Policies

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Health and Safety Policy
Registration
Hotel
Parking
Events
Contests
Panels
Photography
Dress Code/props
Disclaimers

Registration

How much are passes?

Prices can be found on our eventbrite at http://holidaymatsuri2021.eventbrite.com

Can my little children come in for free?

Children under the age of 3 may attend free of charge!

Can my children attend without a chaperone?

Children age 13 or under must be accompanied by an adult age 18 or older at all times.

Can I ship my pass?

Yes! When you register for Holiday Matsuri 2021, you can select to receive your badges shipped to your front door by selecting the “Ship Your Pass” option in the Add-On Section (scroll down in the ticket selection to the Add-On Selection).

I didn’t purchase Ship Your Pass when I registered for my ticket, can I add on Ship Your Pass?

Yes! All you need to do is purchase the “Ship Your Pass” add-on separately. Any tickets associated with the same email address will be shipped to the same address listed on the Ship Your Pass.

What addresses do you ship to?

Any US-based address or PO Box. Restrictions apply to US-held territories and US Commonwealths.

If my address is found to be unshippable, what will happen?

We will auto-refund any Ship Your Pass addon that we cannot fulfill properly. You may pick up your pass at the convention.

Can I change the address on my Ship Your Pass?

As of November 1st, no address changes may be made.

When is the cutoff date for Ship Your Pass?

Ship Your Pass will be locked on November 1st, 2021 at 12:01 AM ET. After that time, no more purchases can be made, and no changes can be made to Ship Your Pass. We cannot have any exceptions to this rule, as the data is collected immediately after that and the process begins with the data we have collected.

Will you be confirming the shipping address?

Yes! We will be making concerted efforts to email all of our Ship Your Pass attendees to verify the correct shipping address. You will have time to make corrections and modifications to your address via the provided email.

Can I pay at the event?

If passes are not sold out, we will sell at-the-door passes both on our website and in-person. Passes listed as sold out on the website will not be available at the convention.

Where can I pick up my passes?

Badge Pickup for all attendees (including VIP) that purchased their passes through EventBrite will occur in the Registration Room (Grand 3-6) during the following times:

  • Thursday: 6-10p
  • Friday: 9am-Midnight
  • Saturday: 9am-Midnight
  • Sunday: 10am-4pm

In-Person Purchase of passes may be made during the following times:

  • Friday: 9am-7pm
  • Saturday: 9am-7pm
  • Sunday: 10am-4pm

If I purchase my pass online the day of the event, can I pick up my badge during After Hours Pickup or Thursday Pickup?

Yes. However, we cannot process any in-person transactions during the times not listed for In-Person Purchase of passes.

Which payments do you accept?

EventBrite accepts all major credit cards.

What is your attendee refund policy?

Passes (3-Day, Single Day, Child, VIP)

Attendees can request a full refund back to their original payment method within 7 days from purchase, or October 15th, 2021 (whichever comes first).. Refunds after October 15th 2021 will be handled on a case by case basis by emailing info@holidaymatsuri.com. Attendees may also request their tickets be rolled over to 2022 by emailing info@holidaymatsuri.com

In the event of a full event cancellation, policies for ticket forwarding and refunds will be provided to all attendees via email.

If your pass is being mailed to you via the Ship Your Pass program, after November 1st, 2021, we will not issue refunds or ticket forwards for any reason.

Ship Your Pass

You may request a full refund up to October 31, 2021. On November 1, 2021, all refund requests will be refused.

Physical Goods (T-Shirts, Pins, etc.)

You may request a full refund on or before October 15, 2021. After October 15, 2021 and before December 10, 2021, you may request to issue credit in EventBrite towards the purchase of a Holiday Matsuri ticket and merchandise at future events. Requests for refund or credit made on or after December 10, 2021 will be refused.

Donation Tickets (Benefit Ball)

Purchases of donation tickets are final immediately after purchase. Donation tickets cannot be refunded or forwarded for any reason, and all refund requests or credit requests will be refused.

Third-Party Events

A number of events are held by third-party groups at Holiday Matsuri. Refund requests are handled at the discretion of those third-party groups, and Holiday Matsuri cannot offer any support regarding refund and forward credit requests for those events.

If I am picking up my VIP Passes, can my friends pick up their passes in the Priority Badge Pickup line?

Only those with Priority Line Access may use the Priority Badge Pickup line (VIP/Forever Festive). If all of the passes were purchased by the same person that has Priority Line Access, that person may pick up all of the passes attached to their name, regardless of type.

If I purchase a single-day, can I upgrade to 3-Day or VIP passes? If I purchase a 3-day Pass, can I upgrade to VIP?

