Code of ConDuct

Purpose

The Oklahoma Society for Culture Appreciation (OS4CA) exists to promote education and community through entertainment. Our events are designed to be welcoming, inclusive spaces where people of diverse backgrounds can gather, learn, create, and celebrate shared interests.

This Code of Conduct sets clear expectations for behavior, defines prohibited conduct, and explains how OS4CA responds to violations. It protects attendees, participants, staff, volunteers, guests, and partners, and ensures everyone can take part without fear of harassment, discrimination, or harm.

Participation in OS4CA events is a privilege, not a right. Conduct that is inconsistent with this Code or with OS4CA's mission may result in corrective action, up to and including removal from an event or exclusion from future participation.

Who This Applies To

This Code applies to everyone participating in OS4CA events or activities, regardless of role or status, including:

Attendees and badge holders
Guests, performers, panelists, speakers, and industry professionals
Vendors, artists, exhibitors, and demo groups
Partners, sponsors, contractors, and service providers
Staff, volunteers, and event staff
Media, press, and content creators

No one is exempt because of seniority, popularity, professional status, or contractual relationship. This Code applies on event premises, throughout the official hotel block, and at any OS4CA-sanctioned function, from check-in through close.

Core Principles of Conduct

First and foremost, all OS4CA events honor the Golden Rule: treat others as you would like to be treated. Be kind, compassionate, and respectful.

All participants are expected to:

Treat others with dignity, respect, and professionalism
Respect boundaries and obtain consent before touching, photographing, or otherwise engaging someone
Follow lawful instructions from OS4CA Staff, Safety Personnel, and Venue Personnel
Comply with applicable law, venue rules, and OS4CA policy
Conduct themselves in a manner appropriate to a public, community-focused event

If someone is being rude, disrespectful, or violating this Code, please exit the situation and report it to the Safety Team or Information Desk rather than escalating with the individual directly.

General Event Conduct

No running, screaming, horseplay, or other disruptive behavior.
Keep hallways and aisles clear. Please don't block traffic while catching up with friends.
Rollerblades, skates, heelys, skateboards, recreational scooters, and bicycles are prohibited in event spaces and hotels.
No glitter, bubbles, shaving cream, or powders (including holi powder) on or around event premises. These can damage costumes and electronic equipment such as cameras, video cameras, and microphones.
Shoplifting is a crime and will not be tolerated. Violators will be prosecuted to the full extent of the law, have their badges or passes revoked without refund, be removed from the event, and be refused admission to future events.
No solicitation, panhandling signage (for example, "Hugs for a Quarter"), performing, or busking for money. A sign is only permitted if it is a documented part of a specific character's canon.
Don't leave bags unattended. Unattended bags will be turned over to the venue, hotel, or local authorities. OS4CA encourages leaving valuables in your room or vehicle.
Function space is limited and lines may form. Please be patient. Disabled persons, staff, Guests of Honor, and credentialed dealers are not required to wait in the general line.

Harassment, Discrimination & Abuse:
Zero Tolerance

Prohibited conduct includes, but is not limited to:

Harassment (verbal, physical, visual, or written)
Discrimination or hate speech based on a protected characteristic
Intimidation, threats, or coercion
Stalking or persistent unwanted contact, in person or digital
Sexual harassment, unwelcome advances, or sexualized behavior
Retaliation against anyone who reports misconduct

Harassment may occur between any combination of participants, regardless of role or status.

Consent, Image Capture & Boundaries

No physical contact without explicit consent. This includes touching costumes, props, mobility aids, or service animals.
Photography, recording, or live-streaming of another identifiable person requires their consent, particularly for cosplayers, Guests, staff and volunteers, and minors (additional restrictions apply to minors).
Cosplay is not consent. A costume, no matter how elaborate or in-character, is never an invitation to touch, follow, or record someone without asking first.
Following, cornering, or continuing to request contact, a photo, or a recording after someone has declined is prohibited.
Recording someone without their knowledge, by any device, is treated as a harassment and privacy violation under this policy, not a minor infraction.

