Terms and Policies

Here you’ll find all of Team AVCon’s terms and policies, including important information about attending AVCon and our mini events.

We encourage everyone to take a moment to read through them so you know what to expect and how to make the most of your experience. If anything’s unclear or you’d like a little help understanding our terms and policies, please don’t hesitate to reach out to us through our Contact Us page – we’re happy to help.

Artist Alley Terms and Policies

Effective Date: 14/02/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Artist” refers to any individual accepted to exhibit and sell their Product at AVCon’s Artist Alley and of which their Stall’s Product catalogue will be made up of. The Artist is ultimately responsible for their Stall.
  • “Artist Staff” refers to the Artist’s assistants or employees who have been supplied with an AVCon Artist Badge by the Artist to help manage the Stall during the event.
  • “Artist Alley” refers to the designated area within AVCon where Artists and Artist Staff set up their Stalls and make sales on their Products.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns and operates the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “Allocated Space” refers to the designated exhibition space within the Artist Alley provided by Team AVCon Inc. for the Artist’s use.
  • “Display” refers to any furniture, structures, materials, or equipment used for displaying, promoting and selling their Product within the Allocated Space. This includes furniture that is supplied by Team AVCon Inc. and anything brought by the Artist.
  • “Product” refers to any item that the Artist has in their Allocated Space that is made available for sale. This includes original creations, prints, crafts, or other artistic works whether physical or digital. This also includes services for sale such as commissions or sketches.
  • “Stall” refers to all of the Artist’s Allocated Space, Display, and Product, managed by Artist Staff in the AVCon Artist Alley.
  • “Portfolios” refers to the collection of an Artist’s work samples and style, as shown on their website or social media, used for applying to the AVCon Artist Alley.

2. Eligibility Criteria

To be eligible to participate in the Artist Alley at AVCon, the Artist must:

  • Read, understand and agree to all relevant Team AVCon Inc. Terms and Policies.
  • Intend to participate in AVCon Artist Alley as an independent artist, illustrator, or creator, regardless of any other professional art-related employment.
  • Intend to sell their own original Product, including artwork, prints, handmade crafts, self-written books, comics, services (such as sketches and commissions), or other artistic creations.
  • Not use AI-generated content in their Product, Portfolio, or broader publicly presented body of work. Team AVCon Inc. reserves the right to decline applications where AI-generated content is identified, even if not included directly in the submitted Portfolio.
  • Be able to travel to and from the event with all required equipment at their own expense, including transportation, storage, and accommodation costs.
  • Be able to supervise and manage their Stall (either themselves or with Artist Staff) during all hours AVCon is open, including After Dark if selected.
  • Be able to follow all rules and instructions provided by Team AVCon Inc. or RAHS.
  • Have no history of misconduct, policy breaches, or event bans at Team AVCon Inc. Events or other comparable events.
  • If under 18 years of age at the time of AVCon 2026, they must have a responsible adult accompany and supervise the Stall at all times during the event.

3. Application Process

3.1. Application Submission

  • All art mediums are welcome to apply to Artist Alley, as long as they are the Artist’s original creations and do not use another Artist’s work without explicit permission.
  • Submissions must consist entirely of the Artist’s own work and must not include copied, traced, modified existing works, or AI-generated content.
  • All Artist applications must be submitted by the Artist whose Product will make up the content of the Artist Alley Stall; third-party applications are not permitted.
  • Team AVCon Inc. does not permit proxy sellers or agencies representing multiple Artists in the AVCon Artist Alley. If you are a proxy seller or agency wishing to sell another Artist’s work under license, please refer to our Exhibitor options.
  • Artists may request to share an Allocated Space with another approved Artist. Each Artist must submit a separate application and receive individual acceptance. Team AVCon Inc. does not guarantee shared placement.
  • An Artist may apply for and be allocated a maximum of one (1) Allocated Space.
  • Artists must submit relevant websites or social media containing evidence of their Product that would be at their Stall during AVCon. This material will be used to evaluate the Artist’s application. It is the Artist’s responsibility to ensure that the supplied Portfolios are a fair and robust enough representation of the Artist’s ability and style.
  • Portfolios must showcase a consistent level of style and technique. While it’s fine for the Artist to experiment with different styles, if each example looks completely different, it becomes difficult to understand the Artist’s overall brand.
  • Portfolios must include enough examples and completed works to demonstrate the Artist can adequately stock their Stall and contribute to the overall vibrancy and appeal of Artist Alley.
  • Applications may not be considered if the Portfolio:
    • Does not include a sufficient number of pieces for a fair and reasonable evaluation.
    • Primarily consists of sketches, unfinished concepts, or poorly scanned/photographed work.
    • Includes unrelated content that distracts from the artwork (e.g., holiday snaps alongside your Artist work)
    • Is inaccessible due to a broken link, password protection, or private account (broken links will not be followed up on) or needing an account to view.

3.2. Application Review

  • Artist applications are reviewed through a juried selection process.
  • Team AVCon Inc. will base their decisions on several factors, including:
    • Style, quality and uniqueness of the art.
    • Product range.
    • Fandoms or subject matters.
    • Alignment with AVCon’s core content and audience needs.
    • How well the Artist fits into the overall Artist Alley.  
  • Artists who are not initially accepted may be placed on a waitlist to be contacted if an Allocated Space becomes available.
  • Team AVCon Inc. reserves the right to review and evaluate applications, accepting or rejecting Artists into the Artist Alley based on the criteria listed above and their own personal judgment. Team AVCon Inc. is under no obligation to provide feedback or reasoning for an individual Artist’s unsuccessful application. The decision of Team AVCon Inc. is final.
  • Team AVCon Inc. will not tolerate any attempts to coerce or pressure them into accepting applications, nor will they accept any inappropriate behaviour resulting from a rejected application. Any misconduct following a rejection may result in the Artist being blacklisted from future Team AVCon Inc. events, with their details potentially shared with the larger Australian event community.

4. Artist Responsibilities

4.1. Stall and Conduct

  • The Artist must ensure their Display is professional, safe, and does not obstruct other exhibitors or attendees.
  • The Artist must ensure their Stall remains within their Allocated Space and does not interfere with foot traffic, other exhibitors, or emergency exits.
  • The Artist is responsible for moving their materials and equipment to and from the Venue. Team AVCon Inc. is not liable for damage during transit.
  • All extension cords and electrical appliances should be tested and tagged in accordance with current legislation as per Australian Standards 3760.
  • Removal of all untagged electrical equipment will be required or costs levied to Artist regarding any equipment without a current inspection tag.
  • The Artist must ensure that all Products are safe for their intended use and comply with relevant Australian safety standards. Products that pose a risk to attendees may be removed at the discretion of Team AVCon Inc.
  • The Artist must not allow any part of their Stall to stain, mark, permanently alter, or otherwise damage any part of the Venue or Allocated Space.
  • The Artist must set up and dismantle their Stall within the designated times and leave their Allocated Space clean.
  • The Artist must be present at their Stall for the duration of the event, except for reasonable short breaks. Artist Staff may assist but may not replace the Artist entirely. The Artist or Artist Staff must supervise their Stall at all times while the event is open to the public.
  • The Artist and Artist Staff must conduct themselves professionally and avoid causing disturbances to the event, other exhibitors, or attendees. Team AVCon Inc. reserves the right to ask any Artist, or Artist Staff, to leave the Venue if their conduct breaches this condition.
  • The Artist is responsible for complying with all applicable laws and regulations relating to the sale of goods and services, including Australian Consumer Law. The Artist must ensure that Product descriptions are accurate and not misleading, and that refunds, exchanges, and guarantees are handled in accordance with legal obligations.
  • Allocated Space is granted exclusively to the successful Artist applicant. The Artist must not invite other persons or organisations to share or use the Allocated Space without the approval of Team AVCon Inc.
  • Allocated Space is assigned exclusively to the Artist and cannot be transferred, sublet, or resold to any other individual or entity. Any transfer may result in forfeiture of the space without refund, and  may result in the Artist being blacklisted from future Team AVCon Inc. events.
  • Artist and Artist Staff badges remain the property of Team AVCon Inc. and are issued solely for the approved Artist and nominated Artist Staff. Badges must not be transferred, shared, resold, or used by unauthorised persons. Misuse of badges may result in removal from the event without refund.
  • Team AVCon Inc. reserves the exclusive right to determine the placement of Artists on the Festival floor. These placement decisions are based on internal criteria established by Team AVCon Inc. and are made with careful consideration to ensure a balanced and engaging experience for attendees. While Team AVCon Inc. aims to accommodate all participants as best as possible, final placement decisions rest with Team AVCon Inc. and are not subject to external negotiation.
  • Team AVCon Inc. reserves the exclusive right to make final decisions on all Artist Stalls and may mandate changes as deemed necessary.

4.2. Content Restrictions

  • Reselling personal, second-hand, or brand new commercial merchandise (e.g., figurines, charms, DVDs, Magazines/comics) is not permitted in the Artist Alley. 
  • No part of the Display or Product within an Artist’s Stall may contain material including copied, traced, modified existing works, or AI-generated content.
  • The Artist warrants that all Product offered for sale, display, or promotion is their original work, or that they hold the necessary rights, licences, or permissions to reproduce and sell that Product. The Artist must not sell any Product that infringes copyright, trade mark, or other intellectual property rights. The Artist accepts full responsibility for any claim arising from an alleged infringement.
  • All Products must be appropriate for a general audience and not contain material that is likely to be widely considered by the community to be inappropriate or offensive.
  • During After Dark, Artists may sell Product containing mature themes, including sexual or violent content. However, content must not include material that is refused classification under Australian law (e.g., drug use, terrorism) or content deemed inappropriate by Team AVCon Inc., such as self harm, hateful commentary on any groups, information likely to mislead or confuse, or overtly political or religious messaging.
  • There is to be no sexually explicit content featuring any children characters (that is characters of a canonical age of under 18), or characters that are depicted as having an appearance of a child (i.e. characters that are actually 1000 years old, but have the appearance of a young child). Sexually explicit would be art that features nudity, suggestive actions or poses, or depictions of that character in a relationship with an adult character.
  • All content must comply with Australian classification law.
  • Team AVCon Inc. reserves the right to review or remove any Product or content at its discretion.
  • Artists must comply with Team AVCon Inc.’s request to remove any Product for sale or risk being asked to leave AVCon without compensation. Any misconduct following this request may result in the Artist being blacklisted from future Team AVCon Inc. events, with their details potentially shared with the larger Australian event community.

5. Payments and Refunds

5.1. Payments

  • The Artist will agree to make any requested payments before the deadlines clearly stated by Team AVCon Inc. upon acceptance into AVCon. In the event of non-payment by said deadlines, the Artist will forfeit their spot at AVCon, and it will be offered to others.
  • Placement in AVCon is not confirmed until Team AVCon Inc. has received full payment for any issued invoice(s) from Team AVCon Inc.

5.2 Refunds

  • Artist placements may be cancelled at any time by either party.
  • Team AVCon Inc. reserves the right to exercise discretion regarding all refund requests.
  • No refunds will be issued if the Artist cancels within one (1) month of the event.

6. Liability and Indemnity

6.1. General Liability

  • The Artist participates in AVCon at their own risk. AVCon, Team AVCon Inc., its representatives, and RAHS accept no responsibility for any loss, damage, injury, or claims arising from participation in the event.
  • The Artist must take all reasonable precautions to ensure the safety of their Stall, Product, and any items brought into the Venue.
  • Team AVCon Inc. and the RAHS are not liable for any loss, theft, or damage to personal property, including but not limited to Product, promotional materials, and personal belongings.

6.2. Indemnity

  • The Artist agrees to indemnify and hold harmless Team AVCon Inc., its representatives, volunteers, and RAHS from and against any claims, liabilities, losses, damages, costs, or expenses (including legal fees) arising from:
    • Any breach of these Terms and Policies by the Artist.
    • Any act, omission, negligence, or misconduct by the Artist, their staff, or affiliates.
    • Any injury, loss, or damage caused to third parties due to the Artist’s participation in AVCon.
    • Any injury or damage caused by their Product after sale.
  • The Artist assumes full responsibility for any damage to the Allocated Space or Venue caused by their Stall, or actions. Any such damage must be remedied at the Artist’s expense.

6.3. Insurance

  • The Artist is responsible for maintaining their own insurance coverage for their property and Artist Staff.
  • The Artist must hold a valid public liability insurance policy with coverage of no less than $5 million per claim by the date of AVCon 2026.
  • Upon request, the Artist must provide Team AVCon Inc. with a copy of their public liability insurance policy, along with a Certificate of Currency. Failure to do so may result in cancellation of participation.

7. Termination and Enforcement

  • Team AVCon Inc. reserves the right to enforce these Terms and Policies and may terminate participation without notice for any breach.
  • The Team AVCon Inc. and RAHS reserve the right to move or cancel Allocated Spaces at our discretion.
  • Team AVCon Inc. is not liable for any delay, modification, interruption, or cancellation of AVCon due to circumstances beyond its reasonable control. This includes, but is not limited to, venue unavailability, government directives, public health orders, natural disasters, safety risks, supplier failure, or other events that make the event impracticable or unsafe to operate. In such circumstances, Team AVCon Inc. reserves the right to alter event dates, format, layout, or capacity as necessary.
  • Disputes shall be resolved through mediation and, if necessary, arbitration as per Team AVCon Inc.’s Dispute Resolution Policy.

By participating in Artist Alley at AVCon, the Artist agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all related matters.

AVCon Code of Conduct

Effective Date: 28/11/2025

Team AVCon Incorporated (Team AVCon Inc.) reserves the right to modify or update this policy at any time without prior notice.

Following this Code of Conduct helps ensure a safe and enjoyable experience for everyone. Being respectful and mindful of others is key:

  • Follow event rules, staff instructions, and venue policies.
  • Look out for each other and treat other attendees, guests, and staff with respect.
  • Stay safe, make responsible choices, and avoid risky situations.
  • Report any suspicious behaviour to event security.

To attend and/or participate in any Team AVCon Inc. event (referred to below as the “Event,” regardless of whether it’s AVCon: Anime and Gaming Festival or another one of our Events), you must comply with this Code of Conduct. Violation of this Code of Conduct may result in forfeiture of your Event badge, expulsion from the Event, and/or being barred from future Team AVCon Inc. events.

Where the Code of Conduct refers to “Team AVCon Inc.’s written consent,” such written consent may be in the form of a separate written exhibitor/sponsorship agreement, vendor agreement, facility rental agreement, or other official agreement. The event facilities and all other places where any Event programming is scheduled are referred to as “Event Facilities.”