If tickets are still in stock, you may upgrade, and only pay the difference! All of this can be done inside EventBrite. Please follow the instructions in the below link to upgrade your pass.

https://www.eventbrite.com/support/articles/en_US/How_To/how-to-transfer-to-a-different-event-or-ticket-type?lg=en_US

Online ticket upgrades cannot be purchased once the convention starts. However, if the ticket level you want is not sold out, the Registration desk will be happy to assist you with an upgrade at the show.

Can I purchase a Forever Festive pass?

All of our Forever Festive passes have sold out for 2021.

If I was a past Forever Festive, what do I need to do to pick up my VIP Badge?

You will need to bring your valid Photo ID to Priority Access Pickup at Registration. We will match the name and then hand you your 2021 VIP Pass.

What does VIP Access grant?

All VIPs (including Forever Festive, new and past) get the following benefits:

  • Priority Pickup access to pickup your badges at Registration
  • One hour early access to the Vendor Room on Friday.
  • Reserved front row seats in Main and Special Events (while supplies last)
  • Access to the VIP Chill Room

New Forever Festives and VIP Passes also get the following:

  • One Holiday Matsuri 2021 T-Shirt in your size
  • One Holiday Matsuri 2021 Pin of your choice

Do the child passes work on all three days?

Yes, they do!

I didn’t get the email from EventBrite/I deleted my email! How do I get my QR Code?

Please login to http://eventbrite.com and all of your information should be there. If you are on mobile, you can also use the EventBrite App to download your tickets.

Where can I pick up badges/wristbands?

Passes can be picked up in the Grand Ballroom, Rooms 3-6. After coming down the escalators from the Hotel Lobby, take your immediate left. If you are coming from the bus loop, follow directions from the bus staff to lead you into the convention.

Parking

We thank you all for your feedback over the years regarding our parking situation. We heard it loud and clear and we have worked with our hotel partner at the Orlando World Center Marriott, Holiday Matsuri, and our various On-Site and Off-Site parking partners.

On-Site Parking in the Orlando World Center Marriott will be permitted only for On-Site Hotel Stay guests, Holiday Matsuri Vendors/Artists, Holiday Matsuri Guests and Staff.

Here is a table of all of our parking options:

Site Maps Hotel Guests Day Parking
Orlando World Center Marriott 🔗 $12+tax/night Not Available
Marriott Royal Palms 🔗 Included in price Not Available
Caribe Royale Orlando 🔗 $18+tax/night $23+tax per entry/day
Buena Vista Suites 🔗 Included in price Not Available
Off-Site Grassy Lot 🔗 N/A $10 per entry/day
Holiday Inn Resort Orlando Suites Waterpark 🔗 $12+tax/night $16+tax per entry/day
WorldQuest Orlando 🔗 Included in price Not Available
JW Marriott Orlando Bonnet Creek Resort 🔗 50% off parking prices Not Available
Lake Buena Vista Factory Stores 🔗 N/A Free


Properties highlighted in Orange currently do not have Shuttle Service between OWCM and the Hotel.

General Parking Policies

Vehicles parked in unauthorized locations, past their intended stay, or on-site without a displayed valid parking pass may result in the vehicle being towed at the vehicle owner’s expense.

Parking updates, including parking availability, will be made to the official Holiday Matsuri App. The app will be on the Google Play and iOS store and will help navigate to the correct parking locations. More details and updates will become available in the coming weeks.

Hotel Guest On-Site Parking (when offered): Vehicles cannot be left on the property after your stay has ended.

Day Parking (when offered): There are no in and out privileges with day parking. Those that enter into day parking will be charged for every entry, or every day, whichever comes first. All vehicles must be moved from the day parking lots by 10pm on the last day of the convention. Vehicles in violation will be towed at the vehicle owner’s expense.

Shuttles (when offered): Complimentary Shuttles are available to and from the Marriott World Center for certain locations:

Pickup Locations Times Available
Orlando World Center Marriott

Caribe Royale Orlando, Off-Site Grassy Lot, Buena Vista Suites

Holiday Inn Resort Orlando Suites Waterpark

Lake Buena Vista Factory Outlets

Friday 8:00am to 3:00am

Saturday 8:00am to 3:00am

Sunday 9:00am to 7:00pm

SR-536/World Center Drive and SR-535/S Apopka Vineland Road are high speed highways without pedestrian sidewalks. Holiday Matsuri strongly advises AGAINST walking or crossing these streets, as it is extremely dangerous. Holiday Matsuri recommends utilizing the complimentary shuttles, or rideshare/taxi service for transportation to/from OWCM.

