Rules & Policies

• General Policy
• Props Policy
• Registration Policy
• Media Policy
• Privacy Policy
• Coat Check Policy

General

If you aren’t allowed to do it outside of Otakuthon Halloween, it isn’t allowed at Otakuthon Halloween.

Otakuthon Halloween strives to create an environment that meets the needs of the cosplay, anime and video game community, but would like to remind participants that it is imperative to behave responsibly and obey the law. Participants who break these rules are liable to expulsion from the event without a refund and could be banned from future editions of the event.

Behaviour

All attendees must conduct themselves with proper decorum, that is, behaving in a controlled, calm, and polite manner.

Attendees must behave respectfully towards all individuals while attending events being held at Otakuthon Halloween venues, as well as towards Otakuthon staff and venue representatives. Attendees acting disrespectfully or disruptively may be expelled from the Otakuthon Halloween event by venue security or Otakuthon Staff. Physical violence will not be tolerated and will result in immediate expulsion and a permanent ban from the event.

Any activities deemed to be a nuisance to Otakuthon Halloween, including - but not limited to - excessive noise or behaviour considered generally disruptive, dangerous, or damaging, will result in immediate expulsion from the event by security and may result in further civil and criminal pursuits.

Laser pointers, laser-aiming devices, or similar devices may not be used unless you are officially sanctioned to lead or present an Otakuthon Halloween seminar, workshop, display, or other Otakuthon Halloween-sanctioned event in which a laser is needed.

In the interest of respecting the rights of each individual, the following behaviours are considered unacceptable without the prior consent of the recipient: hugging, glomping, backslapping, kissing, or any unwanted physical contact. This also includes unwanted advances or other similar forms of behaviour considered to be harassment.

Any form of solicitation of goods, services, and favors without the permission of the Otakuthon Halloween is prohibited and may result in expulsion and a permanent ban from the event.

Wristband

Wristband must be worn and be visible at all times. Cosplayers may temporarily conceal them only while taking photos.

Attendees who do not have their wristband properly displayed may be refused access to Otakuthon Halloween activities and/or be escorted off-site.

All participants must carry a valid government-issued picture ID at all times and must produce it when requested by Otakuthon staff or venue security. Failure to produce the requested ID may result in immediate expulsion from the venue and removal of their wristband.

If your government-issued ID does not have a picture, you may use it in combination with another picture ID, such as a library card, a school card or a Costco card.

Participants who had removed their wristband (due to medical reasons or a situation beyond their control) must report it as soon as possible to the Registration Desk at the entrance of the venue to issue a new wristband. Failure to report may result in the removal of the participant from the venue premises until proven otherwise.

Sales

The sale or solicitation of any type of goods or services on Otakuthon Halloween premises without prior permission and arrangements with Otakuthon is strictly prohibited. This rule will be strictly enforced. Violation will result in immediate expulsion from Otakuthon Halloween and the venue. This rule applies to all guests, dealers, and attendees.

The following are designated as the only authorized sales areas:

• Dealers with allocated spaces are permitted to sell merchandise;
• Artists with allocated tables are permitted to sell goods;
• Food Vendors with allocated tables are permitted to sell food and beverages;
• Otakuthon Halloween-approved events with permission to sell goods may sell them in their designated room.

No sharp or metal weapons may be sold on the premises without the express permission of the organizers. All weapons must be lawful and conform to Otakuthon Halloween’s Props policy.

Any weapons intended to be used as props must be inspected and approved without delay by Otakuthon Halloween’s Props Check Department. Otakuthon Halloween reserves the right to restrict any participant from selling weapons.

Unlicensed reproductions of copyrighted works (ie: “bootlegs”, “fansubs”, “Hong Kong versions”, etc.) may not be offered for sale. This includes, but is not limited to, videotapes, CDs, DVDs, Blu-rays, computer software, collectibles, apparel or printed artwork not produced under licence by the original copyright holder, or any other unlawful reproduction of works. Rule of thumb: if it is not visibly authentic, don’t bring it.

The sale and display of explicit material to minors are strictly forbidden.

Additional lighting and sound equipment are permitted in the designated space on the condition that they do not interfere with other participants. Any devices that produce noise or other disruption, including megaphones, sirens, strobe lights, and horns are strictly prohibited. Yelling, hawking or other aggressive solicitation of customers is also prohibited.

Sellers are responsible for the collection of taxes and the acquisition of any applicable permits and licences.

