inclusive, fun, and safe experience for all, we ask that all panelists and attendees follow the policies outlined below.

Panel Room Guidelines:

  • The moderator or room staff has final authority in each panel room
  • Seating is available on a first-come, first-served basis
  • No saving seats for others not present
  • Do not block aisles, doors, or emergency exits
  • Photography and recording policies vary by panel (announcements will be made)
  • Please respect the panelists and other attendees
  • Questions should be appropriate and relevant to the panel topic

Panel Content Restrictions

  • Panels that promote or engage in illegal activities
  • Overtly sexual content in panels marked for all ages
  • Content promoting hate speech, harassment, bullying, or discrimination
  • Panels that violate intellectual property rights
  • Photoshoot Panels
  • Panels promoting products, services, or businesses without prior approval
  • Gaming tournaments

Panel Activity Restrictions

  • 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

Panel Host Responsibilities:

  • Hosts must arrive at least 10 minutes before scheduled start time
  • Panels must end 5 minutes before the scheduled end time
  • Hosts are responsible for maintaining a safe and appropriate atmosphere
  • Hosts may not charge for attendance or restrict entry to valid badge holders
  • Hosts may accept donations but cannot require payment

Panel Cancellations

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.

Holiday Matsuri offers a variety of events and programming throughout the convention weekend.

Main Events:

  • Some events require separate tickets in addition to convention badges
  • VIP badge holders receive priority seating at main events
  • Line queuing for popular events generally begins 1 hour before start time
  • Rooms will be cleared between sessions
  • Flash photography is prohibited during performances
  • No saving seats for others not physically present in line

Gaming Areas:

  • Follow all posted rules for specific gaming areas
  • Be respectful of equipment and other players
  • Time limits may be enforced during peak hours
  • No food or open beverages near gaming equipment
  • No disruptive behavior or excessive noise
  • Tournament rules will be posted at each event

Dance Events & Raves:

  • Valid Holiday Matsuri badge required for entry
  • 18+ wristband required for 18+ dance events
  • No crowd surfing, moshing, or dangerous dancing
  • No outside glow sticks or light-up equipment without approval
  • Stay hydrated and respect others’ personal space
  • Follow all instructions from security and staff

The Vendor Hall and Artist Alley are important parts of the Holiday Matsuri experience. All vendors, artists, and shoppers must follow these guidelines.

General Shopping Guidelines:

  • Valid Holiday Matsuri badge required for entry
  • No running or disruptive behavior
  • Do not block aisles or create congestion
  • Be respectful of merchandise and displays
  • Food and beverages may be restricted
  • Photography policies may vary by booth (ask permission)

Vendor Requirements:

  • All merchandise must comply with applicable laws
  • Bootleg/counterfeit merchandise is strictly prohibited
  • Adult materials must be covered and not openly displayed
  • Sales tax must be collected according to Florida law
  • Vendors must adhere to posted setup/teardown times
  • All transactions must occur within designated booth space

Prohibited Merchandise:

  • Bootleg or counterfeit merchandise
  • Weapons that violate convention policies
  • Food or beverages without proper permits
  • Drug paraphernalia
  • Items that violate intellectual property laws
  • Merchandise that promotes hate speech or discrimination

Holiday Matsuri is committed to providing a safe environment for all attendees.

General Safety Guidelines:

  • Follow all posted signs and staff instructions
  • Report suspicious or concerning behavior to staff immediately
  • Familiarize yourself with emergency exits
  • Do not block fire exits, stairwells, or evacuation routes
  • First aid stations are located at [specific locations to be determined]
  • In case of emergency, follow staff and security directions

Personal Health:

  • Stay hydrated and take breaks as needed
  • Wash hands regularly
  • Consider wearing a mask in crowded areas if you have health concerns
  • “6-2-1-1 Rule”: 6 hours sleep, 2 meals, 1 shower, 1 hour of downtime per day
  • Please be considerate of others’ health and comfort

Emergency Procedures:

  • In case of medical emergency, contact the nearest staff member or security personnel
  • First aid stations are available in the convention center
  • For serious emergencies, call 911
  • Follow all evacuation instructions if announced

As Holiday Matsuri takes place across both the Orange County Convention Center and Hyatt Regency Orlando, proper conduct at our hotel venue is essential.

Hotel Guidelines:

  • Convention policies extend to all official convention hotels
  • Be respectful of other hotel guests, including non-convention attendees
  • Abide by hotel quiet hours in room areas
  • Do not congregate in hallways or stairwells
  • No room parties that disturb others
  • Report hotel issues to the front desk

Public Areas:

  • Keep noise to a reasonable level
  • Do not block pathways, elevators, or entrances
  • Photography may be restricted in certain hotel areas
  • Hotel restaurants and bars have their own policies regarding service
  • Respect hotel staff and follow their instructions

Room Policy:

  • Damage to hotel rooms will be the financial responsibility of the registered guest
  • Excessive noise complaints may result in removal from the hotel
  • Do not exceed maximum occupancy for rooms
  • Follow hotel check-in/check-out procedures

Holiday Matsuri reserves the right to enforce all policies to maintain a safe and enjoyable environment for all attendees.

Enforcement Actions:

  • Violation of these policies may result in:
    • Verbal warning
    • Temporary removal from specific areas
    • Revocation of badge without refund
    • Permanent ban from future events
    • Involvement of venue security or law enforcement

Reporting Violations:

  • Report policy violations to the nearest staff member or security personnel
  • The Information Booth can direct you to appropriate assistance
  • For emergencies, contact security or law enforcement immediately

Appeals Process:

  • Appeals regarding enforcement decisions may be submitted in writing
  • Final decisions rest with Holiday Matsuri convention leadership
  • Some enforcement actions cannot be appealed

Effective Date: May 19th, 2025

HMConventions, LLC (Holiday Matsuri) reserves the right to modify and/or update this policy at any time at our sole discretion and without prior notice.