Terms and Conditions

Legal Mentions

Flüüfff ASBL is a registered Belgian Non Profit Organisation with organisation number 0662.498.716 (see more on the Belgian Crossroads Bank for Enterprises Database). Flüüfff, ASBL Rue du Cadran 7 1210, Saint-Josse-ten-Noode Belgique The administrators of the NPO are Thierry Dognié, Jan Taverniers, Wybren van der Meer and Benoît Volckaert. All the revenues made during the event will be used for equipment or services to improve the next editions of Flüüfff and/or given to charity.

Terms and Conditions

These terms and conditions apply to all attendees and visitors of the convention.

Registration and Payment

In order to take part in the convention, you are required to buy a ticket emitted through the Flüüfff registration. Tickets purchased from other sources are not valid.

Screening

Registrations are subject to approval by registration staff.

Payment methods

We currently accept payments through bank transfer, Credit Card (VISA, Mastercard), and Debit Card (Bancontact, Maestro). No other means of payment are accepted.

Payment by bank transfer

The first payment for an invoice is due within 10 calendar days after you have selected the payment by bank transfer. If we do not receive proof of payment within 10 days after the payment method has been selected, your slot is no longer guaranteed and may be cancelled. For payments of more than 120€, we also permit payment in maximum 3 instalments up to 2 month before the convention.

• First instalment has to be paid within 10 days.
• All instalments have to be paid within 2 months or at the latest 1 month before the convention, whichever comes first.
• If the payment is not completed by this date the booking will be cancelled without any refund.

Payment via Stripe (Bancontact, credit and debit card)

Rooms assignment

The registration team reserves the right to rebook the attendees in different rooms should they need to. If the new room price is lower than what the attendees paid, the difference will be refunded.

Registration

Non-staff attendees registering before the official registration date, may get banned from the convention. In that case, the registration team reserves the right to refund your registration costs.

Delivery

A confirmation email will be sent to you when everything has been paid fully. You can always access your account page to print out your confirmation, check the payment status for your invoices or print your invoices.

Age Verification

Attendees must be at least 18 years old at the first day of the convention. Minors (at the first day of the convention) are not allowed to register and convention access will be refused. Attendees are required to present their legal photo ID, driver licence or passport at check-in time. Your ID details must match all the information in our electronic records.

Cancellation/Ticket Transfer

Cancellation

Tickets (including all fees, extras and hotel rooms booked through Flüüfff) are not refundable. Tickets (including all fees, extras and hotel rooms booked through Flüüfff) can be transferred. Both parties must send an e-mail to registration@fluufff.org using the e-mail they signed up with along with their registration number, and confirm the transfer. Registration staff will update the database accordingly after the transfer. The transfer can only be considered complete when Flüüfff sends a confirmation e-mail (this confirmation e-mail will be sent to all parties). Note: Ticket transfers must be cleared by the Registration team ahead of time in all cases. Any person showing up at the convention who is not in our database will not be admitted in someone else’s name.

Event Cancellation

In case the event is cancelled, all payments to Flüüfff (ticket, hotel) will be refunded, with the possible exception of processing fees and organisation costs. Any and all other expenses, such as travel costs or other expenses not with Flüüfff, will not be refunded under any circumstances.

Sponsorship

Sponsorship is a simple way to support the convention through a voluntary extra donation. In return, sponsors will be mentioned by name in the conbook, get a differently styled name badge, and receive a complimentary gift package.

Terms of Conduct

These rules and guidelines apply to all attendees of the convention. Flüüfff likes to present itself as a professional convention of friendly, respectful, and open-minded members of the furry community and their friends. To avoid any misunderstanding about what kind of behaviour is generally acceptable at an event like Flüüfff, you are expected to follow these rules. Please make sure that you read and understand them. Also keep in mind that these rules are in effect during the whole convention time, including possible early arrival and late departure days.

Registration and Badges

• You must be at least 18 years old on the first day of the convention.
• Only registered attendees with an official convention badge from the current year may enter the convention space.
• You are required to wear your convention badge visible at all times, so you can be identified as an attendee of the convention.
• Attending without a valid convention badge or impersonating another attendee by using their convention badge is not permitted.
• You may not impersonate official convention roles, e.g., by wearing lanyard colours corresponding to Staff, Volunteer, or Steward.
• Changing or covering up any information on your badge (e.g., by using stickers or drawings) is strictly forbidden.
• Staying overnight in the hotel without a valid hotel booking (“ghosting”) is not allowed.
• Facilitating attendance or overnight stay without a valid permission by the hotel and/or registration team is not tolerated, and may result in a ban from the current edition and future editions.
• If you have lost your room key, please contact the hotel front desk. Flüüfff does not accept any liability resulting from lost room keys.

