TrotCon 2023 COVID Policy

By purchasing an admission to this event, you are agreeing to be bound by a strict and safety-focused COVID policy.

Revision 1.4.0 [2023-05-08]

The health and safety of everyone attending any TrotCon event is our top priority. THIS POLICY IS AN INTEGRAL PART OF YOUR AGREEMENT WITH TrotCon AND ACCEPTANCE IS A CONDITION OF ATTENDANCE. In addition to following all applicable laws and regulations, we have implemented policies to reduce the risk of spreading COVID-19 and other communicable diseases at any TrotCon event. These policies will be enforced within all TrotCon convention spaces.

1. Face Masks are Required.

A properly fitting cloth face mask, procedure mask, or respirator must be worn at all times indoors at TrotCon.

Masks are not required when eating in the Café or “Diner”, or while actively eating at the provided tables in the lobby areas of floors 1, 2, or 3.

Face masks (or respirators) are required to be worn at all times in all event spaces when in attendance at our event. In accordance with CDC guidelines, this requirement applies to all individuals over two years of age. Face Masks used must comply with, and be worn in accordance with, CDC Guidelines for face masks. This means your mouth and nose must be fully covered at all times while in any of our convention spaces unless you are actively drinking or consuming food (See food policy below). Our staff members will be actively monitoring compliance with this policy and will be implementing a one warning policy regarding consistent and proper masking.

If you have an ADA recognized medical disability that prevents you from wearing a face mask, please reach out to us directly at safety@trotcon.net, at least three weeks ahead of the event, in order to determine if a reasonable accommodation can be made to allow you to attend this in-person event.

What is a properly fitting mask? We use the CDC guidance on this page as a baseline:
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/types-of-masks.html


2. If you are sick, go home.

 If you have or develop symptoms of COVID-19 before or during TrotCon, you may not be in any TrotCon spaces.

 While you are ill, you have a higher chance of making others ill. Help us keep everyone healthy by not attending TrotCon if you are sick.

3. Show proof of Vaccination for a FREE GIFT.

 To thank you for putting in the effort to keep yourself and those around you safe, show proof of vaccination at registration to receive a free gift.

Proof of Vaccination is not required to attend TrotCon 2023.

Limit one per person. If you have a valid medical reason that prevents you from getting COVID vaccination, you are still eligible – a note from your doctor stating that you cannot get the vaccination will do (please make sure it does NOT include the reason or any other medical information).

While vaccination is not required, it is strongly recommended that everyone who is able remains or becomes up-to-date on vaccination before attending TrotCon 2023.

 

COVID-19 Risks & Responsibilities Acknowledgment

By attending, volunteering, staffing, presenting at, and/or vending any TrotCon event…

  • I acknowledge that a risk of infection with COVID-19 is inherent and unavoidable at TrotCon 2023 and any TrotCon event.

  • I agree to obey all policies, signs, and staff directions relating to health and safety.

  • I acknowledge that TrotCon reserves the right to reduce the number of seats available for events, panels, sessions, and/or workshops or the number of attendees admitted to areas as necessary to reduce the risk of transmission of COVID-19.

  • I agree not to attend TrotCon 2023 if I have reason to believe I am, or may be, infected with COVID-19 (whether or not symptomatic), including without limitation if I have been in close contact with any individual(s) known to be infected within 14 days prior to start of the convention.

  • I agree to leave the TrotCon 2023 convention spaces immediately if I develop symptoms of COVID-19 or otherwise have reason to believe I am or may be infected with COVID-19. I acknowledge that I should then leave the Dayton Convention Center as soon as reasonably practicable.

  • I agree to notify TrotCon at safety@trotcon.net within 24 hours if I learn I have become infected with COVID-19 at any time during or within 14 days following the convention. Your identity and personal information will be held in strict confidence, but TrotCon may notify other attendees (and/or agencies as applicable) of the occurrence of a verified or suspected infection.

We are grateful for your cooperation.

 

QUESTIONS & ANSWERS

What if I want to Eat or Drink?

Areas that are approved for eating: The Shaded City Café, The “Diner” area provided, Table Seating on floors 1, 2, and 3.

Masks are required to be worn in convention spaces at all times when you are not actively eating or drinking. As such, the consumption of food or beverage while moving is strictly prohibited. The eating of food in convention spaces should be restricted to authorized areas.

Hydration is important, and we encourage everyone to drink plenty of water. If you would like to take a drink in a hallway or panel room, we ask that you please step aside and only remove your mask for the minimum duration required to intake liquid.

This includes those presenting panels and vending or exhibiting in any capacity. A designated lunch break will be provided for those in the vendor hall, to allow vendors an opportunity to eat.

What if I am presenting a panel?

Panelists and presenters who are segregated from the audience may remove their masks during the active presentation of a panel. However, should they decide to roam the room or interact in proximity to the audience, a mask must be worn in accordance with this policy.

What is an acceptable mask?

An allowed face covering will be at minimum a cloth mask that is made of at least two ply of tightly knit or woven fabric that securely fastens behind the head or ears and covers the nostrils and chin with no unfiltered vents.

