Code of Conduct

Credentials

VGMF attendee Credentials are the physical representation of the ticket that attendees have purchased, distributed upon check-in at the event, and are the property of VGMF for the duration of VGMF. You will need to show your credentials at designated checkpoints to enter the Vancouver Arts Hub.

• Credentials must be accessible at all times when asked for by VGMF staff while in the Vancouver Arts Hub. 

• Credentials are non-transferable. 

• Credentials may not be duplicated or altered.

Credentials may be revoked at any time by VGMF security or staff. Entry to events will be denied if the credential is revoked. Revoked credentials cannot be reissued or purchased again.

Facilities

The Vancouver Arts Hub operated by the Arts Centered, is hosting VGMF. To promote good relations with these entities, please respect the facilities by leaving these spaces and any equipment in them in the same condition as you found them.

• Keep all aisles, exits, fire safety devices, and concession stands clean, visible, and unobstructed.

• Do not affix anything to any surface, including walls, doors, panels, and columns, in the Vancouver Arts Hub .

• Do not trespass areas that are specifically designated for Vancouver Arts Hub and the Arts Centered staff.

• Do not move or tamper with any furniture or equipment. Inform VGMF Staff if you need anything moved or repaired.

• Do not use any electrical outlets in the Vancouver Arts Hub.

• Only individuals requiring mobility assistance or prior approval from VGMF may use transportation devices indoors.

• Shoes or other foot protection must be worn at all times. This can include sandals, flip flops, and custom cosplay footwear. Custom footwear is required to have a solid material between your skin and the ground such as a rubber/plastic sole.

• Pets and companion animals are not allowed inside the Vancouver Arts Hub. VGMF and the ArtsCentered complies with the ADA Guidelines, which define a Service Animal.

Age restrictions

• Attendees under age 18 must present a signed parent permission and liability release form at time of entry (made available at a later date).

• Attendees under age 18 must leave the venue once Closing Ceremonies have concluded (There is no exception for parent accompaniment.)

• Attendees under age 13 must be accompanied by a parent or legal guardian at all times.

Media Release

For this section, VGMF encompasses all private activities and spaces, including concerts, panels, film screenings, tournaments, and gaming areas, accessible only to individuals with valid credentials. The term “recording” refers to any method or device capturing audio, video, photographs, or other media.

VGMF celebrates community creativity and encourages attendees to document and share their experiences responsibly. Personal photos and short clips are welcomed as a way to capture and share the energy of the event.

Credentialed participants, whether volunteers or attendees, may be photographed or recorded by others. By accepting a credential, purchased or earned through volunteer work, participants consent to such recording. Those who prefer not to be recorded should notify event staff. Persistent unwanted recording may be treated as harassment.

Attendees are encouraged to share personal photos online and are more so encouraged to tag VGMF social media. Video and audio recordings remain subject to these guidelines. For broader public use, organizers can be contacted at info@vgmf.live.

Etiquette

VGMF wants to enable a safe and fun event for everyone. Please utilize good judgment, be respectful, and show courtesy to everyone around you. This includes the Vancouver Arts Hub staff and tenants, the ArtsCentered staff and tenants, city employees and representatives, neighboring local businesses, VGMF staff, volunteers and vendors, and your fellow attendees.

The following rules must be adhered to at all times:

• In efforts to honor personal safety and protection, surgical masks can be worn for personal protection. Masks should cover the mouth and be worn in a way that allows the wearer to remain reasonably identifiable. Face coverings that fully conceal the wearer’s identity are not permitted. 

  • In regards to cosplay, very obvious costumed masks may be worn at the event. Please make sure that you have a way to encourage thorough ventilation and that if requested by event leadership/staff that you can remove the mask.

• Cosplay is not consent. Do not hug, touch, maneuver or photograph anyone without receiving permission. Be mindful that behind the costume and makeup is a real person, not the character they are portraying.

• Comply with the VGMF Harassment Policy. Personal attacks and harassment are not allowed. See the VGMF Harassment Policy below.

• All props must be peace-bonded before entering the Vancouver Arts Hub.

• Be respectful of other attendees, VGMF dealers, vendors, and staff. Treat others how you would want to be treated.

• Respect everyone’s personal space. Move carefully through the Vancouver Arts Hub and maintain the flow of traffic. Be mindful of props and do not run indoors.

• Comply with all federal, state, and local laws, ordinances, and regulations at all times.

• All forms of disorderly conduct are prohibited. These include, but are not limited to loitering, public intoxication, indecent exposure, begging, or soliciting.

• VGMF is a dry event. Alcohol, drugs, and illegal substances are prohibited in Vancouver Arts Hub space. Intoxication is not tolerated in Vancouver Arts Hub. Persons found to be intoxicated in Vancouver Arts Hub  will be removed and have their credentials revoked. Do not sell or distribute alcohol to minors.

• Smoking and vaping inside any public buildings or within 25 feet of any entrance is prohibited.

Prohibited Items

The following items and activities are prohibited in the Vancouver Arts Hub. Additional items may be added to this list by VGMF at any time.

• Glitter, gum, confetti, and balloons that float 

• Weapons of any kind (appearance of weapons for cosplay MUST be peace-bonded when checking in for your credential).