General Behaviour

• Appropriate behaviour is expected at all times:
  • Please treat others respectfully.
  • If someone asks you to stop, then stop. If you are asked to leave them alone, then give them space. Do not discuss it.
  • Some people reserve any kind of physical contact to their close friends and family only. If you are not sure somebody wants to be hugged, tackled, pounced, or any other form of physical contact, please ask the person first.
• You are liable for any damage you may cause to the property of another attendee, to the property of the convention or the hotel.
• Cleaning costs as a result of your actions can be enforced.

Fursuiting

• Treat fursuiters carefully, in order not to damage the costume or the person inside of it. Also be mindful about the limited vision/hearing that fursuiters have.
• The following people are allowed to enter the Fursuit Lounge: Staff members, Fursuiters and maximum one helper per suiter.
• No pictures/videos are allowed inside the Fursuit Lounge.
• Do not handle a suit that doesn’t belong to you. Is there a suit in the way? Please contact a staff member to handle it for you.
• Free snacks and drinks are available exclusively for the Fursuiters that bring their fursuit to the Fursuit lounge.
  • Reserving fursuit space with towels/tape/items is not allowed, staff may remove these items to make space for suiters that require it.

Clothing and Decency

Flüüfff wants to be as tolerant and welcoming as possible towards all attendees. This means we wish to be as permissive as possible, as long as this does not cause offence among other attendees and people who share the public spaces. Exceptions to the rules below will be clearly communicated as well as the specific hours and areas to which they apply. Be aware that some items of clothing, apparel, or similar items might bring the convention and/or fandom into disrepute and should not be worn in public. If you have to ask or think twice about doing something in public, it is a good indication that you should take it to your room. Convention staff reserves the right to determine whether any clothing and/or accessories contravene the following rules. Questions regarding rules for clothing and outfits should be directed to the head of registration.

• Wearing costumes, accessories, or displaying items made out of real fur is not allowed.
• The display of any kind of offensive symbols (including any depictions of racist, homophobic, or discriminatory symbolism) is prohibited.
• Anatomically correct costumes, furry or otherwise, must be clothed.
• Intimate interaction that goes beyond a display of affection is not allowed in public.
• Display of adult-themed materials is not permitted in public areas of the hotel. This includes (but is not limited to): room signs, flyers, business cards, posters, and drawings on public message boards.
• Exposure of fetish gear is not permitted in public areas of the convention space, even if it is part of a costume. Puphoods, sex toys, whips and other adult apparel is included in this rule. At the exception of:
  • On a costume: harnesses, collars, muzzles, leash, unbound wrist cuffs.
  • Not on a costume: collars, unbound wrist cuffs.

Alcohol and Drugs

• You are expected to drink responsibly. You will be held liable for what you say and what you do, even if intoxicated.
• Persons who are intoxicated to the point of incapacitation may be escorted to their rooms. If this happens on more than one occasion, other sanctions may be imposed.
• Smoking and vaping (e.g., electronic cigarettes) are not permitted anywhere within the hotel building, including the hotel rooms. A considerable cleaning fee will be charged for smoking or vaping inside.
• It is not permitted to consume alcohol purchased outside of the hotel anywhere on premises, except in private hotel rooms. Breaking this rule may result in confiscation of the beverages and possible refusal of admission for future events.
• The possession, consumption, or sale of illegal substances will not be tolerated. The same applies to the abuse of any other substances such as drugs.
• Cleaning fines as a result of alcohol abuse may be applied where necessary.

General Hotel Rules

• The consumption of food or drinks purchased from outside of the hotel is not permitted, except in your private hotel room.
• For the safety of all hotel guests, no reckless behaviour (like roughhousing or play-fighting, parkouring…) is permitted.
• Attendees may not enter the service areas of the hotel. This includes all backstage areas, service elevators, the rooftops, emergency exits, and all areas marked as “Staff Only”.
• Tampering with any fire-protection devices –in particular, abusive triggering of fire doors or alarms– is prohibited and will have serious consequences. The same goes for disabling smoke detectors.
• Do not deliberately crack open glow sticks or similar items, i.e. anything containing dyeing, sticky, or corrosive material.
• Do not stick or glue objects on any hotel surface (including but not limited to doors, walls, ceilings, elevators).