Only original, personal fan works created by the selling artist may be sold in the Artists space. The sale of commercial goods such as videotapes, CDs, DVDs, Blu-rays, posters, scrolls, pens, etc., is prohibited unless you or the group you represent are the copyright owner or licensors of said works. The advertising of any such restricted goods or services is also forbidden. Violation will lead to expulsion from the venue.

All exhibitors must obey the policies as outlined in their respective Otakuthon Halloween Exhibitor Kit.

Venues

College Ahuntsic

The Collège Ahuntsic | Cégep à Montréal is rented for use by Otakuthon. Although parts of the venue have been reserved for Otakuthon Halloween use, it is a public space and is subject to general public safety laws and regulations.

• All exits, stairways, escalators, and corridors must be kept open and free to circulation at all times; Otakuthon or venue staff will request that anyone blocking free circulation move or otherwise be dispersed.
• Stairways, escalators, and elevators should also be used only for their intended purpose, and any horseplay or other unsafe activity is not permitted.
• Animals and pets are not allowed on site, except for service dogs trained to palliate a disability.
• It is forbidden to touch Otakuthon Halloween equipment, including AV equipment, consoles, computers, etc. unless asked to by Otakuthon staff.
• It is forbidden to touch, stick things to, write on or otherwise tamper with Otakuthon Halloween signage.
• Displaying posters or otherwise affixing objects on venue bulletin boards, walls or doors is strictly forbidden and may result in expulsion from Otakuthon Halloween premises by venue security.
• If you have special signage or other requirements, please speak to the Otakuthon Halloween Information Desk.
• The use of any type of roller blades, roller skates, skateboards, hoverboards or any other similar accessory in the venue is strictly forbidden.
• Drones are not permitted to be used on the premises.

Costuming, Props and Dress Code Policy

Cosplay is highly encouraged, but some restrictions apply:

• Footwear is required at all times. Do not come barefoot. Footwear must at least cover the sole of the foot and be hard-soled enough such that the foot does not come into contact with the ground.
• Costumes that are deemed to be indecently revealing (the “no costume is not a costume” principle), as well as costumes or props that are deemed to be offensive or otherwise unacceptable by Otakuthon community standards, are prohibited. An attendee who is wearing a costume or carrying a prop that does not meet these requirements may be asked to change or leave the event at once.
• All large props or any props resembling weapons (including guns, swords, spears, whips, and bows) must pass through Props Check and be verified, inspected and approved by the Otakuthon Halloween’s Props Check staff to ensure they are safe. Failure to do so or repeated violations may result in immediate expulsion from Otakuthon Halloween without refund. See our Props Policy for more details.
• Armour should not have any spikes or similar items longer than 10 cm. Spikes and similar items must also be made using soft material.

Any questions concerning the ruling can be forwarded to weapons@otakuthon.com.

Props Policy

Please see the Props Policy on our website for more details.

You are responsible for your conduct and handling of props. Otakuthon Halloween and its venues will not be held responsible for any damages resulting from an attendee’s props, be it improper usage or mishandling, and attendees will indemnify, hold and save harmless Otakuthon Halloween and its venues for any such damages.

Photography and Video

General rule: Always ask for permission before photographing or video recording anyone.

• Take special care not to obstruct the flow of traffic. Photography equipment must not restrict traffic flow;
• Photography and recordings may be permitted during workshops and panels. If you are unsure whether photography or videography is allowed during a particular event or in a particular area, ask permission from the staff first.
• The use of cameras in the screening rooms is prohibited;
• Photography of merchandise is prohibited;
• Otakuthon Halloween reserves the right to prohibit photography and/or videotaping in any event or area;
• Staff may review and/or demand the deletion of any unauthorized photographs or video recordings.

Alcohol, Drugs, and Smoking

Otakuthon Halloween is an alcohol, drug and smoking-free event, and the venue is a smoke-free establishment. While we do not restrict what people do outside the Otakuthon Halloween venue, any person found intoxicated on the venue premises will be asked to leave immediately or escorted outside of the event. A repetition of this offence may result in a permanent ban from the event.

The use of electronic cigarettes or any electronic smoking devices (vaping) is restricted in the same way as regular cigarettes and may not be used on-site.

Anyone found in possession of alcohol or cannabis will be escorted outside of the event.

Refusal to leave the event may result in confiscation of the substances by College Ahuntsic security staff.