1. Entry and Event

1.1. Entry and Assumption of Risk

By attending any Team AVCon Inc. Event, you acknowledge that your participation is at your own risk. Team AVCon Inc., its affiliates, staff, volunteers, sponsors, and venue partners are not responsible for:

  • Any injury, illness, or personal harm you may experience.
  • Any loss, theft, or damage to personal property.
  • Any costs, damages, or liabilities arising from your attendance.

Team AVCon Inc. reserves the right to refuse entry to or eject any attendee whose behaviour is deemed dangerous, disruptive, or harmful to themselves or others.

1.2. Liability Disclaimer

While Team AVCon Inc. takes every reasonable measure to ensure a safe Event, attendees assume full responsibility for their own actions and any consequences that may result. Team AVCon Inc. and its venue partners are not liable for any injuries, losses, damages, or theft occurring during the Event.

In case of an emergency, Team AVCon Inc. staff will assist where possible, but all civil or medical emergencies will be referred to the relevant authorities.

1.3. Security and Enforcement

Team AVCon Inc. will have security staff present throughout the Event to ensure the safety of attendees, staff, and the venue. Security personnel have the authority to handle general offences, remove disruptive individuals, and respond to any criminal activity.

1.4. Grounds for Immediate Removal

Attendees may be removed from the Event without refund for:

  • Harassment or reports of misconduct.
  • Disorderly conduct or causing a disruption.
  • Violating any local, state, federal, or international laws.
  • Breaching Team AVCon Inc. policies or associated partner policies.
  • Evading or refusing to cooperate with security staff.
  • Fleeing after a policy violation has been declared.

If an individual is removed, their Event Badge or Wristband will be revoked immediately, and they may be banned from future Team AVCon Inc. events.

1.5. Badges and Wristbands

For security reasons and to allow entry into ticketed Team AVCon Inc. events, all attendees must always wear, possess, and present their Badge and any required wristband while onsite:

  • Badges must be worn around the attendee’s neck or displayed in an openly visible location.
  • Wristbands must be securely affixed to the attendee’s wrist and remain on their wrist throughout the Event.
  • Tickets for additional Team AVCon Inc. events must be presented at check-in via a physical ticket or digital device.

Those found entering the Event without purchasing a Badge will be escorted to the registration desk to purchase one or will be banned from the Event for its duration.

Each attendee must retain possession of their own Badge or wristband for the duration of the Event and may not loan or give them to anyone else. If an attendee’s Badge or wristband is not worn or presented correctly, Team AVCon Inc. reserves the right to refuse admission, service, and cancel the attendee’s credentials at its sole discretion without liability. All Badges and wristbands must be relinquished to Team AVCon Inc. upon request.

For further information regarding ticketing and badges, please refer to the Ticketing Terms and Policies.

 2. Anti-Harassment

AVCon is and always should be a safe, welcoming, and friendly environment for everyone involved. As such, harassment of convention participants in any form will not be tolerated under any circumstances. Convention attendees violating these rules may be warned or removed from the convention without refund at the discretion of convention staff or venue security.

Harassment can include, but is not limited to:

  • Verbal comments or statements considered or construed as offensive (regardless of the commenter’s intent).
  • Following or stalking.
  • Inappropriate or non-consensual photography or recording.
  • Inappropriate or non-consensual physical contact.
  • Unwelcome sexual attention.

Attendees spoken to in regard to their behaviour by convention staff or security may, depending on the severity of the incident, be:

  • Given a warning to cease their behaviour.
  • Immediately removed from the venue.
  • Have their badge revoked without the right to a refund.

If the behaviour in question substantively violates state law, police will be called, and further action may be taken.

It is a condition of entry that any attendee warned or ejected for their behaviour submits to having their photo taken after an incident for future reference by security and staff.

Exhibitors, vendors, or anyone else engaged in similar activities are also subject to the anti-harassment policy.

If you have been or are being harassed, or if you know of someone being harassed, please speak to a Team AVCon Inc. staff member immediately.

Anti-Harassment Policy provided courtesy of the Cosplay Sentinels Project.

 3. Festival Rating and Age Restrictions

3.1. General Festival Rating

AVCon is rated PG (Parental Guidance) in general. This means the event is designed to be family-friendly, but some areas or content may be more suitable for mature audiences. Specific panels, screenings, or activities that exceed this PG rating will be clearly marked in the event schedule and signage.

3.2. Advisory Ratings

G, PG, and M classifications are advisory only, meaning there are no legal age restrictions for these areas.

Some international content may contain mild profanity, animated violence, or suggestive themes. Team AVCon Inc. will make efforts to indicate such content in programming schedules, but parental discretion is advised.

3.3. Minors and Supervision

Team AVCon Inc. defines a minor as any attendee aged 12 years or under.

  • All children aged 12 and under must be accompanied by a parent or guardian at all times while attending AVCon.
  • Minors will not be allowed entry to the Festival without adult supervision.
  • The accompanying parent or guardian must purchase and display a valid entry Badge.

3.4. MA15+ Content and Restricted Areas

Certain areas, screenings, or gaming tournaments may be classified as MA15+. Under Australian classification law, MA15+ is a legally restricted category, meaning:

  • Attendees must be at least 15 years old to participate in MA15+ events or enter MA15+ restricted areas.
  • Proof of age (such as a driver’s license, student ID, or proof-of-age card) must be presented upon request.
  • Attendees under 15 may only enter MA15+ areas if accompanied by a parent or legal guardian.
  • The accompanying guardian must be 18 years or older and exercising parental control. This means that an older sibling or friend does not qualify as a guardian, but a grandparent, aunt, or uncle may.

These restrictions are legally required under Australian classification laws and are not negotiable.

4. Health and Accessibility

4.1. Epilepsy Warning

Some events, screenings, video games, and visual displays at Team AVCon Inc. events may contain flashing lights, rapid images, or patterns that could trigger seizures or other symptoms in individuals with photosensitive epilepsy or other light-sensitive conditions.

  • If you or someone in your group has a history of epilepsy or sensitivity to flashing lights, please exercise caution when participating in activities that involve strobe effects, fast-moving visuals, or intense lighting.
  • If you begin to feel unwell, dizzy, disoriented, or experience any symptoms of a seizure, please seek medical attention immediately and notify Team AVCon Inc. staff or venue security.
  • Team AVCon Inc. will make efforts to mark high-risk areas, but not all triggers can be anticipated. Attendees are responsible for their own well-being when engaging with event content.

4.2. Sensory-Friendly Accommodations

Team AVCon Inc. is committed to providing an inclusive and accessible experience for all attendees, including those with sensory sensitivities or needs.

  • Earplugs & Noise-Canceling Options: While not provided by Team AVCon Inc., attendees are encouraged to bring earplugs or noise-cancelling headphones if needed.
  • Crowd & Noise Awareness: AVCon is a high-energy event with flashing lights, loud sounds, and crowded spaces. If you need assistance finding a quieter location, please ask Team AVCon Inc. staff.

If you have specific accessibility needs or have any questions, contact Team AVCon Inc. in advance or visit the Information Desk during the event.

4.3. First Aid and Medical Emergencies

The safety of all attendees is a priority. If you experience a medical emergency, please follow these procedures:

  • On-Site First Aid: First-aid stations will be available at designated locations (check the event map for details). Trained first-aid staff can assist with minor medical concerns.
  • Medical Emergencies: If you or someone near you is experiencing a serious medical emergency (e.g., seizure, loss of consciousness, breathing difficulties), alert Team AVCon Inc. staff or security immediately so that emergency services can be contacted.
  • Medications and Personal Medical Needs: Attendees are responsible for their own medications. If you have a medical condition that may require emergency assistance, consider wearing a medical alert bracelet or carrying necessary documentation.

Team AVCon Inc. staff and volunteers are not medical professionals but will assist in contacting emergency responders as needed.

5. Prohibited Conduct and Items

5.1. Prohibited Actions and Activities

The following actions are not permitted at the event or its surrounding areas, including parking lots, common areas, and other event facilities. Violations will be determined at Team AVCon Inc.’s discretion:

  • Failure to be appropriately clothed, as determined by the Team AVCon Inc. Cosplay and Props Policy. Outfits must comply with South Australian laws and venue regulations.
  • Any form of assault, threats, inappropriate behaviour, bullying, discrimination, or hate speech, including slurs based on race, religion, ethnicity, national origin, sexual orientation, or gender.
  • Lewd or offensive behaviour, including profanity, obscene language, exposure of nipples or genitals that does not abide with the Team AVCon Inc. Cosplay and Props Policy, or making recordings in private areas such as toilets, parenting rooms, or change rooms.
  • Conducting commercial transactions without prior written consent from Team AVCon Inc.
  • Unlawful conduct or failure to comply with the policies, rules, or instructions of Team AVCon Inc., event staff, venue security, or law enforcement officers.
  • No smoking or vaping inside any event facilities unless in a designated smoking area compliant with South Australia’s Tobacco and E-Cigarette Products Act 1997.
  • No possession or consumption of alcohol inside Event Facilities unless in a designated area. Alcoholic beverages must not be taken into or from Event Facilities.
  • Intoxicated persons and those under the influence of illegal substances will not be permitted entry.
  • It is an offence for minors to purchase or consume alcohol. Supplying alcohol to minors will be reported to police.
  • No possession or consumption of any illegal substance is permitted inside or near any of the Event Facilities.
  • No possession or consumption of illegal substances.
  • Any action that impedes traffic flow or creates a hazardous condition.
  • Any disruptive noise or music.
  • No solicitation of money or donations.

5.2. Prohibited Items

  • Alcoholic beverages
  • Illicit drugs or drug paraphernalia
  • Drones or UAVs
  • Flares or Fireworks
  • Laser Pointers
  • Stilts
  • Knives or other dangerous weapons including potential missiles
  • Hoverboards, skateboards, scooters, roller skates, roller blades or bicycles
  • All signs, whether for a costume prop or not, are prohibited unless approved in writing for use by Event staff
  • Non-Service Live Animals
  • Coolers
  • Motorised Vehicles (i.e. go-karts or kids’ battery-operated vehicles.)
  • Wheeled Carts / Wagons
  • Confetti / Loose Glitter
  • Flammable Liquids
  • Open-Flame Use
  • Decommissioned Firearms
  • BB or airsoft
  • Replica-type gel blasters
  • Sports weapons
  • Metal replicas
  • Cap guns
  • Ammunition
  • Militaria/collector’s pieces
  • Working bows or compound bows
  • Any form of bat (baseball, cricket, etc.) made from metal, wood, or other heavy material.
  • Selfie sticks
  • Other items as determined by the Team AVCon Inc. that may cause injury or public nuisance.

6. Filming and Photography

By attending and/or participating in any Team AVCon Event, you acknowledge and agree to the following terms regarding photography, video, and media use:

6.1. Consent to Recording

  • Attendance at any Team AVCon Inc. Events implies consent to be filmed, recorded, or photographed by Team AVCon Inc. staff, approved media, or industry representatives for promotional, archival, or other official purposes in perpetuity and without compensation.
  • Team AVCon Inc. reserves the right to use such media across any and all media platforms, including printed materials, social media, and official websites.

6.2. Attendee Photography and Filming

  • Photography and video recording by attendees are generally permitted in all common areas of the Event.
  • Certain panels, events, or areas may have specific restrictions. Attendees must adhere to posted signs, staff instructions, or event-specific announcements regarding recording policies.
  • Always seek explicit permission before photographing or recording individuals, including cosplayers.
  • Respect an individual’s right to decline being photographed or recorded.

6.3. Commercial Use Restrictions

  • Photography, videography, or recordings for commercial purposes, resale, or publication (including press coverage) is strictly prohibited unless written permission has been obtained from Team AVCon Inc.
  • If media (photos/videos) from any Team AVCon Inc. Events are uploaded to personal websites, social media, or other digital platforms, attendees must clearly identify them as being from AVCon.

6.4. Harassment and Misuse of Media

  • Inappropriate use of photography or videography that constitutes harassment or violates any individual’s privacy is strictly forbidden.
  • Any violation of this policy, or any action that violates local, state, or federal law, may result in forfeiture of your Event badge, your expulsion from the Event and/or barring from future Team AVCon Inc. Events.

7. Lost and Found

If you lose or find an item during any Team AVCon Inc. Event, follow these procedures:

  • Lost Items: Report lost items at the Information Desk. Items will be logged and stored securely.
  • Found Items: If you find an item, please turn it in at the Information Desk or to a Team AVCon Inc. staff member.
  • Unclaimed Items: All unclaimed items will be held for 14 days after the event. After this period, they may be donated or disposed of.
  • Valuables: Team AVCon Inc. is not responsible for lost, stolen, or damaged property. We encourage attendees to keep personal belongings secure at all times.

For urgent lost item inquiries, check with the Information Desk or contact Team AVCon Inc. after the event by emailing contact@avcon.org.au.

Community Group Exhibitor Terms and Policies

Effective Date: 28/02/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Community Group” refers to the entity accepted to showcase at AVCon 2026. This includes any employee, member or volunteer granted an AVCon Exhibitor Pass to represent the entity at the event.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “Allocated Space” refers to the designated exhibition space provided by Team AVCon Inc. for the Community Group’s use.
  • “Display” refers to any structures, materials, or equipment used for showcasing the Community Group within the Allocated Space.

2. Eligibility Criteria

To be eligible to participate as a Community Group at AVCon 2026, the group must:

  • Read, understand and agree to all relevant Team AVCon Inc. Terms and Policies.
  • Be a volunteer-run, not-for-profit, enthusiast, or community organisation.
  • Not operate as a commercial business. Groups operating as a business, or owned or funded by a business, must apply as Exhibitor.
  • If an entertainment production (e.g. podcast, YouTube channel, Twitch channel), operate independently and not be directly owned or funded by a commercial entity. Productions operating as a business are encouraged to apply via the AVCon Creator pathway instead. The Creator pathway does not include booth space.
  • Be dedicated to a fandom aligned with AVCon, such as anime, gaming, Japanese culture, or adjacent fandoms including sci-fi, fantasy, horror, comics, or related media.
  • Be based in South Australia or open to residents Australia-wide.
  • Maintain a welcoming, inclusive and family-friendly presence during standard AVCon trading hours.
  • Be able to travel to and from the event with all required equipment at their own expense.
  • Be able to supervise and represent the group during all hours AVCon is open. If participating in After Dark, additional 18+ content guidelines apply.