Hotel Rooms and Privacy

• You are expected to treat the hotel rooms and property of the hotel reasonably and with care. You will be held personally liable for any damage you cause.
• You have to use the trash cans provided by the hotel. Using them will avoid extra cleaning fees from the hotel.
• You are advised to ask your roommates for permission before running a room party or inviting guests. This is to ensure the best experience possible for everyone.
• You may not disturb people in any other hotel rooms.
• Other hotel guests are there on their own accord. Please limit the interactions with them to a friendly degree. If other hotel guests cause you trouble, please get in touch with the hotel reception.

Weapons, Look-Alikes, and Dangerous Items

• Please be aware of the strict Belgian weapons laws and that even look-alike weapons are not allowed to be shown and/or carried in public.
• All weapons, including look-alikes, replicas, tools, and toys must be approved by the safety staff immediately following your registration on site.
• Water guns, nerf guns, and similar items are prohibited inside the buildings, except at designated locations and times for specific events, pre-approved in writing by our events department. Contact the events department well in advance if you wish to arrange an event involving these items. Such events are evaluated on a case-by-case basis. Even outside, care should be taken to avoid hitting any bystanders and/or damaging anyone's property.
• Mock fights, swordplay, fire breathing, or any other activities that may adversely affect bystanders or hotel property are not allowed without explicit permission by the Head of Safety.
• The Head of Safety may require your weapon to be peace-bound (diabled and visibly marked as accepted). Tampering with the peace-bonding is not allowed.

Commercial Activity

• All commercial activity at Flüüfff, including Artists’ Alley/Dealers' Den, is subject to the rules described here.
• The head of the Dealers’ Den has the final say on all matters that pertain to commercial activity at Flüüfff inside the Artists’ Alley/Dealers' Den.

Photography and Video

• By doing photography and videography at Flüüfff you grant us the rights to use your work in connection with our event. Footage from private rooms is exempt.
• Flüüfff grants you the right to use videos and photos you have taken at the convention for private and/or non-commercial purposes only.
• Publication in for-profit media (such as press, television, or other commercial mass media) requires written permission by the Head of Public Relations.
• Official Flüüfff camera teams may record video and take photos in the public areas of the convention and during events to be used in various publications. By attending the convention, you agree that videos and pictures taken of you may be used in such publications without release or compensation. A release will only be required for material acquired in situations where a reasonable expectation of privacy exists.
• You have the right to have your image blurred or removed from the video recordings and photos made by Flüüfff. You will have to contact the Media Team and provide them all the information and details necessary for that.
• Photographing in the Dealers’ Den, Artists’ Alley, and Art Show is prohibited. Cameras are not permitted at all in the Art Show.
• Other restrictions or rules may apply for certain events, and will be announced on location.

Pets and Animals

• Unfortunately, the hotel doesn’t allow pets. Only service dogs are allowed at Flüüfff, and you are required to notify registration prior to the convention.
• Having a service dog in your room might incur extra cleaning fees.

The Bottom Line

• When in doubt, please ask – preferably before the convention starts. We will gladly answer all your questions.
• The Head of Safety and his deputies reserve the right to impose any and all sanctions against violators of these rules or those persons involved in any other unacceptable behaviour. The definition of unacceptable behaviour remains at the sole discretion of the Head of Safety and the Convention Board.
• Sanctions for violating the rules may range from a friendly reminder to a permanent ban from the convention and/or future editions.
• If you have any problem with other attendees or Staff/Crew, please contact a Steward, Safety staff or Board member.
• If for any reason you feel you have been wrongly treated by these rules, please reach out to the board at Board@fluufff.com after the convention. We will review your appeal together with you. Please use the contact form for all inquiries regarding our policies and terms and conditions. We hope you will have a great time!

Flüüfff's Dealers Den Policies

All Policies are subject to change without notice. By applying for space in the Flüüfff Dealers Den, you agree you have read and understand these policies.

Registering for the Dealers Den

Our registration is not a First Come, First Serve kind of deal;

• 4 weeks after initial registration we will start making the first sketch for the room; 18th of June 2022
• The applications after this process will be sorted in, when possible.
• We strife to send out the first room sketch out the
• When the room is full, the dealer will receive an email notification of being on the Waiting list.

Please note, we are volunteers; we strive to complete this phase and communicate it to every Dealer if they are chosen, but this might be delayed.

Our tables are Free; This means it is a free service from the convention towards you, our Dealers, just as it is a service to our attendees.

The registration for a table is done in the initial registration process for becoming an attendee for this edition. This means: You will need to have a valid convention ticket, and thus paid in full, by the time we will make the room sketch.

Approval

Once you have been approved you will be sent an email notifying you. If you were approved, and your table wasn’t claimed within 2 weeks, you can email the Dealers Den team (dealers.den@fluufff.org) and request to be placed on the waiting list; you are not directly eligible for a new table.

