Welcome to the FAQ for Ascendio, the eighth Harry Potter fan event hosted by HPEF! Whether you went to Infinitus or Nimbus – 2003 or any of our events in between, or you’re a newbie to our Harry Potter fan events or fancons in general, we recommend reading our FAQ so you can learn more about the magic of Ascendio, Harry Potter fans and our fandom.
- What is Ascendio?
- Where is it?
- When is it?
- Who can go?
- Do I need to buy park tickets to attend Ascendio?
- Will J.K. Rowling/Daniel Radcliffe/Emma Watson/Rupert Grint/etc. be there?
- Will I be sorted into a House at Ascendio?
- Are any events open to the public (without a registration)?
- Can I bring my pet?
- What is HPEF’s policy on harassment?
- Who’s on the Con Team?
- This is my first ever conference! Do you have any tips?
- I’ve read the entire FAQ and I still have questions. What should I do?
HPEF’s eighth event, Ascendio, is a Harry Potter symposium open to all Harry Potter scholars and fans. Programming for Ascendio is geared towards an adult audience, and features presentations, music, and arts and crafts, as well as meet-ups, social events and general tomfoolery. HPEF’s other events have included Nimbus 2003 (Orlando), The Witching Hour(2005, Salem), Lumos (2006, Las Vegas), Prophecy (2007, Toronto), Portus (2008, Dallas), Azkatraz (2009, San Francisco) and Infinitus (2010, Universal Orlando Resort). [top | section top]
Ascendio will be held at the Loews Portofino Bay Hotel at Universal Orlando® in Orlando, Florida. [top | section top]
Anyone over age 13 can register for Ascendio, but those between the ages of 13 and 17 (as of July 12, 2012) must be accompanied by a parent, a legal guardian or a chaperone who is (a) over the age of 21 and (b) appointed by the parent or legal guardian pursuant to our Parental Permission Form. The parent, guardian or chaperone must have at least a day registration for each day the relevant minor has any type of registration.Like past HPEF conferences, programming for Ascendio is a geared towards an adult audience, and parents should be advised that some programming may contain mature themes and language.
We’ve been having some issues uploading the PDFs to the website, but we’ve created Google Documents for the two chaperone forms. If you are bringing your own child or grandchild, or your legal partner’s child or grandchild, you do not need to fill out the form (but there’s no downside in doing so). If you are the chaperone for a minor, the parents of that minor need to sign fill out and sign one of these forms, and you need to bring it to registration; the minor in question cannot pick up his or her registration packet without it.
Where the minor is a US resident
Where the minor is not a US resident
[top | section top]
No – park tickets are not required for any Ascendio programming. If you would like to visit any theme park outside of Ascendio events, you will need to purchase park tickets. Park admission is not included in your Ascendio registration or hotel reservation. We will not be selling Park tickets via the Ascendio registration page or at the on-site registration desk. Discounted tickets, after-two tickets and multi-day tickets will be available in advance in 2012. [top | section top]
We have not contracted with any of them, but, of course, we will certainly welcome them if they choose to show up! Chris Rankin (Percy Weasley) and Afshan Azad (Padma Patil) will, however, be appearing at Ascendio; it’ll be Chris’s fourth HPEF event and Afshan’s first time at the Wizarding World of Harry Potter – or at a fancon! [top | section top]
No, although our registration system asks what House you choose – just for fun! We will also host Meet-Ups for the four Houses; if you’re interested in hosting a Meet-Up for your house (self-chosen or Pottermore-assigned) or for Beauxbatons or Durmstrang, you can offer to do so here. [top | section top]
Anyone can purchase a Night of a Thousand Wizards PLUS ticket for $155 via our registration page, and registrants can purchase an additional ticket to Night of a Thousand Wizards, or admission to our Welcome Feast or Leaving Feast, for friends and family. [top | section top]
No. For the health, safety and comfort of all, only service animals are allowed at Ascendio. If you have a service animal that you plan to bring, you should indicate it on your registration. If you can, please also let us know what type of service animal you are bringing at email@example.com, so we can help people with severe animal allergies know what sorts of animals may be present. [top | section top]
HPEF has created a Code of Conduct based on our past events and our volunteers’ and attendees’ expectations for Ascendio. Please review it in advance; harassment will not be tolerated under any circumstances. [top | section top]
Yes! The convention organizers’ biggest tip is the 5-2-1 rule: in every 24-hour period, you should get 5 hours of sleep, eat 2 substantial meals, and take 1 shower. It’s Ascendio Arithmancy, and while it might seem silly now, when you’re actually at the conference, it’s a useful policy! It’s easy to get excited and overwhelmed and forget these basic requirements for life.Recently, some HPEF con attendees put together a “Con-goer’s Guide.” It’s available publicly on Google Docs. While this isn’t an official document, lots of people agree that it offers good advice. [top | section top]
Contact us at firstname.lastname@example.org! [top | section top]
- What kind of formal programming will be at Ascendio?
