Regulations of the Fan Initiatives Gord at Pyrkon

Regulations of the Fan Initiatives Gord at Pyrkon 2025

1. These Regulations of the Fan Initiatives Gord, hereafter referred to as the FIG or Zone, govern the rules of the Zone at the Pyrkon 2025 Fan Convention. In matters not covered by these Rules and Regulations, the Rules and Regulations of the Pyrkon 2025 Fan Convention shall apply. The definitions used below are consistent with those explained in the main regulations.
2. The FIG is a space designed to enable fantasy-related groupings (hereafter referred to as Groups) to promote their activities.
3. Acceptance of a Group’s application is based on direct email contact with the FIG organizer (hereinafter referred to as the Organizer), which can be initiated by filling out a form available on the Pyrkon website. The Organizer reserves the right to accept only selected applications. The decision to accept the Group is influenced by:
   • The compatibility of the group’s activities with the profile of Pyrkon’s activities;
   • The provision of a plan for the attractions, events and/or booth that the Group would like to organize as part of the FIG;
   • Informing the Organizer of the Group’s needs and determining the Organizer’s ability to provide them, particularly when it comes to tables, chairs, structures and electrical connections no later than 7.04.2025;
4. The group whose application has been accepted is entitled to tickets for those organizing the booth, attractions or events, in the number agreed upon with the Organizer. This number is calculated based on the number and size of attractions and events organized by the Group.
5. A group whose application has been accepted will be assigned places where its booth should be set up or where events and attractions created by the group should be organized.
6. The group undertakes to provide attractions, events and a booth in the scope and concept agreed upon with the Organizer.
7. The group exhibiting a booth within the Zone undertakes that the booth will be open at least from 12:00 p.m. to 11:00 p.m. on Friday, from 9:00 a.m. to 11:00 p.m. on Saturday and from 9:00 a.m. to 5:00 p.m. on Sunday. An open booth is a booth that is fully spread out (in accordance with its concept agreed upon with the Organizer) with at least half of the Group’s people (or the number agreed upon in writing with the Organizer by arrangement) present. Any deviation from this point must be agreed upon with the organizer of the Fan Initiatives Gord.
8. The group agrees not to disrupt other booths, events and attractions, especially by making excessively loud noises coming from the booth.
9. Groups shall endeavor to resolve conflicts amicably and with mutual respect, particularly those arising from interference with the operation of other booths by a Group or the operation of a Group’s booth by another booths. If reaching an agreement does not seem possible, the Groups shall seek assistance from the Organizer and agree to comply with their verdict.
10. The Group agrees not to use power connections at the booth for any other purpose than those established and approved by the Organizer.
11. The group is responsible for the maintaining order and presentable appearance of the booth.
12. Any trading within the booth is prohibited.
13. The distribution of leaflets is prohibited. For Groups that do not have a booth, it is permitted to distribute flyers only at the place and time of the attraction or event organized by the Group, if the Organizer has given direct permission for them to do so. If the fact of illegal distribution of leaflets is found, the organizer may impose a fine of not less than PLN 1,500 on the distributor.
14. It is forbidden for Groups to sell or give away food and drinks for free, except for pre-packaged snacks.
15. Persons who are currently operating a booth, attraction or event organized by the Group must not be under the influence of alcohol or other intoxicating substances under pain of removal of such persons from the Convention area and, in special cases, the entire group.
16. Groups agree to inform the Organizer of the Fan Initiatives Gord by phone about emergencies and events during the Convention that may affect the operation of the FIG, disrupt the course of Pyrkon, and especially when they may pose a danger.
17. Groups undertake to follow the instructions of the hall master, organizers and volunteers.
18. The Organizer does not provide the Group with T-shirts or gadgets.
19. The Organizer provides the Group with an overnight stay at the hall where the Zone is located, in a place designated for this purpose.
20. The Organizer reserves the right to change the regulations. The current wording of the regulations is available on the Pyrkon website.
21. The group undertakes to send a copy of the agreement signed with a qualified signature or via epuap to the e-mail address: [email protected], or 2 copies of the signed agreement by mail to the address: Słowackiego 13/116, 60-822 Poznań within 2 weeks of receiving the document electronically.
22. The fee for the Group to exhibit at the FIG is twice the price of the tickets the group received (the price of one ticket is PLN 339). The group whose application has been accepted undertakes to pay the fee 45 days after the end of the Convention at the latest.
23. The above fee may be reduced by up to 100% of its value if the Group fulfills all provisions of the concluded agreement. The reduction of the Fee amount is decided by the Organizer, and the Group will be informed of the final Fee amount within 15 days after the end of the Convention. In the absence of timely communication of the final amount by the Organizer, a discount of 100% is assumed.
24. Events and attractions created by the Group may be promoted during the Convention by posting an announcement on a designated Board. Announcements are posted only by the Organizer or his designees. The posting of the announcement is subject to the approval of the Organizer and the preparation of a template for the announcement by the Group and its delivery before the start of the Convention.