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 & Registration

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

Leader & Follower Balance

Winter White may limit the number of Leaders and Followers to maintain a balanced lead-follow ratio and provide the best possible experience for participants.

• Couple registrations are recommended.

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

• A Leader Pass is valid for a Leader, and a Follower Pass is valid for a Follower. A pass does not automatically give the holder the right to change roles.

• A Leader Pass cannot automatically be changed into a Follower Pass, and a Follower Pass cannot automatically be changed into a Leader Pass. Role changes are only possible if approved by the Winter White team and if the current balance allows it.

• If your partner can no longer attend, your own pass remains valid, but your role does not automatically change.

Waiting Lists

• If a role reaches capacity, participants may be placed on a waiting list for that role.

• Being on a waiting list does not guarantee a place at the event.

• Participants must follow the normal waiting-list procedure for their chosen role.

• If permitted by the registration system, a participant may secure a place by finding a participant in the opposite role to register with.

• Participants who register late, or who win a free pass, do not automatically receive priority over people already on the waiting list.

If You Already Have a Pass and Win Another Pass

If you already have a regular pass and subsequently win a prize pass in another role, the prize pass must remain in its original role. For example, if you already have a Follower Pass and win a Leader Pass, you may:

1. Keep your original Follower Pass and attend as a Follower. The winning Leader Pass cannot be converted, transferred, or saved for another event.

2. Use the winning Leader Pass and attend as a Leader, and transfer your original Follower Pass according to our normal Transfer Policy (below).

The winning Leader Pass cannot be changed into a Follower Pass.

Payment

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

• Payment is due within three days of registration or before any price increase.

• Unpaid registrations may be canceled or adjusted without notice.

Cancellation, Transfer & Refund Policy

Refunds

All paid tickets and bookings are non-refundable. This includes situations such as:

• Changes in personal plans

• Illness

• Travel problems

• Accommodation issues

• A dance partner being unable to attend

• A change in who you wish to attend with

Refunds are not offered except where required by applicable law or otherwise explicitly stated by Winter White. Appeals may be submitted with valid reasons and are reviewed case-by-case; all decisions are final.

Transfers

• Your entire booking can be transferred to one other person for a 250 NOK administration fee.

• Leader pass: can only be transferred to another leader.

• Follower pass: can be transferred to either a follower or a leader.

• Any intensives or extras included in your booking will transfer together with the event pass.

• Bookings cannot be split between multiple people.

• A transfer does not automatically allow the new participant to change roles if that role is already full. Transfers are subject to the current Leader/Follower balance and registration availability.

• Please contact us with the name and contact details of the person taking over your booking. The transfer is only valid once confirmed by the Winter White team.

Prize Pass Transfers

• Prize passes follow the same registration and role-balance rules as regular passes.

• A Leader prize pass must be used as a Leader Pass, and a Follower prize pass as a Follower Pass. Prize passes cannot be converted to another role.

• If the relevant role is full, the winner must join the normal waiting list — prize winners do not receive priority.

• Prize passes are non-transferable, cannot be exchanged for money or another pass, and cannot be saved for a future edition.

• If you already hold a pass and win a pass in another role, you may use either pass according to its role. Your original paid pass may be transferred according to our normal Transfer Policy above.

Ticket Scalping and Resale Restrictions

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

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. If you have concerns about being photographed or filmed, please contact the Winter White team.

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.