3. Community Group Responsibilities

3.1. Display and Conduct

  • The Community Group must ensure their Display is professional, safe, and does not obstruct other exhibitors or attendees.
  • Signage must be clear and professional.
  • The Community Group must ensure their Display remains within their Allocated Space and does not interfere with foot traffic, other exhibitors or emergency exits.
  • The Community Group may include sensory elements such as audio or scent-based displays only with prior approval and provided they do not disrupt AVCon operations or neighbouring groups. Team AVCon Inc. reserves the right to restrict volume levels or require modification of sensory elements in the interest of safety or comfort.
  • The Community Group is responsible for moving their equipment to and from the Venue. Team AVCon Inc. is not liable for damage during transit.
  • All extension cords and electrical appliances should be tested and tagged in accordance with current legislation as per Australian Standards 3760.
  • Untagged electrical equipment will be removed or refused connection.
  • The Community Group must not allow any part of their Display to stain, mark, permanently alter or otherwise damage any part of the Venue or Allocated Space.
  • The Community Group must set up and dismantle their Display within the designated times and leave their Allocated Space clean.
  • The Community Group must supervise their Display at all times while the event is open to the public.
  • The Community Group must conduct themselves professionally and avoid causing disturbances to the event, other exhibitors, or attendees. Team AVCon Inc. reserves the right to ask any member of the Community Group, or the entire group, to leave the Venue if their conduct breaches this condition.
  • Team AVCon Inc. reserves the exclusive right to determine the placement of Community Groups on the Festival floor. These placement decisions are based on internal criteria established by Team AVCon Inc. and are made with careful consideration to ensure a balanced and engaging experience for attendees. While Team AVCon Inc. aims to accommodate all participants as best as possible, final placement decisions rest with Team AVCon Inc. and are not subject to external negotiation.
  • Team AVCon Inc. reserves the exclusive right to make final decisions on all Community Group Displays and may mandate changes as deemed necessary.

3.2. Content Restrictions

  • All content must be appropriate for a general audience and not contain material that is likely to be widely considered by the community to be inappropriate or offensive.
  • Age-restricted content must not be displayed prior to the commencement of After Dark trading hours.
  • During After Dark, the Community Group may showcase mature themes, including sexual or violent content. However, content must not include material that is refused classification under Australian law (e.g., drug use) or content deemed inappropriate by Team AVCon Inc., such as self harm, commentary on any groups or overtly political or religious messaging.
  • AI-generated content is not permitted within Community Group Displays or promotional materials associated with AVCon.
  • Team AVCon Inc. reserves the right to review or remove any content at its discretion.

4. Liability and Indemnity

4.1. General Liability

  • The Community Group participates in AVCon at their own risk. AVCon, Team AVCon Incorporated, its representatives, and the RAHS accept no responsibility for any loss, damage, injury, or claims arising from participation in the event.
  • The Community Group must take all reasonable precautions to ensure the safety of their Display, equipment, and any materials brought into the Venue.
  • Team AVCon Inc. and RAHS are not liable for any loss, theft, or damage to personal property, including but not limited to hardware, software, promotional materials, and personal belongings.

4.2. Indemnity

  • The Community Group agrees to indemnify and hold harmless Team AVCon Inc, its representatives, volunteers, and RAHS from and against any claims, liabilities, losses, damages, costs, or expenses (including legal fees) arising from:
    • Any breach of these Terms and Policies by the Community Group.
    • Any act, omission, negligence, or misconduct by the Community Group, its staff, or affiliates.
    • Any injury, loss, or damage caused to third parties due to the Community Group’s participation in AVCon.
  • The Community Group assumes full responsibility for any damage to the Allocated Space or Venue caused by their Display, equipment, or actions. Any such damage must be remedied at the Community Group’s expense.

4.3. Insurance

  • The Community Group is responsible for maintaining its own insurance coverage for its property and employees/representatives. Venue insurance policies cover only items owned by the Venue, while AVCon insurance policies cover only items owned by Team AVCon Inc.
  • Community Groups conducting physical activities, demonstrations, or interactive experiences may be required to hold public liability insurance. Team AVCon Inc. recommends the policy to have coverage of no less than $5 million per claim.

5. Termination and Enforcement

  • Team AVCon Inc. reserves the right to enforce these Terms and Policies and may terminate participation without notice for any breach.
  • The Venue and Team AVCon Inc. have the right to move or cancel Allocated Spaces at their discretion.
  • Disputes shall be resolved through mediation and, if necessary, arbitration as per Team AVCon Inc.’s dispute resolution policy.

By participating in AVCon, the Community Group agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all related matters.

Competition Terms and Policies

Effective Date: 14/04/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Competition” refers to any competition, giveaway, draw, contest, promotion, or other prize-based activity run, administered, or promoted by Team AVCon Inc.
  • “Entrant” refers to any person who enters a Competition.
  • “Prize” refers to any item, ticket, pass, experience, merchandise, voucher, benefit, or other reward offered as part of a Competition.
  • “Platform” refers to any service, website, social media platform, application, form, or ticketing system used to promote, host, administer, or facilitate a Competition.
  • “Competition Details” refers to the specific information published or provided for an individual Competition, including but not limited to the opening and closing dates, method of entry, prize description, entry limits, eligibility requirements, winner selection method, and prize claim process.
  • “Winner” refers to any Entrant selected to receive a Prize.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.

2. Application of These Terms and Policies

These Terms and Policies apply to all Competitions run, administered, or promoted by Team AVCon Inc., unless otherwise stated. This includes Competitions conducted:

  • outside of AVCon event dates,
  • during AVCon or After Dark,
  • online,
  • in person, or
  • through a third-party Platform.

Each Competition may also have Competition Details or additional conditions. Those Competition Details form part of these Terms and Policies.

If there is any inconsistency between these Terms and Policies and the Competition Details for a specific Competition, the Competition Details apply to the extent of the inconsistency.

By entering a Competition, the Entrant agrees to be bound by these Terms and Policies and any applicable Competition Details.

3. Eligibility Criteria

Unless otherwise stated in the Competition Details, Competitions are open only to residents of Australia.

Entrants must meet any age, residency, attendance, or other eligibility requirements specified for the relevant Competition or Prize in the Competition Details.

Unless otherwise stated in the Competition Details or by express permission by the Team AVCon Inc. Elect, the following persons are not eligible to enter:

  • current active staff of Team AVCon Inc.,
  • current committee members of Team AVCon Inc., and
  • current Elect members of Team AVCon Inc.

Unless otherwise stated in the Competition Details, the following persons are eligible to enter:

  • on-the-day volunteers, including Invaders,
  • former volunteers who are no longer active,
  • persons formerly associated with Team AVCon Inc. as staff, committee, or Elect who are no longer active in the organisation.

Additional eligibility restrictions may apply where required by law, by a third-party Prize provider, by a venue, or by the nature of the Prize or Competition.

Team AVCon Inc. reserves the right to verify the eligibility of any Entrant and to deem an entry invalid where eligibility requirements are not met.

4. Conditions of Entry

Unless otherwise stated in the Competition Details:

  • entry is free,
  • only one entry is permitted per person, and
  • entries must comply with all instructions and requirements published for that Competition.

Entries may be deemed invalid if they are incomplete, illegible, misleading, offensive, late, non-compliant, or submitted using automated, fraudulent, deceptive, or unfair means.

Team AVCon Inc. reserves the right to disqualify any Entrant who tampers with the entry process, breaches these Terms and Policies, acts unlawfully, or acts in a manner that may bring Team AVCon Inc. or a Competition into disrepute.

5. How to Enter

Each Competition will specify the method of entry and the relevant Competition Details, including:

  • the opening and closing date and time,
  • how to enter,
  • any entry limits,
  • any information or actions required for entry, and
  • any requirements for claiming the Prize.

Unless otherwise stated, all dates and times are Adelaide, South Australia time.

It is the Entrant’s responsibility to ensure their entry is submitted correctly and received before the closing date and time.

Team AVCon Inc. is not responsible for entries that are not received, are incomplete, are corrupted, are incorrectly submitted, or are otherwise affected by technical issues or Platform errors.

6. Prizes

Each Competition will specify the number, nature, and description of the Prize or Prizes available.

Unless otherwise stated in the Competition Details:

  • Prizes are not redeemable for cash,
  • Prizes are not transferable,
  • Prizes are not exchangeable, including cash prizes, and
  • Prizes must be accepted as awarded.

Where a Prize is subject to conditions, restrictions, expiry dates, availability, booking requirements, age limits, venue rules, or third-party terms, those conditions will apply to the Winner’s use of the Prize.

Team AVCon Inc. is not responsible for any lost, stolen, damaged, expired, or unused Prize once it has been provided, dispatched, transferred, or made available to the Winner, except where required by law.

If a Prize becomes unavailable for reasons outside Team AVCon Inc.’s reasonable control, Team AVCon Inc. reserves the right to substitute the Prize with another prize of equal or similar value, subject to any applicable legal requirements.

Where a Prize is supplied by a third party, the Prize may be subject to additional terms and conditions imposed by that third party. Team AVCon Inc. is not responsible for the acts or omissions of that third-party provider.

7. Winner Selection

Each Competition will state how Winner selection will occur, including whether selection is determined by:

  • random draw,
  • judging against stated criteria, or
  • another method described in the Competition Details.

Winner selection will occur within a reasonable time after entries close, unless a different timeframe is specified in the Competition Details.

Where a Competition is judged, judging will be conducted by a panel or persons appointed by Team AVCon Inc. using the criteria stated in the Competition Details.

Unless otherwise required by law, the decision of Team AVCon Inc. is final and no correspondence will be entered into regarding the outcome of a Competition.

8. Winner Notification and Prize Claim

Winners will be contacted using the contact details or Platform account details provided at the time of entry, or by another method specified in the Competition Details.

Unless otherwise stated in the Competition Details, a Winner must respond and claim their Prize within 7 days of initial contact.

If a Winner does not respond within the stated timeframe, cannot be contacted, is found to be ineligible, or is otherwise unable to accept the Prize, the Prize will be forfeited and Team AVCon Inc. may select another Winner.

Prizes will be delivered, issued, transferred, collected, or otherwise made available in the manner stated in the Competition Details.

Team AVCon Inc. is not responsible for any delay, failed delivery, or inability to contact a Winner due to incorrect, incomplete, outdated, filtered, blocked, or inaccessible contact details.

9. Promotion and Publicity

Unless otherwise stated in the Competition Details, Team AVCon Inc. may request the Winner’s consent to use their name, social handle, entry, photograph, likeness, or statements for promotional, marketing, or publicity purposes related to the Competition.

Where consent is required by law, it will be obtained before such use occurs.

If a Competition involves user-generated content, Team AVCon Inc. may repost, publish, or display that content for Competition administration or promotional purposes where this is stated in the Competition Details or otherwise agreed by the Entrant.

10. Privacy

Any personal information collected as part of a Competition will be used by Team AVCon Inc. to administer the Competition, assess eligibility, contact Entrants, award Prizes, and carry out related promotional activities where permitted.

Team AVCon Inc. will handle personal information in accordance with applicable privacy laws and any relevant privacy policy.

Personal information may be disclosed to third parties where reasonably necessary for Competition administration, Prize fulfilment, legal compliance, or where otherwise permitted or required by law.

11. Platform Conditions

Where a Competition is conducted through or promoted on a third-party Platform:

  • the Competition is not sponsored, endorsed, administered by, or associated with that Platform unless explicitly stated otherwise, and
  • Entrants release the relevant Platform from any responsibility or liability arising in connection with the Competition, to the extent permitted by law.

Entrants must comply with any applicable terms of use, community standards, and participation rules of the relevant Platform in addition to these Terms and Policies.

Team AVCon Inc. is not responsible for any act, omission, outage, limitation, suspension, moderation decision, or technical issue of a third-party Platform.

12. Trade Promotion and Legal Compliance

Competitions will be run in accordance with applicable Australian laws and regulations, including any trade promotion, gaming, advertising, privacy, and consumer law requirements that apply in the relevant jurisdiction.

Where a permit, approval, disclosure, or other legal requirement applies to a specific Competition, the relevant details may be included in the Competition Details.

Nothing in these Terms and Policies excludes, restricts, or modifies any rights or remedies that an Entrant may have under Australian Consumer Law or any other law that cannot lawfully be excluded, restricted, or modified.

13. Liability and Indemnity

13.1. General Liability

To the extent permitted by law, Team AVCon Inc. is not responsible for any loss, damage, injury, cost, expense, or claim suffered or incurred by an Entrant arising from or in connection with:

  • entering or attempting to enter a Competition,
  • any technical issue, system failure, Platform malfunction, or communication failure,
  • any delay, cancellation, rescheduling, or variation to a Competition or Prize,
  • any act or omission of a third-party Prize supplier, venue, or Platform, or
  • the acceptance, use, non-use, or inability to use a Prize.

Entrants participate in Competitions at their own risk.

13.2. Indemnity

The Entrant agrees to indemnify and hold harmless Team AVCon Inc. and its representatives from and against any claims, liabilities, losses, damages, costs, or expenses arising from:

  • any breach of these Terms and Policies by the Entrant,
  • any unlawful, negligent, misleading, or improper act or omission by the Entrant, or
  • any content, material, submission, or conduct of the Entrant that infringes the rights of another person or breaches any law or Platform rule.

14. Changes, Suspension and Cancellation

Team AVCon Inc. reserves the right to amend, suspend, vary, or cancel a Competition where required due to unforeseen circumstances, technical issues, legal requirements, safety concerns, fraud, administrative error, or any other reason beyond its reasonable control.

Team AVCon Inc. may also amend the Competition Details, Prize, timing, entry process, or winner selection process where reasonably necessary, subject to any legal requirements.

Any such changes will be communicated as soon as reasonably possible through the relevant Platform, publication, or contact method used for the Competition.

15. Termination and Enforcement

Team AVCon Inc. reserves the right to enforce these Terms and Policies and to refuse, invalidate, or remove any entry, or disqualify any Entrant, where it reasonably believes there has been a breach of these Terms and Policies or the Competition Details.

By entering a Competition, the Entrant agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all matters relating to the administration of the Competition.

Cosplay and Props Policy

Effective Date: 28/11/2025

To ensure a safe and enjoyable experience for all attendees, all costumes, props, and behaviours must comply with the following guidelines. Team AVCon Inc. reserves the right to assess, restrict, or deny entry based on any violation of these policies.

1. General Requirements

  • Costumes and props must not contain any prohibited items listed in the AVCon Code of Conduct.
  • Costumes and props must be safe for public spaces and comply with South Australian laws and venue regulations.
  • All interactions and public behaviour should reflect respect and good taste.
  • Obscene, graphic, or hateful content—including makeup, props, or symbols—will not be tolerated.
  • Costumes may not promote or depict illegal drugs, alcohol, tobacco, firearms, or unsafe behaviours.
  • Political messaging or any material that misrepresents or defames the Event, Team AVCon Inc., Attendees, or the community is not permitted.
  • Costumes must not endorse illegal drugs, alcohol, tobacco, firearms, or weapons.
  • Costumes and props must not violate any Australian laws or depict illegal actions.

