By participating in or attending any event organized by Retro Planet (each referred to as the “Event”), you (hereinafter referred to as "Attendee" or "you") irrevocably agree to the following terms and policies, which, together with any other policies or instructions posted on the website or communicated by Retro Planet personnel, are effective at all times you are present at the Venue and Official Hotels in connection with the Event. “Venue” refers to the location where the Event is held. “Official Hotels” are hotels explicitly designated by Retro Planet for the Event. “City” refers to the city where the Event is held.
1. Assumption of Risk and Waiver of Liability
Your participation in any Event activity is voluntary. You understand that some Event activities, such as (but not limited to) dancing or role-playing, have inherent risks and dangers, including (but not limited to) loss or injury to person or property. You expressly assume all risks of harm, loss, or injury, whether known or unknown, foreseen or unforeseen, that may arise from or in any way relate to your participation in the Event. These risks include, but are not limited to: exposure to large crowds; physical activities such as dancing, role-playing, and costume play; contact with other attendees; travel to and from the Event; and potential exposure to illness or injury.
As a condition of participating in any Event activity, you hereby completely and irrevocably release, waive, discharge, and covenant not to sue Retro Planet, its owners, officers, directors, employees, agents, affiliates, contractors, and volunteers (collectively, "Retro Planet Parties"); the City; the Venue; the Official Hotels; and their respective officers, directors, employees, agents, affiliates, contractors, and volunteers (collectively, "Other Parties") from any and all claims, demands, actions, causes of action, liabilities, losses, damages, costs, and expenses (including attorneys' fees) of any kind or nature whatsoever, whether known or unknown, suspected or unsuspected, in law or equity, that you now have or may hereafter have against any of them, arising out of or in any way related to your participation in the Event, even if such claims are based on the negligence, breach of contract, or other fault of any of the released parties. This waiver and release is intended to be as broad and comprehensive as permitted by Texas law.
You understand the nature of the Event activities and represent that you are qualified to participate. You acknowledge that the Event will be conducted in facilities open to the public. You agree that if you believe any Event activity conditions are unsafe, you will immediately discontinue participation. This Waiver does not apply to acts of gross negligence or intentional, willful, or wanton misconduct by any Released Party."
2. Medical Authorization
In the event of any injury or illness during your participation, you authorize Retro Planet, the Venue, or any Official Hotel staff to seek and obtain emergency or medical services as deemed necessary, but you understand and agree that they are not obligated to do so. Attendee is solely responsible for all medical expenses incurred.
3. Property Damage
Attendee is solely responsible for any damage to property of the Venue, Official Hotels, City, or any other party caused by Attendee.
4. General Terms
This Waiver shall be construed under Texas law, without regard to its conflicts of law rules. The language in this Waiver shall be construed as a whole according to its fair meaning, not for or against any party, and without regard to any statutes that provide for the language of an agreement to be construed against the drafter. If any provision is unenforceable, the other provisions remain in effect. You consent to the jurisdiction of any federal or state court within Rosenberg, Texas. This Waiver binds and benefits you, Retro Planet, and your respective heirs, fiduciaries, successors, and assigns. You have not relied on any promise, representation, or warranty in signing this Waiver. This Waiver remains in effect after the Event concludes. Your electronic submission of agreement to this Waiver constitutes an electronic signature that is legally binding. No certification authority or third-party verification is required to validate this electronic signature.
5. Disruptive Behavior Policy
Retro Planet strives to provide a safe and family-friendly environment. Disruptive behavior of any sort is not tolerated and may result in actions ranging from a verbal warning to forcible ejection, revocation of registration/booth, or even criminal charges, at Retro Planet’s sole discretion. Disruptive behavior includes (but is not limited to) fighting, heckling, impeding traffic flow, offensive behavior, failure to observe basic hygiene, public intoxication, or failure to follow staff instructions. Anything illegal outside the convention is illegal inside. Show courtesy to attendees/vendors and staff, and follow the rules.