Food and Drinks

The consumption of food and drink on site is allowed at the discretion of Otakuthon Halloween venues staff;

• We strongly suggest that you take advantage of the Kombini Store and Food Vendors or rest area tables and chairs for eating and drinking;
• Consumption of food and drink on site is a privilege and not a right. Attendees are expected to take proper measures to maintain a clean environment and dispose of any food or drink (including packaging) related garbage properly when they are done;
• Attendees who cause damage or are otherwise abusive of their food and drink privileges may be expelled without notice from the event;
• Otakuthon Halloween encourages you to stay hydrated by bringing your own water bottle and taking advantage of the water refilling stations at the water fountains;
• It should be noted that only water bottles will be permitted in events and function rooms (such as video rooms, panels and game show rooms).

Privacy

By attending our events, you grant Otakuthon Halloween permission to publish, electronically or in print, your name, a photograph or audio/video recording of you, as well as any names and logos of your company, group or other organization (such as a cosplay circle, team or club) for promotion, documentation or record-keeping purposes. Any additional information gathered will only be disclosed for legal compliance, to third parties contracted to act on Otakuthon’s behalf, or anonymized in aggregate.

Liability

The liability to any attendee by Otakuthon Halloween for any damage or loss suffered at or caused by Otakuthon Halloween, its staff or assigns, shall not exceed the registration fees paid by that attendee.

Each attendee agrees to indemnify, hold and save harmless Otakuthon Halloween and its staff or assigns against any damages or losses suffered by third persons for which the attendee is responsible to any extent.

Formerly the “Weapons” Policy

For the safety of all Otakuthon Halloween attendees and to follow local laws, the following policy towards props will be strictly enforced. Attendees are expected to read and comply with it completely. Failure to do so will result in the potential loss of event membership.

Certain exemptions may be granted exceptionally for particular events. Details are to be found in the exemptions section.

Note: This policy applies to any device or contraption that can intimidate, injure or threaten someone.

Props Check Schedule

Prop Check is open from 16:00 to 23:00.

Registering Your Prop

Here are instructions regarding what to do if you have props.

1. Attendees are to first retrieve their wristbands from registration.
2. Attendees would then go to Props Check to have their props identified and approved. For unapproved props, attendees may decide to leave them at Props Check or return home to store them.
3. Attendees will be allowed into event grounds through the event entry points, while clearly displaying tags attached their props to entry controllers.

Leaving your props at Props Check

Otakuthon Halloween is not responsible for any damage or loss of props left at Props Check.

Props may be left at Props Check due to various factors:

• Prop was unapproved by the Props Check staff.
• An approved prop was used dangerously.

So what happens?

Attendees will be given a number to retrieve their item and we will add information concerning the prop to their file.

Attendees will have until Props Check closing time to retrieve their props. Please note that the Props Check and the event closing times may differ.

If the props are not retrieved by closing time, said props will be considered forgotten and will be moved to the Otakuthon office and held there for a short period of time before being disposed of.

On Event Grounds

Behaviour

All attendees are to…

• Pay due respect to the safety and peace of mind of other Otakuthon Halloween attendees and staff.
• Cooperate with event staff when asked.
• If possible have props holstered, sheathed or slung when not engaging in photography.
• Not engage in violent games or horseplay (of any kind, whether participants are consenting parties or not) with props.

General Prop Restrictions

All props must follow all the following General Prop Restrictions and also relevant Detailed Prop Restrictions.

• No prohibited weapons, defined by applicable Canadian Laws;
• No firearms;
• No replica firearm;
• No real projectiles of any kind;
• No glass;
• No metal props, although the use of metal in the construction may be approved on a case-by-case basis;
• No excessively sharp or excessively pointed prop;
• No flying device;
• No smoke devices;
• No explosives.

While there are no weight, size or shape restrictions, Otakuthon Halloween reserves the right to review, on a case-by-case basis, all excessively heavy or bulky items.

Otakuthon Halloween reserves the right to classify any item deemed dangerous as prohibited at any time.

Detailed Prop Restrictions

Projectiles

• Projectile replicas are allowed.
• Operable projectiles are not allowed.
• A quiver or container to hold projectiles is required.
• The tip of arrows and similar items must be made of soft material, such as foam. Wood and metal are not permitted.
• All projectiles must be made with lightweight material.

Projectile devices (firearms, crossbows, etc.)

