Quebec Bachata Festival

Safety, Respect & Code of Conduct

Quebec Bachata Festival is committed to creating a welcoming, inclusive and respectful environment where everyone can learn, dance, perform and connect safely.

Participation in the festival is a privilege. By attending, working, teaching, performing, volunteering or participating in any official festival activity, you agree to follow this Code of Conduct.

1. Who This Code Applies To

This Code applies equally to:

• Attendees and pass holders

• Guest artists and performers

• Instructors and DJs

• Organizers and festival leadership

• Staff and volunteers

• Photographers and videographers

• Vendors, sponsors and contractors

• Venue and hotel personnel working with the festival

• Anyone participating in an official festival activity

No person’s reputation, professional status, popularity, relationship with the organizers or position within the dance community places them above this policy.

2. Where This Code Applies

This Code applies during all official Quebec Bachata Festival activities, including:

• Workshops and classes

• Social dancing

• Performances and competitions

• Registration and common areas

• Festival parties and after-parties organized by the festival

• Festival hotel and venue spaces

• Transportation organized by the festival

• Festival-related online groups, chats and social media

• Interactions connected to the festival before, during or after the event

The festival may also act when conduct outside an official activity creates a reasonable safety concern for festival participants.

3. Consent Is Required

Consent must be voluntary, informed, specific and ongoing.

A person may change their mind or withdraw consent at any time, including during a dance. Agreeing to dance does not mean agreeing to every type of movement, physical contact or personal interaction.

Everyone must:

• Ask before beginning a dance.

• Accept a refusal respectfully and without demanding an explanation.

• Stop immediately when someone says “no,” “stop,” “not so close,” or otherwise communicates discomfort.

• Ask before attempting dips, lifts, tricks, acrobatics, intimate positions or movements outside a normal social-dance connection.

• Respect requests for more space or a different dance position.

• Allow anyone to end a dance at any time.

• Avoid repeatedly asking someone to dance, drink, exchange contact information or spend time together after they have declined.

• Understand that silence, freezing, hesitation or lack of resistance does not automatically mean consent.

• Understand that a person who is unconscious or severely impaired cannot consent.

A dance is an invitation to dance. It is not automatic consent to romantic attention, sexual contact, photographs, recordings, private meetings or continued communication.

4. Unacceptable Conduct

Quebec Bachata Festival does not tolerate harassment, discrimination, intimidation, violence or other conduct that threatens another person’s safety or ability to participate.

Prohibited conduct includes, but is not limited to:

• Unwanted sexual attention, advances or propositions

• Unwanted touching, groping, kissing or physical contact

• Continuing an interaction after being asked to stop

• Following, stalking, monitoring or repeatedly approaching someone

• Blocking someone’s path or preventing them from leaving

• Sexual comments, jokes, gestures or remarks about someone’s body

• Threats, intimidation, bullying or humiliation

• Verbal, physical or sexual assault

• Deliberately dangerous dancing

• Non-consensual dips, lifts, tricks or intimate dance positions

• Taking or sharing photographs or recordings against someone’s wishes

• Sharing private or intimate images without permission

• Harassment through messages, social media or festival-related online spaces

• Retaliation against someone who raises a concern or participates in a review

• Discrimination or hateful conduct based on race, colour, ethnicity, nationality, language, religion, sex, gender, gender identity or expression, sexual orientation, age, disability, body size, physical appearance, socioeconomic status, dance level or dance role

• Using professional status, teaching authority, popularity or community influence to pressure or exploit another person

Intoxication is not an excuse for misconduct.

5. Dance-Floor Safety and Etiquette

Participants are expected to:

• Dance within their abilities.

• Adapt to their partner’s experience and comfort level.

• Use smaller movements on crowded floors.

• Avoid lifts, aerials, dangerous drops or uncontrolled movements during social dancing.

• Pay attention to nearby dancers and apologize after accidental contact.

• Avoid giving unsolicited instruction or criticism during a social dance.

