Policies and procedures

Romancing the Midwest – Policies Statement

By purchasing a ticket, applying as an author, vendor, or sponsor, or otherwise participating in Romancing the Midwest (“RTM”), you acknowledge and agree to the following policies.

 

1. Agreement to Code of Conduct

Attendance and participation at Romancing the Midwest is conditional upon agreement to our Code of Conduct.

  • Ticket holders agree to abide by the Code of Conduct upon purchase.

  • Authors, vendors, sponsors, and volunteers agree to the Code of Conduct upon acceptance and participation.

Romancing the Midwest is committed to fostering a safe, inclusive, respectful environment for all attendees regardless of gender, sexual orientation, race, disability, body type, or background. Harassment, discrimination, or disruptive behavior will not be tolerated and may result in removal from the event without refund.

TLDR Keep your hands to yourself unless you have enthusiastic consent.

 

2. Generative AI Policy (Authors & Vendors)

Romancing the Midwest is a human-created, artist-forward event.

By participating as an author or vendor, you agree that:

  • Products sold are licensed or you have commercial rights to sell them.

  • Products sold or promoted at RTM must not include generative AI–created content, including but not limited to:

    • AI-generated books, stories, or written content

    • AI-generated artwork, covers, illustrations, or designs

    • AI-generated merchandise designs

This policy exists to protect creators, readers, and the integrity of creative work. RTM reserves the right to remove products or revoke participation if this policy is violated, without refund.

 

3. Privacy Policy & Email Communications

Romancing the Midwest respects your privacy.

  • Email addresses collected through ticket sales, applications, newsletters, or event communications will only be used for RTM-related information, including:

    • Event updates

    • Important announcements

    • Schedule changes

    • Future RTM events (with the option to unsubscribe at any time)

We do not sell, trade, or share email lists with third parties.
You may opt out of email communications at any time using the unsubscribe link provided.

4. Photographs and Video Recordings

RTM participants are granting their permission to be photographed or recorded by authorized RTM individuals. There will be a hired photographer on site. Please know that by purchasing a ticket or participating in this event that you may be captured via video or images.

Also as a participant you are allowed to take images and video for personal use. But if you would like to use images for anything other than personal use, please contact RTM at: Romancingthemidwest@mzrylan.com as the vent center has rules about this and we will need to coordinate with them.

5. Refund & Cancellation Policy

All sales are considered final unless otherwise stated below.

If the event is canceled by the organizer (Romancing the Midwest):

  • A full refund will be issued to ticket holders, authors, vendors, and sponsors.

If the event is canceled by the event venue or due to circumstances outside the organizer’s control:

  • The event will be rescheduled.

  • All tickets, tables, and sponsorships will be honored for the new date.

  • Refunds will not be issued in this circumstance.

If a ticket holder, author, vendor, or sponsor cancels their participation:

  • No refunds will be issued, for any reason, including scheduling conflicts or inability to attend.

6. Sales of Merchandise & Soliciting Policy

  • Certain services have been given permission to solicited during the event. These could be audio book narrators, publishers or other bookish vendors. These individuals will be indicated by a special badge during the event.

  • All non-approved solicitation will be asked to leave without a refund.

7. Sales & Promotions of intellectual Property

Vendors at RTM may be asked to provide proof of proper licensing, either in advance or during the event. Any vendor found selling unlicensed items using an author’s intellectual property will be required to immediately remove those items from their booth. Failure or refusal to comply will result in removal from the event without refund.

8. Policy Enforcement

Romancing the Midwest reserves the right to:

  • Enforce all policies at its discretion

  • Remove individuals or revoke participation for violations

  • Update or amend policies as necessary to ensure the safety and integrity of the event

 

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Event Accessibility Statement
Policies and Procedures