Orlando World Center Marriott

Parking in the Self-Parking Garage will be permitted to only guests with overnight accommodations at the Orlando World Center Marriott. One parking spot will be reserved per guest room. Overnight OWCM Guests will be emailed a parking pass at the beginning of December. This parking pass will need to be printed out and displayed on the dashboard at all times of the vehicle being parked. This will permit one vehicle in the Orlando World Center Marriott self-parking garage. This parking pass will permit unlimited in and out privileges. Parking passes will be invalidated if the reservation is cancelled.

Payment: The week of November 29, 2021, the Orlando World Center Marriott will charge for parking to all overnight reservations affiliated with Holiday Matsuri. The credit card that is on file will be charged $12 plus applicable tax per room night reserved. This payment is non-refundable.

Opting-Out: If an overnight Orlando World Center Marriott guest does not wish to use Self-Parking, they must contact the Marriott Reservations department at mhrs.mcowc.reservation.requests@marriott.com with the reservation confirmation number, and the card on file will not be charged, and a parking pass will not be issued. The cutoff date is November 15, 2021, and guests wishing to opt-out of self-parking must send their emails by that date. Please note that if this self-parking pre-charge is removed from the reservation, it cannot be re-added, and no vehicle associated with the reservation will be permitted to park in the self-parking garage.

HolMat Staff and Vendor Parking: Holiday Matsuri will be contacting applicable groups via email on the details for Staff and Vendor parking.

Day Parking: There is NO day parking at the Orlando World Center Marriott property. Unauthorized vehicles will be towed at the vehicle owner’s expense.

Marriott Royal Palms

Parking on-site is managed by the Marriott Royal Palms. Only one vehicle may use Parking at the Marriott Royal Palms per overnight hotel room. Marriott Royal Palms will issue a parking pass that must be displayed at all times on the dashboard. Vehicles without a valid parking pass will be towed at the vehicle owner’s expense.

Shuttles: Complimentary shuttle service is provided directly between the Marriott Royal Palms and the Orlando World Center Marriott.

Day Parking: There is NO day parking at the Marriott Royal Palms property. Unauthorized vehicles will be towed at the vehicle owner’s expense.

Other Orlando World Center Properties

There are two other properties attached to the Orlando World Center Marriott. Parking in these locations will not be permitted, and unauthorized vehicles will be towed at the Vehicle Owner’s expense.

Caribe Royale Orlando

The Caribe Royale offers an automatic gated system for parking on property.

Hotel Guest Parking: Caribe Royale Orlando On-Site Guests parking will be charged at $18 plus applicable tax per room night. This will include unlimited entry/exit to the property.

Day Parking: Day Parking is available for $23 plus tax per day or exit.

Shuttles: Complimentary shuttles will be provided from Friday until Sunday of the convention.

Buena Vista Suites

The Buena Vista Suites offers on-site parking for hotel guests only. Only one vehicle is reserved per room. Parking is included for no additional charge.

At check in, overnight guests will be provided a parking pass. Parking without a valid parking pass will result in the vehicle being towed at the vehicle owner’s expense.

Day Parking: There is NO day guest parking at the Buena Vista Suites. Unauthorized vehicles will be towed at the vehicle owner’s expense.

Shuttles: Complimentary shuttles will be provided from Friday until Sunday of the convention.

Off-Site Grassy Lot

This year, we have rented an off-site grassy lot which is located adjacent to the Caribe Royale and Buena Vista Suites. This will be available from Thursday until Sunday. Vehicles will be charged $10 per entry or per day, and vehicles will receive a parking pass which will allow for parking on the days permitted.

Holiday Inn Resort Orlando Suites Waterpark

Hotel Guest Parking: Holiday Inn On-Site Guests parking will be charged at $12 plus applicable tax per room night. This will include unlimited entry/exit to the property. Only one parking spot is available per room. Additional parking is available for an increased cost per day.

Day Parking: Day parking is available on-site on a first-come, first-served basis for $16 per entry (or per day, whichever comes first).

Shuttles: Complimentary shuttles will be provided from Friday until Sunday of the convention.

WorldQuest Orlando

Hotel Guest Parking: The WorldQuest Orlando offers one parking spot, per bedroom,of a reservation.

Example:

2 Bedroom Villa = 2 Parking Spaces.

3 Bedroom Villa = 3 Parking Spaces.

Additional parking spots will not be available.

Vehicles cannot be left on site after your stay has ended. Any vehicles in violation of this will be towed at the Vehicle Owner’s expense.

Day Parking: There is NO day parking at the WorldQuest Orlando property. Unauthorized vehicles will be towed at the vehicle owner’s expense.

Shuttles: No shuttle service is provided. There is a shuttle pickup point at the Holiday Inn down the street (0.5mi/11 minute walk), but we recommend using a rideshare or taxi service to get to the convention center.