6. Defamation of Character
Defamation of character is a serious offense in Texas and will not be tolerated. Vendors/Volunteers agree to never slander or defame Retro Planet or its parent company through any medium, at any time. Violation will result in legal action, and the vendor/volunteer agrees to pay Retro Planet $10,000 plus any other legal damages.
7. Photography and Promotional Material
You must obtain permission from the vendor/artist for any photography. By attending the Event, you agree that photos taken by Retro Planet may be used at its discretion. Participants grant Retro Planet permission to use images or footage for archival or promotional purposes.
8. Parent or Guardian’s Release for Minors
If the attendee is a minor, the undersigned parent or legal guardian represents and affirms they have the authority to enter this agreement on the minor’s behalf and agrees to indemnify and hold harmless Retro Planet from any claims brought by or on behalf of the minor related to the Event. Children 10 and under are free. A parent or guardian must accompany all persons under 17 at all times.
9. 18+ Policy
No +18 content may be sold or displayed.
10. Code of Conduct and Weapons Policy
• Prohibited Weapons: NO LIVE STEEL (swords, bayonets, knives, star knives, shurikens, metal armor, etc.), GUNS OR PROJECTILE LAUNCHERS (airsoft guns, BB guns, pellet guns, bows, crossbows, dart guns, blowguns, functional water guns, stun guns, tasers, etc.), “PADDLES,” NUNCHAKU, EXPLOSIVES, or CHEMICALS (smoke powder, sparklers, fireworks, etc.) are permitted. Prop guns or resin models that are clearly toys and have no moving parts and an orange tip are permitted. Anything illegal outside the convention is illegal inside. Illegal weapons will be reported to authorities.
• Permitted Weapons: Staves, bo sticks, boken, shinai, and wooden swords are permitted if handled responsibly. Fake, prop weapons made of safe materials are permitted. Prop weapons must be less than 6’6” tall and 50 lbs. Metal chains must be less than 3’ long.
• Weapon/Prop Behavior: Misuse of weapons or props will result in removal from the Event. Weapons purchased in the Vendors Room must be boxed and removed immediately. All props and weapons may be inspected and approved by Retro Planet staff. Items posing a safety hazard may be removed.
• Cosplay & Props Policy: All weapons, costume props, and items that could be considered weapons must be inspected and approved upon entering. Concealed weapons are not allowed. Cosplay weapons may be zip-tied and cannot be removed during the Event. All props and weapons must be certified, even if previously peace-bonded at other conventions.
• Weapons Check Guidelines: All weapons & props must be approved at the peace bonding table. Items purchased as props must be cleared. Items not intended as props should remain packaged and in your vehicle.
11. Refund Policy
All sales are final; tickets are non-refundable. Tickets may be upgraded. Tickets cannot be transferred to future shows. Lost badges will not be replaced. Guest appearances are subject to change or cancellation; refunds will not be issued for guest cancellations.
12. Guest and Autograph Policy
Retro Planet does not guarantee autographs. Guests may refuse to sign bootleg items. Unless otherwise posted, the limit is one item per person. Do not request excessive personalization. Have items ready for signing. Retro Planet staff may refuse access to anyone who violates the rules.
13. Loss/Damage Liability
Retro Planet is not responsible for loss or damage to attendee/artist/vendor property.
14. Special Guests
Retro Planet may cancel your position at any event for any reason, at any time, prior to the event. Any costs you incur are your responsibility.
15. Code of Conduct & Sexual Harassment Policy
Retro Planet has a strict “no harassment” policy. Harassment is anything that makes someone significantly uncomfortable, including (but not limited to) taking pictures without permission, encroaching on personal space, physical assault, unwelcome physical attention, sustained disruption, inappropriate touching, destruction of costumes, stalking, intimidation, bathroom policing, inappropriate language, disrespectful behavior, or threats. Report harassment to a staff member immediately. Retro Planet will take action, including contacting law enforcement if necessary.
16. Policy Updates
These policies may be updated. It is your responsibility to stay informed of any changes prior to the Event. You are accountable for reading and understanding these policies. Anyone attending/vending is expected to follow these rules.