• Alcohol or cannabis

• Smoking devices such as cigarettes, e-cigarettes, vaporizers, pipes, and bongs

• Illegal substances

• Skateboards, bicycles, scooters, roller blades, and other non-medical wheeled devices 

• Drones, unmanned aerial vehicles, and other remote-controlled vehicles

• Laser pointers, fog machines, strobe lights, and other devices that produce disruptive visuals

• Sound amplification equipment and devices that produce disruptive noises. An exception to this rule is for staff or performers on stage

• The unregistered sale of any goods at VGMF, including but not limited to food, art, or other merchandise. Only those dealers and vendors that are properly registered with VGMF are permitted to sell any goods, including but not limited to food, art, and/or merchandise within the Vancouver Arts Hub . 

• Signs that contain profanity, sexual suggestive content, harassment, or that solicit goods or services.

What Defines Harassment

Harassment is generally defined as unwanted behavior that creates an intimidating, offensive, and/or hostile environment for the person being targeted. Harassment can be physical, verbal, or psychological.

Harassment of any kind is prohibited and will not be tolerated. Any form of harassment shall be grounds for removal from VGMF and the Vancouver Arts Hub , and may result in the revocation of your credential without any refund.

Examples of harassment include, but are not limited to:

• Comments about a person’s appearance, sexual and/or vulgar statements, offensive jokes, as well as anything disparaging a person’s gender, race, religion, political views, age, disability, or other protected attributes.

• Bullying and discrimination. Bigotry, homophobia, transphobia, racism, sexism, and other forms of prejudice are also prohibited.

• Whistling, catcalling, and any kind of non-consensual flirting or sexual advances.

• Following someone or impeding their path.

• Excessive, intimidating, or harassing body language, such as obscene hand gestures, staring, or stalking

• Attending a person’s panels or events solely to harass, disrupt, heckle, or mock them.

• Photographing or recording someone without their permission.

• Persistent phone calls to avoid documentation of the type of interaction

• Exposing oneself or miming sexual acts.

• Bathroom policing (harassing someone because of the bathroom they feel most comfortable using).

• Touching someone without their permission.

• Repeated texting, phone calls, or emails after being told to stop.

• Any persistent action that creates a hostile environment for the person or people being targeted.

VGMF Harassment Policy

Harassment of any kind will not be tolerated at VGMF. This policy applies to any person bearing a VGMF credential of any type or any person invited to enter Vancouver Arts Hub  by VGMF.

Liability Statement

VGMF, theArtsCentered, and Vancouver Arts Hub are not responsible for any lost, stolen, or damaged personal property, including but not limited to electronics, instruments, merchandise, or other valuables. Attendees, participants, and volunteers are solely responsible for securing their belongings at all times while on the event premises. It is recommended that all personal items be closely monitored and that valuables be kept in a safe location whenever possible.

Reporting

If you or someone you see or know is in immediate danger or if there are serious safety concerns, please call 911 or notify event leadership. Our staff is happy to help you contact law enforcement or mediation solutions to further assist those experiencing harassment.

Please report any incidents of harassment to VGMF info email or any VGMF staff as soon as possible. We take all reports very seriously, regardless of who is involved. You can report harassment even if you are not directly involved. Retaliation for filing a report will not be tolerated and is a violation of this policy.

Harassment by any individual to whom this policy applies should be reported to VGMF staff.

During VGMF operating hours, if you have an issue that you believe requires VGMF staff assistance, find the nearest staff member or email info@vgmf.live. VGMF will respond within 24 hours with a resolution within a provided time period, depending on the complexity of the issue. Before or after the VGMF event, responses and resolution will be on a best effort basis. We will do our best to respond to any reports, so please use the email info@vgmf.live.

Violations of the Code of Conduct or Harassment Policy 

Any violation of the COC or harassment policy can result in immediate action by the event leadership, depending on the severity of the action. Such actions may include, but are not limited to the following:

• Verbal warning.

• Confiscation of your credential and immediate removal from VGMF.

• Banning from any and all future events put on by VGMF and FANS.

• Reporting to law enforcement or the relevant authority.

We will make any or all of the above determinations in our sole and absolute discretion to serve the best interests of the event and its attendees. You will not be entitled to a refund of any monies in connection with the above actions being taken against you, and VGMF shall have no liability for the same.

VGMF reserves the right to modify the Code of Conduct at any time.

Cosplay Guidelines

• All cosplay weapons/props must be checked upon arrival at the event.

• All cosplays must be age-appropriate.

• All participants must maintain appropriate coverage at all times. If the midriff is part of the costume design, it must be covered with opaque material such as tights, nylon, or shapewear. 

• Shoes must be worn at all times despite character design.

• No exposed skin is permitted in the following areas, regardless of gender:
  All cosplays must be age-appropriate.
  

  Stage effects and props must be safe, self-contained, and easy to clean up. Approved effects may include ribbon streamers and bubbles, provided they do not create a hazard or leave debris behind.

  The following are prohibited: glitter, confetti, powder, smoke, fog, vapor, dry ice, liquids, bodily fluids, open flame, sparks, lasers, thrown items, dangerous prop handling, breakable materials, and any effect or object that may cause injury, obstruct movement, or damage the venue.

  High-risk movement is not permitted, including flips, tumbling, acrobatics, or jumping on or off the stage.
  

Readiness

All participants must be ready for each cosplay activity about 60-minutes before the listed timing. 

Participants are expected to behave with courtesy and respect to their fellow cosplayers, the

judges, the cosplay director, and all VGMF, Arts Centered, and Vancouver Arts Hub staff and volunteers. Poor sportsmanship and negativity have no place here and may result in revoked access and removal from the event without refund.