Discreet and Point-of-View Recording Devices

Devices built to record discreetly are not permitted at OS4CA events, whether worn or carried. This includes recording-capable smart glasses (for example, Meta glasses and similar products), body cameras, and any other wearable device capable of capturing photo, video, or audio. It also includes small, concealable devices capable of discreet recording, such as pen cameras, button cameras, and other hidden or disguised recording devices.

Ordinary smartphones and handheld cameras used openly are not covered by this restriction, but remain subject to the consent rules in this Code.

Panels & Programming

Only OS4CA, contracted media, panelists, or approved press may record a panel or programming session. Attendees may not record audio or video of a panel without explicit authorization from OS4CA or the panelist.
Photography during panels is permitted unless the panelist or a posted notice restricts it.
General photography and filming in public event spaces must stay hand-held. Tripods, monopods, and freestanding equipment require prior approval. Photography and filming may not block traffic flow or exits, and may not use lighting rigs, drones (prohibited indoors), or other equipment without prior authorization from OS4CA Communications Staff.

Official Photography, Videography & Media Capture

OS4CA staff, volunteers, and contracted photographers and videographers regularly capture photos, video, audio, and livestream footage throughout event premises for OS4CA's own operational, archival, and promotional purposes. This section governs that official capture and is separate from the attendee-to-attendee consent rules above. It does not give any other attendee, vendor, or third party permission to record you.

By attending, registering for, or otherwise participating in an OS4CA event, including entering a contest, panel, photo op, or programming activity, you grant OS4CA and its authorized representatives, contractors, licensees, and media partners permission to photograph, film, record, livestream, and otherwise capture your likeness, costume, performance, voice, name, and any related presentation during the event.
Media created by or on behalf of OS4CA, including work by staff, volunteers, contracted photographers and videographers, and official media partners, is the sole property of OS4CA or the respective authorized creator, as applicable.
OS4CA is granted a perpetual, worldwide, royalty-free right to use, reproduce, edit, publish, distribute, display, broadcast, archive, and otherwise use this media, in whole or in part, in any medium now known or later developed, for promotional, educational, archival, historical, documentary, operational, and other lawful organizational purposes, without additional notice, approval, or compensation.
OS4CA is under no obligation to provide copies of official photographs, video, or other media to attendees, contestants, participants, or third parties.
If you want photos or video for your own personal or commercial use (a portfolio, social media, promotional material, and so on), you are responsible for arranging your own photographer or videographer, in accordance with the equipment and consent rules in this Code.
Official OS4CA photographers, videographers, and contracted media may be identifiable by staff credentials, lanyards, or a visible media pass. If you're unsure whether someone capturing your image is authorized, ask them or check with the Information Desk or Safety Team.

Staff, Volunteer & Contractor Conduct

All operational personnel represent OS4CA and must uphold the highest professional standards. This includes:

Complying with internal handbooks, staff codes of conduct, training requirements, and departmental SOPs
Cooperating in investigations, incident response, and safety protocols
Properly using and returning OS4CA-issued equipment, badges, and materials
Immediately reporting safety hazards or misconduct

Parasocial Boundaries & Guest Interactions

Guests, panelists, voice actors, and other featured talent are working professionals, not friends, partners, or therapists. A warm interaction at a signing table, photo op, or panel is not the start of a personal relationship.

Do not attempt to contact Guests through personal channels (direct message, personal email, personal phone number, hotel room, and so on), and do not show up uninvited to a Guest's non-public location.
Gifts for Guests must be handed to a Guest Handler for screening, never handed directly. A Guest is never obligated to accept a gift or to reciprocate attention with personal contact.
Respect a Guest's visible cues. If a Guest steps back, redirects the conversation, glances at their Handler, or gives short answers, the appropriate response is to wrap up, not to press further.
Guest Handlers and Safety staff are protecting both attendees and Guests. Follow their direction the first time it's given, for example when ending a photo op or moving a line along.

