We ask that all Convention attendees, both online and in person, behave in an appropriate manner in all dealing with the convention, the organising team, volunteers, all other members, hotel staff and others sharing the convention space.
Details of this are set out in our Harassment Policy, which forms part of the terms and conditions of attending the event:
This Harassment policy does not seek to replace or restate the Equality Act 2010, but sets out the specific conditions for our event.
HWS reserve the right to refuse entry to anyone for any reason. We do intend to let you know why, but might not be able to give you all the details.
HWS is dedicated to providing a safe and comfortable convention experience for everyone.
In order to offer a welcoming and safer space for everyone, we require participants to be respectful of all others and their space, be that physical or social.
Harassment includes (but is not limited to):
• Offensive verbal comments about gender, sexuality, impairment, physical appearance, body size, race class/economic status or religion.
• Racist behaviour.
• Showing sexual images in public spaces.
• Discussions or images related to sex, pornography, discriminatory language or similar is permitted if it meets all of the following criteria: organisers have specifically granted permission; it is necessary to the topic of discussion and no alternative exists; it is presented in a respectful manner; and attendees are warned in advance in the programme and respectfully given ample warning and opportunity to leave beforehand. This exception does not allow use of gratuitous sexual images as attention-getting devices (such as clothing or costumes in the dealers’ room) or unnecessary presentation or panel examples.
• Intimidation, stalking or following.
• Sustained disruption of talks or other events.
• Uninvited physical contact and/ or uninvited sexual attention.
• Symbols or images that the event organisers deem offensive. This could include t-shirt design and posters.
Attendees must not engage in harassment at any convention venue or convention-related social event at any time. Attendees asked to stop any harassing behaviour are expected to comply immediately. This includes not only anyone involved in the incident, but any onlookers contributing to the disruption. As a general rule, practicing common sense in physical and social interactions with strangers will ensure everyone has a comfortable convention experience.
This policy covers everyone involved with the convention. This includes all attendees, event organisers, Guests of Honour, volunteers, dealers or anyone present at the convention. Paying membership at the convention is not required to be subject to the policy. It also covers online spaces relating to the convention.
What should I do if I am being harassed?
In some cases, you may find the harassment stops if you clearly say ‘no’ or ‘please leave me alone’, or simply walk away. We would appreciate it if a volunteer was still informed to help us identify any repeat offenders.
If you continue to be harassed or notice someone else being harassed, please contact a Redcloak immediately. The volunteers will help attendees contact venue security or law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe during the con. The first convention volunteer or organiser you report to will take whatever steps they can to assist you in feeling safe, and will put you in contact with or bring you to an appropriate member of the event organising team.
You do not have to give us details of the harassment, and can choose whether or not to take a formal report. If you wish to report, we will take details of the harassment and work with you to respond to the issue in a way that assists you in feeling safe and maintains the safety of the wider convention environment, as well as enforcing our anti-harassment policy. If you report a serious criminal matter, please be aware that we may be obliged to contact the police. We would however take into account any concerns you may have around involving them.
If you would like to discuss the harassment without making a report, we will help you meet with the designated member of the event organising team. Please bear in mind that this is for informal emotional support only; our volunteers don’t have counselling training, and we can’t promise confidentiality. You can access this service by contacting any convention volunteer.
Our convention volunteers are called Redcloaks and can be easily identified by their red hi-vis vests or red, branded tops while they are on duty. Any one of them can be your first point of contact. The volunteer may need to involve another member of the team to assist with your issue.
HWS reserve the right to take any action they deem appropriate, including: issuing the offender with a warning if, in the determination of the event organiser and/or the person reporting the incident, the incident is considered accidental or minor; making an internal note of the incident to document repeat offending; making a formal report of the incident available to volunteers, the event organising team or all convention participants at the discretion of the event organiser; contacting hotel security; contacting law enforcement; removing the offender from the convention with no refund; and reporting the offender’s behaviour to other conventions, the British Fantasy Society, The World Fantasy Board or regulatory organisations.
We also have the right to decide if you should take part in programmed activity and remove you from this at anytime. For example you could be removed from taking part in panels.
Please do not smoke in any part of the building, it is illegal in the UK. Please do not bring illegal (under UK law) substances to World Fantasy Convention, anyone found in possession of such items will be reported to the police.
If you are drunk/intoxicated by any means and not in control of yourself you will be asked to either return to your room (if you are staying overnight) or to leave the event. If you do not comply with the request we may feel it appropriate to involve the police.
In order to make World Fantasy Convention 2025 a safe event, be aware of this harassment policy, of using non-oppressive language, and of boundaries. Assist others: if you see someone being harassed or appearing uncomfortable, ask if they are okay.
HWS and the British Fantasy Society reserve the right to refuse entry to their event for any reason, while abiding by the terms of the Equality Act. Reasons for refusal may include behaviour at other conventions, online, via email or messages that have made others feel uncomfortable or harassed.
If you are concerned about someone who is, or you think might be, attending Fantasycon, please contact us via chair@worldfantasy2025.co.uk.
Complaints can also be reported to the Chair of the British Fantasy Society should this be preferable. The email address is chair@britishfantasysociety.org
If you have been refused entry to any previous HWS events (formally or informally) then you are likely to be refused entry and your booking fee will not be refunded (the membership price will be).