Rules and Frequently Asked Questions

One stop shop for the Rules and Frequently Asked Questions for Sangawa Project 2017!

How much does it cost?

If you preregister by August 31st, a General Admission badge is $30

If you preregister by December 3rd, a General Admission badge is $35!

If you register at the door December 8th-10th, a General Admission badge is $40! 

What if I need a refund?

All sales are final so please be sure before you purchase a badge.  HOWEVER you can transfer your badge to someone else within 3 days of the show.

Do I need a form of photo identification to attend the Sangawa Project?

Yes! A form of photo identification is required to attend the Sangawa Project, because it is an age restricted event. Acceptable forms of identification include a drivers license, state ID, passport, military ID, and a college ID with a birth date. In addition for 21+ events, you will be carded at the door, so keep your ID handy.

Do I need my confirmation email?

While the registration staff will still be able to locate your registration, bringing a printed copy of the confirmation email will ensure a swift and problem free registration process. So please bring a copy if you can! 

I purchased a badge but now I cannot attend, what do I do now?

Unfortunately there is a no refund policy for all badge purchases however you can transfer your badge to someone else up to 3 days prior to the show starting.

How old do you need to be to attend?

The Sangawa Project is an 18+ event only! No individuals under the age 18 will be permitted to register or attend.

What happens if I lose my badge?

If you lose your badge, we require you to purchase another badge. However, if your badge is found, we offer a lost badge refund if both badges are brought to the registration area.

Why are there no single day passes?

The Sangawa Project is much too small of an event to financially afford single day passes. Since a majority of individuals do not preregister, single day passes would make predicting our budget extremely difficult. We do, however, offer a Sunday discount if we have not sold out of passes over the weekend.

How do I pick up my badge? Is it mailed?

Currently, we do not mail out badges. However, we will send you a confirmation email that we encourage you to print out and bring with you to the registration desk, which will be easily discernible by signs at the Greentree Doubletree. With the confirmation email, our registration staff will be able to speedily get your badge.

Should I get a hotel room?

Yes! We strongly encourage you to reserve a room at the Greentree Doubletree! Between the extremely late night programming and the 21+ events reserving a hotel room will make your Sangawa experience fuller and safer!

  • Age Restrictions
    • Sangawa is an 18+ event with additional 21+ content.
    • A government issued is required at Registration and is also required to attend 21+ events
  • Badges
    • Badges are required for attendance at all Pittsburgh JCS Inc. events.
    • Any attendees found with a counterfeit badge will be removed from Sangawa and blacklisted from future PittJCS shows.
  • All Badge Sales Are Final except where otherwise noted.
    • Badge pricing will be posted at the Registration Counter and is subject to change at any time.
    • Badges must be worn in a visible and appropriate location at all times.
    • Badges may be removed while actively performing on stage or temporarily for photographs.
    • Lost badges will not be replaced. If it is lost, you will be required to purchase a new badge at the current price. However, if the original badge is later found, it may be brought back to the registration desk to receive a refund.
    • If an attendee is ejected from the event for any reason, a refund will not be issued for their badge.
    • The production, sale, or use of counterfeit badges is prohibited. This also includes alteration of a purchased badge to gain access and/or knowingly purchasing and/or utilizing a counterfeit badge.
      • Penalties may include:
      • Ejection from the event.
      • Blacklisting from future Pittsburgh JCS Inc. events.
      • Notification sent to other conventions regarding actions taken.
      • Prosecution to the fullest extent of the law.
  • Standard of Dress
    • Genitalia must be reasonably covered at all times.
    • Any graphic or vivid outline of genitalia that is visible is not permitted. (i.e. if we can see the details of what’s beneath your underwear, you will be asked to pad or cover it.)
    • Footwear is mandatory at all times.
      1. Clear/Invisible shoes are permitted.
    • Garments with obscene or profane images and/or text are prohibited.
    • Garments offering “Free Hugs” or similar are prohibited.
    • Those who fail to comply will be asked to remedy the issue or leave the premises until they are properly attired.

 

  • Standard of Conduct
    • A basic standard of decency towards those around you should be adhered to at all times.
    • No running while attending the event.
    • The use of skates, skateboards, heelies, trampoline shoes, and recreational mobility items are prohibited.
    • Engaging in violence or fighting is prohibited.
      • Anyone who does so will be ejected from the event.
    • When in line for events, please wait in a single file line.
      • You may not save a spot in line for a friend, leave the line and come back to the same spot, or “cut” in line.
    • The sale of any item(s) or service(s) is prohibited unless you are an official event Vendor or Artist and you are in the designated area.
    • Visible intoxication is prohibited and violators will be escorted to facility security unless otherwise specified.
    • Consumption of alcohol outside specific events is prohibited unless otherwise stated.
    • There is to be no smoking inside of the event venue.
      • This includes but is not limited to Cigarettes, Cigars, Pipes, and E-Cigs.
      • Chewing tobacco is also prohibited.
    • All local, state and federal laws apply inside the confines of the event.

