Convention Policies

 

 

 

 

A Vague Disclaimer is Nobody’s Friend.  Have Fun!
– Willow

Everything you need to know for a welcoming experience.

These policies are subject to change.

The Hellmouth is a family-friendly convention that provides its attendees with a weekend full of entertainment to socialize and have a good time. To that end, we have created and enforce the following rules of conduct that are in place for our conventions. The purchase of a badge for a The Hellmouth convention includes your acknowledgement that you will follow all of these policies at all times.

Attendees must respect commonsense rules for public behavior, personal interaction, common courtesy, and respect for private property. Harassing or offensive behavior will not be tolerated. Your convention badge is the property of The Hellmouth/Fandom Charities Inc.which reserves the right to revoke, without refund, the badge of any attendee not in compliance with this policy, permanent ban from all future The Hellmouth conventions; and make contact with appropriate legal authorities. The Hellmouth reserves the right to deal with each matter individually, in a manner deemed fit by its Directors.

The Hellmouth Convention Operations Office aka ConOps is located on the 2nd floor of the Hilton LAX. During show hours you can always find a Hellmouth team member at the ConOps Office. Please stop by there if you have any questions or concerns.

General Convention Policies

There is always something nobody’s thought of that turns out to be a problem. The idea is to make sure everybody has a fun and safe experience at The Hellmouth, so we reserve the right to make additions or corrections to our convention policies as needed. The Hellmouth reserves the right to change or modify any policy or rule at any time and without notice.

Airspace (Balloons, Drones, etc.)

No devices may be flown or tethered within the confines of the Exhibit Hall or at any The Hellmouth function in the Hilton LAX or on Hilton LAX grounds. This includes drones, helium balloons and helium-filled products, or any lighter-than-air objects either powered or unpowered.

Badges and Identification

Always wear your badge and hang on to it!  You will need your badge to attend any The Hellmouth function, including all daytime and nighttime panels and events at the Hilton LAX and, of course, browsing or shopping in the Sunnydale Mall. Keep your badge visible so team members and Hilton LAX staff do not stop you. If you’re asked to show your badge please do so, including in the hotel general areas. Badges are nontransferable. Please do not give your badge to a friend or to people outside the Hilton LAX when you leave The Hellmouth as you run the risk of your badge being revoked without refund.

Costuming and Attire

The Hellmouth reserves the right to deem a costume unacceptable and request the wearer to make modifications as necessary. This convention is a family-friendly event. Please keep this in mind when choosing costumes and allow common sense and good taste to prevail.

All attendees are required by the hotel to wear approved footwear while in the convention space, which includes shoes, sandals, flip-flops or slippers. Bare feet, wheeled shoes, roller-skates, and hover-boards are not allowed on hotel property.

Costume Prop/Weapons Policy

No functional props or weapons are allowed at The Hellmouth. Simulated or costume weapons are allowed as a part of your costume, subject to prior approval by ConOps team and compliance with the following:

  • All costume props and weapons must be inspected at one of the Weapons/Costume Props Desk on the main level registration area.
  • All costume props and weapons must conform to state and federal law.
  • Projectile costume props and weapons must be rendered inoperable.
  • Functional (real) arrows must have their tips removed and be bundled and zip-tied to a quiver.
  • Costume swords must be tied to your costume in such a way that they can’t be drawn.

After your costume props have been checked, they will be tagged by ConOps and you will be given a wristband to wear to designate that your props have been checked.  ConOps will escort you to the Costume Props Desk for inspection if your costume prop is not tagged.

If you do not want to have your costume props inspected or tagged, or if you are not willing to comply with these policies, please do not bring your costume weapons to The Hellmouth.  
All costume props and weapons MUST be inspected at the Costume Props Desks.

Liability

The Hellmouth and/or Fandom Charities Inc. are not responsible for any loss, damage, theft, or injury with regard to any attendee at any time. Attendees are responsible for their individual actions and any repercussions that may result. Civil or medical emergencies must be reported to Convention Operations and hotel Security staff who will contact the proper authorities.

Photography and Videotaping

By attending The Hellmouth Convention, you agree to allow The Hellmouth Convention/Fandom Charities, Inc., its agents, licensees or assignees, the right to use your image and/or likeness by media now known or hereafter devised for advertising and/or other promotional purposes. 

No video or audio recording is allowed of the footage on the screens during panels at The Hellmouth. The footage shown in these panels is exclusive, brought to The Hellmouth by the panelists with limited studio and network permissions. Please respect their rights and allow us to continue to show this type of material to our attendees.

Photography and videotaping of other activities including general cosplay, etc., are acceptable provided that it does not disrupt events or the flow of foot traffic. Should any convention guest or team member request that videotaping of a particular event/item be discontinued, please comply with this request immediately.