2. Cosplay Attire Requirements

Cosplay is not consent. Cosplaying is a fun and creative way to express yourself and connect with a community of like-minded people. At AVCon, we are committed to creating a safe and welcoming environment for everyone.

No matter how someone is dressed, they are a person first – with feelings, boundaries, and the right to feel safe.

We kindly remind all attendees:

  • Always respect personal space.
  • Do not touch anyone without their clear consent.
  • Ask before taking photos or videos.
  • Be mindful of any “no photography/filming” signs around the show floor and event areas.

Let’s all do our part to make AVCon a safe, respectful, and inclusive Festival for everyone.

2.1. AVCon 2026 Event

  • Costumes must follow the “swimming pool rule” – costumes should cover the same areas expected to be covered at a public swimming pool.
  • Sheer or mesh fabric must have opaque coverage beneath in areas requiring coverage.
  • The outline of genitals must be covered either by supportive undergarments or a dancer’s belt.
  • Body paint or makeup is not a substitute for clothing.
  • Attire that is too revealing may be flagged by staff and may require adjustment or coverage.
  • Suitable footwear is required at all times. Bare feet are not permitted.

2.2. AVCon After Dark Event

  • Exposed chests are permitted for all genders.
  • Genitals must remain fully covered. The outline of genitals must be covered either by supportive undergarments or a dancer’s belt.
  • Costumes with adult themes are allowed but must remain in After Dark indoor areas only.

3. Size and Safety Restrictions

  • All props will be checked and tagged upon entry of the Event. Security has the final say on whether a prop is allowed.
  • Costumes must not exceed 2.5 metres in height or width.
  • Props or weapons must not exceed 2 metres in length.
  • Props capable of firing projectiles must remain unloaded. Nothing is to be fired, launched, or projected under any circumstances.
  • Barbed wire and sharp edges are strictly prohibited. Metal spikes, shields, or armour must be dulled and safe to wear around crowds.
  • Props must not be swung, brandished, or used in a threatening manner at any time.
  • Anything resembling a firearm (including toy or replica guns) must:
    • Be clearly identifiable as non-functional,
    • Be brightly coloured,
    • Have an orange tip on the barrel.

4. Face Coverings and Identification

  • Masks, helmets, and facial coverings must be removable upon request by Event staff, venue security, or law enforcement.
  • Attendees wearing facial prosthetics or heavy makeup may be required to provide identification.

5. Special Effects and Mobility

  • Lasers of any strength are not permitted. LED or COB lights are allowed.
  • Loose decorations such as glitter, confetti, small feathers, or similar debris are not allowed due to safety and cleanup hazards.

6. Usage Restrictions and Exceptions

  • Costumes and props that do not meet safety requirements but are intended solely for competitions may be stored at the AVCon Cloak Room and brought out only at performance time with prior approval and assistance.
  • Costumes producing smoke, vapour, or effects must be pre-approved. Please submit details to cosplay@avcon.org.au before the event.
  • Costumes violating any of the above that arrive without prior approval may be denied entry.

The Event reserves the right to deny entry, request modifications, or remove Attendees who violate these policies. Non-compliance may result in removal from the Event and potential bans from future Team AVCon Inc. events.

Dispute Resolution Policy

Effective Date: 28/11/2025

1. Purpose

This Dispute Resolution Policy outlines the process for resolving disputes that may arise between Team AVCon Incorporated (“Team AVCon Inc.”) and any other parties. It ensures that disputes are handled fairly, efficiently, and in accordance with Australian dispute resolution standards.

2. Scope

This policy applies to all disputes arising beyond the bounds of the Terms and Policies set out by Team AVCon Inc. It provides a structured approach for dispute resolution through mediation and arbitration if an amicable resolution cannot be reached.

3. Dispute Resolution Process

3.1. Informal Resolution

Parties involved in a dispute must first attempt to resolve the issue amicably through direct communication. If the dispute remains unresolved within 30 days of notification, either party may initiate the formal dispute resolution process.

3.2 Mediation

IIf an informal resolution is not achieved, the dispute will be referred to mediation, conducted in accordance with the standards and procedures of the Resolution Institute (formerly the Institute of Arbitrators and Mediators Australia, “IAMA”). Mediation will take place within 30 days of referral unless otherwise agreed by the parties.

3.3. Arbitration

IIf mediation does not resolve the dispute within 30 days of submission, the matter will be referred to arbitration in accordance with the Resolution Institute Arbitration Rules. The arbitrator will be chosen by mutual agreement of the parties or, failing agreement, will be appointed by the managing persons of the Resolution Institute. The decision of the arbitrator shall be final and binding on all parties.

4. Notice of Dispute

All notices related to disputes must be in writing and sent by email to secretary@avcon.org.au or by mail: Team AVCon Incorporated, P.O. Box 9, Rundle Mall SA 5000

5. Compliance with Australian Standards

This dispute resolution process aligns with the Australian Consumer Law (ACL) and the Australian Standards for dispute resolution (AS ISO 10002:2022). It ensures fair handling of disputes in accordance with best practices.

6. Confidentiality

All mediation and arbitration proceedings will be conducted in confidence. Information disclosed during these processes shall not be used for any purpose other than resolving the dispute.

7. Costs

Each party will bear its own costs for mediation. Arbitration costs, including arbitrator fees, will be shared equally unless otherwise determined by the arbitrator.

8. Amendments

Team AVCon Inc. reserves the right to amend this policy as required, ensuring continued compliance with relevant laws and best practices.

Exhibitor Terms and Policies

Effective Date: 17/02/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Exhibitor” refers to any commercial entity accepted to exhibit and sell their product in AVCon’s Exhibitor area. The Exhibitor is ultimately responsible for their Booth and all its business operations over AVCon.
  • “Exhibitor Staff” refers to the Exhibitor’s employees or other individuals brought on to assist who have been supplied with an AVCon Exhibitor Badge by the Exhibitor to help manage the Booth during the event.
  • “Exhibitor Area” refers to the designated area within AVCon where all Exhibitors will be allocated space in which to set up their Booths and make sales on their Products.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns and operates the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “Allocated Space” refers to the designated exhibition space within the Exhibitor Area provided by Team AVCon Inc. for the Exhibitor’s use.
  • “Display” refers to any furniture, structures, materials, or equipment used for displaying, promoting and selling their Product within the Allocated Space. This includes furniture and Booth builds that are supplied by Team AVCon Inc. and anything brought by the Exhibitor.
  • “Product” refers to any item or service that the Exhibitor has in their Allocated Space that is made available for sale. This includes officially licensed merchandise, collectibles, or other goods that the Exhibitor is authorised to sell as well as advertised services or promotions.
  • “Booth” refers to all of the Exhibitor’s Allocated Space, Display, and Product, managed by Exhibitor Staff in the AVCon Exhibitor Area.

2. Eligibility Criteria

To be eligible to participate in the Exhibitor Area at AVCon, the Exhibitor must:

  • Read, understand and agree to all relevant Team AVCon Inc. Terms and Policies.
  • Be able to travel to and from the event with all required equipment at their own expense, including transportation, storage, and accommodation costs.
  • Be able to supervise and manage their Booth during all hours AVCon is open, including After Dark if selected.
  • Be able to follow all rules and instructions provided by Team AVCon Inc. or RAHS.
  • Not be subject to any active event bans or unresolved misconduct findings at AVCon or comparable events.
  • Sell Products that are authentic, properly licensed where required, and consistent with AVCon’s quality standards.

3. Application Process

3.1. Application Review

  • Team AVCon Inc. will base their decisions on several factors, including:
    • Alignment with AVCon’s core content and audience needs.
    • How well the Exhibitor fits into the overall Exhibitor Area.
  • Exhibitors who are not initially accepted due to space constraints may be placed on a waitlist to be contacted if an Allocated Space becomes available.
  • Team AVCon Inc. reserves the right to review and evaluate applications, accepting or rejecting Exhibitors into the Exhibitor Area based on the criteria listed above and broader event planning considerations. Team AVCon Inc. is under no obligation to provide feedback or reasoning for an individual Exhibitor’s unsuccessful application. The decision of Team AVCon Inc. is final.
  • Team AVCon Inc. will not tolerate any attempts to coerce or pressure them into accepting applications, nor will they accept any inappropriate behaviour resulting from a rejected application. Any misconduct following a rejection may result in removal from the event and affect eligibility for future Team AVCon Inc. events.
  • Exhibitors must accurately disclose the nature of their Products and activities during the application process. Material changes to product categories, licensing status, or booth activities after acceptance must be approved by Team AVCon Inc. Failure to disclose or misrepresentation may result in removal from the event without refund. Team AVCon Inc. reserves the right to restrict sale to the categories and Products approved during the application process.
  • Team AVCon Inc. may request additional documentation to verify licensing, sourcing, or compliance at any stage of the application or event process.
  • Team AVCon Inc. may limit the number of Exhibitors within specific product categories to maintain variety within the Exhibitor Area.

3.2. Placement

  • Premium Exhibitor upgrades, where offered, are subject to availability and are confirmed only upon full payment. Premium benefits may include placement priority and promotional inclusions as outlined in the Exhibitor application materials.
  • Team AVCon Inc. reserves the exclusive right to determine the placement of Exhibitors on the Festival floor. These placement decisions are based on internal criteria established by Team AVCon Inc. and are made with careful consideration to ensure a balanced and engaging experience for attendees. While Team AVCon Inc. aims to accommodate all participants as best as possible, final placement decisions rest with Team AVCon Inc. and are not subject to external negotiation.
  • Team AVCon Inc. reserves the exclusive right to make final decisions on all Exhibitor Booths and may mandate changes as deemed necessary.

4. Exhibitor Responsibilities

4.1. Booth and Conduct

  • The Exhibitor must ensure their Display is professional, safe, and does not obstruct other exhibitors or attendees.
  • The Exhibitor must ensure their Booth remains within their Allocated Space and does not interfere with foot traffic, other exhibitors, or emergency exits.
  • The Exhibitor is responsible for moving their materials and equipment to and from the Venue. Team AVCon Inc. is not liable for damage during transit.
  • All extension cords and electrical appliances should be tested and tagged in accordance with current legislation as per Australian Standards 3760.
  • Untagged electrical equipment will be removed or refused connection. Costs may be levied to the Exhibitor regarding any equipment without a current inspection tag.
  • The Exhibitor must not allow any part of their Booth to stain, mark, permanently alter, or otherwise damage any part of the Venue or Allocated Space.
  • The Exhibitor must set up and dismantle their Booth within the designated times and leave their Allocated Space clean.
  • The Exhibitor is expected to have Exhibitor staff present at their Booth. The Exhibitor Staff must supervise their Booth at all times while the event is open to the public.
  • Exhibitor Staff must conduct themselves professionally and avoid causing disturbances to AVCon, other Exhibitors, or attendees. Team AVCon Inc. reserves the right to ask any Exhibitor Staff to leave the Venue if their conduct breaches this condition, which in extreme cases may result in the Exhibitor being asked to vacate their Booth.
  • Advertising distributions must be made only from within the Allocated Space.
  • The aisles, passageways, and overhead spaces remain under control of Team AVCon Inc. and RAHS. No signs, decorations, banners, advertising material, or special exhibits will be permitted in any of these spaces except by special written permission of Team AVCon Inc. Any prohibited items must be removed at the Exhibitor’s expense.
  • Exhibitors conducting demonstrations, competitions, amplified audio, or interactive activations must ensure such activities do not obstruct aisles, create unsafe crowd density, or interfere with neighbouring booths. Team AVCon Inc. reserves the right to restrict volume levels, adjust activities, or require modifications in the interest of safety or operational requirements.
  • Custom booth builds, structural elements, trussing, hanging signage, vehicles, or other non-standard installations must be approved by Team AVCon Inc. prior to the event. All structures must comply with venue regulations, safety standards, and weight or height restrictions. Team AVCon Inc. may require additional documentation, engineering certification, or risk assessments where applicable.
  • Allotted Space is granted exclusively to the successful Exhibitor applicant. The Exhibitor must not invite other persons, businesses or organisations to share or use the Allocated Space without the approval of Team AVCon Inc.
  • Allotted Space is assigned exclusively to the Exhibitor and cannot be transferred, sublet, or resold to any other individual or entity. Any transfer may result in forfeiture of the space without refund, and may result in removal from the event and affect eligibility for future Team AVCon Inc. events.

4.2. Content Restrictions

  • All items prohibited under the AVCon Code of Conduct or under South Australian law are not permitted for sale, display or distribution within the Exhibitor Area.
  • The sale, distribution, or display of infringing content is strictly prohibited. Infringing content includes any material that violates copyright, trademark, patent, trade secret, privacy, or publicity rights, or that is defamatory or invasive of privacy. This includes, but is not limited to, pirated, counterfeit, unlicensed, or otherwise infringing products, merchandise, costumes, characters, or artwork.
  • The Exhibitor represents and warrants that their Booth will not contain, display, sell, or distribute any infringing content. Additionally, Exhibitors may not play or distribute copyrighted material unless they have obtained all necessary licenses or permissions and paid any required fees or royalties.
  • Team AVCon Inc. reserves the right to request written proof of authorisation for any material displayed, reproduced, or distributed in an Exhibitor’s Booth. Exhibitors must keep such documentation on hand at all times. Failure to provide proof within a reasonable timeframe may result in:
    • The removal of the infringing content,
    • The Exhibitor being ejected from AVCon, and/or
    • Disqualification from future Team AVCon Inc. Events.
  • Prop weapons that are not classified as prohibited weapons under South Australian law may be displayed only with prior written approval from Team AVCon Inc. Approved items must remain packaged while within the Venue and comply with AVCon’s Code of Conduct and venue requirements.
  • AI-generated content is not permitted in Products, Display materials, or promotional branding associated with an Exhibitor’s presence at AVCon. If any Product or part of the Display contains AI-generated content, Team AVCon Inc. reserves the right to request its removal.
  • Exhibitors must maintain sufficient oversight and quality control of the Products they sell. Products sourced solely through automated third-party fulfilment without direct quality control may be declined.
  • Due to existing commercial licenses and contracts with RAHS, food or drink Product intended for consumption at AVCon are not allowed without the written consent of Team AVCon Inc. and the RAHS. All such items must be packaged for at home consumption.
  • All Product on display for sale during AVCon must be officially rated as G, PG or M (by the Australian Classifications Board) or appropriate for a general audience and not contain material of an overtly sexual or violent nature that is likely to be widely considered by the community to be offensive.
  • Exhibitors may only display or sell adult material officially rated MA15+ and above (by the Australian Classifications Board) or material that is of an overtly sexual or violent nature during After Dark. However, content must not include material that is refused classification under Australian law (e.g., drug use) or content deemed inappropriate by Team AVCon Inc., such as self harm, commentary on any groups or overtly political or religious messaging.
  • Exhibitors must ensure all Products comply with applicable Australian Consumer Law and relevant safety standards, including electrical, cosmetic, and consumer goods regulations. Products presenting a safety risk may be removed at the discretion of Team AVCon Inc.
  • Team AVCon Inc. reserves the right to review or remove any Product or content at its discretion from either AVCon or After Dark.
  • Exhibitors must comply with Team AVCon Inc.’s request to remove any Product for sale or risk being asked to leave AVCon without compensation. Any misconduct following this request may result in removal from the event and affect eligibility for future Team AVCon Inc. events.
4.2.1. Weapons and Prohibited Items Under South Australian Law

Exhibitors must comply with all applicable South Australian legislation relating to weapons and prohibited items.

