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UNITED FAN CON INC.

EVENT POLICIES

1.    Each Event Chairman is allowed to select the Guests of Honor for their event with approval from the Board of Directors.

2.    An Events Organization Chart must be produced, by the event chairperson, indicating that 25% or more of those on the staff are also members of the Supporters Group.

a.    Staff are defined as:

i.     Staff Leader – the following positions are considered Staff Leader positions, Event Chairperson, Experience Head and Division head. These staff are committed to the event success as a whole and it is anticipated that they will work on projects for their event / division on a weekly basis. In addition the Staff Leaders will attend meetings or submit reports as required by event chair.

ii.    Staff Member – A staff member is anyone who reports to a Staff Leader and has a vested interest in the event they are working (committed to produce, organize or oversee a subsection of that division or experience). It is anticipated that staff members will work on projects on a bi-weekly or monthly basis.

iii.   Volunteer – A volunteer is a non-staff member who reports to the staff above and is not committed to any one particular event or sub event. Traditionally volunteers perform their duties at the event.

b.    Support Group membership requirements may only be waived on an individual basis by the Board of Directors.

3.    Advertising Rates for corporate / event publications. Ad rates will be determined by the style and type of publication as well as the event type, event chairman sets rates.

    1. Professional: 100% of the ad rate

    2. Semi-Pro: 50% for page rates and  no discount for extra charges

    3. Fan: 25% for page rates and no discount for extra charges
      In all cases, round up to nearest $5

    4. NO coupons in lieu of payment for ads.

    5. Prices quoted are for camera ready copy.

4.    Art Show Rates

    1. The standard unit of Art Show panel space shall be four foot by four foot (4' x 4') in size. The standard unit of Art Show table space shall be as close to a thirty-inch by six-foot (30" x 6') table as can be provided. Space can be subdivided for smaller art.

    2. The cost for panel or table space shall be determined by the event type. Event Chairman sets the rate.

    3. The cost for floor space for free standing art shall be the same as for table space.  Oversized pieces of art will be charged at a special rate.

    4. There shall be a twenty five-dollar ($25.00) service charge to process mail-in art. Sufficient funds must accompany the art to cover return postage and insurance. Any surplus will be returned to the artist.

    5. The event Artist Guest of Honor shall not be charged any Art Show fees or commissions.

5.    Dealer Rates and Policies

    1. The per table fee for the dealers room at any event shall be set by the event chairman.

    2. All membership inclusions with dealer purchase are also set by the event chairman.

    3. All dealers must sign a dealer’s agreement; Board of Directors will provide the wording for the dealer’s agreement.

    4. All dealers are required to sign a liability waiver as part of the dealers’ contract.  The Board of Directors shall provide the wording of the waiver.

6.    Registration Policies

    1. Each event chairman will set an upper limit of memberships appropriate to its own audience and venue.

      1. The organization will monitor how early in the Event the limit will be exceeded.

      2. The Event Chairman will be allowed to increase the membership cap by 10% memberships before convening the Board of Directors in order to increase the limit further.

      3. The Event Chairman will consult the staff leaders, if possible, when approaching the limit with special attention to Registration and the Security Departments.

    2. Membership Rates will be determined by the Board of Directors and Event chairperson at least one year in advance for annual events and far enough in advance for smaller events.

      1. Traditional (annual) add-on event sales (advance and at event) to be determined by the Board of Directors and the Event chairperson as early as possible in the event cycle.

      2. Event specific and or programming add-on event sales (advance and at event) to be determined by the event chairperson with guidance from the Board of Directors.

      3. Event chairman may offer discounts to senior and students at their discretion, with guidance from the Board of Directors.

    3. The schedule of discounts for group memberships shall be set as follows:

Size of Group

Discount

10-14 memberships

5%

15-19 memberships

10%

20-29 memberships

15%

30+ memberships

20%

    1. To qualify for the group discounts, the number of memberships must be bought with one check (or credit card, or exact amount in cash). A contact person must submit all the names of the group members. Group memberships must be purchased no later than six weeks before the event or at the end of the pre-reg period--whichever is earlier.

    2. Paid Memberships are transferable within type (child to child, adult to adult) from one person to another, but only for the year in which they are bought. This includes "guest of X" memberships, and normal transfer regulations, letter and ID, apply. Anyone wishing to transfer a membership to another year must have the approval of Event Chairman of both Events in question.  Anyone wishing to transfer memberships must do it through the UFC Inc. official registration office for that particular Event.

    3. All "NO-CHARGE" memberships and admissions to UFC Inc. Events are non-transferable. These include Event Chairman, Vice Chairman, Event Leaders who have joined the organization,  Program Participants, Press, GOHs, Earned Memberships and Comped Memberships

      1. EARNED MEMBERSHIPS are defined as memberships acquired by anyone who puts in the required amount of hours working on a specific type of event. Exclusions include:

        1. Time spent participating in a program item.

        2. Time spent while making or attempting to make a personal profit, such as dealers and live role-playing organizers.

        3. Hours put in before or after the event must be documented, and will be counted toward the time limit required.

        4. An Earned Membership is ONLY good at any one like event within 12 months of the event in which it was earned. i.e. convention to convention; dinner with the star to dinner with the stars.

      1. COMPED MEMBERSHIPS are obtained from the Event Chairman or their delegate. These "no-charge" memberships include Program Participants, Press, GOH, Exchanges (equipment provided by an individual who otherwise does not work the event), and any other "non-paid" memberships approved by the Chair.

      2. There shall be a limit set by the Board of Directors in consultation with the event chairman on the number of Comped Memberships per event based on the type of event and venue.  

    1. There will be no distinction made on badges between paid and "no charge" memberships.

    2. Members with lost badges and / or wristbands will be required to purchase a replacement membership at full price.

7.    Concerning line item transfers within the Event Budget:

    1. Staff leaders (with the approval of the Senior staff as defined by event chairman) may transfer funds between any other line items in the Event Budget within that division provided that:

      1. The total sum of income and expenditures remain unchanged.

      2. The staff leader shall report each transfer to the Senior Event staff.

8.    Anyone bringing a monetary dispute or lawsuit against United Fan Con Inc., or any UFC Inc. event shall not be allowed to attend any UFC Inc. event until said dispute is resolved.

 

Other Legal Information

All original content on this site is copyright 2002-2010 United Fan Con, Inc. United Fan Con Inc. logo and all of the NEFanX logo’s are is copyright of United Fan Con Inc. Thanks to John Mulhern (the artist) for creating them for UFC Inc.

United Fan Con, New England Fan Experience, Anime Kaiju Experience, Spring Anime Kaiju Experience, Anime Experience, Kaiju Experience, Sci-Fi Experience, Gaming Experience, Science & Technology Experience and the Pop Culture Experience and all of their respective logos are service marks of United Fan Con, Inc. Unauthorized use is prohibited.

Any ideas, suggestions, or unsolicited materials sent to United Fan Con, Inc. or any of its service names become the property of United Fan Con, Inc. No compensation or credit is guaranteed.

All rights reserved, including those not specifically mentioned.

 

 

 

 

 
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