- How can I present at Ascendio?
- Do presenters get a special rate?
- I am an artist. Can I show or sell my art at Ascendio?
- I am a crafter. Can I show or sell my crafts at Ascendio?
- Will there be fanfic readings?
- Will there be professional fiction readings?
- Will there be a Ball?
- Will there be wizard rock?
- Will there be podcasts?
- Will there be cosplay?
- Will there be meet-ups?
- Will there be Quidditch?
- Will there be a gallery?
- Will there be a craft fair?
- Will there be a vendor room?
- Will there be a vidshow?
- Will the proceedings be published?
Ascendio’s formal programming is about the Harry Potter books, as well as the phenomenon of Harry Potter fandom. Generally, formal programming is structured in one of four ways: a lecture with questions from the audience at the end; a panel with questions from the audience at the end; a roundtable discussion; or a workshop session where one person leads the rest in completing a project (for instance, wand-making or editing each other’s stories). The tone of programming ranges from extremely formal to extremely informal. You can learn more about our programming submission process, sessions and themes here. [top | section top]
Information about how to present at Ascendio is in the Call for Papers, which includes detailed information on our theme, types of programming, deadlines and more. You can also jump straight to our Proposal Submission Form. [top | section top]
Yes, and more information about how to do this click here. [top | section top]
Yes, Click here for more information . [top | section top]
Yes! There will be fanfic readings. For now, if you are interested in being involved (not just attending but reading or having your fanfic read), you can contact Ravenna C. Tan at email@example.com. More information about fanfic readings will appear on this site as time goes on. [top | section top]
HPEF events have long included novelists among our conference guests. This time, Lev Grossman (The Magicians, The Magician King), Aimee Carter (The Goddess Test, Goddess Interrupted) and Beth Revis are among our special guests, and we’re talking with other YA, fantasty and fandom-friendly authors as well. If you’re a published author and are interested in doing a reading or a signing, please contact Ravenna C. Tan at firstname.lastname@example.org. [top | section top]
Yes! On Thursday, July 12, we’ll be hosting a series of Wrock concerts at the Portofino Bay Resort from noon to 6 p.m. The list of bands is not finalized yet, but we’ll be announcing more over the next few months on Twitter and Facebook, as well as on the website. The Thursday concerts are included with all Full and Merlin’s Circle registrations, and a separate Thursday day-pass can be purchased in our Registration System for $50; the Thursday pass allows the holder to attend all Thursday programming at the hotel, including all the Thursday concerts, and to purchase two tickets to our private park event – Night of a Thousand Wizards 2 – on Thursday night from 8 PM until 1 AM. Also, the Wands By Wands By Wizards Revue on Saturday night will include wrock songs and some wrockers as well as filkers. We welcome any wrockers to contact us about scheduling acoustic gigs. [top | section top]
We aren’t sure yet! We certainly hope so. If you run a podcast and would like to record at Ascendio, please email email@example.com to discuss how we can make that happen. [top | section top]
Definitely. In addition to attendees dressing up throughout the conference – including at the To The Manor Ball on Saturday night – we are going to hold a Fashion Show on Saturday afternoon. If you’re interested in helping out or taking part, contact Perseus LePage for preliminary information at firstname.lastname@example.org. [top | section top]
Yes. We’re planning for meet-ups on Thursday (daytime) and Friday (evening), probably dovetailing with our fanfic readings, and if you let us know about your planned meet-up early, we can put it in the program! Email Noeon at email@example.com to start planning your event or click here for the latest listings. [top | section top]
