Rules and Regulations

PLEASE NOTE: These are general public policies and rules. Please see the appropriate pages for specific or full rules for Art Show, Dealers Room, Masquerade, Registration, Volunteers.

Attendees must have a valid ApolloCon membership.

A membership can be revoked by the convention for cause.

Memberships are non-refundable.

A membership is not transferrable unless otherwise stated; if transferrable, a specified procedure must be followed.

Memberships may be transferred in advance of the convention by following the specific procedure as outlined by ApolloCon registration. A membership may be transferred only once.

Memberships are not, ordinarily, transferable once the badge is picked up at the con. That is, badges may not be shared or passed from one individual to another. Badge-sharing is a cause for membership revocation.

Youth members 12 and under must be accompanied by an adult (parent or legal guardian).

Kids-in-Tow MUST be accompanied by an adult at all times.

BADGES must be worn at all times. Your badge may be required to attend any or all functions. Attendance at some functions, such as workshops or games, may be limited to a fixed number and attendance or participation at those functions cannot be guaranteed. Some special events may require an extra fee in addition to membership.

Materials fee may apply for Kid-in-Tow for some ApolloKids activities.

Some areas of the convention (e.g., art show con suite, gaming) may require children older than 12 to be accompanied by an adult; please check posted signs and rules.

Weapons

Use of a weapon, real or simulated, in an inappropriate or irresponsible manner will not be tolerated. Any such irresponsibility will result in ejection from the conference. All weapons, real or simulated, will remain sheathed/secured at all times except during a scheduled demonstration, performance or costume event and only with PRIOR approval by the Programming or Masquerade Directors.

The hotel places the following additional restrictions on weapons on hotel property: No weapons or simulated weapons can be displayed in the lobby area or guestroom hallways. Swords or simulated swords cannot be sharp and must be sheathed or covered in public areas.

Art Show

NO FOOD OR DRINK ALLOWED in the Art Show or Exhibits Area.

NO tote bags, purses, fanny packs, or camera bags allowed in the Art Show or Exhibits Area.

No CAMERAS (including cell phones) allowed in the Art Show, with the exception of photos of their own setup by the individual artists or visual recording for the conference's archives.

Bidder numbers are required to bid on art.

Only bids in dollar increments will be accepted, as the Art Show Director isn't at all fond of mathematics, even WITH a computer.

Consuite

The consuite cannot guarantee to be free from allergens. Members with food allergies are advised to exercise reasonable caution and care.

Con Crud is real; please be considerate when handling food items. If you touch it, eat it or throw it away; please don't put it back.

Children under 13 years must be accompanied by an adult in the consuite.

Please do not take food or beverages away from the designated consuite area.

Gaming

All players and GMs must have a valid ApolloCon membership and badge.

Some games may have age-restricted participation.

Gaming Coordinator reserves the right to control entry to the game room to prevent over-crowding or for any other valid reason.

LARP

All players, STs, and NPCs must have a valid ApolloCon membership and badge.

LARPs may have age-restricted participation.

LARPs will have an upper limit on numbers of players reflecting the available play space.

Parties

Parties must be held on the designated party floor.

Register your party in advance of the con by contacting the hotel liaison.

While we do our best to buffer the party area, party hosts are reminded to be considerate of other hotel guests in terms of traffic and noise.

Hotel Restrictions

No open alcohol in the halls.

CLOTHING, including costumes, MUST be street legal. In the words of the hotel: No suggestive or partial nudity costumes are to be worn in public areas of the hotel.

The DoubleTree is a non-smoking hotel, with the exception of a small number of smoking sleeping rooms. DO NOT smoke in function spaces, corridors, stairwells or elevators.

Please, do not bring outside food or drink into main-floor function spaces. Items purchased from the hotel are permitted.

Masks must be removed when being served alcoholic beverages. The server must be able to verify identification and minimum age requirement.

Damages

You are solely responsible for any damage you cause to hotel property, ApolloCon property, or property loaned to or rented by ApolloCon. You break it: you buy it.

Permissions

By attending ApolloCon public events, you expressly agree to be photographed or videotaped, without compensation, for marketing or promotional purposes. You further agree that ApolloCon is not responsible for lost, stolen, or damaged personal property, nor will ApolloCon be responsible for personal injury sustained during the con.

Behavior

COURTESY to your fellow con-goers is strongly advocated. ApolloCon wishes for everyone to have an absolutely wonderful time. Please remember that the good time you are having should not simultaneously be causing someone else misery.

DISRUPTIVE BEHAVIOR WILL NOT BE TOLERATED. Any member who, in the opinion of an ApolloCon committee member, acts in a manner which is disruptive to the con shall have his or her membership revoked without refund, will be escorted from the con area, and will not be permitted to return for the duration of the con. ApolloCon reminds members that we share the hotel with many non-con-attending guests. Please be courteous.