• It is not permitted to fire any projectile (liquid, caps, etc.) on the event grounds.
• Bows are allowed if de-strung or made of material that cannot be used to fire a projectile.
• Hand crossbows are not permitted.
• Actual live firearms are not permitted under any circumstance.
• Enabled or disabled airsofts, paintballs, airguns, pellet guns and BB guns are not permitted under any circumstance.
• Imitation firearms must not be made of metal.

Concerning firearm or gun type props, relevant staff will make assessments on a case-by-case basis.

A 6 mm non-detachable orange tip is required at all times on every gun or firearm resembling a contemporary firearm.

The only exceptions are historical firearms or clearly fantasy firearms.

Historical firearms (e.g. spinning wheel, flintlock or matchlocks)

• (Definition) Any firearm manufactured before 1898 that was not designed to discharge rimfire or centrefire cartridges and that was not modified to do so.
• Real historical firearms are prohibited.
• Imitation historical firearms may look like the real thing, but must not be capable of discharging projectiles.

Guns as props

• Any exact or very close resemblance to contemporary firearms is prohibited.
• Nerf blasters, water guns, and similar toy guns are acceptable, as long as you do not carry projectiles or fire them on the festival grounds.
• Guns are permitted as props.
• Guns as accessories must be incapable of projectiles. For example, the barrel may be blocked, or the trigger may be absent.
• The guns will be evaluated on their shape, colour, size, material, etc…

Swords, blades, knives and other melee weapons

• All melee metal weapons, whether blunted or not, are prohibited.
• Blunt or heavy weapons such as baseball bats and hockey sticks are prohibited unless made of lightweight materials.
• Metal chains or other similar items are prohibited.
• Shields or melee weapons (swords, staffs, lightsabers, etc.) made of foam or other lightweight materials are permitted.
• Brass knuckles are prohibited unless made of lightweight material such as foam.
• Wooden swords should be made of non-sturdy lightweight wood, approved on a case-by-case basis.

Other

• Drones are not permitted on the premises.
• Lasers are not allowed.

Exemptions

Certain restrictions may be lifted.

All exemptions are only valid for the event they were approved for and must swiftly be stored after the event, or escorted out of event grounds.

All requests must first go through the specific director, who will then communicate with Prop Check.

All approvals are on a case-by-case basis.

Contact us

For any questions or comments, please contact the Otakuthon Halloween Props Check department (weapons@otakuthon.com). While they may offer advice on which props are appropriate, on-site Otakuthon Halloween staff reserves the right to reclassify any props regardless of any information given before the event.

Otakuthon Halloween reserves the right to confiscate any props for the duration of the convention or to escort you outside the event area and forbid you to return with the prop. Aggravated or repeated failure to obey the above policy may result in expulsion from the event without refund.

Please take a moment to read the Event Rules and Policies. By registering, you agree to comply with Otakuthon’s rules and policies. Failure to follow these rules may result in the immediate expulsion from the event grounds without a refund.

For more information or questions please email halloweenreg@otakuthon.com.

1. Refund, Updating, Correcting or Amending Policy

• All registrations are non-refundable.
• Wristbands are assigned to individual attendees and may not be shared, transferred, or resold.
• Once the registration is completed, no information can be amended.
• In cases where some information needs to be corrected due to a typographical error, please email halloweenreg@otakuthon.com.

2. Price and Payment

To secure your spot at the event, full payment must be received before the registration deadline. Registrations are not confirmed until payment is completed.

Please note that availability is limited, if the event reaches capacity before your payment is received, your registration will not be honored.

3. Wristband Pickup

Wristbands must be picked up in person during the event registration hours at Collège Ahunstic in the designated area by the registered attendee. Proxy pickup is not permitted. A valid government-issued photo ID matching the registration name is required at check-in.

To pick up your wristband, you must bring:

• a printed or digital copy of your registration confirmation, and
• one or more valid photo ID.

The ID must contain all the following information:

• Complete last name,
• Complete first name,
• Date of birth,
• Picture.

Examples of accepted IDs: driver’s licence, health insurance card, passport, citizenship card. Please note that Student ID and reduced-fare OPUS cards are not accepted as the sole proof of ID.

Please make sure that the information provided in the registration system is an exact match to the one on the valid photo ID presented for wristband pickup.

* Staff reserves the right to withhold wristbands from individuals whose provided information does not match the provided valid photo ID.