Yes. We aren’t sure of the details yet, but we’re discussing things with the International Quidditch Association, to create a funner-than-ever Quidditch experience! Check this page for the latest updates. [top | section top]
Yes! Yes, and more information about how to do this click here if you’d like to be part of it. [top | section top]
Yes, and we’re looking for someone to run it. That could be you – email firstname.lastname@example.org! Click here for more information on crafters who have signed up so far.. [top | section top]
Yes, we will. We will update the site to let you know what vendors are attending once we know. If you’re a vendor, take a look at the Press, Business & Sponsors section of the FAQ or click here to visit the Vendor Information Page. [top | section top]
Almost certainly. We’re looking for a person to be in charge of it. Email email@example.com to offer! [top | section top]
We hope so! All accepted presenters will be asked to submit their papers or panel outlines in advance of the symposium so that we can make them available for publication. Also, we are working with CMC to arrange for recordings of the programming sessions, and they will be available for sale at Ascendio, and online afterwards. [top | section top]
If you’re interested in helping out with Ascendio, there’s something terrific for you to do in Orlando in July. Remember, you need a registration for the day(s) that you want to volunteer, except that everyoneis invited to help out on Wednesday when we stuff registration packs, to work the door at the To the Manor Ball, and on Sunday for the Auction and Raffle.Some of the areas where you can help include:
- Security (you get a cool t-shirt!)
- Programming Prefects (essentially room monitors for Formal Programming sessions)
- Common Room staff (help monitor our Common Room… and enjoy the festivities at the same time!)
- Registration desk
- Meet & Greet desk (love to give directions/explain things to people? This is for you!)
- Decorations (on site, this includes decorating before the ball, and more!)
Click here fill out the Volunteer Form and be placed in our Database; we’ll get in touch with you and put you on a team within a day or two.
Ascendio is run entirely by volunteers. From the board and senior staff to the on-site volunteers, HPEF events wouldn’t be what they are without help and commitment from its attendees. By volunteering, you can help shape Ascendio, meet fellow fans before the symposium, and gain an insider’s viewpoint to event planning.
Plus, we’re having a reception or two for our volunteers, and if you help out onsite, you’re cordially invited!
We’re also still looking for a Craft Fair coordinator, who will be in charge of the Craft Fair (this job will only require one afternoon’s work on-site, since the Craft Fair does not take place over the course of the entire con, but it will require some extensive coordination beforehand).
We’re hosting a registration packet assembly event near Boston in early July. Email the Registrars at firstname.lastname@example.org if you’re in the area and available to help.
Fill out our Volunteer Interest Form or email to email@example.com get on the list of volunteers! We need all kinds of people to help us at Ascendio. Some jobs are:
- Prefects make sure that formal programming is running smoothly and on time. This job involves sitting in the back of programming rooms and warning presenters when their time is almost up, then helping them pass mics around and making sure questions run smoothly. It is probably best done by somebody who is not intimidated by speaking in front of groups of people!
- Security volunteers check badges, take tickets, and make sure that people queue neatly for any queue-able events. They are primarily there to ensure that our convention space is safe for the attendees, and they communicate with hotel security for any issues that might arise. This is a highly mobile job.
- Registration volunteers help check people into the conference and get them safely on their way. This job can more or less be done from behind a desk, and requires a lot of one-on-one interaction with individual attendees.
