Membership, Registration, and Badge Questions

Membership, Registration, and Badge Questions

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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Note: 3-day memberships may be purchased Thursday during the posted registration hours.
 
Note 2: Single-day memberships must be purchased the same day they are used.  For example, Saturday-only memberships must be purchased on Saturday.  We are not able to sell single-day memberships on Thursday for any convention day.

Walkon Open #7- Dalek & Dr. Who by The Green Family

Walkon Open #7- Dalek & Dr. Who by The Green Family

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 as it speeds up your arrival and prices are lower), or purchase your membership in our On-Site Registration area for higher, at-the-door prices. Photo ID is required in order to receive your memberships.

Your membership at A-Kon® includes a program book, your convention membership badge and a goody 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 as this is cost prohibitive. Badges are released at the discretion of the convention committee and can be withdrawn at any time for any reason — however, short of illegal activity, considerable or repeated breach of the peace, or violation or reasonable standards, this is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.

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 book is generally limited to about 21000 printed copies which 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.

Photo by keldrick5

Photo by keldrick5

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 that is decided upon 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, attendees the age of 16 years and older must provide registration staffers a valid photo ID (whether pre-registered or purchased on-site) in order to receive a badge. If the attendee is under 16 years of age, identification must be provided by a parent (or a guardian aged 18 years or older). We ask that the parent or guardian also accompany the attendee while at the convention or be available onsite in case of emergencies.

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. We ask that you carry your photo ID at all times while at the convention.

We reserve the right to deny membership to anyone who refuses to provide us with a valid ID.

credit Samaze.com

credit Samaze.com

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: 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. 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 paper (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.

Weeping Angel

Weeping Angel

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.

Q: What else do I need in order to get my badge?

A: You must 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.

akon23-chaz-0251lowQ: 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. Does that mean I can’t get a membership?

A: Of course not. Please ask one of our Staff Members to direct you to the Exceptions desk. There one of our staff will take care of you and one (1) member of your party.

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 with one (1) member of their party 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 Phoenix Merchandise table located near the exit of the Grand Ball Room C.

akon23-crandell-0365lowQ: Can I bring my pet?

A: We ask that you not bring your pet into the convention center; 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: Does someone under the age of 16 need to have a chaperon while at the convention?

A: Yes, children age 15 and under must be accompanied by a parent/guardian/accompanying adult age 18 or over during the convention.

Q: Can I pick up my friend’s badge?

A: No, but we have a group pick-up option available. A group pick-up request must contain at least 10 (ten) people. The names should be listed alphabetically – last name, first name – AKON26ORD# or mail-in confirmation numbers (coordinator should be indicated after the confirmation information) The person who sends in the list should be shown as the coordinator. All group pick-up requests must be sent to ProjectA-KonReg@royalmaiden.com  no later than May 1, 2015.

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.

Reg LineQ: Can I pick up my family member’s badge?

A: Yes, if requested no later than May 1, 2015. The request can only contain family members who has both the same address and same last name. The names should be listed alphabetically – last name, first name – AKON26ORD# or mail-in confirmation numbers  (The person who will be picking up the membership badges should be indicated after the confirmation information) The person who sends in the list should be the person who will be picking up the membership badges. All family pick up requests must be sent to ProjectA-KonReg@royalmaiden.com .

Once at the convention center, the Family pick up coordinator will need to provide copies of the family members (who are 16 and older) valid photo ID, a copy of the confirmation letter, and their 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: Can I pick up another person’s badge if I paid for it?

A: No, unless a group pick up or a Family member pick up has been requested prior to May 1st.

Yip Yip YipQ: Why would the Registration line be closed before the listed hours of Operation?

A: The Registration Line can be capped up to two (2) hours prior to closing time if the amount of time to process the line is longer than the time left in the hours of operation. This is done so the staff will have enough time to rest and recover for the next day of operations

Q: I have already pre-registered but I see that the onsite line is shorter; can I purchase a new membership and refund my pre-registered membership?

A: No, all refund requests must have been submitted prior to April 26th. No exceptions.

Q: Can I sell my badge to someone else at the convention?

A: No, the information on the badge must match the identity of the person wearing the badge. This is so that we have valid contact information in case of an emergency.

Scooby and the Gang

Scooby and the Gang

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, religion, race, or gender, in any language, will not be tolerated. Please limit your badge name to less than 25 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 April 26th.  No refund requests will be accepted after April 26th.

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 AKON26ORD####, 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 4 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.

Jawas, they're everywhere.

Jawas, they’re everywhere.

Q: Can I transfer my membership to the next year?

A: Yes, the membership can be transferred once to the following convention year. Please email us at projecta-konreg@royalmaiden.com and provide the following information (all items are required to complete your request). No requests will be accepted after April 26th.  Transfer can only be done once per purchase. i.e. Badge purchase on 2015 can be transferred to 2016 but cannot be transferred AGAIN to 2017.

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 AKON26ORD####, 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 4 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.

comicvillainsQ: Can I transfer my membership to another person?

A: Yes, you can transfer the membership to another person, however it must be submitted no later than April 26th. Please note that once transfer has been processed, the original “owner” of the membership cannot make any changes to that membership. Only the new owner will be able to change name, address, and be able to pick up the badge. The new owner will not be allowed to TRANSFER the membership to anyone else or have it transferred to the next year.

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 AKON26ORD####, 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

Dr. Thadius "Rusty" Venture

Dr. Thadius “Rusty” Venture

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 April 26th.  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 AKON26ORD####, 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

Horse Head Stormtrooper

Horse Head Stormtrooper

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 April 26th.  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 AKON26ORD####, 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