Incentive

Volunteers who work 8 hours at the con are eligible for a refund or a rollover, depending on the availability of funds. Volunteer hours must be scheduled, tracked, and authorized through department heads and the volunteer coordinator. ApolloCon also appreciates the donation of hours if a volunteer chooses to make a gift of their time.

Intellectual Property

ApolloCon does not support piracy and strives to respect the IP rights of creators.

ApolloCon Hours of Operation

2PM Friday through 4PM Sunday

(followed by the DEAD DOG PARTY in the consuite)

These are tentative and subject to change. Check back for updates.

Please note: these are public hours ONLY. Please check specific pages or contact the appropriate area lead if you are looking for information on art show check-in/check out, dealer check in/check out, concom meetings work parties, volunteers, or event load-in/set-up or tear-down/load-out.

Registration
FRIDAY: 2PM TO 9PM [after hours pre-registration pick-up in Ops as long as it is open]
SATURDAY: 8AM TO 9PM [after hours registration in Ops as long as it is open]
SUNDAY: 10AM TO 2PM
Programming
Opening Ceremonies - FRIDAY 7 PM
Friday Concert - FRIDAY 8 PM
ApolloKids - See programming schedule
Writers Workshop - SATURDAY 9 AM to 12 Noon
Artist Reception - FRIDAY 9 PM
Art & Charity Auction - SATURDAY 6-7 PM
Saturday Show - SATURDAY 8-10 PM
   (Open for seating at 7;45 PM)
Dance - SATURDAY 10 PM to 1:30 AM
   (times approximate)
Feedback Session - SUNDAY 3 PM
Gaming
FRIDAY: 6 PM to 12 Midnight
SATURDAY: 10 AM to 12 Midnight
SUNDAY: 10 AM to 4 PM
Masquerade
Muster starts at 7 PM
Masquerade begins at approximately 8:15
Costumes must pre-register for the masquerade, either by dropping forms off at Ops by 4pm or by bringing forms to the Muster at 7pm. Early registration helps plan the show for best effect!
Media
FRIDAY: 2 PM to 12 Midnight (later showings upon reqest)
SATURDAY: 8 AM to 12 Midnight (later showings upon request)
SUNDAY: 8 AM to 3:30 PM
Art Show & Exhibits / Charity Auction
FRIDAY: 4 PM to 9 PM
SATURDAY: 10 AM to 5 PM
SUNDAY: 10 AM to 12 Noon
Dealers Room
FRIDAY: 4:30 PM to 8:30 PM
SATURDAY: 10 AM to 6:15 PM
SUNDAY: 10 AM to 2:15 PM
Consuite
FRIDAY: 12 Noon to 3 AM
SATURDAY: 8 AM to 3 AM
SUNDAY: 8 AM to 4 PM
Consuite hours are subject to change
Ops / Con Office
FRIDAY: 2 PM to as long as we can stay awake
SATURDAY: 8 AM to as long as we can stay awake
SUNDAY 8 AM until everything is picked up
Newspaper Publication Schedule
Issue 1 - FRIDAY
Issue 2 - SATURDAY
Issue 3 - SUNDAY

About HSFA

The Houston Science Fiction Association is a dba of a 501(c)(3) not-for-profit corporation dedicated to the promotion and support of Science Fiction and Fantasy in Houston and the surrounding area.

HSFA is incorporated as a literary educational organization, and considers its mandate to include all branches of Science Fiction, Fantasy, and Horror as expressed in literature, television, film, art, performance, and interactive media.

The goals of HSFA are

  • to promote Science Fiction, Fantasy, and Horror as components of culture, leisure, education, and social activity;
  • to assist in the access to and distribution of information about Science Fiction, Fantasy, and Horror;
  • to assist in the promotion of local Science Fiction, Fantasy, and Horror groups;
  • to provide a forum for communication by and amongst fans in the Houston area;
  • to sponsor events of interest to the local fan community.

HSFA is the sponsor of ApolloCon, Houston's general Science Fiction, Fantasy, and Horror con since 2004. HSFA also sponsors a writer's workshop, which has been offered in conjunction with ApolloCon since 2006. HSFA manages the Houston Fandom Yahoo!Group (at http://groups.yahoo.com/group/hou-sf-con/), a public discussion and information list for fandom in the Houston area.

A general meeting of the HSFA is held each year at ApolloCon, and is open to the public. HSFA is a fan-run, all-volunteer non-profit corporation, and seeks input and participation from the community. At this time, voting rights on some HSFA activities and issues is based on a combination of Yahoo!Group membership and attendance at HSFA events.

[The HSFA is not to be confused with the Houston Science Fiction Society (HSFS), a long-running local Science Fiction appreciation group and its current incarnation, The Ritual-SF Breakfast.]

Past ApolloCons

See the websites from previous ApolloCons.