- Meet-and-greet volunteers answer questions – all kinds of questions! If you’re interested in learning more about how HPEF conferences work behind the scenes, especially if you are interested in filling a Chair or Assistant Chair job in future, this is for you.
We’re sorry, but no, as this is our final HP fan event. However, all volunteers will be invited to a team-building event on Thursday, July 12, 2012 as we get started on the event setup. [top | section top]
Yes. Every year we have a volunteer room with snacks for volunteers, which also can serve as a chill-out space for volunteers who are getting overwhelmed by the con. Plus, there’s a welcoming snack-fest and a farewell dessert get-together for all volunteers. [top | section top]
We aren’t sure yet, but there will definitely be one on Wednesday, at least one on Thursday and at least one on Friday. [top | section top]
Hotel & Travel
- What is the official hotel of Ascendio?
- Do I have to stay at the official hotel?
- Are there any benefits to staying at the official hotel?
- How many people can stay in a room at the official hotel?
- I am under 21. Can I still stay at the official hotel?
- Is the official hotel accessible to people with disabilities?
- I’m coming in for a few extra days. Can I stay in the official hotel at the discounted rate for additional nights?
- Which airport should I fly into?
- How can I get to the hotel?
The Loews Portofino Bay Hotel at Universal Orlando® is the official hotel of Ascendio. The Portofino Bay Resort is open for room reservations! Whether you’re ready to register now or not, you can reserve your room(s) by visiting their website, calling the hotel at 866-360-7395, or faxing 407-503-9258. If you call or fax the hotel, you must provide them with our code – HPEF-ASCENDIO – or you will not be able to make a reservation at our fantastic rates. The website does not display properly on all mobile devices, so if you need to, enter this code – GQC7A1 - and you should be able to make your reservation via iPhone or Safari for Android.The standard room rate – which is good on any night between July 8 and July 19, 2012 – is $210 plus tax for single-double-triple-quad occupancy. We also have Deluxe rooms available for $265 plus tax for single-double-triple-quad occupancy; the Deluxe rooms feature elegantly appointed accommodations and extra living space including a roomy bathroom with separate tub and shower. Some of the rooms include two Queen beds and a separate sofa-bed that pulls out to sleep one person. Suites are available at a 25% discount off the standard rates. [top | section top]
Yes. First, Ascendio’s programming begins early and runs late. It can be inconvenient to get to and from our host hotel if you are staying elsewhere. Especially if you are cosplaying, it is very convenient to be able to simply go up to your room and change. The hotel is also convenient to the theme parks – it is a 15-minute free water taxi ride to reach the park entrance (water taxis come every 10-15 minutes), a 20-25 minute walk, or a 10-minute rickshaw ride (you must tip your rickshaw driver and this method is probably not possible for people with limited mobility, but it is fast and the drivers are extremely courteous). Your hotel keycard will serve as an Express Access Pass, allowing you to skip the lines at almost every ride in the Universal Orlando® parks. [top | section top]
Four in standard rooms, five in some of the suites. [top | section top]
Yes, but you will need to make sure that there is at least one person over 21 staying in the same room with you. You will not be able to check into the hotel until your roommate that is “of age” (21 or older) is there with you. Please, please, please plan for this! [top | section top]
Yes, the Loews Portofino Bay is ADA compliant. If you need an accessible room, please make sure you ask for one when you make your reservation with the hotel. Also, please remember that if you plan to bring a service animal, you will need to request a pet-friendly room. For more information about the accessibility of the conference in general, please make sure you check out our accessibility FAQs! [top | section top]
Yes. Our discounted room rate is good on any night between July 8 and July 19, 2012. [top | section top]
There are many different options! If you rent a car, you will need to pay a self parking fee of $18 ($12 if you buy a discounted parking ticket from the event desk) per night. You can also take a cab from the airport, or you may choose to travel via Lynx bus or MEARS shuttle; click here for a coupon that’ll give you $3 off the MEARS round trip from the airport to our host hotels. [top | section top]
- How much is registration, and what does it include?
