June 6 – 8 , 2014 at The Hilton Anatole Dallas

Membership, Registration, and Badge Questions

Membership, Registration, and Badge Questions

08/24/13

When do I get my tickets? What does a membership mean? Why is the membership fee so high? These questions and more are answered here.

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Q: When do I get my tickets? What does a membership mean?

A: Convention attendees are considered members of the gathering. When you purchase your membership, you are entered into the list of registered members. When you arrive at the convention, you will be able to pick up your membership materials at our Pre-Registration area if your tickets were purchased in advance (which we strongly recommend), or purchase your membership at our On-Site Registration area. A photo ID is required in order to receive or purchase your membership.  Your membership at A-Kon® includes a program book, your convention membership badge and a goodie bag that contains assorted freebies, fliers, toys, etc.

Your badge is your pass to convention events. It identifies you as a member and must be worn visibly at all times in convention areas. Badges are not sent out in advance for security reasons, and because we are unable to ensure delivery via postal service. Badges are released at the discretion of the convention committee and can be withdrawn at any time for any reason — however, short of illegal activity, considerable or repeated breach of the peace, or violation or reasonable standards, this is unlikely. Lost badges must be replaced at a cost of $25 per badge for adult memberships (both pre-registered and onsite purchase) or $5 per badge for children ages 6-12.

The program book is a keepsake item which features bios and photos of guests, art done especially for the program, convention rules, description of the main events, and the like. The program books go first to pre-registered members (which is another reason to pre-register!) and then to the general convention population until copies run out.

The Schedule Flyer/Insert is the schedule for the weekend which is usually exactly what will take place at A-Kon®. Changes are occasionally made at the last minute — these are announced and posted at various points of the convention. Check with the ‘Info Desk’ for latest details. Daily schedules are available each morning of the convention at the Info Desk.

Q: Why is the membership fee so much?

A: The price of your membership is designed to help cover the costs of hotel rental, equipment rental, airfare for guests, and their hotel accommodations. It also covers any fees guests charge for appearing, the vast costs of printing, postage, and logistics. Smaller cons (those which do not host media guests) are generally lower in cost as their guests (usually authors and artists, often those who live close to the convention site) normally do not charge appearance fees. Since A-Kon® does combine anime and media, art, gaming, and artists, game designers, computer artists etc., the costs are greater. However, it should be pointed out that A-Kon’s® prices are not higher than average for media conventions–some media and anime conventions can charge well over $100 for memberships, even at pre-reg rates. A-Kon® always tries to keep our ticket prices reasonable and still not lose our shirts paying for the convention!
Please understand that we are not raising prices towards the at-the-door rates, though it may seem that way. The at-the-door price is the full cost of membership decided from the very beginning. The pre-registration prices are actually discounted prices that we set up to encourage people to sign-up early and order early. This helps us to gauge our attendance and seeds our operating funds early so that we can continue to bring you the great programming that you enjoy.

Q: Do I need a photo ID?

A: Yes, all attendees must provide registration staffers a valid photo ID (whether pre-registered or purchased on-site) in order to receive a badge.  If an attendee does not have a photo ID, identification must be provided by a parent, guardian or accompanying adult age 18 years or older.  Attendees under age 18 must also provide parent or guardian name and contact information if accompanied by another adult.  We ask that the parent,  guardian or other adult also accompany the attendee while at the convention or be available onsite in case of emergencies.

Identification information is requested for safety and security reasons as well as for business and tax reporting purposes.  We reserve the right to deny membership to anyone who refuses to provide us with a valid ID, and ask that you carry your photo ID at all times while at the convention.  A valid photo ID would be a driver’s license, a passport, a military ID, a school ID, a work ID, etc.  It must be current (within the last calendar year) and must have a picture of your bright, shining face on it.  ID’s that are not acceptable are Social Security cards, birth certificates, bills from home – like a phone, electric or water bill.

Q:  Do you offer a discount for large groups?

A:  We offer a 15% discount on groups of ten (10) or more people during the pre-registration period.  We do not offer group discounts for on-site purchase.

For online purchases, just follow the link on the front page of our website to the Phoenix Entertainment site.   Completely fill out a form for each person in your group, selecting ‘Continue Shopping’ in between each person.  You must provide individual names and contact information for each attendee when making a group purchase; do not use the purchaser’s name multiple times as each attendee will need to provide a photo ID to claim their membership badge onsite.  When you group is completed, select ‘Check Out’.   Your discount will be applied and you will be sent to the PayPal portion of the process.  Complete PayPal’s payment process.  You will receive an e-confirmation from Phoenix Entertainment and a PayPal transaction receipt.  We ask that you bring these two pieces of information (along with your photo ID) to the Registration area to pick up your badge.  These two pages contain information that may be needed if there is a problem with your badge.

