Windycon Policies and Procedures

Adopted by the ISFiC Board 2025-10-09.

Guests of Honor

Guests of Honor are the top-tier of guest at Windycon and should be selected for their perceived draw. A Toastmaster should receive the Guest of Honor package. They should be offered the following:

• Transportation for two (airfare, train, gas money, etc.)
• Transportation from airport to hotel (O’Hare preferred, Midway or Mitchell as backup)
• 1 hotel room for 3 nights
• 2 meals at the Thursday night dinner
• an allowance for miscellaneous expenses totaling $250.00
• 2 Windycon memberships

In return, Windycon should expect the guests of honor to do the following as appropriate:

• Provide a biography and pictures for the web site and program book
• Attend Opening Ceremonies
• Present a speech for Opening Ceremonies
• Minimum of three panels
• Autographing
• Attend Closing Ceremonies if it doesn’t conflict with travel plans
• Provide program book cover art, badge art, and fillos (if artist)

Special Guests

Special Guests may be invited at the discretion of the Windycon chair and should be selected for their perceived draw and support of a theme (if any). They may be offered the following:

• Transportation for two (airfare, train, gas money, etc.)
• Transportation from airport to hotel (O’Hare preferred, Midway or Mitchell as backup)
• 1 hotel room for 3 nights
• 2 meals at the Thursday night dinner
• 2 Windycon memberships

In return, Windycon should expect the special guests to do the following as appropriate:

• Provide a biography and pictures for the web site and program book
• Attend Opening Ceremonies
• Minimum of three panels
• Autographing
• Attend Closing Ceremonies if it doesn’t conflict with travel plans
• Provide fillos (if artist)

Guests

Guests may be invited at the discretion of the Windycon chair and should be selected as people who have generally supported Windycon and live relatively locally. They should be offered the following:

• 1 hotel room for 2 nights
• 2 meals at the Thursday night dinner
• 2 Windycon memberships

In return, Windycon should expect the guests to do the following as appropriate:

• Provide a biography and pictures for the web site and program book
• Attend Opening Ceremonies
• Minimum of two panels
• Autographing
• Attend Closing Ceremonies if it doesn’t conflict with travel plans

Complimentary Memberships

Complimentary memberships may be provided for individuals who wouldn’t necessarily attend Windycon but whose presence is particularly desired by programming, special events, or other departments. Department heads should work with the chair to determine if a person may be offered a complimentary membership. Because of the nature of complimentary memberships, there is no defined requirements for either Windycon’s obligation to the member nor their obligation to Windycon.

Panelists

All panelists who do not fall into the above categories must purchase a Windycon membership prior to their first panel. Any panelists who appear on at least three events (panels, talks, readings, roundtables, etc., but not autographings) will receive a rollover of their membership to the next Windycon. The Chair may authorize a reimbursement of their membership following the convention if finances allow.

Staff

All staff must have a membership to Windycon. While we encourage all new staff to purchase their initial membership, we recognize the reality that may not be an option for everyone. Department Heads may, with the approval of the Chair, provide complimentary staff memberships for their departments. Staff members who do purchase a membership will have that membership rolled over each year they work for the convention, and will be able to use said initial membership upon retiring from Windycon.

Hotel

All Guests, Special Guests and Guests of Honor will have their hotel rooms placed on the master account with the hotel. The hotel will be told how much to charge for these rooms to the master account.

Upon checking in, all Guests, Special Guests and Guests of Honor must provide a surety to the hotel for incidental expenses. Any charges beyond the basic cost of the room and room taxes will be charged by the hotel against this surety.

Internal Mailing Lists

Following Windycon, all mailing lists used internally (registration, programming, art show, etc.) will send an archival copy of their mailing list to the ISFiC Secretary to help sustain institutional memory.