- Can I register my friends and family when I register myself?
- I am (or my child is) under the age of 13. Can I attend Ascendio?
- I am (or my child is) between the ages of 14 and 17. What do I need to do to attend Ascendio?
- My partner/friend/significant other/therapist/minister/whoever is going to accompany me to Orlando for Ascendio, but they don’t want to attend the whole conference. Can I buy them a ticket to any of the food events?
- May I purchase a one-day registration for more than one day?
- May I register at one level and upgrade later?
- Can I register now and add more items later?
- Can I pay for registration in installments?
- I have a one-day registration. May I add on a food event?
- Must I register for the Keynote Luncheon ahead of time?
- What about an Event in the Theme Parks?
- What is the Wands by Wands by Wizards? What is the Craft Faire?
- Do presenters get a special rate?
- Will there be a discount for volunteers?
- I have a large group that wants to attend together. Can we get a group rate?
- Can I transfer my registration to my friend?
- What if I register, but can’t attend?
- I need to keep a strong division between my online and “real life” identity. Can I still attend Ascendio?
- Is it safe to give you my credit card information?
- Why does Ascendio cost so much compared to other cons?
There are several levels of registration:
- A Thursday Day Pass costs $50. It gives you access to all convention space and all Wrock concerts on Thursday, and includes admission to all non-ticketed formal and informal programming on Thursday only. You are also able to purchase a ticket to our private park event – Night of a Thousand Wizards 2 - taking place on Thursday, July 12 from 8 PM until 1 AM.
- A Friday or Saturday Day Pass costs $75. It gives you access to all convention space and includes admission to all non-ticketed formal and informal programming on either Friday or Saturday. It also makes you eligible to purchase tickets for events that day, such as the Wand In Wand Revue, the Keynote Lunch, etc., and you are also able to purchase a ticket to our private park event - Night of a Thousand Wizards 2 - taking place on Thursday, July 12 from 8 PM until 1 AM.
- A Full Registration costs $225 through April 30, 2012 (11:59 PM EST), and the price goes up to $250 on May 1. It is the “regular” registration rate. It includes two feasts - the Welcome Breakfast on Friday, July 13, and Leaving Brunch on Sunday, July 15 – as well as access to all convention space, and admission to all regular non-ticketed programming events from Thursday through Sunday. Full Registrants will also be eligible to purchase a ticket to Night of a Thousand Wizards 2 taking place on Thursday, July 12 from 8 PM until 1 AM.
- A Merlin’s Circle Registration costs $750. It includes every event from the first Wrock Concert on Thursday, through the Welcome Breakfast on Friday, to the Saturday Keynote Lunch and the Leaving Brunch on Sunday, July 15. Merlin’s Circle registrants are also invited to a reception with some of our Special Guests on Friday night and get preferred seating at all regular non-ticketed programming events from Thursday through Sunday (seats are released five minutes before each session’s scheduled start time). Best of all, this price includes admission to Night of a Thousand Wizards 2, which is taking place on Thursday, July 12 from 8 PM until 1 AM, as well as admission to our Wand by Wand Revue on Saturday. Merchandise is not included in the Merlin’s Circle, but everything else is covered! Update: All Team StarKid events are also included, but we request Merlin’s Circle registrants RSVP to the Team StarKid Panel and the Team StarKid Meet and Greet due to the limited space available.
Yes, one person can register and pay for groups. There are a couple ways to do this in the Registration System. Simply click on “Register another person” when you see it. Be sure that you have a unique email address for each person being registered. The person who registers all members of a group will be the “primary” registrant and will pay for all the items in one transaction. Once you’ve registered, you can also invite your friends via Facebook, Twitter, or email. [top | section top]
People under the age of 13 may not register for Ascendio. It is an event for adults, even though the Harry Potter books appeal to all ages. Registrants can purchase a ticket for a child under 13 to attend Night of a Thousand Wizards 2 on Thursday, July 12; please let us know if you wish to purchase more than one extra child’s ticket to NoaTW2.