JW Marriott Bonnet Creek Resort

The JW Marriott parking is available at 50% off parking prices (roughly $11.50 plus tax) for Overnight JW Marriott Bonnet Creek guests only.

Day Guests: There is NO day guest parking is available at the JW Marriott Bonnet Creek property. Unauthorized vehicles will be towed at the vehicle owner’s expense.

Shuttles: No shuttle service is provided. We recommend using a rideshare or taxi service to get to the convention center.

Lake Buena Vista Factory Outlets

The Lake Buena Vista Factory Outlets offers free parking to all holiday Matsuri attendees. Parking is limited and on a first-come, first-served basis.

Attendees may park in any spot EXCEPT in front of any stores. DO NOT park in the red area marked below.

Additional parking spots may be marked for store-access-only, and will be clearly marked as such.

Cars parked for extended periods of time in any of these reserved spots may be towed at the vehicle owner’s expense.

Please refer to the guide below for an example of spots reserved for store-front parking only.

Please be aware of the following policies:

  • Vehicles cannot be parked on curbs, in grassy areas, or blocking dumpsters. 
  • Vehicles cannot be parked immediately in front of stores.
  • Vehicles cannot be parked in the adjacent Hotel Parking area.
  • Vehicles cannot be left on-site after Sunday night.
  • Parking at the LBV Factory Outlets is not available on Thursday of the Convention.

Any vehicles in violation of these policies will be towed at the vehicle owner’s expense.

Shuttles: Complimentary shuttles will be provided from Friday until Sunday of the convention.

Events

Do you have a schedule of events?

All of our events are provided through our app and website, and will be announced in the future. Stay tuned!

How do I find out more information about the 18+ Cosplay Contest?

Please contact Cosplay Deviants at events@cosplaydeviants.com

Do I need to pay any additional fee to attend any events?

The following events require additional ticketing/fees to attend the events:

  • Benefit Ball
  • Cafe Events (Such as Bro Cafe and Cafe Peko Peko)
  • Some Cosplay Academy events

Signings and pictures with guests also may require a separate purchase. All other events are included in the price of admission.

What are your Bag check policies?

All activities in the Main or Special Events Halls after 8:00pm on Friday and Saturday will have the following Bag Check Policy:

Only clear bags are permitted at these activities. Attendees will be allowed one (1) clear plastic, vinyl, or PVC bag no larger than 12″ x 6″ x 12″ or a one-gallon clear zip-lock bag. Props or Cosplay accessories larger than 12 inches will not be permitted. Medically necessary items will be permitted as needed, with approval by Public Safety. No other exceptions will be made.

Attendees with bags or items that do not satisfy the Bag Check Policy may store them at the available lockers or coat check desk for a fee. Attendees are also encouraged to leave items outside of this policy in their hotel room or vehicle.

What is required at Age Restricted events (18+/21+)?

Anyone wishing to attend age restricted events must first visit the Public Safety Desk with a valid government-issued photo identification, located at the Cypress Rotunda, to get an Age Verification Wristband. This wristband can be obtained anytime during the weekend, and can be worn throughout the weekend for all age restricted events.

Wristbands will not be issued at the door for Age Restricted events, and wristbands do not constitute proof of age for alcohol purchases. ID can be spot checked at any time, so always keep it with you!

Hotel

If I book more than one room at the same hotel, can I have adjoining/adjacent rooms? Can I select for my room to have two beds instead of one? How about a low/top floor? In a specific place? Near the lobby/away from the lobby? Larger rooms? Pull out beds? Cribs? Bath in the bathroom, rather than a shower?

You may put in a request with the reservation line. Hotel requests are fulfilled as they are possible, but some requests cannot be fulfilled. Some requests may come with additional fees/upgrade costs.

Do rooms come with Wifi?

Yes, all rooms that we have booked include Wifi Access. Increased internet speeds may come with a higher fee.

Are there refrigerators in the rooms? Are there shuttles to/from the airport?

Please contact the hotel for specific information about amenities for hotel guests.

What dates to the special rates apply?

Generally, the hotel will offer the Holiday Matsuri Rate from December 14 to December 22.

Orlando World Center Marriott

What is OWCM’s Reservation Policy?

  • Reservations must be accompanied by a first night’s room deposit or guaranteed with a major credit card. Deposits collected will apply to the final bill.
  • Reservations cancelled within 10 days of arrival will result in forfeiture of one room night’s cost.
  • Reservations counted as “no shows” will still forfeit one room night’s cost.
  • Reservations must be received prior to November 20, 2021. After this date, reservations may not be accepted.

