General Ice & Fire Con Policies
a) Tickets: Ice & Fire Con tickets are NONREFUNDABLE per the acknowledgement you agree to when purchasing your ticket. Please view our ticket policies page for more details.
b) Accommodations: Ticket purchases DO NOT guarantee availability of rooms at Deer Creek State Park Lodge. There is a minimum two night stay. We highly suggest that you book a room/cottage/cabin as soon as possible after purchasing your convention ticket – you will receive information on how to book your accommodations for Ice & Fire Con by email, generally within 24-48 hours of purchasing a ticket. We will post updates on the room availability at Deer Creek as needed.
c) Right To Cancel: Ice and Fire Con reserves the right to cancel ticket purchases. In the event that we exercise this right and cancel a ticket, we will refund the price of the ticket, but please note that we do not refund taxes and fees.
d) Personal Disputes Among/Between Attendees: As a general policy, Ice & Fire Con does *NOT* take sides in personal disputes among individuals. Only in the event that we receive a complaint regarding the harassment of one attendee/a group of attendees by another attendee/group of attendees, followed by documented evidence showing a violation of our zero tolerance anti-harassment policy, and that the issue pertains to the Convention itself, will Ice & Fire Con leadership look into such a situation and make any and all decisions on a case-by-case basis.
e) ZERO TOLERANCE ANTI-HARASSMENT POLICY: Ice & Fire Con is dedicated to providing a harassment-free experience for everyone [regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion or opinion/view.] Please view our ZERO TOLERANCE harassment policy for more information, including a link to our anonymous complaint form.
f) Weapons Policy: No firearms of any kind. Bladed weapons must be sheathed at all times. Please visit our weapons policy page for detailed information.
g) OUTSIDE ALCOHOL POLICY: If you are staying in a Lodge room, any outside alcohol must remain in your room. If you are staying in a cottage or cabin, you may bring your own alcohol so long as it is kept in the vicinity of your room, cottage, or cabin – please note that NO outside alcohol is permitted in the restaurant/bar/meeting rooms of the Lodge due to Deer Creek’s Ohio State liquor license(s). This is important; you will be requested to leave without a refund if caught with outside alcohol in the Lodge’s common areas. There is a pub in the lodge that will be open during regular hours if you wish to consume alcohol in that building.
g1) You are welcome to bring your own non-alcoholic beverages and food anywhere on property. All cottages and cabins have kitchenettes.
h) SMOKING POLICY: Per Deer Creek’s rules, there is absolutely no smoking or vaping of any kind allowed inside the lodge *or* inside any of the cabins. We also ask that for the comfort of your fellow attendees you do not smoke within 50 feet of the Lodge doors or windows. If we see anyone doing so we will have to ask you to move elsewhere.
i) Pet Policy: Deer Creek is generally a pet-friendly property, including in some of its accommodations and its outdoor public areas. However, only registered/certified service animals are allowed inside the lodge. Please contact the resort directly with specific questions about their pet policy.
j) In regards to paying for items won in the silent auction/purchased from our onsite convention store – We highly, highly recommend that you bring plenty of cash with you to cover any items you may buy from our silent auction or onsite convention store. We *may* have a computer and wireless internet available to run transactions through PayPal/Venmo/Cashapp, but in this case we do believe that cash is the safest option – and we *know* that it’s the easiest option. No personal checks will be accepted.
k) Offsite Excursions: Ice & Fire Con does not plan/offer any offsite excursions. If you wish to plan an outing off-site with other convention attendees, you are welcome to do so, but Ice & Fire Con will not be held liable for any accidents, injuries, or any other mishaps that may occur while you are offsite, just as we are not liable for any accidents, injuries, or other mishaps that may occur while you are onsite.
l) In Accepting Admission and Attendance to Ice & Fire Con, All Attendees Agree to the Following:
This badge is a limited, revocable license to attend Ice & Fire Con, which may be revoked or revised at any time at the sole discretion of Ice & Fire Con. All badge holders and licenses granted thereto are subject to the rules and regulations of Ice & Fire Con. Ice & Fire Con may apply additional fees and limitations for certain activities. A badge may be revoked and a badge holder ejected from the convention for disorderly conduct, a violation of the law or rules, or at the sole discretion of a Ice & Fire Con official. The badge holder acknowledges that by appearing at Ice & Fire Con they may be recorded (by video, sound, or otherwise) and consents to such recording and its publishing and re-broadcasting*. In exchange solely for this license, the badge holder, in accepting a badge: (i) releases Ice & Fire Con from any liability for loss or damage to persons or property, infringement of any right, or any other claim or cause of action of any kind; (ii) authorizes and permits Ice & Fire Con and its designees to use for any purposes his or her name, voice, and likeness and all reproduction thereof in any and all forms and in all media now and hereafter in perpetuity*; (iii) understands they are prevented from taking, recording, or creating film, or digital pictures, videos, tapes, sound recordings, or any other visual or auditory recreation of any kind whatsoever, of any Ice & Fire Con guest, member, volunteer, or organizer, or of any Ice & Fire Con event, including but not limited to any Ice & Fire Con forum, seminar, session, dance, or performance, for any commercial use, or for the solicitation of funds for any commercial or other purpose , without the express written permission of Ice & Fire Con; (iv) agrees to comply with all Ice & Fire Con rules and regulations. This badge is non-refundable and will not be replaced. For additional information, please contact us at: iceandfirecon@gmail.com, or via our website at www.iceandfirecon.com. © Ice and Fire Con. All rights reserved
*Ice & Fire Con is a small personal convention when compared with others. As such it is highly likely that most attendees will be photographed at some stage during the Convention. Due to our unique and intimate environment, you acknowledge that by being an attendee and appearing at Ice & Fire Con, you are likely placing yourself in a public situation during the Convention and understand that pictures may be taken of you during the course of your attendance which has the possibility of being published on various Ice & Fire Con media and advertisements. In the event that a photo of you is chosen, we will make all efforts to ensure that images are shown in tasteful and non-insulting situations. We want our Convention to look fun and a nice place to attend!
Ice & Fire Con Attendees violating these rules may be sanctioned or expelled from the convention without a refund at the discretion of the Convention organizers.
Any willful attempts to circumvent Ice & Fire Con Rules and Policies is grounds for immediate expulsion from Ice & Fire Con.
Ice & Fire Con reserves the rights to add to or change these policies with or without notice at any time.
As always, the Organizers of Ice & Fire Con hope to never have to use any of these policies to sanction or expel an attendee. We urge everyone to get along and use expected common courtesy when attending the event.