Event Policies and Rules

Please read the following information carefully. We invite you to email the Events Team if you need any clarification. We are here to help! Just email programming@furnalequinox.com to speak to one of our team.

We require all event requests to be processed through the Sessionize submission form. This will add your request to our queue for review by the Events Team. Proposals submitted by any means other than through the Sessionize system will go unanswered. You will receive an email when you submit the form, please check your junk or spam folders. Thank you for your understanding.

Furnal Equinox WILL provide you with the following items based on strict room assignments:

• Standard projector cables, HDMI to HDMI and VGA to VGA. Adaptors of any sort must be provided by yourself.
• A/V equipment, including Projectors, Microphones, Speakers, and Basic Sound Equipment where room assignments permit.
• Line Management for 18+ Panels and Socials.

Furnal Equinox WILL NOT provide the following items:

• Laptops, Tablets, or Computers
• Adaptors of any sort.
• Wifi Service/Internet Access
• Pens, Markers, Pencils or Sharpeners, Paper, etc.

If it is not listed, we do not provide it!

Acknowledgements

In submitting an event request to Furnal Equinox, I, the prospective event host, accept and acknowledge the following:

• Submission does NOT guarantee acceptance. There are a finite number of rooms, requiring us to narrow things down to best fit the space we have at our disposal.
• Submission must be done within the acceptance window and will NOT be accepted after closed applications.
• Equipment requests are NOT guaranteed; we always do our best to make sure you get what you asked for so long as it is within our ability to supply.
• The Events Team makes decisions regarding accepting or denying an event request – the Events Director will handle any appeals directly. All decisions by the Events Director are final. Please respect the decision of our Team.
• All speakers are required to be registered to attend the convention within two weeks of being accepted to host their panel.
• You will follow the Furnal Equinox Code of Conduct. Including exclusionary behaviour, comments, or material deemed hateful or inciting violence will result in your even being shut down, and you will be barred from hosting in the future.
• You will abide by all room capacity limits posted by the hotel outside the room. Failure to comply with the room capacities will result in the shutting down of your event. It is suggested that the door be closed once the room has filled to bar entry.
• Any event host found to be charging an admissions fee or cover charge will have their event shut down and be barred from hosting future events with Furnal Equinox. You may reach out to the Events Team if you wish to seek an exception, such as in the case of a Workshop that requires material supplies. If you wish to collect donations for our Charity, you should reach out to our Team, and we will coordinate with the Charity Team.
• All speakers will abide by the Furnal Equinox Code of Conduct.
• Our Events Team, in conjunction with our Social Media Team, may reach out for character references or links to social media to for a bit of background information unless you are one of the Trusted Speakers who have gone through this process previously. Thank you for your cooperation and understanding.

Our last point is for your benefit:

• A single host may host up to five (5) events during the convention. It pleases us that you would like to do more, but you are supposed to be having fun yourself!

For 18+ Events (Adult Rating)

Any event identified as adult material or may be viewed as inappropriate for minors by the host during the event application or by the Events Team at the time of review will be marked as 18+. Badge checks will be required at the entrance to the room and will be arranged by our Events Team in conjunction with Safety and hired Security. All hosts for 18+ events must be eighteen or older by the convention’s first day, with no exceptions, and this cannot be appealed.