If you are placed on the waiting list, you will be added to the bottom of the list. If we reach you again, you will have 2 weeks to accept this one via a reply. If you fail to claim that table - you will not be added to the waiting list for that year/edition/convention again.

What we look for in our Dealers:

• Quality: We want to offer the best to our attendees, so this is important for us.
• Variety: We want to offer a large selection of products made for and within the furry community.
• Quantity: The weekend has an attendee rate of about 300 guests right now. We strive for a Dealers Den that has a full look.
• Belgian: We are a Belgian convention, and we want to try to have a certain % of local vendors every year.

Prior experience as a dealer is not necessary.

General Information

Here you will find the information that is more general, and will mostly stay the same for every year.

Table sizes

(Width x Depth cm)

• Small 90 x 90
• Medium 120 x 90
• Large: 180 x 90

If not all spots end up being filled - we might contact you for a bigger table size.

Hours

The Flüüfff's Dealers Den will be open to our attendees during the hours listed below, unless otherwise noted. We will make every attempt to communicate changes to dealers, via email, our Dealer Telegram channel, conbook and the information screens during the convention.

Every Regular Hours timeslot ends with the ‘Closing of the doors’ 30minutes up front, where new attendees will not be let into the Dealers Den which should provide Dealers with the full hour of Afternoon break.

We will not wait for you to open the doors; It is your responsibility to be ready and on time when the doors open; When you are not able to come to your table, due to illness or any other reason, you are also responsible to arrange someone to take care of your table.

Thursday

• 08:00 - 10:00 - Dealer Setup ONLY
• 10:00 - 13:00 - Regular Hours 1
• 14:00 - 17:30 - Regular Hours 2

Friday

• 10:00 - 13:00 - Regular Hours 1
• 14:00 - 17:30 - Regular Hours 2

Saturday

• 10:30AM - 13:00PM - Regular Hours 1
• 14:00PM - 17:30PM - Regular Hours 2
• 17:30PM - 19:30PM - Tear Down

Convention Ticket

Dealer tables do not come with Convention Tickets. All dealers and their assistants must have purchased a ticket before they can enter the Dealer’s Den. Dealers and assistants will have a marking on or attached to their badge to show they may enter the room during Dealer set-up/closing time. All assistants must be connected to a dealer, and there is a limit of 1 assistant per Dealer.

Dealer Room

The Dealers Den will be secured when not open. The room will be locked and checked regularly. Do not, under any circumstances, leave cash or other valuables inside of the Dealers Den that you may need after the den closes. This includes Laptops, MP3 players, or medication. This room will not be opened before the next slot without a good cause.

Table Sharing

Tables may be split between 2 individual dealers. However, the second dealer must go through the registration process just as the first dealer. Once approved, when the deadline hasnt passed yet, their information will be added to the conbook. Each dealer will need to apply, and can request to be seated next to another dealer. Please see ‘Requests’ for more information.

Internet

We will not provide a special internet access for our Dealers. You are able to use your own cellular or the open guest Wifi of the hotel.

Requests

Flüüfff's will make every attempt to satisfy any and all special requests, but we can’t guarantee anything. If you have a special request, you are urged to contact us as soon as possible. Requests for electricity and wall space will be fulfilled first. Other requests, such as to sit next to a specific dealer, will be the last to be fulfilled, these requests also need to be submitted by both dealers; So both Dealer A and B have to inform us that they prefer to sit next to each other.

Display Guidelines & Behavior

Please remember that not everyone may share your tastes, and that your behavior is representative of the entire fandom, just as the event itself.

Not Safe for Work (NSFW)

Definition: en.wikipedia.org/wiki/Not_safe_for_work .

We ask you kindly to put any work that is considered NSFW in a folder and thus not display this openly; for example, art/print dealers we request, where applicable, that two separate binders (‘Clean’, ‘NSFW’) be kept. If you are unsure if your piece of merchandise is NSFW, please contact the Dealers Den team on site, or prior via email.

Art or any other depiction of Zoophilia, and Pedophila, Religion, Racism or otherwise will be asked to be put away. Items made from real fur or body parts (taxidermy, skulls) are also forbidden to be sold.