From 1 July 2025, swords, machetes and similar bladed weapons are classified as prohibited weapons under the Summary Offences Act 1953 (SA). Exhibitors must not sell, display, supply, possess or otherwise deal with prohibited weapons unless a valid lawful exemption applies under South Australian law.

The sale, display or possession of prohibited weapons at AVCon is not permitted. Where a lawful exemption applies under South Australian law, prior written approval from Team AVCon Inc. is also required.

The following items are strictly prohibited from sale or display at AVCon:

  • Prohibited weapons under South Australian law, including swords and machetes
  • Firearms, replica firearms made of metal, or functional projectile weapons
  • Tasers, pepper spray, mace
  • Brass knuckles, clubs, nunchaku or similar blunt weapons
  • Sharpened or metal-bladed weapons
  • Decommissioned firearms, BB guns, airsoft or gel blasters
  • Ammunition

Team AVCon Inc. reserves the right to classify any Product as dangerous or inappropriate and require its removal.

5. Payments and Refunds

5.1. Payments

  • The Exhibitor will agree to make any requested payments before the deadlines clearly stated by Team AVCon Inc. upon acceptance into AVCon. In the event of non-payment by said deadlines, the Exhibitor will forfeit their spot at AVCon, and it will be offered to others.
  • Participation in AVCon and placement in the Exhibitor Area is not confirmed until Team AVCon Inc. has received full payment for any issued invoice(s) from Team AVCon Inc.

5.2. Refunds

  • Exhibitor participation in AVCon may be cancelled at any time by either party.
  • Team AVCon Inc. reserves the right to determine refund eligibility at its discretion for Exhibitors who cancel their participation in the AVCon Exhibitor Area after acceptance and payment.
  • No refunds will be issued if an accepted Exhibitor cancels their participation in AVCon within one (1) month of AVCon.

6. Liability and Indemnity

6.1. General Liability

  • The Exhibitor participates in AVCon at their own risk. AVCon, Team AVCon Inc., its representatives, and RAHS accept no responsibility for any loss, damage, injury, or claims arising from participation in the event.
  • The Exhibitor must take all reasonable precautions to ensure the safety of their Booth, Product, and any items brought into the Venue.
  • Team AVCon Inc. and RAHS are not liable for any loss, theft, or damage to personal property, including but not limited to Product, promotional materials, and personal belongings.

6.2. Indemnity

  • The Exhibitor agrees to indemnify and hold harmless Team AVCon Inc., its representatives, volunteers, and RAHS from and against any claims, liabilities, losses, damages, costs, or expenses (including legal fees) arising from:
    • Any breach of these Terms and Policies by the Exhibitor.
    • Any act, omission, negligence, or misconduct by the Exhibitor, their staff, or affiliates.
    • Any injury, loss, or damage caused to third parties due to the Exhibitor’s participation in AVCon.
    • Any injury or damage caused by their Product after sale.
  • The Exhibitor assumes full responsibility for any damage to the Allocated Space or Venue caused by their Booth, or actions. Any such damage must be remedied at the Exhibitor’s expense.

6.3. Insurance

  • The Exhibitor is responsible for maintaining their own insurance coverage for their property and Exhibitor Staff.
  • The Exhibitor must hold a valid public liability insurance policy with coverage of no less than $10 million per claim by the date of AVCon 2026.
  • Upon request, the Exhibitor must provide Team AVCon Inc. with a copy of their public liability insurance policy, along with a Certificate of Currency. Failure to do so may result in cancellation of participation.

7. Termination and Enforcement

  • Team AVCon Inc. reserves the right to enforce these Terms and Policies and may terminate participation without notice for any breach.
  • The Team AVCon Inc. and RAHS have the right to move or cancel Allocated Spaces at their discretion.
  • Disputes shall be resolved through mediation and, if necessary, arbitration as per Team AVCon Inc.’s Dispute Resolution Policy.

By participating in the Exhibitor Area at AVCon, the Exhibitor agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all related matters.

Indie Games Terms and Policies

Effective Date: 20/03/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Indie Games Room” and “IGR” refers to the designated area within AVCon where Dev Teams can set up their Displays and promote their Indie Video Game Projects.
  • “Indie Tabletop Showcase” and “ITTS” refers to the designated area within AVCon where Dev Teams can set up their Displays and promote their Indie Tabletop Projects.
  • “Dev Team” refers to any individual representing a group accepted to showcase a Inde Game Project at AVCon’s Indie Games Room or Indie Tabletop Showcase. This includes any employee or assignee granted an AVCon Exhibitor Badge to represent the group at the event, regardless of their prior involvement with the Project.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns and operates the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “Allocated Space” refers to the designated exhibition space provided by Team AVCon Inc. for the Dev Team’s use.
  • “Display” refers to any structures, materials, or equipment used for showcasing the Dev Team’s game within the Allocated Space.
  • “Project” refers to the files, images, materials, and code that comprise the game being demonstrated at AVCon, whether functional or not.

2. Eligibility Criteria

To be eligible to participate in the Indie Games Room or Indie Tabletop Showcase at AVCon, the Dev Team must:

  • Read, understand and agree to all relevant Team AVCon Inc. Terms and Policies.
  • Be an independent developer or a student at a registered education provider. This space is for independent games without major commercial support. If you’re unsure whether your game qualifies, feel free to contact us at igr@avcon.org.au or apply, and our team will assess it on a case-by-case basis.
  • Be based in and operate out of Australia or New Zealand.
  • Have developed a video or tabletop game that is in a playable form, providing a realised experience of intended gameplay, look, and feel.
  • Be able to travel to and from the event with all required equipment at their own expense, including transportation, storage, and accommodation costs.
  • Be able to supply all necessary hardware, software, or materials to run their game.
  • Be able to supervise and demonstrate their game during all hours AVCon is open, including After Dark if selected.

3. Dev Team Responsibilities

3.1. Display and Conduct

  • The Dev Team must ensure their Display is professional, safe, and does not obstruct other exhibitors or attendees.
  • Signage must be clear and professional.
  • The Dev Team must ensure their Display remains within their Allocated Space and does not interfere with foot traffic, other exhibitors or emergency exits.
  • The Dev Team may include sensory elements to their Display such as audio (i.e. background music) and odour (i.e. unlit candles, diffusers, flowers) as long as permission is sought and provided they do not disrupt Team AVCon Inc. or other Dev Teams.
  • The Dev Team is responsible for moving their equipment to and from the Venue. Team AVCon Inc. is not liable for damage during transit.
  • All extension cords and electrical appliances should be tested and tagged in accordance with current legislation as per Australian Standards 3760.
  • Removal of all untagged electrical equipment will be required or costs levied to Dev Team regarding any equipment without a current inspection tag.
  • The Dev Team must not allow any part of their Display to stain, mark, permanently alter or otherwise damage any part of the Venue or Allocated Space.
  • The Dev Team must set up and dismantle their Display within the designated times and leave their Allocated Space clean.
  • The Dev Team must supervise their Display at all times while the event is open to the public.
  • The Dev Team must conduct themselves professionally and avoid causing disturbances to the event, other exhibitors, or attendees. Team AVCon Inc. reserves the right to ask any member of the Dev Team, or the entire team, to leave the Venue if their conduct breaches this condition.
  • Team AVCon Inc. reserves the exclusive right to determine the placement of Dev Teams on the Festival floor. These placement decisions are based on internal criteria established by Team AVCon Inc. and are made with careful consideration to ensure a balanced and engaging experience for attendees. While Team AVCon Inc. aims to accommodate all participants as best as possible, final placement decisions rest with Team AVCon Inc. and are not subject to external negotiation.
  • Team AVCon Inc. reserves the exclusive right to make final decisions on all Dev team Displays and may mandate changes as deemed necessary.

3.2. Content Restrictions

  • All Project content must be appropriate for a general audience and not contain material that is likely to be widely considered by the community to be inappropriate or offensive.
  • During After Dark, the Dev Team may showcase mature themes, including sexual or violent content. However, content must not include material that is refused classification under Australian law (e.g., drug use) or content deemed inappropriate by Team AVCon Inc., such as self harm,  commentary on any groups or overtly political or religious messaging.
  • The Project must not contain content directly copied or taken from a source for which the Dev Team does not hold an active license.
  • The Project may not feature images, writing, or other assets generated by AI under any circumstances.
  • Team AVCon Inc. reserves the right to review or remove any Project or content at its discretion.

4. Liability and Indemnity

4.1. General Liability

  • The Dev Team participates in AVCon at their own risk. AVCon, Team AVCon Inc., its representatives, and RAHS accept no responsibility for any loss, damage, injury, or claims arising from participation in the event.
  • The Dev Team must take all reasonable precautions to ensure the safety of their Display, equipment, and any materials brought into the Venue.
  • Team AVCon Inc. and RAHS are not liable for any loss, theft, or damage to personal property, including but not limited to hardware, software, promotional materials, and personal belongings.

4.2. Indemnity

  • The Dev Team agrees to indemnify and hold harmless Team AVCon Inc, its representatives, volunteers, and RAHS from and against any claims, liabilities, losses, damages, costs, or expenses (including legal fees) arising from:
    • Any breach of these Terms and Policies by the IGR Team.
    • Any act, omission, negligence, or misconduct by the IGR Team, its staff, or affiliates.
    • Any injury, loss, or damage caused to third parties due to the IGR Team’s participation in AVCon.
  • The Dev Team assumes full responsibility for any damage to the Allocated Space or Venue caused by their Display, equipment, or actions. Any such damage must be remedied at the Dev Team’s expense.

4.3. Insurance

  • The Dev Team is responsible for maintaining its own insurance coverage for its property and employees/representatives. Venue insurance policies cover only items owned by the RAHS, while AVCon insurance policies cover only items owned by Team AVCon Inc.
  • The Dev Team is encouraged to hold a valid public liability insurance policy. Team AVCon Inc. recommends the policy to have coverage of no less than $5 million per claim.

5. Termination and Enforcement

  • Team AVCon Inc reserves the right to enforce these Terms and Policies and may terminate participation without notice for any breach.
  • The Team AVCon Inc. and RAHS have the right to move or cancel Allocated Spaces at their discretion.
  • Disputes shall be resolved through mediation and, if necessary, arbitration as per Team AVCon Inc.’s Dispute Resolution Policy.

By participating in the Indie Games Room or Indie Tabletop Showcase at AVCon, the Dev Team agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all related matters.

Inktaku Alley Terms and Policies

Effective Date: 28/02/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including its staff, volunteers, guests, equipment, exhibitions, and activities. This extends to all activities contained within the Venue during public operating hours, as well as designated setup and pack-down times.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Inktaku Alley” refers to the designated section of AVCon allocated for public commercial tattooing services, where approved Artists or Studios can operate upon successful application.
  • “Artist” refers to any individual accepted to perform tattooing services at the Inktaku Alley section of AVCon whether as an individual or as part of a Studio.
  • “Studio” refers to a commercial business that provides tattoo services through its employed artists and has been approved to have its employees perform commercial tattooing at AVCon under the business name.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns and operates the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “Allocated Space” refers to the designated space within the Inktaku Alley provided by Team AVCon Inc. for the Studio or Artist’s use and where all tattooing services must be done.
  • “Display” refers to any furniture, structures, materials, or equipment used for displaying, promoting and selling their Product within the Allocated Space. This includes furniture that is supplied by Team AVCon Inc. and anything brought by the Studio or Artist.
  • “Product” refers to any item or service offered for sale by the Studio or Artist within their Allocated Space. This includes both physical items, such as aftercare products and merchandise, as well as services, such as tattooing.
  • “Portfolios” refers to the collection of an Artist’s work samples and style, as shown on their website or social media, used for applying to the AVCon Inktaku Alley.

2. Eligibility Criteria

To be eligible to participate in the Inktaku Alley at AVCon, the Studio or Artist must:

  • Read, understand and agree to all relevant Team AVCon Inc. Terms and Policies.
  • All artists wishing to attend must have a minimum of one year of experience tattooing in a commercial setting.
  • All studios wishing to attend must have been in operation and offering commercial tattooing services to the public for at least one year.
  • Individual Artists and Studios must be appropriately registered with SA Consumer and Business Services (CBS) and provide their TAT number (or interstate equivalent) at application.
  • Be able to travel to and from the event with all required equipment at their own expense, including transportation, equipment, storage, and accommodation costs.
  • Be able to supervise and manage their Allocated Space during all hours AVCon is open, including After Dark if selected.
  • Be in good standing within the tattoo community and at other events nationwide.
  • Adhere to the Safe and Hygienic Practice of Skin Penetration and comply with instructions and requests by Team AVCon Inc., the Royal Agricultural and Horticultural Society of South Australia, and the City of Unley Council.

3. Application Process

3.1. Application Submission

  • Portfolios must consist entirely of the Artist’s original work and must not include copied or modified reproductions of existing works.
  • For Studios, all submitted portfolios must belong to the Artists who will be present and providing services at AVCon. A Studio must not submit portfolios of other employed Artists to gain acceptance and then bring different Artists to the event.
  • Artists and Studios must provide relevant websites or social media accounts containing evidence of their work. These materials will be used to evaluate the Artist’s application. It is the Artist’s responsibility to ensure that their submitted portfolio fairly and accurately represents their ability and style.
  • Portfolios must demonstrate a consistent level of skill and technique. While experimentation with different styles is acceptable, a portfolio that lacks cohesion may make it difficult to assess the Artist’s overall brand.
  • Applications may not be considered if the Portfolio:
    • Does not include a sufficient number of pieces for a fair and reasonable evaluation.
    • Primarily consists of sketches, unfinished concepts, or poorly scanned/photographed work.
    • Contains unrelated content that distracts from the artwork (e.g., personal photos or non-art-related images).
    • Is inaccessible due to broken links, password protection, private accounts, or requiring a login to view. (Broken links will not be followed up on.)