• Keep drinks, glass and personal belongings away from the dance floor.

• Maintain reasonable personal hygiene and change excessively wet clothing when necessary.

• Follow instructions from festival staff, security and venue personnel.

6. Photography and Recording

Festival photographers may capture general event footage in designated areas. However:

• Personal close-up photography or recording should stop when someone objects.

• No one may secretly record another person in a private or sensitive situation.

• Photos or videos may not be used to embarrass, threaten, sexualize or harass someone.

• Anyone with a safety or privacy concern may speak with the Safety Team.

The festival will make reasonable efforts to accommodate participants who do not wish to appear in identifiable promotional content.

Report a Concern

You may report something that happened to you, something you witnessed, or information shared with you by another person.

You do not have to confront the person involved before making a report.

You do not need to determine whether an incident legally qualifies as harassment or assault. Contact the Safety Team whenever conduct makes you feel unsafe, pressured, threatened or seriously uncomfortable.

7. Immediate Danger

When someone is in immediate danger or requires urgent medical assistance:

1. Call 911 or ask someone nearby to call.

2. Contact venue security or the nearest festival staff member.

3. Move to a safer location when possible.

4. Do not physically intervene when doing so could place you or someone else in danger.

5. Preserve messages, photographs, clothing or other potential evidence when it is safe to do so.

8. How to Make a Report

Reports may be made through any of the following channels:

During the Festival

• Speak with a designated Safety Team member.

• Visit the Safety & Support Desk located at [LOCATION].

• Speak with registration staff and ask for the Safety Team.

• Call or text the festival safety number: [PHONE NUMBER].

• Send a WhatsApp message to: [WHATSAPP NUMBER].

Safety Team members will be identifiable by [BADGE, WRISTBAND OR SHIRT DESCRIPTION].

Online or After the Festival

• Email: [SAFETY EMAIL ADDRESS]

• Submit the confidential reporting form: [FORM LINK]

• Submit an anonymous report through the same form.

• Ask a trusted person to make a report with or for you.

Reports may be submitted during or after the festival. Reporting promptly can help the festival respond effectively, but there is no festival-imposed deadline for raising a concern.

Anonymous reports are accepted. However, anonymity may limit the festival’s ability to ask follow-up questions, verify information or communicate the outcome.

9. Information You May Include

A report may include:

• Your preferred name and contact information, when you wish to provide it

• The name or description of the person involved

• What happened

• The approximate date, time and location

• Names or descriptions of witnesses

• Screenshots, photographs, messages or other information

• Any immediate safety concerns

• What kind of assistance you are requesting

You may provide as much or as little information as you feel able to share initially. A report will not automatically be dismissed because every detail or piece of evidence is not available.

10. What Happens After a Report

Step 1 — We Listen

A trained Safety Team member will listen without blaming, pressuring or demanding unnecessary details.

When possible, you may request to speak with a Safety Team member of a particular gender or communicate through a trusted support person.

Step 2 — We Address Immediate Safety

The Safety Team will ask what you need to feel safer. Available measures may include:

• Moving you to a quiet or safer area

• Finding a friend or support person

• Providing an escort to your room, vehicle or transportation

• Separating the individuals involved

• Adjusting access to particular festival spaces

• Contacting medical services, venue security or police

• Helping you reach an independent support organization

The festival will not require you to confront or meet privately with the person you reported.

Step 3 — We Explain Your Options

You may choose to:

• Request support without making a formal complaint

• Make an informational report so the concern can be documented

• Request festival action

• Make a formal complaint

• Contact venue security

• Contact police or an outside support organization

• Take time before deciding what you would like to do

The festival may need to act without the reporter’s permission when there is an immediate and serious danger, a potential risk to other participants, an incident involving a minor, or another legal obligation. When possible, the reporter will be informed before such action is taken.

Step 4 — We Review the Information

Formal complaints will be reviewed as promptly, fairly and impartially as reasonably possible.