Why is there a Hold on my card from the OWCM?

When you check in, OWCM places a $50/night pre-authorization charge on your credit card you use to check in. This is a temporary charge, and will be cleared if you do not have any incidental charges, but it may take up to 2 weeks for that charge to be cleared.

Are the pools heated?

Yes, all of the pools are heated, but their temperature will fluctuate depending on the ambient temperature.

Are any of the pools closed?

The pool located between the West Tower and the Spa is closed for renovation.

What are the restrictions on the slide tower?

No equipment (cameras, phones, etc.) is allowed on the slides.

Minimum height: 48”

Maximum Weight: 300 lbs.

Is there an indoor pool?

Yes, it is located behind Falls Pool Bar and Grill.

Can I purchase a suite?

We have not released information on our suites yet. Please stay tuned to our social media to see if we are offering any in the future.

What is included in the $35/night resort package?

  • $20/day non-cumulative credit towards any food or beverage purchase.
  • Unlimited local and domestic long distance calls
  • Two 10oz Bottles of Water replenished once daily in your room
  • Daily pre-schedule shuttle service to all Disney Parks and Disney Springs for up to 4 guests
  • 4 free rounds of mini-golf at the Mini-Golf lodge at the pool

Dress Code/Props

Remember: Just because your prop or clothing was allowed past the front entrance or in the hotel lobby does not mean it will be allowed in the Convention Center. If you are told by a member of the Holiday Matsuri Staff or an OSCO officer to return your prop to your vehicle, or that your outfit does not meet the dress code, you are required to follow their instructions to rectify the situation immediately. Failure to abide by these guidelines may result in your immediate removal from the convention, and revocation of your Holiday Matsuri Badge without refund.

Minimum Clothing Requirements

Nudity or body paint are not costumes. Nipples and genitals must be fully covered. Butt must must be covered to the top of the intergluteal cleft (butt crack).

Shoe Requirements

All at Holiday Matsuri must meet the following shoe requirements:

  • Footwear must include a Rubber or Plastic Sole
  • Footwear must not include Metal Spikes. Soft rubber cleats are okay.
  • Rollerblades, Rollerskates, or Ice Skates are not allowed to be worn at any time. These items can be carried, but these blades and skates must never be worn, even temporarily. Blades must comply with our prop policy, and sharp skates will not be permitted.
  • No footwear is acceptable at the Pools, but footwear must be worn once the person goes inside.
  • “Naked Footwear” (clear plastic sole with a flesh-tone strap) is acceptable at the convention, but the plastic sole must be entirely covering the foot, and no skin must come in contact with the floor.

Maximum Costume Height

All costumes must be able to fit through an 8’ Doorway, with the exception of pre-approved, large scale costumes for Contests.

Signs

Signs may only be shown if it is a normal part of the cosplay (such as Phoenix Wright’s “Objection” sign). Signage advertising or advocating (for or against) a cause, person, or idea is not permitted at any time. Signs advertising things for sale, including free stuff (such as “Free Hugs”) are not permitted at any time.

Paddles/Strikers

Yaoi Paddles (Wooden, Plastic, or Metal Oars with writing on them) are not permitted at any time on the property or in the shuttle buses. Anyone seen striking another person with an object will be removed from the convention (regardless of the consent of the party being struck).

Chains/Leashes

Metal chains must be 1 foot in length or less. Non-metal chains and leashes cannot be longer than 4 feet. Chains attached to one’s person must be in control of the person wearing the chain at all times, with the exception of temporarily for taking pictures.

Restraints

Restraints are only permitted if the person being restrained can remove their own restraints easily.

Materials

Metallic materials (including Metallic composites) are not permitted on property. Metal screws used to secure one approved material to another are permitted, as long as the screw is not sticking out in any way.

Sharp Edges

Props must not have any sharp edges; all edges must be dulled.  Dull testing will be handled on a case-by-case basis by Public Safety.

Portability Restrictions

All props must be able to be moved easily by two people at maximum.

Firearms

Firearms of any kind are not permitted, at any time.

Realistic-Looking Fake Weaponry

Weaponry must be easily distinguishable as non-functional. This includes coating the prop barrel tip in a neon orange. This tip color must be permanent and non-removable from the prop. Triggers must be removed or rendered permanently inoperable.

Converted Projectile Weapons

Weapons made of metallic substances are not permitted (see “Materials” above). Any other weapons must be rendered permanently and completely inoperable.

  • Firing Pins must be removed
  • Barrel is filled with a permanent substance that renders the converted item unusable
  • All triggers must be removed or rendered permanently inoperable.