3.2. Application Review

  • All applications will undergo a vetting process, and acceptance into Inktaku Alley at AVCon 2026 will be based on the following criteria:
    • Quality of Work – The overall skill, technique, and artistry demonstrated in your portfolio.
    • Alignment with AVCon’s Audience – Tattoo styles and designs should align with AVCon’s core themes and appeal to its anime, gaming, and pop culture audience.
    • Verification Process – AVCon may conduct background checks with previous studios, employers, or event organisers.
    • After Dark Participation – Tattooists participating in AVCon After Dark may offer adult-oriented designs suitable for the event’s mature audience.
    • Experience & Track Record – Preference may be given to artists with established industry experience, a strong professional history, or past participation at AVCon or similar conventions.
  • Artists and Studios who are not initially accepted may be placed on a waitlist to be contacted if an Allocated Space becomes available.
  • Team AVCon Inc. reserves the right to review and evaluate applications, accepting or rejecting an Artist or Studio into the Inktaku Alley based on the criteria listed above and broader event planning considerations. Team AVCon Inc. is under no obligation to provide feedback or reasoning for an individual Artist or Studio’s unsuccessful application. The decision of Team AVCon Inc. is final.
  • Team AVCon Inc. will not tolerate any attempts to coerce or pressure them into accepting applications, nor will they accept any inappropriate behaviour resulting from a rejected application. Any misconduct following a rejection may result in removal from the event and affect eligibility for future Team AVCon Inc. events.

4. Studio and Artist Responsibilities

4.1. Stall and Conduct

  • Successful applicants must notify SA CBS of their intention to provide tattooing services at AVCon 2026 in accordance with regulatory requirements prior to the event.
  • The Studio and Artist must follow all guidelines and adhere to the Safe and Hygienic Practice of Skin Penetration.
  • The Studio and Artist must adhere to the Public Health Act of 2011.
  • All tattooing procedures must comply with the South Australian Public Health (Skin Penetration) Regulations and any applicable council requirements. Failure to meet hygiene standards may result in immediate suspension of services.
  • The Studio and Artist must accept inspection by Health Officers from the City of Unley and follow all instructions for their setup and operation.
  • While Team AVCon Inc. will provide hand wash stations, sharps containers and a medical waste bin, all other equipment and supplies required for safe and successful tattoo services must be provided by the Studio or Artist. If a Studio or Artist does not have required equipment or supplies, it must be obtained before services can be offered at AVCon.
  • The Studio or Artist must immediately notify Team AVCon Inc. of any exposure incidents, contamination events, or medical emergencies occurring within their Allocated Space.
  • The Studio and Artist must ensure that their Display is professional, safe, and does not obstruct other exhibitors or attendees.
  • The Studio and Artist must ensure their Display or equipment remains within their Allocated Space and does not interfere with foot traffic, other exhibitors, or emergency exits.
  • The Studio and Artist is responsible for moving their materials and equipment to and from the Venue. Team AVCon Inc. is not liable for damage during transit.
  • All extension cords and electrical appliances should be tested and tagged in accordance with current legislation as per Australian Standards 3760.
  • Removal of all untagged electrical equipment will be required or costs levied to the Studio or Artist regarding any equipment without a current inspection tag.
  • The Studio and Artist must not allow any part of their Display or operations to stain, mark, permanently alter, or otherwise damage any part of the Venue or Allocated Space.
  • The Studio and Artist must set up and dismantle their Display within the designated times and leave their Allocated Space clean.
  • The Studio or Artist must have a registered tattooist present and operating during all advertised trading hours.
  • The Artists must conduct themselves professionally and avoid causing disturbances to the event, other exhibitors, or attendees. Team AVCon Inc. reserves the right to ask any Artist to leave the Venue if their conduct breaches this condition.
  • Allocated Space is granted exclusively to the successful Artist applicant. The Artist must not invite other persons or organisations to share or use the Allocated Space without the approval of Team AVCon Inc.
  • Allotted Space is assigned exclusively to the Studio or Artist and cannot be transferred, sublet, or resold to any other individual or entity. Any transfer may result in forfeiture of the space without refund, and may affect eligibility for future Team AVCon Inc. events.
  • Team AVCon Inc. reserves the exclusive right to determine the placement of the Studio or Artist’s Allocated Space on the AVCon floor. These placement decisions are based on internal criteria established by Team AVCon Inc. and are made with careful consideration to ensure a balanced and engaging experience for attendees. While Team AVCon Inc. aims to accommodate all participants as best as possible, final placement decisions rest with Team AVCon Inc. and are not subject to external negotiation.
  • Team AVCon Inc. reserves the exclusive right to make final decisions on all Displays and may mandate changes as deemed necessary.

4.2. Content Restrictions

  • Reselling personal, second-hand, or brand-new commercial merchandise (e.g., figurines, charms, DVDs, magazines/comics) is strictly prohibited in Inktaku Alley. The only exception is merchandise directly related to the Studio or Artist, such as promotional materials or art prints.
  • The Studio or Artist must ensure that all clients receiving tattoo services are 18 years or older and provide valid government-issued identification prior to tattooing.
  • Written informed consent must be obtained from all clients prior to the provision of tattoo services.
  • Mature designs must not be displayed prior to the commencement of After Dark trading hours.
  • No part of the Display or Product within a Studio or Artist’s Allocated Space may contain material that is not appropriate for a general audience or contain material that is likely to be widely considered by the community to be inappropriate or offensive.
  • During After Dark, Artists may sell Product containing mature themes, including sexual or violent content. However, content must not include material that is refused classification under Australian law (e.g., drug use, terrorism) or content deemed inappropriate by Team AVCon Inc., such as self harm, hateful commentary on any groups, information likely to mislead or confuse, or overtly political or religious messaging.
  • There is to be no sexually explicit content featuring any children characters (that is characters of a canonical age of under 18), or characters that are depicted as having an appearance of a child (i.e. characters that are actually 1000 years old, but have the appearance of a young child). Sexually explicit would be art that features nudity, suggestive actions or poses, or depictions of that character in a relationship with an adult character.
  • Team AVCon Inc. reserves the right to review or remove any Product or content at its discretion.
  • Studios and Artists must comply with Team AVCon Inc.’s request to remove any Product for sale or risk being asked to leave AVCon without compensation. Any misconduct following this request may result in removal from the event and affect eligibility for future Team AVCon Inc. events.

5. Payments and Refunds

5.1. Payments

  • The Studio or Artist will agree to make any requested payments before the deadlines clearly stated by Team AVCon Inc. upon acceptance into AVCon. In the event of non-payment by said deadlines, the Studio or Artist will forfeit their spot at AVCon, and it will be offered to others.
  • Placement in AVCon is not confirmed until Team AVCon Inc. has received full payment for any issued invoice(s) from Team AVCon Inc.

5.2. Refunds

  • Studio or Artist placements may be cancelled at any time by either party.
  • Team AVCon Inc. reserves the right to exercise discretion regarding all refund requests.
  • No refunds will be issued if the Studio or Artist cancels within one (1) month of the event.

6. Liability and Indemnity

6.1. General Liability

  • The Studio or Artist participates in AVCon at their own risk. AVCon, Team AVCon Inc., its representatives, and RAHS accept no responsibility for any loss, damage, injury, or claims arising from participation in the event.
  • The Studio or Artist must take all reasonable precautions to ensure the safety of their Display, Product, and any items brought into the Venue.
  • Team AVCon Inc. and the RAHS are not liable for any loss, theft, or damage to personal property, including but not limited to Product, promotional materials, and personal belongings.

6.2. Indemnity

  • The Studio or Artist agrees to indemnify and hold harmless Team AVCon Inc., its representatives, volunteers, and RAHS from and against any claims, liabilities, losses, damages, costs, or expenses (including legal fees) arising from:
    • Any breach of these Terms and Policies by the Studio or Artist.
    • Any act, omission, negligence, or misconduct by the Studio or Artist, their staff, or affiliates.
    • Any injury, loss, or damage caused to third parties due to the Studio or Artist’s participation in AVCon.
    • Any injury or damage caused by their Product after sale.
  • The Studio or Artist assumes full responsibility for any damage to the Allocated Space or Venue caused by their Display, or actions. Any such damage must be remedied at the Artist’s expense.
  • The Studio or Artist is solely responsible for handling any complaints or disputes related to the Products they supply during AVCon. Team AVCon Inc. will not be involved in mediating or resolving any issues between a Studio or Artist and their consumers.

6.3. Insurance

  • The Studio or Artist is responsible for maintaining their own insurance coverage for their property and Product.
  • The Studio or Artist must hold a valid public liability insurance policy with coverage of no less than $20 million per claim by the date of AVCon 2026.
  • Upon request, the Studio or Artist must provide Team AVCon Inc. with a copy of their public liability insurance policy, along with a Certificate of Currency. Failure to do so may result in cancellation of participation.

7. Termination and Enforcement

  • Team AVCon Inc. reserves the right to enforce these Terms and Policies and may terminate participation without notice for any breach.
  • The Team AVCon Inc. and RAHS have the right to move or cancel Allocated Spaces at their discretion.
  • Disputes shall be resolved through mediation and, if necessary, arbitration as per Team AVCon Inc.’s Dispute Resolution Policy.

By participating in Inktaku Alley at AVCon, the Studio or Artist agrees to comply with these Terms and Policies and acknowledges Team AVCon Inc.’s authority in all related matters.

Itasha Terms and Policies

Effective Date: 19/03/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.
  • “AVCon” refers to AVCon: Adelaide’s Anime and Gaming Festival, held on 4 and 5 July 2026. This includes all staff, volunteers, guests, equipment, exhibitions, and activities, and applies to all activities within the Venue during public operating hours, as well as designated bump-in and bump-out periods.
  • “Itasha Area” refers to the designated area within AVCon where Vehicles are displayed.
  • “Exhibitor” refers to the individual approved to display a Vehicle at AVCon.
  • “Vehicle” refers to the vehicle approved for display in the Itasha Area.
  • “Venue” refers to the Adelaide Showground, including the Jubilee Pavilion, Wayville Pavilion, and atrium area.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, including its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.

2. Eligibility Criteria

To be eligible to participate in the Itasha Area at AVCon, the Vehicle must:

  • Feature anime, manga, video game, or Japanese pop culture-themed designs. Vehicles with unrelated designs may not be accepted.
  • Be in good condition and free from safety hazards, including fluid leaks, broken glass, or exposed wiring.

3. Application Responsibilities

3.1. Event Participation

  • Only the Vehicle approved through the application process may be displayed. Substitutions are not permitted without prior written approval from Team AVCon Inc.
  • The Itasha Area may be located outdoors and exposed to weather. The Exhibitor accepts all associated risks when agreeing to participate.
  • Team AVCon Inc. reserves the right to adjust, relocate, or close the Itasha Area due to weather or safety concerns.
  • The Vehicle must be parked in the Itasha Area for the duration of AVCon unless otherwise directed by Team AVCon Inc. or RAHS.
  • Vehicles must be secured at all times when unattended.
  • Keys must not be left in the Vehicle unless required for operational purposes and approved by Team AVCon Inc. or RAHS.
  • The Exhibitor is responsible for the security of their Vehicle and any items contained within it.
  • The Vehicle must arrive during the scheduled bump-in period and remain until the conclusion of the event. Specific timings will be provided closer to the event.
  • All displayed content must be family-friendly. Explicit, offensive, or inappropriate material, including excessive gore, nudity, or hate symbols, is not permitted.
  • Attendees must not touch or interact with any Vehicle without the Exhibitor’s permission.
  • Engine revving, loud music, burnouts, or reckless driving are not permitted within the Venue.
  • Exhibitors must comply with all instructions and safety requirements issued by Team AVCon Inc. or RAHS, including requirements relating to vehicle condition, fuel levels, battery isolation, and positioning.
  • Vehicles must comply with all fire and safety requirements set by Team AVCon Inc. and RAHS.
  • Fuel levels may be restricted, and Exhibitors must follow any directions regarding fuel limits prior to bump-in.
  • Exhibitors may be required to isolate batteries or disable ignition systems if directed.
  • Exhibitors must ensure their Vehicle does not leak fluids within the Venue.
  • Any leaks, spills, or hazards must be reported immediately to Team AVCon Inc. staff.
  • The Exhibitor is responsible for all cleaning, remediation, and any associated costs resulting from damage caused by their Vehicle.

4. Liability and Indemnity

4.1. General Liability

  • Participation in AVCon is at the Exhibitor’s own risk. Team AVCon Inc. and RAHS are not responsible for any loss, damage, injury, or claims arising from participation.
  • Team AVCon Inc. and RAHS are not liable for any loss, theft, or damage to personal property, including Vehicles and personal belongings.

4.2. Indemnity

  • The Exhibitor agrees to indemnify and hold harmless Team AVCon Inc., its representatives, volunteers, and RAHS against any claims, liabilities, losses, damages, costs, or expenses, including legal fees, arising from:
    • Any breach of these Terms and Policies
    • Any act, omission, negligence, or misconduct by the Exhibitor or their affiliates
    • Any injury, loss, or damage caused to third parties as a result of participation
  • The Exhibitor is responsible for any damage caused to the Itasha Area or Venue and must cover all associated repair costs.

4.3. Insurance

  • The Exhibitor is responsible for maintaining their own insurance coverage, including coverage for their Vehicle and any associated property or representatives.
  • Venue insurance applies only to property owned by RAHS. AVCon insurance applies only to property owned by Team AVCon Inc.

5. Termination and Enforcement

  • Team AVCon Inc. may enforce these Terms and Policies and may terminate participation without notice if a breach occurs.
  • Team AVCon Inc. and RAHS may relocate or cancel participation at their discretion.
  • Disputes will be handled in accordance with Team AVCon Inc.’s Dispute Resolution Policy.

By participating in the Itasha Area, the Exhibitor agrees to these Terms and Policies and acknowledges the authority of Team AVCon Inc. in all related matters.

Media Badge Terms and Policies

Effective Date: 28/11/2025

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “AVCon” refers to the AVCon: Adelaide’s Anime and Gaming Festival which is run on the 4th and 5th of July 2026, including all public Festival activities taking place at the Adelaide Showground during operating hours, as well as any approved media opportunities directly connected to the Festival.
  • “After Dark” refers to the Saturday night event held on the 4th of July, within the same Venue as AVCon, that is open to attendees 18 years and over and allows adult content and alcohol service.
  • “Media Organisation” refers to any recognised outlet, publication, broadcaster, or content-producing entity applying for a Media Badge.
  • “Media Badge Holder” refers to an individual approved for and issued with an AVCon Media Badge for journalistic, reporting, or promotional purposes.
  • “Venue” refers to The Adelaide Showground, including the Jubilee Pavilion, Goyder Pavilion, The Duncan Gallery and Goyder Plaza.
  • “RAHS” refers to the Royal Agricultural and Horticultural Society of South Australia, which owns and operates the Venue. It also includes its representatives, officers, agents, associates, business entities, assignees, and other authorised persons acting on its behalf.