People between the ages of 14 and 17 (also known as Underage Wizards) may attend Ascendio with a parent or chaperone. This chaperone must be registered for Ascendio as well. Chaperones who are not the parent or legal guardian of the child in question will be required to sign and have notarized a Chaperone Form, click her to find the form links. [top | section top]
Yes. You can buy them a ticket to the Welcome Feast and/or the Closing Feast ahead of time, or add on a ticket to Night of a Thousand Wizards 2. [top | section top]
Yes. Currently we have day-pass registrations available for Thursday Only, Friday Only, Saturday Only, Thurs/Fri, Thurs/Sat, or Fri/Sat. When you register for a Day Pass, you will be directed to select which type of day pass on the Agenda page. Additional discounts or fees may apply depending on your selection. We are not offering a bundled set of day-passes for all three days because the cost of a Full registration is only $25 more than the cost of the three days separately, and it includes two amazing meals. [top | section top]
Yes. Before you upgrade, please email the registrar at firstname.lastname@example.org for instructions. If you change your registration without contacting the registrar, you will be charged for the full amount of the new level or any other items you are purchasing. Similarly, if you cancel without contacting the registrar, your cancellation will be subject to fees and if you subsequently re-register, you will be charged the full rate again. The cancellation and refund policies can be found here. [top | section top]
Yes. You must fully pay for any registration you are booking, but once you have booked, you can come back later and log in with your email address and password to add to or change your registration. Any items you add will be subject to availability and current pricing at the time of purchase. [top | section top]
No, unfortunately, we can only accept full payment at the time you register. However, if you are purchasing more than one item, such as a Full Registration and a Night of a Thousand Wizards 2 ticket, you can pay for your registration first and come back to add the other items later (subject to availability, as answered above). You can also get a Day registration, then upgrade to a Full registration later (if we haven’t sold out). [top | section top]
Yes. When you register, you will have the option to add the Welcome Feast if you have a Friday Day-Pass, or the Keynote Luncheon if you have a Saturday Day-Pass. All Full and Day-Pass registrants can purchase a ticket to Night of a Thousand Wizards 2 - our private park event – taking place on Thursday, July 12 regardless of the day the Day-Pass is for. [top | section top]
Yes. The event is of a very limited size, and you need to register ahead of time in order to ensure your seat. [top | section top]
Regardless of when presenters register, their rate will be $225. [top | section top]
No, but Volunteers are invited to attend our Pre-Ascendio Set-Up Event on Wednesday, July 11. [top | section top]
No. Our registrations are priced to cover our costs. [top | section top]
No. There are no registration transfers whatsoever. If you wish to purchase a registration for a friend or family member, you can purchase a Gift Certificate here. [top | section top]
You can cancel your registration by logging in with the email address and password you used to register and selecting “Cancel.” Fees will be applied and if you registered more than 120 days before cancelling, any refund fees owed to you will be mailed by check payment to the mailing address you provided. Please see our Refund Policy for more information. [top | section top]
It depends on what you feel comfortable with. We cannot guarantee that you will not be “outed” at Ascendio, but we will try to help you remain pseudonymous to the best of our abilities.You must register for Ascendio under your legal name. The registration form also asks you to specify a “badge name.” The badge name will appear on the front of your badge. Your legal name will be tied to your badge name in our internal files, which are confidential. It will also be printed on the back of your badge, which is not visible when you are wearing the badge. Thus, if you lose your badge, the person who finds it may be able to see your legal name – so hold on to it tightly! If this is not an acceptable risk for you, you may wish to reconsider attending the conference. Ascendio reserves the right to edit your badge name for length or, if necessary, for a PG-13 rating.If keeping your online and “real life” identities separate is an important consideration for you, you may also wish to review our Photography Policy. [top | section top]
Yes. (Did you really think we would say anything else?) Seriously, though, your credit card information is processed through a secure server. Once the payment goes through, we do not have access to this information – we cannot look it up.We also accept PayPal payments through the registration system, so if you feel more comfortable with PayPal, you may choose that option. [top | section top]
Ascendio is a smaller gathering than many (ComicCon, YaoiCon, etc), so we must cover overhead costs (space rental, food and beverage requirements, audio/visual needs, and processing fees) with fewer attendees. Furthermore, each Full registration includes two meals, with high quality food options, as well as a ticket to Saturday night’s To The Manor Ball. We choose to run our symposia this way because we think it provides the best possible experience for our attendees.If you have the means, choosing to sponsor an aspect of Ascendio (or donating money towards our costs) can help keep registration costs reasonable for everyone else. If you work for a corporation that provides matching funds to nonprofits, please note that HP Education Fanon, Inc., is a 501(c)(3). [top | section top]
- What is HPEF’s policy on accessibility?