Behavior rules

• No space may be transferred without permission from the Dealers Den head.
• No loud displays will be permitted. We will provide some nice music in the room.
• No pirated works may be sold in the Dealers Den. Piracy is theft.
• When selling items or art made by another artist than you as dealer, we ask you to clearly mark items with the info of said artist. We may also ask you for the official paperwork that states that you own the copyrights of these art pieces.
• Free standing displays or stands may not be used in any way that can cause a safety issue or clogs the walkway. If you plan on using anything Outside of your tablespace, please inform the Dealers Den staff so we can plan this into our table set up.
• No weapons may be sold in the Dealers Den. Exceptions can be made on a case-by-case basis, but will need to be cleared through security.
• No more than 2 people may be behind a single table at any given time.
• Please keep your area clean and take your trash with you, or dispose of it in any of the trash cans provided, when you close up each night.
• Have common decency and respect; don’t steal another Dealer’s customers, and protect one another's goods from theft.

The Dealers Den Head of Department and their Deputy will have a final say on all disputes in the Den. You can appeal to the Director, but they are likely to decide in favor of the Head. All Flüüfff's Policies apply in the Dealers Den.

Waiting List

The Dealers Den waiting list will consist of all the pre-approved dealers selected from initial applications. The applications will be closed 4 weeks prior to the convention. Please apply during this period to be considered for the waiting list. In the event of a cancellation, the first person on the list will be contacted to fill the space, and so forth.

In any case, be it with first choice Dealers, or people from the waiting list: you will need to accept this table within 4 days with a reply on the email where we inform you. If this reaction isn't received in time, the dealer will be put to the bottom of the waiting list. In the event they miss the second opening of a table, they will be removed completely.

Cancelation

Please let us know as soon as possible, if you end up unable to attend the convention. This way we are able to get in contact with dealers from our waiting list quickly, so they can use that time to prepare and plan.

Dealers Den tables are not transferable to other dealers at the request of the canceling dealer. Flüüfff is not responsible for upholding promised transfers that violate these Terms of Service. Please do this via an email. Cancelation via Telegram won’t be accepted as an official means of notification.

Final Notes

Complaints or concerns concerning the Dealers Den should be addressed to the Dealers Den Head at dealers.den@fluufff.org.

Privacy policies

Last update on: April 23, 2022

Terms and Definitions

• “We”, "Flüüfff website", "Flüüfff", "Flüüfff non profit" all refer to Flüüfff ASBL, which is the non profit organisation that organises the Flüüfff convention and owns the fluufff.org website.
• Cookies: cookies are files generated by your browser and stored on your computer at a website's request.
• Registration refers to the way and process of getting your tickets for the convention, as well as first-arrival package receival.
• Platyplus: the name of the registration system used by Flüüfff.

Policies

You are giving us your consent to process and store some personal information about yourself. The information you are communicating to fluufff.org is required for your registration to the website as well as the event. Some of this data is transmitted to third parties:

• Your name, email and address and identification number are sent to the Bedford Hotel for room registration purposes.
• Your name, address and email are sent to Stripe to process your online payment (if you pay by Credit or Debit Card). The same personal data is used for your registration for the convention itself and to generate your invoice. Your birthdate is necessary so that we can ensure that you are over 18 years old at the start of the convention. Even if you haven’t completed the registration process, your data will be stored to allow you to end the registration process later.

Contact

We will use your email to send you important messages about your registration at Flüüfff, updates on our terms and policies, or changes in the convention schedule.

Cookies

The cookies mentioned above are for the sole purpose of identifying you on the website. They are not used to track your activity. They are essential for the website to work correctly. Flüüfff's website uses cookies for:

• Storing your favourite language: the default language of the website is english, this cookie allows you to change the default language.
• Sessions management: sessions allow you to login to your profile and select the products during the registration.

Tracking

Flüüfff uses Plausible, an open source tracker on its website. The tracker is hosted on plausible.platypl.us by Jan “Tach” Taverniers and is only used by:

• Flüüfff to track anonymised data related to visited pages, number of visitors, etc.
• Platyplus to improve the system. This tracker does not use any cookie. For more information on how Plausible works and keep your data anonymous, please visit Plausible’s Data Policy.

Your rights

You have the right to:

• Request that we remove any personal data if it is not necessary any more.
• Request that we correct any faulty data.
• Request a copy of all the personal data you provided us in an electronic format. Please use the contact form if you wish to make one of those requests, or for more information on the matter.

Automated Decision Making

The data assessed is not used for any kind of automated decision making by Flüüfff.

Data security

No software or hardware can be said to be completely secured against data breach, but we are doing our best to keep it as secure as possible from malevolent third parties. Should any data be stolen, we will notify you about the incident and post a notice on the website as soon as we are able to.

Retention of Personal Information

All personal information saved on our databases will be removed one month after the end of the convention. Invoicing data will be kept as long as legally obligated by the Belgian law. Your personal data is stored in a database in France.