2. Eligibility Criteria

To be considered for a Media Badge, applicants must:

  • Provide examples of previous work in the form of URLs, PDFs, or digital files.
  • Provide proof of affiliation with the Media Organisation they represent.
  • Supply a list of equipment intended for use during AVCon.
  • Provide evidence of relevant qualifications, accreditation, or professional standing.
  • Agree to comply with all applicable Team AVCon Inc. Terms and Policies, including the AVCon Code of Conduct.

Submission of an application does not guarantee approval. Team AVCon Inc. reserves the right to decline any application at its sole discretion.

3. Application Process

3.1. Application Review

Applications will be assessed based on, but not limited to:

  • Professional standing and relevance to AVCon’s audience and subject matter,
  • Demonstrated quality and consistency of prior work,
  • Alignment with AVCon’s values, brand, and community expectations,
  • The applicant’s capacity to participate safely and respectfully within the Festival environment.

Shortlisted applicants will be contacted to confirm the minimum amount of content to be produced. This requirement is designed to maintain the integrity of the Media Badge program and will not interfere with the applicant’s existing content plans.

3.2. Approval

A Media Badge is issued to an individual and is not transferable under any circumstances.

Team AVCon Inc. may revoke a Media Badge at any time if the holder breaches these Terms and Policies or engages in conduct deemed unsafe, inappropriate, or unprofessional.

4. Media Badge Holder Responsibilities

4.1. Identification and Conduct

Media Badge Holders must:

  • Wear their Media Badge visibly at all times while onsite.
  • Follow all instructions issued by Team AVCon Inc., Venue staff, and security personnel, including directions regarding filming, photography, and equipment placement.
  • Conduct themselves in a professional, respectful, and lawful manner at all times.
  • Refrain from any form of harassment, disruption, or misrepresentation.

Failure to comply may result in immediate revocation of the Media Badge.

4.2. Equipment

Media Badge Holders are solely responsible for the security, transport, and condition of their equipment.

Team AVCon Inc. accepts no responsibility for loss, theft, or damage to equipment or personal belongings.

Equipment must not obstruct walkways, impede Festival operations, or create safety hazards.

4.3. Access

A Media Badge does not grant access to restricted or private areas unless expressly approved by Team AVCon Inc.
Permission to interview, photograph, or record AVCon guests must be sought through the appropriate application process. Approved Media Badge Holders will receive the relevant guest request form upon request.

5. Content Use and Requirements

5.1. Use of Content Captured at AVCon

Media Badge Holders must acknowledge AVCon in all published or broadcast material containing content captured at the Festival.

A copy or link to all finalised coverage must be submitted to media@avcon.org.au.

5.2. Use of Published Works by Team AVCon Inc.

Team AVCon Inc. reserves the right to request the use of published works for promotional or archival purposes. Full credit will be provided.

Ownership of the published material remains with the Media Badge Holder unless otherwise agreed in writing.

6. Restrictions

6.1. Filming and Recording Restrictions

Filming or recording of certain panels, performances, screenings, or guest appearances may be prohibited due to licensing or contractual obligations.

Media Badge Holders must comply with all restrictions as directed by Team AVCon Inc. or the Venue.

6.2. Network and Technology

Internet access via the AVCon network is not provided.

Mobile data coverage within the Venue is generally sufficient for uploading, streaming, or digital publishing.

7. Liability

Media Badge Holders participate in AVCon at their own risk. Team AVCon Inc. and the Adelaide Showground accept no liability for:

  • Personal injury,
  • Loss or damage to equipment,
  • Loss of personal property,
  • Any claims arising from media activities undertaken at AVCon.

Media Badge Holders accept full responsibility for their conduct, equipment, and any content produced during the Festival.

8. Enforcement

Team AVCon Inc. reserves the right to revoke a Media Badge at any time, without appeal, for reasons including but not limited to:

  • Misuse of the Media Badge,
  • Breach of these Terms and Policies,
  • Filming or recording in prohibited areas,
  • Behaviour that endangers, disrupts, or disrespects guests, attendees, staff, or volunteers,
  • Any breach of the AVCon Code of Conduct, accessible here.

Privacy Policy

Effective Date: 28/11/2025

Team AVCon Incorporated (“Team AVCon Inc.,” “we,” “us,” or “our”) is a non-profit organisation based in South Australia, dedicated to promoting and celebrating anime, gaming, and related popular culture. This Privacy Policy outlines how we collect, use, store, and protect your personal information in compliance with the Privacy Act 1988 (Cth) and other relevant Australian laws.

This Privacy Policy applies to information collected at Team AVCon Incorporated events, on our website (www.avcon.org.au), sites for any other events we may produce and through any official AVCon Event mobile applications (collectively, our “Services”).

  • The terms “you,” “your,” and “yours” refer to you, the person utilising our Services and agreeing to this Privacy Policy. The terms “we,” “us,” and “our” refer to Team AVCon Incorporated and to Team AVCon Incorporated’s affiliates and subsidiaries (if any).
  • “AVCon Events” include all events produced by Team AVCon Incorporated, including, without limitation, the AVCon: Anime and Gaming Festival (commonly known and referred to herein as “AVCon”).
  • “AVCon Event Sites” refers to the Team AVCon site (www.avcon.org.au), all official Team AVCon Inc social media channels, and any other AVCon Event mobile applications.

Please read this Privacy Policy carefully to understand how we will treat your information.

1. Data Controller

Team AVCon Incorporated is the entity responsible for the handling of personal information under this Privacy Policy. Our registered address is:

Team AVCon Incorporated
Level 21, 25 Grenfell Street
Adelaide SA 5000

2. How We Collect Information

2.1. Directly From You

You may provide us with personal information in several ways, such as when you:

  • Purchase tickets and register for AVCon Events. When you purchase tickets for AVCon Events or register as an Attendee, artist, exhibitor, sponsor, panelist, creator, media, or photographer, we ask for your name, email address, age, and gender. This information is sometimes collected directly by us and sometimes indirectly through Team AVCon Incorporated’s service providers, such as the event registration platform. We may collect additional information from individuals who register as an artist, exhibitor, sponsor, panelist, creator, media, or photographer related to that individual’s role. For example, exhibitors must provide information about their company, details about plans for tables, and additional contact information.
  • Communicate with us by email, phone or through our website.
  • Subscribe to our mailing list.
  • Engage with us on social media platforms.
  • Participate in our competitions, surveys, or promotional activities.

2.2. From Third Parties

We work closely with third parties (for example, technical service providers, payment providers, promotion companies, advertising networks, and analytics providers) and may receive information about you from them.

Depending on the relationship and activity, they will provide us with certain information that will help us understand how you interact with our Services so we can tailor our marketing and provide better, more personalised Services to you. In some cases, third parties also provide us with information that helps us keep track of transactions, address technical or logistical issues, prevent fraud, or keep our community safe from security threats.

We may also receive and display information and content which you make publicly available on your social media account when you interact with any of our content, such as when you post using one of our promoted hashtags or respond to posts on our social media accounts.

3. How We Use Your Information

  • Purposes Directly Related to Our Services. We use your information to provide you with the Services you have requested, contact you if there is a problem with providing you with those Services, add your name to the lists for Services you have asked to receive, update your information with any changes you have requested to us, and to notify you if there are any issues with the Services.
  • Responding to “Contact us” requests. If you have submitted a “contact us” form on one of our websites or apps or emailed us asking us to contact you, your information will be used to respond to your request.
  • Sending Newsletters. With your consent, we will use your email address to send you Team AVCon Incorporated’s newsletter. You may withdraw this consent by using the unsubscribe link in any newsletter or by contacting us at marketing@avcon.org.au.
  • Technical support/assistance. We use your information to provide you with technical support and other assistance to use our websites or apps.

4. How We Share Your Information

We share your information under the following circumstances:

  • With your consent.
  • When we have a legitimate business interest.
  • To comply with our legal obligations, such as laws, regulations, search warrants, subpoenas, or court orders, or to exercise or defend legal claims.

The following paragraphs give further detail on circumstances when we may share your data:

  • Service Providers.  Like any other company, Team AVCon Incorporated uses a variety of third-party businesses and partners to market and provide our Services to you (“Service Providers”). These include but are not limited to business partners, suppliers, and subcontractors we contract with to provide you with the Services such as third-party payment processing. These Service Providers’ access to your information is limited to the information reasonably necessary to perform their limited functions, and our contracts with these vendors require that your data be treated in accordance with the terms of this Privacy Policy.
  • Giveaway sponsors/their affiliates. When you sign up for one of our giveaways, sweepstakes, contests, or other promotions, with your consent, we may share your information with the sponsor of the promotion and/or its affiliates. See specific promotion rules for details.
  • Exhibitors and Sponsors at Team AVCon Incorporated Events. Once you provide information to an exhibitor/sponsor, the privacy policy of that exhibitor/sponsor is controlling. Each exhibitor/sponsor has its own privacy policy. Please review their privacy policies before providing your consent to their collection of your data. We do not accept any responsibility or liability for these policies or for the data collection and use by these exhibitors/sponsors.
  • Safety. The owner of any Team AVCon Incorporated Event Site may disclose your information if it believes such disclosure is reasonably necessary to protect the safety, rights, or property of the public, any person, or Team AVCon Incorporated; to investigate, prevent, or otherwise address suspected fraud, harassment, or other violations of any law, rule, or regulation; to detect, prevent, or otherwise address security or technical issues; or as Team AVCon Incorporated believes is required by law, regulation, or legal process.
  • Change in control. If Team AVCon Incorporated engages in a merger, acquisition, disposition, change of control, bankruptcy, dissolution, reorganisation, or similar transaction or proceeding, or otherwise transfers the operations of such Team AVCon Incorporated Event or website that relates to your information, Team AVCon Incorporated will transfer your information to the successor entity.

5. Cookies

We and our third-party service providers use cookies and other tracking mechanisms to track information about your use of our Services. We may combine this information with other personal information we collect from you (and our third-party service providers may do so on our behalf).

“Cookies” are small data files that a website places on your browser when you visit the website. Cookies allow a website or third party to recognise your browser. There are three primary types of cookies:

  • Session cookies are specific to a particular visit and carry information as you view different pages within a website. Session cookies expire and delete themselves automatically in a short period of time, e.g., when you leave the website or when you close your browser.
  • Persistent cookies enable us to recognise you when you visit a Team AVCon Incorporated Event Site and remember your preferences. Persistent cookies are stored on your browser or mobile device until you choose to delete them, and otherwise typically delete themselves at expiration.
  • Third-party cookies are placed by someone other than Team AVCon Incorporated. They may gather browsing activity across multiple websites and sessions. They are usually persistent cookies and are stored until you delete them or until they expire based on the time period set in each third-party cookie.

The cookies used in connection with your use of the Services will generally fall within one of the following categories:

  • Necessary functionality: These cookies are essential to enable you to navigate the Team AVCon Incorporated Event Sites and access the Services in a safe and secure manner.
  • Important functionality: These cookies help us authenticate registered users.
  • Performance and Analytics: These cookies provide data on how the Services are functioning to help us improve the performance of the Services and the user experience.
  • Personalisation: These cookies allow us to personalise the content we display to you.

5.1. Choices Regarding Cookies

Most browser software can be set to reject all cookies, including third-party cookies. If you choose to reject our cookies, however, your ability to access and use the Services may be limited. Typically, the cookie settings are within the “options” or “preferences” menu in your browser. The links below provide information about cookie settings for some commonly used browsers:

  • Internet Explorer/Microsoft Edge
  • Chrome
  • Safari
  • Firefox

You can opt-out of interest-based advertising on the Team AVCon Incorporated Event Sites by rejecting cookies. Please note that even if you reject cookies and opt-out of interest-based advertising, you will continue to receive generic advertisements through the Services.

To opt out of interest-based advertising, you may use the following links provided by third parties that manage opt outs for some ad networks:
https://www.youronlinechoices.com/ie/your-ad-choices
https://policies.google.com/privacy/partners
http://preferences-mgr.truste.com
http://www.networkadvertising.org/managing/opt_out.asp
http://www.aboutads.info/

Note: If you delete cookies, use a different device, or change web browsers, you may need to opt out again.

6. Aggregated Data

We collect a variety of aggregated data about how you and other users use our Services. This aggregated data is anonymised and not connected to any individual.

  • We collect information about your device when you access our Services electronically, including IP address, browser information (including referring URL), cookie information, and advertising ID (which is a unique, user-resettable identification number for advertising associated with a mobile device).
  • We automatically collect and store information about your use of our websites and the Services you receive through those sites, such as your engagement with particular content, including links you have followed and pages you have requested, and how often and when you engage with any of our websites.

7. How We Store Your Information

  • We store information that we collect on our websites, on our own servers, and/or on servers operated by third parties. These third-party servers are located in the United States and Europe.
  • We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or our data retention policies unless a longer retention period is required by law. For example, if you have signed up to receive a newsletter, we will retain your name and email address until you unsubscribe from that newsletter (unless you have provided it for some other purpose as well). Within a reasonable period of time after your information is no longer required for any of the purposes outlined in this policy, we will delete it.

8. How We Protect Your Information

  • We take reasonable and appropriate security measures to protect unauthorised access, alteration, or destruction of data located on and collected by our Services. Sensitive and private data exchange between the Site and its Users happens over an SSL secured communication channel and is encrypted and protected with digital signatures. We exercise reasonable care to protect your nonpublic personal information. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. While we strive to protect your nonpublic personal information, we cannot guarantee the security of any information you transmit to us or receive from us while it is in transit. Once we receive your personal information, we maintain physical, electronic, and procedural safeguards to protect it. If a data breach occurs, we will notify you within 72 hours (if reasonably feasible). If we are unable to notify within 72 hours, our notice will be accompanied by reasons for the delay.
  • The Team AVCon Incorporated Event Sites may contain links or references to other sites in addition to the ones we have already mentioned. Please be aware that we do not control such other sites and that, in any case, this Privacy Policy does not apply to those sites. We encourage you to read the privacy policy of every site you visit.

9. Your Rights Under Australian Law

Under the Australian Privacy Act, you have the right to:

  • Access and correct your personal information.
  • Withdraw consent for marketing communications.
  • Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy rights have been violated.

10. How We Handle Children’s Information (for Parents)

Team AVCon Incorporated makes commercially reasonable efforts with respect to the collection and protection of the data of children.

Our Team AVCon Incorporated Event Sites are general audience websites, intended for use by individuals over the age of thirteen (13).