4. Child Registration

4.1 Children Aged 6 and Under

Children aged 6 and under (born on or after November 1, 2018) are eligible for free entry. Important rules:

• Children must be accompanied at all times by a parent or guardian who is at least 18 years old.
• A valid government-issued ID (such as a health insurance card or passport) may be required as proof of age.

4.2 Children Aged 7 to 13

Children aged 7 to 13 (born between November 1, 2011, and November 1, 2018) must be registered by a parent, a legal guardian or a guardian who has the consent of the parent or legal guardian.

Important rules:

• The child must be accompanied by a parent, a legal guardian or guardian who is at least 18 years old.
• They must be registered in the same group as their accompanying adult.
• A valid government-issued ID (such as a health insurance card or passport) is required as proof of age.

Otakuthon staff and volunteers are not responsible for taking care of children. The parent, legal guardian or accompanying guardian is responsible for keeping the child under supervision at all times.

5. Wristband Policy

• Wristbands must be worn securely around the wrist for the duration of the event. They should fit to be loose enough to be comfortable, but tight enough that they cannot be slipped off or be removed without cutting.
• If the wristband cannot be displayed around the wrist due to costume restrictions or other issues, please notify staff at check-in. Alternative visible placement may be approved at their discretion.
• Wristbands must remain intact and unremoved for the duration of the event. Tampering with, cutting, or attempting to reattach a wristband will render it invalid.
• All participants must carry a valid photo ID including their full name and date of birth and must provide it when requested by Otakuthon staff or venue security. Failure to collaborate may result in your immediate expulsion from the grounds.
• Lost wristbands will not be replaced.

6. Information Accuracy

• Attendees must provide complete and accurate registration information.
• Registration information must match the information on the valid photo ID used to pick up the wristband.
• Staff reserves the right to withhold wristbands from individuals whose information provided does not match the valid photo ID provided.
• Otakuthon will not be held responsible in the event that an attendee cannot be contacted using the information provided during the registration process.

When attending the Otakuthon Halloween party, all media bracelet holders must follow the event rules and policies.

Media conduct

Media bracelets are given to members of the media or content creators to facilitate their ability to disseminate information about the event. Media representatives are expected to act professionally and courteously towards Otakuthon halloween staff, contractors and attendees at all times.

Our attendees have paid to enjoy their night in peace and have the right to refuse to be filmed or interviewed. Interviews and filming must be done with minimal disruption to traffic flow and nearby activities.

Media representatives are allowed into function spaces as observers only. Any media representative who is deemed disruptive will be required to leave if asked by the event coordinator.

Access to media privileges is at the discretion of Otakuthon and may be revoked at any time for violations of event policies or media guidelines. Any media representative who has had their privileges revoked will be required to hand over their media bracelet and leave the event space.

Media bracelets will be available for pickup at the media desk during its open hours. Your photo ID will be required. Bracelets are unexchangeable and must be worn at all times to ensure access to event function spaces and media access areas.

By picking up their media bracelet, media representatives agree to abide by the event rules and policies as well as the media guidelines. Failure to do so could result in the loss of media privileges and/or expulsion from the event.

Photography, Videography, and Audio Recording

Allowed Actions:

• Photographing, videotaping, videorecording in all common areas of the event.

Prohibited Actions:

• Taking flash photos during any and all events.
• Video recording of screenings.

Please respect our attendees’ and contractors’ wishes if they decline to be photographed or filmed.

OTAKUTHON PRIVACY POLICY AND PROTECTION OF PERSONAL INFORMATION

EFFECTIVE DATE: MARCH 30, 2025

INTRODUCTION

Otakuthon Cultural Society (“we”, “us”, “our”) is committed to respecting the privacy of the individuals with whom we interact and to protecting their personal information. We prioritize transparency and are dedicated to providing you with information about how we collect, use, disclose, and protect your personal information in compliance with all applicable provincial and federal legislation. We also want you to be aware of your options and how you can exercise your rights concerning the protection of your personal information.

COLLECTION OF PERSONAL INFORMATION

In this Policy, “personal information” refers to any data about an individual that can be used to identify them, either on its own or in combination with other details, such as name, contact information, date of birth, or credit card number. It may also include technical information, such as IP address, web browser settings, and unique device identifiers, but only when such data can be used to personally identify you. Information that has been anonymized and can no longer be linked to an individual—whether directly or indirectly—is not considered personal information, provided that it is reasonable to assume that identification is permanently impossible.