Prop Rules

  • All props must follow all other rules (i.e.: Nothing vulgar).
    • Any prop may be asked to be stored or removed from the floor at any time by event or facility staff.
    • You may be asked to store large props which impede traffic flow.
  • All prop weapons or large props must be checked by event staff.
    • This will be done at designated Prop Check areas.
      • Prop Check will follow these guidelines:
      • If it is illegal in the City of Pittsburgh and/or State of Pennsylvania it is prohibited.
      • NO EXPLOSIVES or CHEMICALS of any kind including, but not limited to: smoke powder, sparklers, or fireworks of any kind.
      • No functioning projectile weapons of any kind will be permitted including:
        • Airsoft guns.
        • BB and other pellet guns.
        • Bows, crossbows, dart guns, and blowguns.
        • Water guns and/or pistols.
        • Stun guns and tasers.
        • Nerf guns or similar.
      • Non-functioning weapons will be permitted.
        • Props must have no way to load or fire any type of ammunition. All realistic guns are required to have an orange safety tip and have no ammunition inside.
        • Anyone found carrying a prop with ammunition in it will be immediately removed from the convention and have their badge revoked.
      • Prop bows may be carried in the convention space.
        • They must not be strung with authentic bowstring, and any alternative material (twine, yarn, any other non-functioning material) used must not be attached to the bow in a taut (tight) fashion.
        • All bows must comply with all other general policies.
        • Prop or toy arrows clearly marked as such are allowed.
        • Authentic arrows (tipped or non-tipped), including crossbow bolts and other projectiles, will NOT be permitted.
      • No exposed live steel or sharp edges of any kind is permitted.
        • Live steel is defined as swords, knives, or any other object, which can take an edge or point.
        • Live Steel IS permitted as long as it is peace bound in its sheath during the convention. (Peace binding is when the prop is made so that it can not be used. I.E. trigger pulled or sword unsheathed)
      • Weapons will be peace bound at the convention’s discretion.
      • Staves, bo sticks, boken, shinai, and wooden swords will be permitted as long as they are handled responsibly and meet all other criteria.
      • Fake, prop, or made-up weapons (i.e. made of  plastic, cardboard, tissue paper, plaster of Paris, cloth) are permitted.
        • These items must not impede traffic flow or be dangerous to others.
        • Behavior with Weapons/Props:
          • Misuse of a weapon or prop, such as swinging it in a public area or posing a hazard to others, will result in the weapon or prop being deemed unsafe for the convention, and you will be asked to remove the item from the convention center.
          • Any edged or other non-permitted weapons purchased from a designated event vendor must be either peace bound or boxed and removed from the event immediately.
          • Any item that poses a potential safety hazard may need to be removed from the event.
            • This includes any costume, prop, or accessory that obstructs doors or hallways, or otherwise poses any kind of danger to other attendees, staff, or convention center property.
          • When in doubt, check with event staff.

Video/Audio Photography Policy

General Rules for Press (Print and Broadcast)

  • Any video or audio recordings of Sangawa-sponsored events (such as Panels, Guests, Cocktail Hours, etc.) are not to be uploaded to the Internet, posted on websites, social-media platforms or made available to the public in their entirety. Only brief highlight clips are permitted. Additional use will be in strict violation of the copyrights held by the Sangawa Project and the Pittsburgh Japanese Culture Society.
  • All video recording containing audio of licensed third-party content must have the audio removed prior to posting of convention highlights. Compliance to copyright rules of the artist, Production Company and/or brand.
  • Any video or audio recordings of PittJCS-sponsored events must be permitted, ideally in writing, by the intended person(s). Disruption of the event experience for attendees, guests and staff is strictly prohibited.