The festival may:

• Speak separately with the reporter

• Speak with the person whose conduct was reported

• Interview witnesses

• Review messages, photographs, recordings or other relevant information

• Consult venue security or an independent adviser

• Examine previous documented concerns when relevant

Whenever the complaint involves an organizer, senior staff member, Safety Team member or person with a close relationship to festival leadership, that individual will not participate in handling or deciding the complaint. The matter should be assigned to an independent reviewer whenever reasonably possible.

Step 5 — Interim Safety Measures

The festival may take temporary precautions while reviewing a concern. These are safety measures and do not automatically represent a final determination.

Measures may include:

• A temporary no-contact instruction

• Schedule or seating changes

• Restricted access to particular spaces

• Increased security supervision

• Temporary suspension from festival activities

• Temporary removal from the venue

Step 6 — Decision and Action

The festival will make a good-faith determination based on the information reasonably available.

Possible actions include:

• A conversation regarding expectations and boundaries

• Verbal or written warning

• Required no-contact agreement

• Removal from a workshop, party or other activity

• Restriction from particular festival spaces

• Revocation of a festival pass without refund

• Removal from the event

• Temporary or permanent ban from future events

• Removal from a staff, volunteer, instructor, DJ or artist position

• Termination of a professional relationship or contract

• Contacting venue security, emergency services or law enforcement when appropriate

Serious conduct may result in immediate removal or banning without a prior warning.

Festival action is separate from a criminal or civil legal process. The festival may take reasonable safety measures even when no police report, criminal charge or court decision exists.

Step 7 — Follow-Up

When contact information is available, the Safety Team will acknowledge the report and provide reasonable updates.

The reporter will be informed when the review has concluded and whether safety or corrective action was taken. Certain personal or disciplinary details may remain private.

11. Confidentiality and Privacy

Reports will be handled discreetly and information will be shared only with people who reasonably need it to respond, review the concern, protect participants or comply with legal obligations.

Complete confidentiality cannot always be guaranteed because some information may need to be disclosed to conduct a fair review or address a serious safety risk. The Safety Team will explain these limitations whenever possible before information is shared.

The festival will not publish the identities of reporters, witnesses or accused individuals as part of its internal process.

12. Protection Against Retaliation

Retaliation is prohibited.

No person may threaten, intimidate, punish, exclude, harass or damage the reputation of someone because they:

• Made a good-faith report

• Requested assistance

• Supported another person

• Provided information as a witness

• Participated in a review

• Declined to participate in an interaction or dance

Concerns about retaliation should be reported immediately and may result in separate disciplinary action.

A good-faith report will not result in discipline merely because it cannot be substantiated. Knowingly submitting fabricated information for the purpose of harming another person may itself violate this Code.

13. Bystander Responsibility

Anyone who witnesses concerning behavior should prioritize safety and seek help.

Depending on the situation, a bystander may:

• Create a distraction

• Check on the person privately

• Ask festival staff or security to intervene

• Document relevant details when safe and appropriate

• Remain with the person afterward

• Report what they witnessed

Do not post recordings of an incident publicly without the affected person’s permission. Documentation should be given directly to the affected person or Safety Team.

14. External Support in Québec

Festival reporting is optional and does not replace medical, legal or police assistance.

For immediate danger, call 911.

Québec’s Sexual Violence Helpline provides free, bilingual, anonymous and confidential assistance 24 hours a day:

1-888-933-9007

Crime Victims Assistance Centres—CAVAC:

1-866-532-2822

Individuals may seek external support whether or not they make a report to the festival or police.

15. Our Commitment

Quebec Bachata Festival will:

• Make this policy easy to find before and during the festival.

• Provide more than one way to report.

• Identify designated Safety Team members.

• Train key staff in consent, bystander intervention and trauma-informed response.

• Document reports securely.

• Address conflicts of interest.

• Review the policy following each festival.

• Use incident information to improve future safety measures.

Creating a safe festival is a shared responsibility. We ask every participant to respect boundaries, look out for one another and help us build a community where everyone can experience the joy of dance safely.