Safer Space Policy

HELIOsphere Convention and the Board of New Amsterdam Science Fiction and Fantasy Fandom intend to have an enjoyable and friendly event; therefore we have set up the following rules to make our space safe and fun for all.

Any violation of these policies or other behaviors that the Convention Chairs and Event Staff deem inappropriate will result in actions up to and including, but not limited to, revoking the offender’s membership and possible removal from the hotel. Be respectful and courteous towards other attendees.

Unacceptable behavior is generally any behavior that annoys, alarms, or threatens another person or group. This includes unwanted physical contact, following someone around a public area without their consent, or threatening to physically attack someone. If you approach someone and they tell you “no” or to leave them alone, you must do so and have no further contact. If you fail to honor their request, they may have a legitimate complaint of unacceptable behavior.

Harassment of convention members online or in electronic venues will be treated as seriously as physical harassment. If you aren’t sure what constitutes harassment, err on the side of caution and restrict your contact. If you are having a problem, please ask any convention staff member for help. They will assist you in reporting the incident and make sure that you get any help that is needed. You can also come to Registration in Main Lobby. Please remember that we need to know about any incidents during the convention to be able to take immediate action.

If you have been accused of harassment and feel that a staff member’s response was unjustified, you may appeal to the convention chairs, but their decision will be final. If you wish to report an incident after the convention, or would like to express your concern about an incident that occurred outside of the event involving a convention attendee or staff, you can contact the Event chair or the Board of Directors via email at any time.

COVID Policy

HELIOsphere is a community, and the safety and well-being of our community is paramount. We believe that the best way to promote the well being of all of us is to follow the science in keeping people healthy. To this effort, it has been decided that All attendees must be vaccinated against COVID-19 in order to attend the convention. Proof of completed basic COVID-19 vaccination is MANDATORY.

For all attendees, you will need proof of vaccination to pick up your badge.  Your documentation needs to be directly from the healthcare provider that completed your vaccination or state issued app. You can display your proof as a photograph on your smartphone, showing the staff proof through your state’s vaccination app (like NYS Excelsior Pass) or by presenting a physical copy of your vaccination card. “Completed vaccination” means that you have obtained the maximum number of primary injections required by your vaccine choice by April 14, 2023. This allows for the minimum number of days after injection before your vaccination is fully effective. Although we strongly encourage booster shots, not everyone was eligible at the same time to receive their first rounds of full vaccination, and thus we cannot dictate this requirement. 

Anyone 18 years or older must also present a government-issued ID such as driver’s license or passport that matches the name on your vaccination record. Those younger than 18 may use a government-issued ID, birth certificate, social security card, school ID, or locally-issued ID.

Face Coverings

Policy regarding face masks will be made closer to the event.

Gender Neutral Bathroom

We are able to have separate Gender Neutral Bathrooms at our new location. We expect that all attendees will use whatever facilities they are comfortable with.

Accessibility

The public spaces in the hotel meet ADA requirements.

There are accessible hotel rooms available. You can register for one through hotel registration or you can contact event registration and we will assist you with any issue you have. 

When checking-in to the hotel, please have the front desk advise you on the best entrance to use to make moving into your room as easy as possible. If at any point you are having any difficulty, please ask any hotel or event staff for assistance.

Membership Review and Refunds

All memberships are subject to review by the NASF3 Board of Directors. HELIOsphere Memberships are not refundable but they are transferable by contacting registration for help.

Photography

Any staff or attendees should ask before taking pictures at the event. If at any point any attendee prefers to not have their picture taken, please make your wishes known and say no.

Privacy

New Amsterdam Science Fiction and Fantasy Fandom will never sell any information that we gather to anyone for any reason. We never keep any credit card information. We securely process your credit card information and that information resides on our processor’s secure PCI compliant server. We will retain your name, home address, phone number and email address to process your membership request and enable you to participate as a member of NASF3 and HELIOsphere.