Code of Conduct & Event Policies

Code of Conduct & Harassment Policy

Our community should be fun, friendly, and safe for everyone.
This Code explains expected behavior and what to do if something makes the environment unsafe.

Winter White has zero tolerance for harassment or discrimination of any kind.
Any harassment based on race, gender, age, orientation, or other protected characteristics may result in removal from the event without refund.

If You Witness or Experience a Problem

Look out for each other and check in if someone seems uncomfortable.

Report concerns to:

  • Winter White Staff

  • Staff by phone/text

  • Anonymous reporting form (TBA)

We will listen, act promptly, and keep reports confidential. A review panel will examine each incident.

If problems continue after reporting, please let us know. We appreciate your help keeping our community safe.

Consequences

Unacceptable behavior must stop immediately. Responses may include:

  • A conversation or behavioral request

  • Contest disqualification

  • Removal from the event without refund

Serious situations may be escalated to event directors or law enforcement.

How to Keep the Space Safe & Respectful

Respect on the Dance Floor

  • Be aware of your surroundings

  • If you bump or hurt someone, apologize and adjust your dancing

Boundaries & Consent

  • Do not assume comfort with close holds, dips, or flirty interaction

  • If unsure, ask

  • If someone asks you to stop—verbally or through body language—stop immediately

Communication

  • Invitations to dance can be accepted or declined—respect both

  • You may stop a dance at any time if you feel uncomfortable or unsafe

  • If you frequently feel uncomfortable or receive repeated adjustment requests, consider speaking with a staff member

Inclusivity

  • Everyone is welcome regardless of race, age, identity, skill level, or appearance

  • Harassment or threatening behavior will not be tolerated

Substances

  • Alcohol and other substances can affect judgment—know your limits

Hygiene

  • Shower, wear clean clothes, use deodorant, and avoid strong scents

Booking and Registration

Registrations are only valid after full payment.
Registrations on Dance App remain binding for 10 days unless canceled directly through us.

For a balanced lead-follow ratio:

  • Couple registrations are recommended

  • Single registrations may be waitlisted and paired based on role availability

A processing fee of 2.9% (Stripe) will be added to payments.

Payment Policy

Payment is due within three days of registration or before any price increase.
Unpaid registrations may be canceled or adjusted without notice.

Cancellation and Transfer Policy

We do not offer refunds.

If you cannot attend, transfers are allowed with approval:

  • Leaders → another leader

  • Followers → another follower or a leader

A 250 NOK transfer fee applies.
We reserve the right to deny transfers in cases of suspected abuse.

Ticket Scalping and Resale Restrictions

Passes may not be resold for profit.
Unauthorized resale will not be honored.

Refund Requests and Appeals

Refunds are not offered.
Appeals may be submitted with valid reasons and are reviewed case-by-case.
All decisions are final.

Photographic and Video Release

By attending Winter White, you agree to photography, video, and audio recording for promotional use.
These materials may be used without compensation.

Privacy Policy

Personal information is kept confidential and used only for event purposes.
You may receive event communications and can unsubscribe at any time.

Lost or Stolen Items

Winter White is not responsible for lost or stolen items.

If something is lost:

  • Check Lost & Found at the registration desk during the event

  • Contact Scandic Oslo Airport after the event (items may be stored temporarily)

We do not store items after the event and cannot guarantee recovery.

Force Majeure Clause

If circumstances beyond our control (e.g., natural disasters, government restrictions) prevent the event, we may cancel or reschedule without liability for refunds.
We will communicate any changes promptly.