Additionally, the following restrictions apply to converted projectile weapons, even after they are converted:

  • Bullets: Guns that used to/could/can fire bullets are not permitted.
    • Explosives: Weapons that used to/could/can fire any kind of explosives are not permitted.
  • Pellets: Guns that used to/could/can fire non-lethal pellets, such as Airsoft guns, are not permitted.
    • Replica: Guns that are created as non-functional replicas are permitted, as long as they follow the above restrictions.
  • Nerf/Foam Darts: Weapons that can fire low-velocity foam pellets or darts are not permitted unless they are rendered permanently inoperable using the above restrictions.
  • Liquid/Gas: Props that can fire liquid or gas when triggered are not permitted unless they are rendered permanently inoperable using the above restrictions.
  • Confetti/Glitter: Props that can fire confetti or glitter cannot have any confetti or glitter loaded in the weapon at any time, and ammunition for these weapons cannot be brought onto the property at any time.
  • Arrows: Props that can fire arrows must be unstrung, and can only be strung with low-tensile material, such as fabric, yarn, or string. Arrows with sharp tips or fibreglass shafts are not permitted on property.
  • Others: Props that can fire other projectiles must be rendered completely inoperable using the above restrictions, no ammunition is allowed on property, and their permittance into the convention will be handled on a case-by-case basis.

Powered Wheeled Vehicles

Personal mobility aids (such as ECVs) are allowed.  No other powered wheeled vehicles are permitted.

Flying Items

Drones, Unpowered Planes, or any other free-floating device are not permitted at Holiday Matsuri.

Unpowered Wheeled Vehicles

Unpowered Wheeled Vehicles are permitted as long as they only permit one (or none) person to sit, and they are able to fit easily through an 8’ Door. Unpowered Wheeled Vehicles may not be allowed into some event rooms unless they are used for Mobility purposes.

Throwing

Throwing of items is not permitted, under any circumstances. This includes glitter or confetti.

Vaping/Smoking

The OWCM Property is a non-smoking/non-vaping property, and smoking/vaping of any kind is not permitted at any time, except for in designated smoking/vaping spots.

Explosives/Chemicals

All explosive or combustible materials are not permitted on the property.

Props acquired from Vendors/Artists On-Site

When you purchase props from the Vendor Hall/Artist Alley, the Vendor/Artist is required to securely peace bond the prop, and it must be kept in original packaging until you get back to your room or car. If you wish to use the prop, it must conform to the prop guidelines and it must be reviewed by the Prop Check Desk prior to being allowed in the convention.

Dangerous Items not fitting into Guidelines

Items deemed as dangerous by Public Safety, Hotel Security, or OSCO officers that are not listed in these guidelines will not be permitted, even if the item follows the above guidelines.

Prop Check

All props must be checked prior to going into any event, or walking around the convention floor. Any prop not found with a proper prop check tag will be required to go to the Prop Check desk or return it back to their room or vehicle. Props that are rejected will not be stored by Holiday Matsuri.

Failure to abide by Prop Policies

If you are found to be in violation of the prop policies, you will be escorted to the Prop Check desk to check your item. The second violation will result in your pass being revoked without refund.

Photography

Cosplay is NOT Consent

At Holiday Matsuri, we hold the firm stance that Cosplay is NOT Consent. In addition, people deserve the right to be asked prior to being photographed. Ask before you snap and never touch anyone without permission.

Violation of the above policies may result in removal from the event without a refund or involvement of the Orange County Sheriff’s office.

Strict Harassment Policy

Harassment, Inappropriate Touching, Stalking, or Bullying of any kind is not permitted at any time. If you feel you are being harassed in any way, please locate a member of the Public Safety Team (they are in Red Shirts!), or an OSCO Officer.

Photography NOT Permitted Areas

The following areas you are not permitted to take any still or video photography at any time:

  • Hotel Registration Desk
  • Hotel Spa
  • Hotel Exercise Room
  • Escalators
  • Elevators
  • Registration Room
  • Backstage Areas
  • Restaurants
  • Bathrooms

Still or Video photography in the Guest Signing area is only permitted if you purchased a package from the guest that permits it. Still or Video Photography is only permitted in certain areas of the VIP Room.

Photography and Videography is not permitted in any 18+ Event unless otherwise noted.

Vendor Hall and Artist Room Photography

Allowing attendees to take photographs at a booth is at the discretion of the vendor or artist present.  Please ask prior to photographing booths and respect no photography signs. Failure to do so may result in your removal from the event without a refund.