Team AVCon Incorporated does not market to and does not knowingly collect any personally identifiable information from children under the age of thirteen (13) through the Services.

If you are a parent or guardian of a child who is under 13 years old and using our Services, please contact us at privacy@avcon.org.au to request deletion of any personal information we may have collected about the child. For privacy reasons, we may request proof of relationship to the child.

11. Links to Third-Party Websites

Our Services, newsletters, email updates, and other communications may, from time to time, contain links to and from the websites of others, advertisers, and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

12. Changes to the Privacy Policy

We may revise and update our Privacy Policy from time to time at our sole discretion. We will notify you when we make changes to our Privacy Policy by posting on this page and by revising the “Effective Date” date at the top of this page.  All changes are effective immediately when we post them and apply to all access to and use of the Services thereafter. Please check back frequently to see any updates or changes to our Privacy Policy. If you do not agree or consent to these updates or changes, do not continue to use the Services.

13. Contact Us

For privacy-related inquiries or requests, please contact:

Via Mail
Team AVCon Incorporated
P.O. Box 9
Rundle Mall SA 5000

Via Email
privacy@avcon.org.au

By using our Services, you acknowledge that you have read and understood this Privacy Policy.

Programming Participant Code of Conduct

Effective Date: 19/02/2026

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, volunteers, contractors, and authorised persons acting on its behalf.
  • “AVCon Event” refers to any event, activation, screening, showcase, appearance, or program operated or officially presented by Team AVCon Inc., including AVCon and any associated events throughout the year.
  • “Participant” refers to any panelist, performer, presenter, MC, host, moderator, facilitator, judge, guest, or other individual delivering or contributing to a Program at an AVCon Event, whether volunteer, invited guest, or paid.
  • “Program” refers to any scheduled panel, performance, workshop, screening, competition, stage event, hosted segment, or similar activity delivered at an AVCon Event.
  • “Venue” refers to the physical or digital space in which the AVCon Event is conducted.

2. Scope and Application

This Code of Conduct applies to all Participants involved in any AVCon Event.

By agreeing to participate in an AVCon Event, the Participant agrees to comply with this Code of Conduct.

This Code applies:

  • During the delivery of any Program
  • During bump-in, bump-out, rehearsals, and briefings
  • During official promotional activities
  • On social media where the Participant is representing, promoting, or publicly associated with an AVCon Event

3. Eligibility and Participation Standards

Participants must:

  • Be capable of delivering the Program as described in their approved application or agreement.
  • Provide accurate information regarding the nature and content of their Program.
  • Follow all instructions provided by Team AVCon Inc. staff or Venue management.
  • Comply with all applicable laws and Venue requirements

Team AVCon Inc. reserves the right to approve, modify, reschedule, or decline any Program at its discretion.

4. Professional Conduct

AVCon is a community-focused event. Participants are expected to contribute to a safe, inclusive, and respectful environment.

Participants must:

  • Treat attendees, staff, volunteers, other Participants, and Venue personnel with respect.
  • Communicate professionally.
  • Avoid harassment, discrimination, intimidation, or disruptive behaviour.
  • Avoid conduct that may reasonably damage the reputation of AVCon or its community.

Participants must not:

  • Engage in bullying or hate speech
  • Target individuals or groups with abusive or degrading language
  • Encourage unsafe behaviour
  • Promote illegal activity

Team AVCon Inc. may remove any Participant whose conduct breaches these standards.

5. Content Standards

All Program content must:

  • Align with the approved description submitted to Team AVCon Inc.
  • Be suitable for the classification of the scheduled session.
  • Comply with Australian law.

If a Program is designated as general audience, content must not include material likely to be widely considered inappropriate, offensive, sexually explicit, or excessively violent.

If a Program is designated as 18+, this will be clearly marked by Team AVCon Inc. Participants must not introduce mature content into sessions that have not been approved as 18+.

Prohibited content includes:

  • Material refused classification under Australian law.
  • Sexually explicit content involving minors or characters depicted as minors.
  • Hateful or discriminatory material targeting protected groups.
  • Content promoting self-harm, terrorism, or illegal drug use.
  • Misleading or deceptive information presented as fact.

Programs must not be used to promote political parties, candidates, or religious movements.

6. Artificial Intelligence and Generated Content

AVCon supports creative integrity and original work.

Participants must not use generative artificial intelligence tools to create, script, draft, compose, generate, or materially assist in the development of any part of their Program content.

This includes, but is not limited to:

  • Presentation slides
  • Written scripts
  • Artwork or visuals
  • Audio or voice generation
  • Music
  • Video content
  • Character likenesses
  • Performance material

Participants must present original content created through their own creative process or properly licensed third-party material.

The use of AI-generated or AI-assisted creative content within a Program is not permitted.

Standard spelling, grammar, or formatting tools that do not generate substantive creative content are acceptable.

Team AVCon Inc. reserves the right to review materials and remove any Program that contains AI-generated content.

7. Recording and Streaming

Recording and streaming of Programs is encouraged unless explicitly stated otherwise by Team AVCon Inc.

Participants may record or stream their own session provided that:

  • It does not disrupt the Venue or other Programs
  • It complies with any stated restrictions for that session
  • It does not capture individuals who have requested not to be recorded

If a session is designated as non-recordable, Participants must comply with that direction.

Team AVCon Inc. may record or stream Programs for promotional or archival purposes.

8. Sponsorship and Self-Promotion

Participants may promote their own work, brand, or projects during their Program in a reasonable and relevant manner.

Participants must not:

  • Conduct unauthorised commercial advertising.
  • Sell products or services without prior approval.
  • Introduce undisclosed sponsorships.
  • Promote third-party brands in a way that conflicts with AVCon’s sponsors or values.

Any commercial partnerships or sponsorship integrations must be disclosed and approved in advance.

9. Safety and Technical Compliance

Participants must:

  • Comply with all safety directions from Team AVCon Inc. and Venue management.
  • Ensure any equipment brought onsite is safe and compliant with Australian standards.
  • Not obstruct aisles, exits, or emergency pathways.
  • Attend required briefings if scheduled.

Team AVCon Inc. may modify staging, equipment usage, or session delivery if safety concerns arise.

10. Social Media and Public Conduct

Where a Participant publicly associates themselves with an AVCon Event, they must:

  • Avoid statements that misrepresent Team AVCon Inc. policies or positions.
  • Not disclose confidential or internal information.
  • Avoid conduct that could reasonably damage the reputation of AVCon or its community.

This does not restrict lawful personal expression unrelated to AVCon.

11. Authority and Enforcement

Team AVCon Inc. reserves the right to:

  • Issue warnings.
  • Modify or cancel a Program.
  • Remove a Participant from an AVCon Event.
  • Decline future participation.

Serious misconduct may result in removal from the Venue without compensation and exclusion from future Team AVCon Inc. events.

Decisions made by Team AVCon Inc. regarding enforcement are final.

12. Liability

Participants take part in AVCon Events at their own risk.

To the extent permitted by law, Team AVCon Inc. and the Venue accept no responsibility for loss, damage, or injury arising from participation in a Program.

Nothing in this Code limits any rights under Australian Consumer Law.

13. Acknowledgement

By participating in an AVCon Event, the Participant confirms they have read, understood, and agree to comply with this Programming Participant Code of Conduct.

Ticketing Terms and Policies

Effective Date: 28/11/2025

1. Interpretation

1.1. Definitions

  • “Team AVCon Inc.” refers to Team AVCon Incorporated and its representatives, officers, agents, associates, business entities, assignees, or other authorised persons acting on its behalf.
  • “Event” refers to any Team AVCon Incorporated event, including the AVCon: Adelaide’s Anime and Gaming Festival.
  • “Ticket” refers to the purchased physical ticket or a printed/digital copy of the ticket purchase which grants the holder access to the Event as per the terms specified at the time of sale.
  • “Badge” refers to the physical plastic pass issued for the Event. This is required for entry and access to specific areas, and sessions during the Event. Badges are allocated depending on what kind of entry and what role within the event the holder requires.
  • “Wristband” refers to the paper band with unique identifying markings that will be used to identify attendees aged 18 years and above for the purposes of attendance to 18+ mature events. Wristbands are allocated by Team AVCon ticketing staff after professional security has verified age by identification.
  • “Purchaser” refers to the individual that buys a Ticket for the event, whether for personal use or on behalf of another attendee.
  • “Holder” refers to the individual in possession of a valid Ticket or Badge.

2. General

Team AVCon Inc. reserves the right to modify or update this policy at any time without prior notice.

To attend and/or participate in any ticketed Event, you must comply with these ticketing terms and policies. Violation of these terms may result in forfeiture of your Event Ticket, Badge, expulsion from the Event, and/or barring from future Team AVCon Inc. Events.

By purchasing a Ticket for the Event, you agree to the following terms and policies. Additional conditions may apply based on venue-specific rules.

  • Tickets/Badges are non-refundable for changes to the advertised program, including guest withdrawals, rescheduling, or substitutions.
  • All Event details are subject to change. Please confirm the date, time, and location before attending. Check the Team AVCon Inc. channels for up-to-date information on schedules and venue policies.
  • By purchasing a Ticket, you agree to the AVCon Code of Conduct, available here. Team AVCon Inc. reserves the right to amend the AVCon Code of Conduct at any time before or during the Event.
  • Children aged 12 and under receive a free Child Day Badge when accompanied by a paid Holder (limit of two free Child Day Badges per paid Ticket).
  • All Ticket prices include Goods and Services Tax (GST).
  • All Ticket prices advertised through Team AVCon Inc. do not include the authorised online ticket outlet third-party booking fees.
  • Team AVCon Inc. accepts Companion Cards, allowing companions of individuals with significant and permanent disabilities to enter without charge.
  • If purchasing a concession Ticket, the Holder must present valid identification to receive the Event Badge. See the South Australian Concession Finder for acceptable forms of ID. Failure to provide valid identification may result in denied entry with that Ticket.

3. Refunds

  • Tickets are non-refundable for changes to the advertised program, including guest withdrawals, individual events rescheduling, substitutions or cancelled.
  • Refunds will be considered in cases of illness, injury, or other extenuating personal circumstances that prevent attendance. Supporting documentation may be required. All such requests are subject to Team AVCon Inc.’s discretion and should be submitted as early as possible.
  • If the Event is canceled, rescheduled, or significantly relocated (excluding government mandates or acts of God), you are entitled to a refund. However, Team AVCon Inc. is not responsible for additional expenses such as travel, parking, childcare, or accommodation.
  • For Tickets purchased online, refund requests may be submitted up until 11:59 PM the day before the Event through the ticketing platform. For AVCon 2026, this means refund requests must be received by July 3, 2026. Refunds will be processed in accordance with the ticketing provider’s policies and timelines. Please note any fees from the ticketing provider will not be refunded.
  • For physical Tickets bought through an authorised ticketing partner, please contact the ticketing team directly via ticketing@avcon.org.au to discuss refund eligibility and processing.

4. Ticket Changes and Exchanges

  • Ticket prices may change without notice.
  • Tickets must be purchased only through Team AVCon Inc.’s official online ticketing outlet or authorised physical ticketing partners.
  • A Ticket may be upgraded to a higher-priced Ticket for a nominal fee, subject to availability by emailing ticketing@avcon.org.au.
  • Reselling Tickets without Team AVCon Inc.’s written consent is prohibited. Unauthorised resale may result in Ticket cancellation without refund, and the Holder may be denied entry.
  • The Ticket Purchaser is responsible for all purchased or reserved Event Tickets. Lost or stolen Tickets may be reissued if proof of purchase and/or Ticket number is provided.
  • If a payment is reversed (e.g., chargeback), the associated Tickets may be invalidated, and the Purchaser and Holder may be barred from future Team AVCon Inc. Events.
  • Entry may be refused if Tickets are damaged or defaced.
  • Maximum Ticket limits may apply. Orders exceeding these limits may be canceled with compensation.

5. Badge Pickup

  • Pre-purchased Tickets must be exchanged for a Badge prior to entry of the Event.
  • Badge pickup times will be communicated via Team AVCon Inc.’s online channels closer to the Event.
  • Holders may collect all Badges on behalf of the Ticket Purchaser if proof of purchase is provided at the Ticketing Booth.
  • Each Badge must be used by the same person for all Event days.

5.1. Required for Badge Pickup

  • For Tickets purchased online, the Holder must present a valid confirmation containing the QR code. This can be provided as a printed copy of the Ticket confirmation with the QR code clearly visible or a digital version displayed on a mobile device with the QR code scannable.
  • For physical Tickets bought through an authorised ticketing partner, the Holder must present the physical Ticket with the QR Code clearly visible.
  • If the Ticket is a concession Ticket, the Holder must present valid identification to receive the Event Badge. See the South Australian Concession Finder for acceptable forms of ID. Failure to provide valid identification may result in denied entry.
  • If the Holder requires an Event Badge for their companion or carer, the Holder must present their Companion Card.

5.2. Wristbands

Wristbands may be used to signify entry into an 18+ area or Event.

  • A ticketing representative will apply the wristband immediately upon pickup.
  • Tampering with or removing the wristband may result in denied entry.
  • Wristbands may be reissued only if proof of purchase and/or the ticket number is provided.
  • Wristbands will only be issued upon verification of age with a valid government-issued photo ID.
  • Attendees may NOT escort individuals under 18 into 18+ sessions or events.

6. Merchandise Items

Some Event tickets may include merchandise. Redemption details will be outlined on the Event page and communicated via the email address used to purchase the Ticket.

  • Unless otherwise stated, all merchandise must be collected at the Venue.
  • The Badge Holder is responsible for picking up any included merchandise.
  • Merchandise items become void after the Event concludes. No refunds will be issued for unclaimed items.

7. Third Party Sales/Ticket Resellers

  • Humanitix is the only official online ticketing provider for Team AVCon Inc. For a list of our authorised physical ticket outlets, refer to our website.
  • Resale of Team AVCon Inc. Event Tickets via unauthorised third-party platforms is strictly prohibited.
  • Purchasing Tickets from unauthorised resellers or third parties is highly discouraged. Tickets purchased from unauthorised resellers or third-party platforms are not guaranteed to be valid or authentic. Team AVCon Inc. is not responsible for any issues arising from the purchase of tickets through unauthorised sources, including but not limited to:
    • Monetary loss
    • Loss or theft of personal information
    • Invalid or counterfeit tickets resulting in denied entry
  • Team AVCon Inc. will not provide refunds, exchanges, or assistance for Tickets purchased outside of official sales channels. It is the responsibility of the Purchaser to ensure Tickets are obtained from authorised sources.

8. Inquiries or Complaints

For questions or complaints, contact us at ticketing@avcon.org.au.

These terms comply with Australian Consumer Law, ensuring your rights are protected.