Personal information is collected for purposes including, but not limited to:

• Providing our services;
• Processing transactions;
• Managing your account;
• Improving our activities and services;
• Managing our marketing activities, such as sending marketing and promotional messages, subject to your consent where required;
• Processing position applications, partnerships and such applications;
• Analyzing data;
• Improving our website;
• Complying with legal and regulatory obligations.

Collection occurs through various means, including, but not limited to, website visits, service usage, transactions, and interactions with our customer service. The types of personal information collected may include:

• Identifiers, including your first and last name, date of birth, and gender;
• Contact information (e.g., email, phone number);
• Identification numbers;
• Financial information, such as credit or debit card details (card number, name on card, expiration date, security code), billing and shipping addresses, and purchase history;
• Information related to online activity, including IP addresses, language preferences, cookies, or similar technology settings;
• Social network and social media information when you interact with our content on social media or similar platforms (e.g., profile picture, “likes,” interests, demographic information, etc.);
• Pictures, videos, or other recorded information during the convention;
• Any information provided directly to us when you communicate with us via the Otakuthon website;
• Any other information relevant to our services, such as passport, visa, or work permit information, bank account details, tax identification numbers, resume, cover letter, salary or fee preferences, in relation to professional services or partnerships with Otakuthon.

SHARING YOUR PERSONAL INFORMATION

We may share your personal information with the following persons or with other persons where permitted or required by law. In order to better provide our services, we may also disclose your personal information to other third parties.

• Our affiliated companies and organizations, when necessary and for the purposes outlined above;
• Our personnel, when access to information is required to perform their duties;
• Our service providers, when communication is necessary to carry out a mandate or contract entrusted to them. We hire service providers to, among other tasks, plan our business operations, run our activities, participate in the development, production, and operation of our shows and audiovisual productions, provide, operate, and maintain our information technology systems and services, including this website, offer our services to you, process transactions and payments, manage applications for positions, handle data hosting, and manage archiving;
• Our business partners, for the purposes of our events, audiovisual productions, or marketing. Otakuthon has no control over and is not responsible for the information handling practices of these parties;
• With other individuals or entities, including: when we are required or permitted by law to disclose personal information; when we determine that disclosure of specific information is necessary to respond to a request from a law enforcement or regulatory agency or other legal process; to enforce our policies, or to investigate, prevent, and take action regarding illegal activities; to protect Otakuthon’s rights or property; or when necessary to protect our affiliated entities, organizations, staff, or others; etc.

PROTECTION OF PERSONAL INFORMATION OF CHILDREN

Our website is intended for the general public, including children above the age of 7.

Children above the age of 14 (born before August 8, 2011) may register alone.

Children between the ages of 7 and 14 (born between August 8, 2011, and August 8, 2017, inclusively) must be registered by a person with parental authority or tutor.

Children under the age of 7 (born after August 8, 2018) do not need to register.

Personal information will therefore be collected accordingly within the scope of the law.

THIRD-PARTY WEBSITES

Links to third-party websites are available while browsing the website. Otakuthon is not responsible for the content or practices of the organizations responsible for these third-party websites, including but not limited to, their practices, policies, actions, respect for the respect to protection of your personal information, etc.

COOKIES AND SIMILAR TECHNOLOGIES

We use cookies to collect certain technical information when you visit our website. These cookies do not contain any personal information and are used to enhance the website’s content, improve user experience, and facilitate access. This information may be stored on the servers of our service providers located outside of Canada and may therefore be subject to the laws of those countries, including any laws permitting access by government authorities.

We may also use cookies and other tracking technologies to collect information about your browsing actions and habits, such as the details of your visits to our sites, traffic data, geolocation data, other communication data, the resources you access and use on the website, and information about your computer and internet connection, including your IP address, operating system, and browser type. This statistical data is not intended to identify any specific individual. While the information we automatically collect is statistical, it may include personal information, in which case we will treat it as such.

You may choose to refuse the use of non-functional cookies, which are not required for the site’s basic functionality or for security purposes, by managing your cookie preferences on our website. Upon your first visit to the website and periodically thereafter, you will be prompted to confirm your cookie consent preferences. However, if you decline cookies, you may not be able to use all the features of our website.

We use technologies that enable us to track user activity, including the pages they have visited, the source, and the time they spent on our website. This information is anonymized and displayed as numerical data, meaning it cannot be used to identify the user.