Prohibited Items

There are a few things you just can’t bring to the convention. Here’s the short list:

Make sure to leave your drones, helium balloons, helium-filled products, fireworks, handcarts, trolleys, rolling luggage, and pets (excluding service animals) at home. Absolutely no functioning props or weapons are allowed. Only active on-duty police officers may carry firearms within the The Hellmouth convention area. All other persons are strictly prohibited regardless of license or status.

No Latex Balloons, Gloves, Or Other Latex Items of Any Kind

Items made of latex are not allowed on site either for sale, giveaways or decorations. There are team members and attendees who have a deadly allergy to latex which will cause anaphylactic shock. 

No Live Streaming of ANY Program or Event in a Programming Room without prior approval

The usage of live streaming apps and software on any electronic device (smartphones, tablets, laptops, etc.) is not allowed in any program and event rooms. Filming with prior approval must be done without blocking the view of other attendees.

No Pets Allowed in Programming Area (see Access Services Regarding Service Animals)

If you have pets, including iguanas, parrots, boa constrictors, or other nonhuman critters, please leave them at home. While the Hilton LAX may allow a hotel guest to bring a domestic pet (please confirm directly with Hilton LAX before bringing them), The Hellmouth can only allow service animals in the convention area.

No Retail Sales Unless Exhibit Space Has Been Purchased from The Hellmouth

No retail sales are allowed anywhere in The Hellmouth unless you purchased or were allocated exhibit space. This includes the Sunnydale Mall, common areas such as lobbies, program rooms, and outside venues, such as the Hilton LAX grounds. Retail sales are strictly limited to the exhibitors in the Sunnydale Mall.

In addition, there is no solicitation of tips, fees, or donations for any reason, unless you have a booth, table, or official space allocated by The Hellmouth.

No Selfie Sticks or Similar Devices at The Hellmouth or Hilton LAX

(You’ll put somebody’s eye out, kid…)

Selfie sticks, GoPro poles, stilts, or any device that extends your camera or phone away from your hand or body are not allowed at The Hellmouth.

If you’re seen with one of these devices, you will be asked by ConOps to put it away and not use it at The Hellmouth. This includes all of the Hilton LAX: Sunnydale Mall, programming, event rooms, or elsewhere on Hilton LAX grounds inside or outside.

No Smoking, Including E-cigarettes and Vaping Products and Devices

No smoking (of anything) is allowed at any The Hellmouth event at any time and in any location. No smoking at The Hellmouth includes traditional cigarettes, pipes, cigars, or E-cigarettes and any vaping product or device. This policy includes the Sunnydale Mall, all the Programming rooms, and event spaces at the Hilton LAX.

You are welcome to step outside the The Hellmouth convention area to smoke in designated smoking areas only, but please be considerate of others when you do. This policy is in place not only for the comfort of attendees but also to comply with City of Los Angeles city ordinances prohibiting smoking at public events near any doorway, entrance, exit, or operable window. Please comply with this policy; noncompliance may result in ejection from the convention.

COVID-19 Vaccination and Mask Policies

Vaccination / Negative Test Requirements:

As safety is of the utmost importance and to be in compliance with LA County regulations, we will be implementing the following COVID-19 policies, subject to change at as later date as circumstances require):  All attendees, guests, and vendors must show proof of completed vaccination OR negative COVID-19 test.  Completed vaccination means completing both shots of Pfizer or Moderna, or the single shot Johnson and Johnson at least 14 days prior to the event.

Please note: if booster shots are available to the general population at the time of the convention, then this policy will be amended to include a booster shot.

Acceptable proof includes a physical vaccination card, a photo of your card, or digital record of your vaccination.

OR

Proof of a negative COVID-19 test conducted by a healthcare professional within 72 hours of the time of your arrival at the convention. Over the counter tests will not be accepted in accordance with LA County regulations. All on site staff and volunteers must show proof of completed vaccination. If you have a medical reason or are under 12, you can assist pre-convention.  If you satisfy the minimum hours you will be issued a complimentary badge and can attend the convention as an attendee.

Face Masks Requirements:

Face masks will be required at all times with the exception of removing them to eat or drink in designated areas. Cosplayers will be required to adhere to this standard also.  Removal of masks during the convention except in designated areas will be grounds for expulsion from the event with no refunds.

All face coverings must fit properly and snugly, must secure under your chin, and fully cover your nose and mouth.  Approved face coverings must be visible at all times and may not be concealed under costume headwear/masks.

Not permitted are:

  • Face coverings that are not able to be secured under your chin, including bandanas or scarves.
  • Neck gaiters
  • Mesh face coverings
  • Face coverings that have exhalation valves
  • Damaged/torn face coverings
  • A face shield by itself

No Refunds Policy:

We will not issue refunds for anyone who refuses to abide by the COVID-19 policy. This COVID-19 policy may be amended based any changes by state or local regulations.

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