For mail-in purchases, we ask that you send a completed mail-in form for each person in your group along with your form of payment.  You would apply the 15% discount to the total for your group and include your payment in the form of a personal check or a money order.  You should include all the registration forms and payment in one envelope and send it to the address at the bottom of the mail-in form.  This process takes at least 4 weeks – more if there is a major holiday during that time.  NOTE:  If you wish to arrange for your group’s badges to be picked up at one time by a single contact, you will need to request a group pick-up separately from your group purchase.

Once at the convention center, the coordinator will need to provide copies of the group’s photo IDs as well as his/her own photo ID.  We cannot dispose of these copies for you and ask that you return them to your hotel room to keep them secure.

Q: Does each person need to have an individual membership, or can they be shared by multiple people?
A: Each individual person needs to have a membership in their name, as well as an individual membership badge to wear during the convention.  This allows us to accurately record our number of attendees for reporting and accounting purposes, as well as providing contact information for each person in case of emergencies.  The added benefits for you are that you never have to miss an event because someone else is using your badge, and no quarrels over which person gets to attend which event.  The whole group will be able to enjoy all of the activities that are available – any day, any time!
Q:  What else do I need in order to get my badge?

A:  We prefer that you have your e-confirmation from Phoenix Entertainment with you when picking up your badge.  It provides information that may be needed in case of a problem at the time of your badge pick-up.  And patience – the lines are long at our peak times.  Even though we are working hard to give our very best personal attention to each and every attendee, there may be times when the lines move slower than usual.  So be patient with us while we get to you.

Q:  I registered a group under my name and credit card.  How will we pick up our badges at the convention?

A:  You may choose to let each member of your group pick up their own badge using a photo ID and the confirmation number for your purchase.  Alternately, we have a group pick-up option available.  Note that a group purchase is different from an onsite group pick-up.  Unless you specifically request pick-up as a group, all members will need to pick up their own badge.

 All group pick-up requests must be made in advance by May 1st.  A group pick-up request must contain at least 10 (ten) people and include the coordinator name, group attendee names, and online or mail-in order confirmation numbers.
The person who sends in the list should be shown as the coordinator.  The names should be listed alphabetically – last name, first name – along with the online (AKON25ORD#) or mail-in confirmation numbers. Send the requested information via email to projecta-konreg@royalmaiden.com, and a confirmation of your request will be sent back to the coordinator as soon as possible.

Q:  Can I wear my costume while I’m in line?

A:  Yes, but be advised we will ask you to remove any masks as we need to check photo IDs against the real face.  We also ask that you have your photo ID out and ready for us when you step up to the next Customer Service Rep.

Q:   I am handicapped and cannot stand in line for an extended time.  Can you help me?

A:  Absolutely!  We have a CSR just for you.  Let one of our greeters know that you need special assistance and we’ll get you all set.

Q:  Do you offer military discounts?

A:  We do not offer military discounts at this time.  However, when you arrive onsite to pick up or purchase your membership, please present your active-duty military ID at the Registration Exceptions area and we will be happy to promptly locate your pre-registered membership or assist you with your onsite membership purchase.  Note that only those members with an active-duty military ID can take advantage of this option; friends, family and newly-made acquaintances without the appropriate ID cannot join you in the Registration Exceptions line.

Q:  Where do I get my t-shirt?

A:  T-shirts may be picked up at the A-Kon Merchandise table located next to the Registration area. The A-Kon merchandise tables are located in the Grand Ballroom C.

Q:  Can I bring my pet?

A:  We ask that you not bring your pet into the hotel; only service animals should be present.  Service animals must wear working vests at all times when at the convention center.  You would need to check with the hotel for their pet policy.

Q:  What is a badge name?

A:  The badge name is the name you’d like to be called while you are at the convention.  It can be your full name, a nickname, an anime character’s name, your pet’s name, etc.  Obscenity, vulgarity, slurs regarding sexual preference, race or gender, in any language, will not be tolerated.  Please limit your badge name to 20 characters – alpha/numeric characters only please.  Any punctuation marks or Japanese characters will not be printed on the badges.

Q:  I purchased a pre-registered membership but will be unable to attend the convention as planned.  Can I get a refund?

A:  Refunds are available if requested before May 1st.  No refund requests will be accepted after May 1st.  Alternately you may be offered the opportunity to transfer your membership to next year’s convention instead of refunding your purchase.

