General Ice & Fire Con Policies
a) Accommodations: Ticket purchases DO NOT guarantee availability of rooms at Mountain Lake Lodge. There is a minimum two night stay. We highly suggest that you book a room/cottage/cabin as soon as possible after purchasing your convention ticket. Accommodation availability will be updated on our News page as often as possible. You must CALL Mountain Lake Lodge (directly) to book a room at the greatly reduced convention rate. At the time of booking, Mountain Lake will require the convention code that you receive upon purchasing your ticket as well as the full names of all guests staying with you.
b) OUTSIDE ALCOHOL POLICY: If you are staying in a Lodge room, any outside alcohol must remain in your room. If you are staying in a cottage or cabin, you may bring your own alcohol so long as it is kept in the vicinity of your room, cottage, or cabin – please note that NO outside alcohol is permitted in the restaurant/bar/meeting rooms of the Lodge due to Mountain Lake Lodge’s Virginia State liquor license(s). This is important; you will be requested to leave without a refund if caught with outside alcohol in the Lodge’s common areas. There is a pub in the lodge that will be open during regular hours if you wish to consume alcohol in that building.
c) You are welcome to bring your own non-alcoholic beverages and food anywhere on property. All cottages and cabins have kitchenettes.
d) SMOKING POLICY: Per Mountain Lake Lodge’s rules, there is absolutely no smoking allowed inside the lodge *or* inside any of the cabins. We also ask that for the comfort of your fellow attendees you do not smoke within 50 feet of the Lodge doors or windows. If we see anyone doing so we will have to ask you to move elsewhere.
e) Pet Policy: Mountain Lake is generally a pet-friendly property, including in some of its accommodations and many of its indoor public areas. Please contact the resort directly with specific questions about their pet policy.
f) In regards to paying for items won in the silent auction/purchased from our onsite convention store – We highly, highly recommend that you bring plenty of cash with you to cover any items you may buy from our silent auction or onsite convention store. We *may* have a computer and wireless internet available to run transactions through PayPal, but in this case we do believe that cash is the safest option – and we *know* that it’s the easiest option. No personal checks will be accepted.
Please be aware that as of 2016, Ice and Fire Con will no longer be offering any excursions. If you wish to plan an outing off-site with other con attendees you are welcome to do so but Ice and Fire Con will not be liable for any accidents, injuries or any other mishaps that may occur while you are off-site.
f) CANCELLATION: Ice and Fire Con reserves the right to cancel ticket purchases once we are notified in writing that you are no longer attending. Please note this is not the same as notifying us that you intend to transfer your ticket. In the event that we exercise this right and cancel a ticket, all effort will be made to refund you the price you paid for your purchase, however, we will not guarantee this in any way. All refunds are still subject to the Transfer Policy terms and conditions.
g) ANTI-HARASSMENT POLICY: Ice & Fire Con is dedicated to providing a harassment-free experience for everyone [regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion or opinion/view.] Please view our NO TOLERANCE harassment policy for more information.
h) As a general policy, Ice & Fire Con does *NOT* take sides in personal disputes among individuals. Only in the event that we receive a complaint regarding the harassment of one attendee by another, followed by documented evidence showing a violation of the above policies and that the issue pertains to the Convention itself, will Ice & Fire Con look into such a situation.
i) In Accepting Admission and Attendance to Ice & Fire Con, All Attendees Agree to the Following:
This badge is a limited, revocable license to attend Ice & Fire Con, which may be revoked or revised at any time at the sole discretion of Ice & Fire Con. All badge holders and licenses granted thereto are subject to the rules and regulations of Ice & Fire Con. Ice & Fire Con may apply additional fees and limitations for certain activities. A badge may be revoked and a badge holder ejected from the convention for disorderly conduct, a violation of the law or rules, or at the sole discretion of a Ice & Fire Con official. The badge holder acknowledges that by appearing at Ice & Fire Con they may be recorded (by video, sound, or otherwise) and consents to such recording and its publishing and re-broadcasting*. In exchange solely for this license, the badge holder, in accepting a badge: (i) releases Ice & Fire Con from any liability for loss or damage to persons or property, infringement of any right, or any other claim or cause of action of any kind; (ii) authorizes and permits Ice & Fire Con and its designees to use for any purposes his or her name, voice, and likeness and all reproduction thereof in any and all forms and in all media now and hereafter in perpetuity*; (iii) understands they are prevented from taking, recording, or creating film, or digital pictures, videos, tapes, sound recordings, or any other visual or auditory recreation of any kind whatsoever, of any Ice & Fire Con guest, member, volunteer, or organizer, or of any Ice & Fire Con event, including but not limited to any Ice & Fire Con forum, seminar, session, dance, or performance, for any commercial use, or for the solicitation of funds for any commercial or other purpose , without the express written permission of Ice & Fire Con; (iv) agrees to comply with all Ice & Fire Con rules and regulations. This badge is non-refundable and will not be replaced. For additional information, please contact us at: firstname.lastname@example.org, or via our website at www.iceandfirecon.com. © Ice and Fire Con. All rights reserved
*Ice & Fire Con is a small personal convention when compared with others. As such it is highly likely that most attendees will be photographed at some stage during the Convention. Due to our unique and intimate environment, you acknowledge that by being an attendee and appearing at Ice & Fire Con, you are likely placing yourself in a public situation during the Convention and understand that pictures may be taken of you during the course of your attendance which has the possibility of being published on various Ice & Fire Con media and advertisements. In the event that a photo of you is chosen, we will make all efforts to ensure that images are shown in tasteful and non-insulting situations. We want our Convention to look fun and a nice place to attend!
Ice & Fire Con Attendees violating these rules may be sanctioned or expelled from the convention without a refund at the discretion of the Convention organizers.
Any willful attempts to circumvent Ice & Fire Con Rules and Policies is grounds for immediate expulsion from Ice & Fire Con.
Ice & Fire Con reserves the rights to add to or change these policies with or without notice at any time.
As always, the Organizers of Ice & Fire Con hope to never have to use any of these policies to sanction or expel an attendee. We urge everyone to get along and use expected common courtesy when attending the event.