Social Media Conduct

Posting photos, video, or personal details of another attendee, Guest, or staff member without their consent is prohibited.

Do not use social media, direct messages, or online platforms to harass, target, impersonate, or continue contact with someone who has asked you to stop.
Tag and mention with care. Guests, artists, and fellow attendees may not want to be publicly tagged in your content. When in doubt, ask first.
Comments and posts on OS4CA's official social channels are moderated. Content that would violate this Code in person (harassment, hate speech, explicit material, doxxing) will be removed and may trigger the same enforcement actions as an in-person violation.

Autograph & Signature Sessions

Guests may decline to sign anything, for any reason, at their sole discretion, and will not be pressured, guilt-tripped, or publicly criticized for declining.
Items presented for a signature may not be lewd, obscene, or pornographic, including digitally altered or AI-generated images, even if a vendor is otherwise authorized to sell that item elsewhere at the event.
Guest Handlers or Safety Personnel may visually inspect items before a signing. Non-compliant items will be removed from the line, and the presenter may be removed from the session or the event.
Standard etiquette applies: no cutting the line or holding a spot for others; observe any posted per-person item and time limits; ask before requesting a photo, a hug, or a character voice or impression; and be courteous to the Guest and their Handler.

Vendor, Artist & Exhibitor Guidelines

General Standards

Merchandise, displays, and staff must stay within your purchased or assigned space and out of traffic aisles, fire lanes, and ADA-accessible routes.
Digital goods (download codes, digital prints, NFTs, and so on) are held to the same content and display standards as physical goods.
OS4CA is not responsible for lost, stolen, or damaged merchandise. Please take reasonable precautions.
You will receive one badge per purchased space. Additional badges may be purchased separately (pricing subject to change)

Mature (18+) Content

Age verification via government-issued photo ID is required before selling any 18+ item. Minors may not handle or browse explicit content under any circumstances.
Explicit material must be shielded from general view: behind the table, in staff-controlled binders, or in covered, opaque packaging. It may never be openly displayed, and booth signage may not depict explicit imagery.
Depictions of minors in a sexual or suggestive context, non-consensual sexual activity, incest themes, or bestiality are strictly prohibited with no exception, regardless of medium.
Hentai, yaoi, and other 18+-restricted media may only be sold under the Mature Content guidelines above, and may never be displayed openly in the Vendor Hall or Artist Market.

Authenticity, Bootlegs & Provenance

OS4CA does not condone or support the sale of pirated, bootlegged, or counterfeit merchandise, including unlicensed video or audio media, gray-market imports, or imitation model kits.
OS4CA may request proof of provenance for any item (receipts, licensing agreements, work-in-progress files, or wholesaler invoices) and may pull an item from sale pending that proof.
Items found to lack legitimate provenance, or that infringe on intellectual property, will be removed from sale. Repeated or serious violations can result in removal from the event and loss of future Bazaar eligibility.

Food & Restricted Sales

Due to venue policy and Oklahoma law, food and weapons may only be sold by vendors specifically authorized to do so. OS4CA reserves the right to refuse vendor, artist, or exhibitor space to anyone, for any reason.

Compliance

Vendors, artists, and exhibitors may be asked to sign a Vendor Compliance Acknowledgment at check-in. Minor, correctable issues (for example, signage placement) receive a warning. Prohibited content, refusal to provide provenance, or repeat violations can mean immediate removal without refund and forfeiture of future Bazaar eligibility.

Physical Demonstrations

Demonstration groups must:
Carry their own insurance and keep proof on-site for the duration of the event
Not charge attendees for demonstrations
Limit attendee involvement to instructional participation only (no attendee-versus-attendee sparring)
Provide certification for all participating members
Have been an established group for a minimum of one year

Alcohol, Drugs & Controlled Substances

State and federal law prohibits illegal substances such as ecstasy, cocaine, and heroin. They will not be tolerated in or around OS4CA events or venues.
The legal drinking age in Oklahoma is 21. Attendees 21 and over may consume alcohol responsibly. Attendees under 21 must abstain from drinking at OS4CA events.
Marijuana use and possession is governed separately. Please see the OS4CA Marijuana Policy.

