Polar Vortex 2024

PV Convention Policies & Code of Conduct

Polar Vortex is a family friendly event and is dedicated to providing a fun, safe tabletop gaming convention experience for everyone. We expect all attendees to treat each other with common courtesy and respect. Some areas leading to Polar Vortex event space may be shared with Sheraton events; please be respectful to all guests of these locations.

By purchasing a Polar Vortex badge you agree to abide by the rules and policies set by Polar Vortex Game Convention. If you have questions, please ask a staff member. Polar Vortex reserves the right to revoke the badge(s) of any guest(s) at any time for any reason.

The following policies apply to anyone attending Polar Vortex.

Convention Rules

Harassment Policy

As a family friendly convention, we will not tolerate unacceptable behavior. Unacceptable behaviors include: vulgar, intimidating, harassing, abusive, derogatory, discriminatory, or demeaning conduct towards any attendees, convention staff of Polar Vortex, hotel staff, or hotel guests. Disorderly drunkenness, excessive rudeness, and overuse of profanity will also not be tolerated.

Harassment includes:

COSPLAY IS NOT CONSENT to be inappropriate.

Participants asked to cease harassing behavior are expected to do so immediately. Even if you do not agree with the recipient of said harassment, you must stop.

Please report any violations of the harassment policy to staff at Registration.


Convention management reserves the right to deny entry or remove any person from the event behaving in a manner which event management considers disruptive. Engaging in any of these acts puts you at risk for immediate removal from the convention without refund, and a permanent ban from Polar Vortex in the future.

All of the following constitute grounds for expulsion from the convention without refund:

Theft will not be tolerated

If you are caught stealing from anyone at Polar Vortex (attendees, vendors, the hotel, guests) we will take enforcement action up to and including expelling you from the convention without refund, banning you from future conventions, and contacting law enforcement.


Smoking and vaping is not allowed inside the hotel. Please use the designated smoking area outside the facility found between the Hotel's main entrance and the main entrance of the event.

Lost or Misplaced Badges and Event Tickets

We cannot replace lost, stolen, or forgotten badges or event tickets. Such items must be repurchased at full cost. We recommend that you check with the Registration Desk to see if your materials have been turned in to Lost & Found. Polar Vortex Game Convention assumes no responsibility for lost, stolen, or forgotten materials.

Lost & Found

Lost and Found will be located at the Registration Desk until 4 p.m. Sunday. If you have lost an item, please check with the Registration Desk. We will attempt to discover ownership of lost items, and may ask for assistance in this matter.

Costumes and Weapons

Costumes are encouraged! However, no weapons of any kind, either real or life-like are allowed. This may include any such items the convention staff deems inappropriate such as blades, unsafe boffer weapons, non-medical canes, staves, or walking sticks.

Remember people, COSPLAY IS NOT CONSENT. Don't be a jerk.

Rules for Young Adventurers

Polar Vortex Game Convention welcomes families!

Children 12 and under who are merely accompanying a badge owning parent/guardian may be present at the convention, but must have a badge to participate in any games/events. A free Child Badge may be purchased alongside the purchase of an accompanying adult badge, or requested at Registration by a badge carrying parent/guardian. However, children 12 and under are still required to buy individual game tickets if they wish to participate in games/events.

All children 12 and under must be accompanied by an adult at all times during the convention. Parents/guardians of children 13-17 must remain on site and/or be easily and quickly available on site in case of need. Please provide contact information on the back of the child’s badge in case of emergency or accidental separation.

The convention does not have a child care service. Polar Vortex, it's staff, volunteers, nor judges/gamemasters will take responsibility for your children. Parents/guardians are responsible for your children and younger teens. Please keep them in sight at all times.

If you get separated from your child, please alert Registration immediately so announcements can be made and Hotel staff can be informed. All efforts will be made to reunite you with them.

Privacy Policy

We only have access to/collect information that you voluntarily give us through tabletop.events, via email, or other direct contact from you. We will not sell or rent this information to anyone.

We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of Polar Vortex, our venue in order to resolve issues with the hotel, or than the below.

General Waiver of Liability

By being admitted to Polar Vortex Game Convention, all attendees and his/her/their ward(s) and/or guardian(s) hereby: (I) releases Polar Vortex Game Convention and its convention partners from any liability for loss or damage to persons or property, infringement of any right, or any other claim of course of action of any kind; (II) authorizes and permits Polar Vortex Game Convention and its designees to use his/her/their name, voice, likeness, and all reproductions thereof, in all media now and hereafter known for all purposes in perpetuity; and (III) agrees to comply with all the rules and regulations of the convention.