Media Pass Policy

Head of Content Management (HoD): The person responsible for the Content Management department. The HoD shall be the primary contact for media pass inquiries and leads vetting of applicants. 

Assistant Head of Content Management (2iC): Assists the HoD in any functions, may perform duties as Acting Head of Department as needed.

Director on Duty (DoD): The director(s) currently on duty at any given time during the convention weekend.

Media Pass: A physical pass given to a Producer which demonstrates granted permission to take photos or record video footage at Furnal Equinox beyond personal use.

Producer: Any attendee of Furnal Equinox involved in the creation of a) content for Commercial Use, or b) Interview Content. Producers are not part of Furnal Equinox staff or the Volunteer Photography team.

Commercial Use: Any photo, video, or audio content taken which will be, or may be, used in a commercial setting. This includes social media accounts which are monetized or content created for “influencer” accounts.

Interview Content: Any photo, video, or audio content which features a back-and-forth questioning between a Producer and a Furnal Equinox attendee.

Personal Use: Photos, videos, or audio content taken during the convention weekend which are not intended for commercial use and do not feature interviews of any attendee. Most photos and videos taken at Furnal Equinox fall into this category; these are personal mementos or taken for pleasure.

• All content defined as Commercial Use requires a Media Pass to produce.
• All content defined as Interview Content requires a Media Pass to produce, even in cases where said content is not for Commercial Use.

AEO permits the Producer to film attendees and official events at Furnal Equinox (“the convention”), taking place at the Sheraton Centre Toronto Hotel, and to use the footage in the production(s) described in the Producer's application, subject to the conditions below:

1. AEO assumes no liability for damage or loss to property or injury to persons arising from productions filmed under the Media Pass.
2. The Producer assumes all risks in accordance with the Limitation of Liability set out in the Furnal Equinox Code of Conduct (POL-FE-001).
3. The Producer shall wear their valid convention registration badge, and it shall always be visible, as set out in the Furnal Equinox Code of Conduct (POL-FE-001).
4. The Producer shall obtain verbal consent from all attendees being prominently featured in a production prior to their filming.
5. The Producer shall not film any staff of the venue.
6. Where the Producer plans to film Interview Content with a member of Furnal Equinox staff, they shall include that information in their application form and submit the form with a minimum of seven (7) days’ notice before the start of the convention.
7. If a potential subject of a production does not consent to being filmed, the Producer shall immediately cease filming of that person and remove any footage to the best of their ability. Any violation of this clause will be treated as harassment.
8. The Producer shall give special attention to ensuring the privacy of individuals in the backgrounds of shots is respected, especially those whose faces are visible.
9. The Producer agrees that filming shall not interfere in any way with the operations of the convention. The Producer shall comply with all instructions provided by Furnal Equinox staff and understands that they may be directly supervised where it is deemed required. The Producer will also comply with any rules set forth by the convention venue, and all other applicable rules.
10. AEO agrees that the name and brand “Furnal Equinox” may be used within the production in an incidental manner. The production may indicate that participants are at Furnal Equinox and provide general details about the convention but may not imply any endorsement or affiliation by Furnal Equinox or AEO.
11. Where uploaded publicly to the internet, the Producer shall provide a link of the uploaded production to Content Management at their earliest convenience.
12. The Producer shall remove any content filmed under a Media Pass that Furnal Equinox requests to be removed, at the sole discretion of Furnal Equinox staff.
13. In case of any disputes over the content of the production, the Producer and Furnal Equinox shall communicate their concerns to each other and negotiate in good faith to resolve them.
14. The Producer agrees that any breach in the terms of this agreement may result in the revocation of their Media Pass, as well as other measures being taken under Furnal Equinox’s Code of Conduct, where appropriate. The agreement may otherwise be terminated by mutual agreement between the two parties. In addition, any action by the Producer or their affiliates which is in violation of the law will also nullify any agreement with Furnal Equinox and AEO.
15. In case of any material changes to the scope and intent of filming or usage of footage, the Producer shall promptly notify Furnal Equinox’s Head of Content Management.

1. Applicants may submit a Media Pass Application form to content@furnalequinox.com.
2. A Media Pass is not valid until expressly issued by the Director of Creative, the Head of Content Management, the Deputy Head of Content Management, or by delegated authority of those persons.
3. The Producer shall obtain their Media Pass from Convention Operations prior to filming at the convention.