Free-Standing Devices/Structures

You may not setup any “free-standing” items (including, but not limited to: Tripods, Backdrops, or Lights) in the following areas:

  • Anywhere in the Hotel Lobby, including the Hotel Bar and Starbucks
  • Any doorway, walkway, or throughway
  • Blocking any fire exit
  • Anywhere in any restaurant
  • Escalators, Stairs, and Elevators
  • Hotel Store
  • Vendor Hall
  • Artist Alley
  • VIP Room

Public Safety, Holiday Matsuri Staff, Hotel Security, Fire Safety Personnel, and OSCO Officers have the right to require you to move any free-standing items.

Blocking Traffic with Equipment

If your device is obstructing the flow of traffic or obstructing attendee use or view of an area you will be asked to remove it. Failure to comply may result in confiscation of the equipment by Hotel Security or Orange County Sheriff’s Office. Please note that Holiday Matsuri, Orange County Sheriff’s Office, or Marriott Hotels are not responsible for damaged equipment left in areas where it can be damaged by emergency traffic.

Free/Paid Photoshoot Policy

Our convention has a Paid Photoshoot Policy. No one, without a purchased badge for Holiday Matsuri, may offer, solicit, or advertise a Paid Photoshoot while on the Orlando World Center Marriott Grounds.

This only applies to photographers and videographers that wish to use the OWCM grounds for their personal and professional photoshoots. Free group photoshoots, and people simply wishing to take pictures of the convention for personal use only may do so freely.
  • If you wish to assist with coverage of our convention, you may sign up for the Press Program. You will be offered free badges (determined by need, capability, and contribution). You will be required to cover one or more official events and provide video/photos to Holiday Matsuri for future use. Press will be offered prime access to Events they are scheduled to cover.

Acceptance into this program is done on a case-by-case basis based on past works present on your social media profiles and websites.

Holiday Matsuri Photographers/Videographers

Holiday Matsuri does hire photographers and videographers to take pictures and video of events. By attending Holiday Matsuri, you agree that Holiday Matsuri Photographers and Videographers have the right to take photographs and videos of your likeness at any time, and you grant an irrevocable right to use such pictures and video in the future.

Panels

What panels are not permitted?

The following panel actions 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 Presentations are OK)
  • Full Nudity
  • Smoking (including Vaping)
  • Gambling

The following panel subjects are not permitted under any circumstances:

  • Distribution or Promotion of Illegal Services, Methods, Materials, and Goods
  • Buy/Sell/Trade Panels
  • Photoshoot Panels
  • Gaming Tournaments
  • Promotion of Hate, Exclusion, Harassment, or Bullying

The Holiday Matsuri Panel Team has the right to manage the inclusion or exclusion of any panel, and the Panel Team has the right to increase or decrease the priority of any panel for any or no reason at their sole discretion.

Where can I submit my Panel?

Please go to http://panels.holidaymatsuri.com to submit your panel.

How do I schedule my panel?

Your panel will be scheduled according to your schedule preferences. If you reject your panel’s scheduling it will be removed from the list.

What are the restrictions on 18+ Panels?

All 18+ Panels must start at 9pm or later. Panel space for 18+ events is highly limited.

When does panel scheduling start?

We begin reviews of panels in September, with the Scheduling being finally decided by the end of September.

Are Panels curated?

Yes, we review every application and make a determination based on various factors to make sure the schedule is varied, interesting, and high quality.

What kind of benefits do I get for hosting a panel?

For every completed panel hour, up to two hosts (designated by the Panel Application Submitter) will receive $10 USD Cash per panel hour (e.g. a 1 hour panel gives $10 USD to two people, while a 2 hour panel gives $20 USD to two people). Hosts can receive their cash benefit by going to the Panel Support Desk after their panel has completed.

What is your 18+ Event Policy?

Only those age 18 or older are permitted to enter into 18+ events. Those age 17 or younger will not be permitted in any 18+ event, even when accompanied by a parent or guardian. All those wishing to enter into an 18+ event must present a valid photo identification. This identification must include the birthdate of the card holder and a photograph of the person. Holiday Matsuri reserves the right to reject credentials at their discretion.

Contests

The following policies apply to all contests, but may be overridden individually by contest-specific rules:

Pass Requirements

All contestants must have a valid pass to the convention for the day of the actual contest. It is not required for the pass to be valid for any pre-judging days (if the day is different from the contest).

Multiple Participation

You may only participate once per contest; you may not enter into two separate entries. However, you may participate in multiple contests if you wish.

Pass Awards

Any free pass awards are provided as Eventbrite Codes, which have no value. They cannot be sold, transferred, traded or upgraded. Eventbrite codes cannot be transferred to future years unless the convention has been postponed or cancelled.

Signup Curation/Limitations

Holiday Matsuri reserves the right to curate entries and, as such, not every entry will be accepted into the contests.

Money Awards

Money awards will be presented in Cash (USD, $) at the time of award.