PROTECTION OF PERSONAL INFORMATION

We implement appropriate measures and controls to protect your personal information. These measures include, but are not limited to, restricting physical access to our offices and files, limiting access to your personal information to only those who need it to perform their duties, preventing unauthorized access, disclosure, use, and mishandling of your personal information in our custody and control, storing archival documents with reliable third parties off-site in secure facilities, and using firewalls, passwords, and file encryption for online activities.

We implement internal policies and practices to ensure the protection of your personal information, including:

• Designating a privacy officer responsible for ensuring compliance with applicable privacy laws;
• Implementing policies and procedures that define the roles and responsibilities of our employees throughout the personal information life cycle, limiting access to personal information on a “need-to-know” basis, and governing the retention and destruction of personal information;
• Implementing a procedure for handling privacy complaints and inquiries, including any privacy incidents involving personal information;
• If the information is collected or stored electronically, implementing technical security measures such as encryption, firewalls, anti-virus software, and other similar safeguards;
• Implementing contractual protections and other measures to ensure that service providers with whom we share personal information maintain adequate safeguards and security standards. For example, we generally require our service providers to limit their use and retention of personal information to what is necessary to provide their services and to notify us in the event of any actual or suspected breach of confidentiality.

Our goal is to prevent unauthorized access, loss, misuse, sharing, or modification of personal information in our possession. We also use these safeguards when we delete or destroy your personal information.

STORAGE OF PERSONAL INFORMATION

We strive to ensure that your personal information is stored in Quebec or, when this is not possible, within North America. Information stored on our service providers’ servers located outside Canada may therefore be subject to the laws of those countries, including any laws permitting access by government authorities. Where applicable, and subject to such foreign laws, we will, to the best of our ability, maintain protections for your personal information that are at least equivalent to those that apply in Quebec.

HOW LONG IS YOUR PERSONAL INFORMATION STORED?

You have the right to data portability and the right to request the deletion of your personal information, subject to certain legal and operational constraints.

We will retain your personal information only as long as reasonably necessary to fulfill the purposes outlined above or as permitted or required by law. Once it is no longer needed or required, your personal information will be destroyed or anonymized in accordance with applicable law.

CONSENT, ACCESS, WITHDRAWAL OF CONSENT, RECTIFICATION AND OTHER REQUESTS

By browsing our website, you consent to the collection, use, and disclosure of your information for the purposes identified above.

Consent for the collection, use, and disclosure of personal information will otherwise be obtained explicitly, except where the law provides for exceptions.

You may withdraw your consent at any time, with reasonable notice, except in limited circumstances, such as when certain legal or regulatory requirements apply or due to your contractual obligations to us. If you withdraw your consent, Otakuthon may no longer be able to provide you with certain services, in which case you will be notified of the consequences of withdrawing your consent.

Subject to any applicable legal restrictions, you also have the right to access your personal information held by us and request the rectification of any inaccurate or incomplete data.

To withdraw your consent or access your personal information, please contact our Privacy Officer using the contact information provided in the “Contact Us” section below.

UPDATES OF OUR PRIVACY POLICY

We may update this policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any significant changes and obtain your consent where required by law.

The “Effective Date” at the beginning of the Policy indicates the date on which it was last updated.

CONTACT US

If you have any questions about this Privacy Policy or the exercise of your privacy rights, please contact our Privacy Officer at: privacy@otakuthon.com.

This Privacy Policy is effective as of March 30, 2025.

Rate: $3 per item.

• Each item may be checked back in up to two times at no additional charge during the event.
• On the third and each subsequent access, there will be an additional $1 fee to check the item back every time.

Coat Check Policy

• Users of the coat check will receive a numbered ticket as proof of their items being checked. Said ticket needs to be presented to retrieve the items. Otherwise, we cannot return any checked items and attendees must write to halloweeninfo@otakuthon.com for further instructions.
• Proxy retrieval is allowed with the physical numbered ticket.
• Loose items must be stored inside a bag which will count as one consigned item.
• Large items such as props may be checked into the Coat Check. Props must first be approved by Weapons Check.
• Items deemed dangerous (ex: blades without sheaths, sharp or pointy items) will not be accepted.
• It is not recommended to store valuable items. Otakuthon is not responsible for any lost or damaged items.
• The Otakuthon Cultural Society reserves the right to refuse checking in any bag or item at all times.
• Otakuthon will take possession of any unclaimed item at the coat check and keep them at its office for a delay of 90 days, ending on January 30, 2026. After this date, any and all unclaimed items will be deemed abandoned and disposed of at the discretion of Otakuthon.