To be worn properly, masks must completely cover the nose and mouth, and must seal around the face. Masks that have an open side, end, or that contain non-filtered vents are prohibited.

What is not an acceptable mask?

Any mask with unfiltered vents, holes, or less than two ply of fabric are not acceptable. Also, costume head coverings and masks that do not adhere tightly to the face are not acceptable under the mask requirement.

Are neck gaiters allowed?

Neck gaiters do not meet the CDC definition of a mask and are not allowed on their own. Studies have shown that neck gaiters lack the level of protection offered by even traditional style two ply fabric. You are allowed to wear a neck gaiter over a mask that complies with our policy. At any time while in our convention space our staff may ask you to remove your neck gaiter to check if you are compliant with our masking policy.

Are bandanas allowed?

Bandanas do not meet the CDC definition of a mask and are not allowed on their own. Studies have shown that bandanas lack the level of protection offered by even traditional style two ply fabric. You are allowed to wear a bandana over a mask that complies with our policy. At any time while in our convention space our staff may ask you to remove your bandana to check if you are compliant with our masking policy.

How will this policy be applied?

The final determination in any questions related to this policy rest wholly with TrotCon administration. We reserve the right to spot-check individuals within the convention space (such as door checks) to ensure compliance with our policies. In the event an infraction is identified, we will notify the individual and document the situation. In the event of a second infraction by an individual, that person will be removed from the convention, forfeiting any and all claim to refund, and will be considered for permanent exclusion from future TrotCon events of any nature.

What If I Cosplay?

We completely understand your desire to wear cosmetic or costume masks. If you are able to wear a mask that meets our masking requirement underneath it, you can wear it. If your costume mask has built-in filtration on all openings in the head that is equivalent to 2-ply fabric or greater, then no additional under-mask is required unless you remove the head covering. At any time while in our convention space our staff may ask you to remove your costume mask or head covering to check if you are compliant with our masking policy.

What happens if I don’t want to remove my costume mask?

We understand that it is important to our attendees to remain in character in front of other attendees. In this case, please let our staff know you would like to move somewhere away from attendees for the check and we will escort you to our Compliance Office to accommodate your privacy. If you fully refuse to submit to a masking check, or appear to attempt to apply a compliant mask while en route to a location away from attendees, you will be removed from the convention – forfeiting any and all claim to refund, and will be considered for permanent exclusion from future TrotCon events of any nature.

What constitutes an acceptable ID?

An acceptable ID will be any non-expired government issued ID, state or federal, US or International (Passport Preferred), that includes your full legal name and a current picture. ID will be required for Registration, accessing age-restricted events and areas, and purchasing alcohol.

What constitutes proof of vaccination?

A government issued vaccination card or photos of the card, front and back, that matches the name on your id and shows the vaccination date as well as vaccine batch numbers is acceptable, as well as a government-approved digital verification apps. We will also recognize a print-out from your pharmacy or doctor’s office showing your full name and listing the doses you’ve received.

Proof of vaccination is not required to attend TrotCon 2023, but may be presented at Registration to receive a free gift.

I already registered, but I don’t agree with the policy. Can I get a refund?

Unfortunately not, since you agreed when you registered that we may amend our policies and rules, and these changes have been made in our continued policy of following CDC best practices.

What should I do if I become symptomatic during the convention?

Attendees must leave the TrotCon 2023 convention spaces and the Dayton Convention Center immediately if they develop symptoms of COVID-19.

Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19:

  • Fever or chills

  • Cough

  • Shortness of breath or difficulty breathing

  • Fatigue

  • Muscle or body aches

  • Headache

  • New loss of taste or smell

  • Sore throat

  • Congestion or runny nose

  • Nausea or vomiting

  • Diarrhea

Look for emergency warning signs for COVID-19. If someone is showing any of these signs, seek emergency medical care immediately:

  • Trouble breathing

  • Persistent pain or pressure in the chest

  • New confusion

  • Inability to wake or stay awake

  • Pale, gray, or blue-colored skin, lips, or nail beds, depending on skin tone

Call your medical provider for any other symptoms that are severe or concerning to you.

How is TrotCon going to enforce the mask requirement?

In the event anyone is caught within the event space without a properly worn mask, they will receive one warning. If you are being issued a warning, you will be escorted to registration, your warning will be recorded under your badge and legal name, and your badge will be physically marked to show that you have received your one and only warning. Failure to comply with this process or any attempt to circumvent it will constitute you having been deemed to have committed a second infraction of the masking requirement.

In the event of a second infraction, you will be removed from the convention – forfeiting any and all claim to refund and will be considered for permanent exclusion from future TrotCon events of any nature. Should an ejected individual refuse to leave the event space, or reenter the space without authorization, you will be subject to action by law enforcement officers up to and including arrest and prosecution for trespassing and/or harassment.

 

We are grateful for your cooperation.

Working together we can have a convention that is both safe and fun. We thank you in advance for your assistance in making TrotCon an accepting and enjoyable event for everyone. This policy may be updated or amended, from time to time, and the current version can be viewed on our website.

 

End of document. Everything above is considered part of TrotCon 2023 Policy.