General Rules for Attendees

  • The use of tripods will only be allowed on a case-by case basis and must not interfere with traffic flow of the convention attendees, due to safety concerns.
  • Video/audio recordings of panels, with or without tripods, will only be permitted with consent from individual panelists.
  • Request or approach of attendees for paid photography is prohibited during the event. Only prior, advanced-booking photography will be permitted.
  • All Sangawa Project guests, attendees and staff have a right to maintain their privacy. No video/audio recordings of the musical guests/bands, individual attendees/staff, or of a particular event, will be permitted unless written permission is obtained, in advance. Verbal permission will be allowed on a case-by-case basis.
  • The usage of videography and photographic devices is strictly prohibited in the viewing rooms and the gaming room area.
  • Photography within the Vendors’ room is at the discretion of the individual vendor. Permission must be obtained from the vendor for videography and/or photography of any kind.

Harassment Policy

  • Harassment of any kind is not tolerated at any Pittsburgh Japanese Culture Society event. The safety and well-being of our attendees, guests, and staff is of the utmost importance.
  • Harassment is defined by the victim.
  • Harassment can include but is not limited to:
    • Intentionally making another uncomfortable.
    • Physical or verbal assault.
    • This could include offensive jokes or comments that you may believe to be ultimately harmless.
    • Bullying or discrimination of any kind.
    • Intimidation, stalking, and/or unwelcome physical attention.
    • Non-consensual flirtation or sexual advances.
    • Non-consensual photography or recording.
    • Bathroom policing (The act of harassing someone for using the bathroom of the gender they identify with).

 

  •  Reporting
    • We encourage you to make reports as soon as possible so that the situation can be dealt with immediately.
    • If you feel that you are being harassed by anyone (attendee, staff, guest, press, venue personnel, etc.), please report it immediately to a member of our security staff.
    • If you are not comfortable speaking with a member of our security staff, the Harassment Response Officer will be available at any time by calling 866-767-9708 ext. 1.
    • E-mail reporting can be sent to HRO@pittjcs.org

 

  • Consequences of Harassment
    • At the discretion of the Harassment Response Officer (HRO) and in no specific order:
      • Verbal warnings may be issued only once.
      • Immediate ejection from the event with no refund.
      • Placement upon a blacklist for all future PittJCS events.
      • Law enforcement authorities will be notified where appropriate.

Disability Accommodations

  • If your disability requires special accommodations, please contact our staff. Staff will review and address these needs on a case by case basis.
    • Onsite please go to Convention Operations
    • Pre-Show please E-mail Ops@PittJCS.org
  • The use of motored and non-motored wheelchairs, crutches, canes, and other personal mobility items for those who are permanently or temporarily disabled are permitted at all times.
  • Service animals such as guide dogs are permitted at all times.

Enforcement

  • A three strikes policy will be enforced.
    • Minor Infractions:
      • Strikes or “Badge Punches” may be issued by members of the event Security, Operations, or Executive staff.
        • Violators with three strikes will have their badge confiscated without refund and will be ejected.
        • Strikes may be appealed to our Convention Operations Staff and Event Planning Committee, however EPC decisions are final.
      • Severe Infractions:
        • Violators shall have their badge confiscated without refund and will be ejected.
        • Ejections may be appealed to our Convention Operations Staff and Event Planning Committee, however EPC decisions are final.
        • Violators shall be turned over to Facility Security Staff when warranted.
        • Public authorities will be contacted when warranted.

Cosplay Clean-Up

  1. NO HOTEL TOWELS.  Anyone using Double Tree hotel towels will be disqualified and asked to change.  There’s nothing worse than getting out of the shower for real and realizing your roommates have taken all the towels for a costume contest.  Seriously.  Please respect our venue and don’t steal their towels.  They may get pretty peeved at you too, and we won’t defend you… freaking towel thieves.
  2. All appropriate parts must be covered and undergarments must be worn.  The hem of all towels and bathrobes must reach to at least 1/4 of the way down your thigh. Keep the contest theme in mind–lingerie and boxer shorts are not a bathrobe/towel costume.  Towels and bathrobes are a towel / bathrobe costume. Typical cosplay rules apply–make sure it’s on securely!  Safety pins can be your friend.
  3. Judging will be done based on creativity, not craftsmanship.  Commissioned wigs and “costumes” are eligible.  Accessories, such as safely sealed soap and shampoo (let’s not make a mess!) are encouraged.  You will be interviewed by an Emcee about your character and their bathing habits.  Being in character is encouraged, but not necessary.  Have fun!
  4. Prizes will be given based on Audience Favorite, Judges’ Choice, Emcee’s Choice and Cosplay Head’s Choice.
  5. Show up at Main Stage at the time listed for Cosplay Clean-up on the schedule.  Cosplay staff will corral you into the appropriate places.  Don’t forget your badge, it’s necessary to participate in all Sangawa Project events.