To request a refund, please email us at projecta-konreg@royalmaiden.com and provide the following information (all items are required to complete your request):
1)   Badge recipient’s full name
2)   Badge recipient’s full address (including street address, city, state and zip code)
3)   Badge recipient’s email address
4)   Badge name
5)   Approximate date of your online or mail-in order
6)   Confirmation number from Phoenix Entertainment.  Online orders will be confirmed via email and begin with AKON25ORD####, while mail-in purchases are a 4-digit number confirmed via return mail and printed on a bookmark-type confirmation.
7)   If purchased online, the PayPal Transaction ID number (16-digit number about two-thirds of the way down the front of the PayPal confirmation email)
8)   Name shown on front of the credit/debit card used to purchase membership (Note: please do not send the credit/debit card number) OR the name of the person shown on front of the check or money order used to make a mail-in purchase
9)   Name of the person who actually made the original purchase
10) If purchased online, email address from which the purchase was made (could be different from the badge recipient’s email address)
11) Names, full address and email address for all persons included in the purchase (if more than 1 person on the purchase)
12) If more than 1 person was on the original order, the name and badge name of members to be refunded (note that partial refunds can be done if not all attendees are being refunded)
Please allow a minimum of 2 weeks to process your request.  Online purchases will be refunded via PayPal or to the credit card on file for the purchase.  Mail-in purchases (or purchases made at other conventions) will be refunded via check and mailed to the address provided in your email.

Q: Can I transfer my membership to another person?

AYes, you can transfer the membership to another person, however it must be submitted no later than May 1st.  To request a membership change please email us at projecta-konreg@royalmaiden.com and provide the following information (all items are required to complete your request):
1)   Badge recipient’s full name
2)   Badge recipient’s full address (including street address, city, state and zip code)
3)   Badge recipient’s email address
4)   Badge name
5)   Approximate date of your online or mail-in order
6)   Confirmation number from Phoenix Entertainment.  Online orders will be confirmed via email and begin with AKON25ORD####, while mail-in purchases are a 4-digit number confirmed via return mail and printed on a bookmark-type confirmation.
7)   If purchased online, the PayPal Transaction ID number (16-digit number about two-thirds of the way down the front of the PayPal confirmation email)
8)   Name shown on front of the credit/debit card used to purchase membership (Note: please do not send the credit/debit card number) OR the name of the person shown on front of the check or money order used to make a mail-in purchase
9)   Name of the person who actually made the original purchase
10) If purchased online, email address from which the purchase was made (could be different from the badge recipient’s email address)
11) Names, full address and email address for all persons included in the purchase (if more than 1 person on the purchase)

New Attendee Information
1) Badge recipient’s full name
2) Badge recipient’s full address (including street address, city, state and zip code)
3) Badge recipient’s email address
4) Badge Name

Q: I have just moved and my address does not match what I registered with.  How can I change it?

 A: You will need to provide the following information to us no later than May 1st.  To request an address change please email us at projecta-konreg@royalmaiden.com and provide the following information (all items are required to complete your request:
1)   Badge recipient’s full name
2)   Badge recipient’s full address (including street address, city, state and zip code)
3)   Badge recipient’s email address
4)   Badge name
5)   Approximate date of your online or mail-in order
6)   Confirmation number from Phoenix Entertainment.  Online orders will be confirmed via email and begin with AKON25ORD####, while mail-in purchases are a 4-digit number confirmed via return mail and printed on a bookmark-type confirmation.
7)   If purchased online, the PayPal Transaction ID number (16-digit number about two-thirds of the way down the front of the PayPal confirmation email)
8)   Name shown on front of the credit/debit card used to purchase membership (Note: please do not send the credit/debit card number) OR the name of the person shown on front of the check or money order used to make a mail-in purchase
9)   Name of the person who actually made the original purchase
10) If purchased online, email address from which the purchase was made (could be different from the badge recipient’s email address)
11) Names, full address and email address for all persons included in the purchase (if more than 1 person on the purchase)

New Address Information:
1) Badge recipient’s full name
2) Badge recipient’s full new address (including street address, city, state and zip code)
3) Badge recipient’s email address
4) Badge Name

Q: Can I change the name on my badge after I have purchased it?

A: You will need to provide the following information to us no later than May 1st.  To request an address change please email us at projecta-konreg@royalmaiden.com and provide the following information (all items are required to complete your request:
1)   Badge recipient’s full name
2)   Badge recipient’s full address (including street address, city, state and zip code)
3)   Badge recipient’s email address
4)   Badge name
5)   Approximate date of your online or mail-in order
6)   Confirmation number from Phoenix Entertainment.  Online orders will be confirmed via email and begin with AKON25ORD####, while mail-in purchases are a 4-digit number confirmed via return mail and printed on a bookmark-type confirmation.
7)   If purchased online, the PayPal Transaction ID number (16-digit number about two-thirds of the way down the front of the PayPal confirmation email)
8)   Name shown on front of the credit/debit card used to purchase membership (Note: please do not send the credit/debit card number) OR the name of the person shown on front of the check or money order used to make a mail-in purchase
9)   Name of the person who actually made the original purchase
10) If purchased online, email address from which the purchase was made (could be different from the badge recipient’s email address)
11) Names, full address and email address for all persons included in the purchase (if more than 1 person on the purchase)

New Badge Name Information:
1) Badge recipient’s full name
2) Badge recipient’s full new address (including street address, city, state and zip code)
3) Badge recipient’s email address
4) Badge Name

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