- I have an assistant, translator, or interpreter that I would like to accompany me to Ascendio. Can they attend for free or for a discounted rate?
- I will not be using steps at Ascendio, but rather using ramps, elevators, etc. What do I need to know?
- How accessible is the Ascendio program?
- How accessible are formal programming events?
- May I bring my service animal to Ascendio?
- What allergens might I encounter at Ascendio?
- I have dietary restrictions. Will there be anything that I can eat at Ascendio?
- What are some of the potential barriers to accessibility at Ascendio?
We would like to make Ascendio accessible to everybody. While our host hotel is ADA compliant, we would like to provide any information that we can to make everyone’s con experience a positive one. Some potential barriers will remain, and we would like to be honest about these barriers, so that people can make their decisions in a fully informed way.The registration form for Ascendio asks you to disclose if you have special needs – particularly if you have a visual, auditory or mobility impairment, or some combination thereof. This field isn’t mandatory, but it does help us understand who’s going to be at Ascendio and what we might need. The best way to make sure that your questions are answered and your needs met, however, is to additionally email us at email@example.com with any specific concerns you might have. We can’t always help, but we’ll certainly try. [top | section top]
Yes. Your companion may request a companion badge, which will allow them to be present anywhere in the con as long as you are with them. They will not be required to complete a separate registration to do this; rather, you will indicate their attendance on your own registration form. please contact us at firstname.lastname@example.org to make sure that we’ve made note of your needs. Please note that the companion badge does not allow your companion to eat at any events – for that, you’ll need to purchase an add-on meal ticket. Furthermore, if you plan on attending the Night of a Thousand Wizards 2 private park event, the companion badge will allow your companion to attend the event, but they’ll need to purchase their own ticket into the park. [top | section top]
While the Portofino Bay Hotel is ADA compliant, its layout sometimes makes ramp routes confusing. We will be adding a detailed guide to the Portofino Bay once we have completed our site visit in Fall 2011, and it will appear here and elsewhere on this site. [top | section top]
The program is available, printed, on-site. It typically features very small print and many complex illustrations. The conference website hosts PDF and HTML versions as soon as they become available, at least a week before the event. (These files are available at the event on USB jump drives.) Unfortunately, we cannot offer braille or large-print programs at this time. [top | section top]
Formal programming events have a row of seats in the front reserved for people with disabilities, whether those disabilities are visible or not. Microphones amplify each formal programming event, although raising or lowering the volume may be difficult. Some presenters may include PowerPoint presentations or other visual aids, and some presentations may take the form of workshops that require fine motor skills to participate. [top | section top]
Yes, of course. There is an opportunity to let us know about your service animal in the registration process. We would also love it if you could send us an email at email@example.com letting us know what sort of animal you’re bringing, so that we can let people with serious allergies know what sort of animals they might encounter. If you let us know what your service animal’s name (or fandom name), we can make a badge for them – at Infinitus, one of our attendees was a black service dog going by the name “Padfoot” for the weekend! [top | section top]
Unfortunately, there are many allergens you may encounter. In previous years, attendees have brought service animals to the conference. Nuts, strawberries, seafood, and other common allergens are frequently present in buffet-style meals at our conferences (see the question about dietary restrictions). Some attendees smoke, and while there are designated smoking areas, the scents do tend to linger. Finally, some formal programming sessions that involve crafting and the craft faire, vendor room, and art gallery may include materials that some of us are allergic to, such as feathers, wool, and latex. [top | section top]
We can provide you with a kosher, celiac-friendly or allergen-free meal at any food event, but you must tell us about your needs ahead of time. The registration form includes a space to indicate your dietary restrictions, and these will be taken into account.Upon sitting down at a food event at Ascendio, please tell your server if you have dietary restrictions. They can then bring you the correct meal. At buffet meals, at least two dishes will be vegan; if you have other dietary restrictions, please inform the hotel staff and they will bring you a plated meal that fulfills your needs. [top | section top]
What are some of the potential barriers to accessibility at Ascendio?