Trip Awards

Trip awards will be presented as free flights to/from the designated destination at the specified date/time. In the event that winners are not able to travel at the time, the tickets will be transferred to another winner.

Applying to Contests

Each contest will outline how to apply, but any contest requires that you have a pass purchased before you apply as a contestant.

Rules and Regulations

Contestants are required to follow all Rules and Regulations of Holiday Matsuri. Poor sportsmanship will disqualify you from all contests.

Age Requirements

Age limits may differ per contest, but all age restrictions are the same:

  • Participants 18 or older have no restrictions.
  • Participants 14-17 must be accompanied by a parent or guardian, or have a signed parental consent form.
  • Participants age 13 or younger must be accompanied by a parent or guardian at all times.

All participants of 18+ Events and Contests must be age 18 or older, and those under the age of 17 will not be permitted at any time.

Lineup Requirements

All contestants must appear at least one hour prior to the competition to be lined up and given last minute instructions.

Decency Rules

Unless otherwise noted, Videos, Audio, and Photos must be “PG” rating, which means no sexually explicit content, violence, gore, or cursing.

Holiday Runway Contest

Signing Up

Contestants must show up to Contest Registration at least one hour prior to the Holiday Runway Contest. Once the maximum number of entries has been reached, no more entries will be accepted.

Judging

Contestants will be required to walk on stage, pose on stage for the audience/judges and walk off.

Background Video

Custom background video/photos will not be offered.

Minimum Costume Requirements

All costumes, whether purchased, commissioned, or self-built will be accepted. Costumes must have a holiday take on a character to participate.

Ultimate Cosplay Championship

See UCC Rules

Winter Cosplay Crown

See WCC Rules

Disclaimers

Appearance Disclaimer

Holiday Matsuri does not make any guarantees regarding the appearance and attendance of guests, panels, or performance groups.

Attendance Release

By attending Holiday Matsuri, you agree to the following release:

I recognize that there are certain inherent risks with attending this event. I hereby RELEASE and DISCHARGE all responsibilities of HMConventions, LLC, its staff, employees, contractors, affiliates, volunteers, proprietors from any and all responsibility of loss, damage, theft, injury (including death) occurring as a result of my, or any of my ward’s attendance, presence, or participation in Holiday Matsuri. I agree to Indemnify and Defend HMConventions, LLC, its staff, employees, contractors, affiliates, volunteers, and proprietors, against all claims, causes of action, damages, judgements, costs, or expenses, including attorney fees or other litigation costs, which may, in any way, arise from my attendance, presence, or participation at Holiday Matsuri.

Damage Agreement

By attending Holiday Matsuri, you agree to the following:

I agree to respect the grounds of Orlando World Center Marriott, and its surrounding grounds. I agree that both HMConventions, LLC, and Marriott, their staff, affiliates, and officers have the right to demand payment for any damage I make to the facilities, products, or grounds of Holiday Matsuri and the Orlando World Center Marriott. I also agree that I will return any badges or wristbands issued to me if required by any officers of HMConventions, LLC upon request. I also understand that I may be removed from the Orlando World Center Marriott grounds if I am in violation of any of the rules and regulations of Holiday Matsuri or Marriott Properties.

Hate Speech/Bullying Agreement

By attending Holiday Matsuri, you agree to the following:

I understand that Holiday Matsuri is a safe, accepting space for all. As such, I understand that I am not authorized to make any hateful speech or actions putting down any person or group (in attendance or not). I understand that if I violate this agreement, I may be warned, or removed from the property without refund.

Photography Release

By attending Holiday Matsuri, you agree to the following:

I understand that HMConventions, LLC may hire photographers and videographers to record the event. I hereby grant an commercial, unlimited, perpetual, irrevocable, transferable license to my likeness and voice to be used in advertisement, discussion, and any other materials deemed necessary by HMConventions, LLC, as a result of being recorded at Holiday Matsuri.

Smoking/Drug Policy

Regulated Drugs (such as Prescription Drugs) are only permitted if you hold an active prescription, or you are a caretaker for a person attending Holiday Matsuri with the active prescription. Smokable marijuana is not permitted inside the convention center. Edible marijuana is allowed. Marijuana and THC-derived products are only allowed to be carried by those with a Medical Marijuana Permit, up to the maximum limit permitted by law. Other Regulated Drugs are not permitted on premises at any time.

Violators of drug policies will be referred to the Orange County Sheriff’s Office.

Smoking of any kind, including vaping, is only permitted inside designated smoking areas. Please note that the Orlando World Center Marriott is a wholly non-smoking facility; smoking (including vaping) in your room, even on the balcony, can result in a significant cleaning fee.

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