Accessibility & Accommodations

OS4CA strives to make events accessible. Contact Information Services or the Accessibility Team in advance for interpreters, printed materials, or seating needs.
ADA-compliant service animals, and service animals in training, are welcome under handler control. Emotional support animals and pets that do not meet ADA requirements are not permitted, due to liability.
Handlers, not OS4CA, are responsible for their service animal's care, cleanup, and control. Please don't touch or interfere with a working animal.
This Code's harassment protections apply equally to disability- and accommodation-related discrimination.

Hotel & Venue Stays

OS4CA negotiates a discounted room block with our host hotel as a convenience to attendees, staff, and Guests. The hotel, not OS4CA, owns and operates the property, sets its own house policies, and bills each guest's individual folio directly.
You are a guest of the hotel as well as of OS4CA. Hotel staff and hotel security have independent authority to enforce hotel policy, including removing anyone from hotel property.
The individual whose name a room is booked under is responsible for the conduct of everyone in that room, including any guests they invite up, and for the condition the room is left in.
Leave your room, and any function or hospitality/party space you use, in reasonably clean condition at checkout: bag your trash, don't leave excessive food waste or debris behind, and don't overwhelm housekeeping.
Damage, vandalism, smoking in non-smoking rooms, excessive mess requiring extra cleaning, missing items, or other violations of hotel policy may result in fines, cleaning charges, or other fees that the hotel assesses directly to the responsible guest's folio, at the hotel's sole discretion and under its own policies.
OS4CA does not control, process, waive, or reimburse hotel-assessed fines or fees, and is not a party to billing disputes between a guest and the hotel. Questions about a charge on your folio should go directly to the hotel's front desk or management.
Conduct that violates hotel policy may also violate this Code and can result in OS4CA enforcement action in addition to whatever action the hotel takes independently.

Liability

OS4CA and its host venues are not responsible for loss, damage, theft, or injury to any attendee, vendor, artist, exhibitor, staff member, or guest. Everyone is responsible for their own actions and belongings.
Cosplayers assume their own risk for costume-related accidents such as tripping, restricted visibility, and similar hazards. Please be mindful of costumes and those around you.
OS4CA reserves the right to refuse service, revoke a badge or pass, and remove any individual from an event at any time, for any reason, without refund.

Reporting Misconduct

Report misconduct as soon as it is safe to do so:

Safety Team: locatable in Yellow or Orange Vests
Information Desk: trained staff who can escalate reports
Any Staff or Volunteer, who will connect you to a Safety Team member
Post-Event Reporting: via the online form published for that event

Reports are handled with discretion. Information is shared only with personnel who need it to respond.

In an emergency, contact venue security or call 911.

Investigations, Enforcement & Bans

Depending on severity, evidence, and risk, OS4CA may take any of the following actions:

Verbal warning
Removal from programming or relocation
Badge or pass revocation without refund
Removal from event premises
Suspension or ban from future OS4CA events
Contract termination for vendors, artists, or exhibitors
Notification of venue security or law enforcement
OS4CA-initiated reporting to legal authorities, when required

Bans are issued by Directors, the Sergeant-At-Arms, or the Head of Safety, and are reviewable on appeal: one appeal per person, per calendar year, to the Committee for Policy & Administration at safety@oklahomaculture.org.

A person attempting to attend while banned is subject to immediate removal and may be treated as a trespasser under Oklahoma law (Okla. Stat. tit. 21, §§ 1835-1835.1).

Acceptance

By attending an OS4CA event, you acknowledge and agree that:

You have read, understood, and will comply with this Code of Conduct and all event and company policies.
Policies may be updated prior to or during the event, and the most current version applies.
Violations may result in removal without refund.
Vendors, artists, exhibitors, guests, staff, and contractors may be required to formally acknowledge this Code as part of their participation agreements.

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