- While the Portofino Bay Hotel is beautiful and entirely ADA-compliant, its layout may prove a challenge for those of us who do not have a natural sense of direction. Ramp entrances sometimes separate those of us who do not use stairs from the rest of their party.
- We cannot provide translators or captioning – the expense is simply too great. (If you are able to translate, especially if you are able to translate ASL, and would like to volunteer to help translate some of the major events, please let us know at firstname.lastname@example.org!)
- Latex balloons may form part of the decorations. In general, we cannot guarantee an allergen-free con.
- Unfortunately, we have no control over the hotel’s lighting. While very little of it is fluorescent, that which is cannot be altered, and those of us with severe light sensitivity must take this into account.
- Ascendio is not a scent-free con. Those of us with scent sensitivity may particularly wish to avoid the vendor room and craft fair, which often include vendors and crafters selling scented bath materials and incense. Smoking is not allowed within the official conference hotel, but some attendees do smoke.
Press, Businesses & Sponsors:
- I’m a member of the press and would like to cover Ascendio. What is your press policy?
- I run a Harry Potter website / newsgroup / podcast / etc. Does that mean I can come on a press pass?
- I have a business, and I would like to sell my products at Ascendio. Is this possible?
- What kind of sponsorships does Ascendio need?
- Can I feature an Ascendio banner or icon on my website?
- I (or my group or business) would like to make an in-kind donation. How can I arrange it?
- I (or my group or business) would like to put flyers or gifts in the bags Ascendio gives out at registration. How can I arrange it?
Credentialed media are welcome to attend Ascendio and cover its events. Please contact Heidi Tandy at email@example.com to request information on press passes. [top | section top]
It depends on whether you meet our requirements. Contact Heidi Tandy at firstname.lastname@example.org to get more information about press badges. [top | section top]
Yes. In order to do so, you will need to purchase a vendor booth. Please visit our Vendor Information Page or contact Vendor Room Chair Bekki Olivieri at email@example.com to demonstrate your interest. If you are a crafter/hobbyist who earns under $5000 per year from sales of crafts or artisenal work, you can participate in our third Craft Faire; learn more here. [top | section top]
Ascendio needs individuals, groups and businesses to sponsor particular events and amenities. For example, we would love it if a group sponsored free internet in the Common Room, or even internet kiosks (like we had at Azkatraz), and we are looking for sponsors to supply tote bags for registrants, sponsor badgeholders, or underwrite workshops. If you would like to sponsor Ascendio personally, you can do this easily from within the registration system; there is a “donations” line which allows you to do so. You can also sponsor a reception for attendees, or one that’s open to the general public. If your group or business would like to sponsor an aspect of Ascendio, contact us at firstname.lastname@example.org. [top | section top]
Yes, of course! You can take this one. The art is by the lovely Carin.
You can find some gorgeous ones by Mary here, as well as a countdown widget! If you’re interested in making banners or buttons for us, please email Heidi at email@example.com. [top | section top]
Email us at firstname.lastname@example.org. [top | section top]
Email us at email@example.com. [top | section top]