Charter & Bylaws

Ratified: September 14th, 2025

Preamble

We, the independent TTRPG creators of Canada, establish this framework to amplify our collective impact while safeguarding individual creative autonomy…

I. Core Purpose & Values

  1. Mission: To amplify the voices, visibility, and success of independent Canadian TTRPG creators through mutual support, collaboration, resource sharing, and collective promotion.

  2. Vision: A thriving, interconnected, and recognized community of Canadian indie TTRPG talent, enriching the global gaming landscape.

  3. Core Values:

  • Collaboration over Competition: Fostering a supportive environment where members help each other succeed.

  • Canadian Identity: Celebrating and promoting the unique perspectives and contributions of Canadian creators.

  • Creator Autonomy: Respecting the individual ownership, creative vision, and business decisions of each member.

  • Mutual Respect & Inclusivity: Treating all members with respect, valuing diverse voices, backgrounds, and experiences. Zero tolerance for discrimination or harassment.

  • Transparency & Fairness: Operating openly within the collective regarding shared initiatives and resources.

  • Passion for TTRPGs and/or LARPs: United by a love for roleplaying games and their potential.

II. Membership

  1. Eligibility:

  • We welcome the primary creator(s) of independently published tabletop roleplaying games (TTRPGs) and Live Action Roleplaying Games (LARPs) content, including rulesets, settings, adventures, supplements, accessories, tools, and LARP experiences.

  • Members must have a demonstrable connection to the lands currently referred to as Canada, such as being a citizen, permanent resident, long-term resident, or having a core creative base or operations within its borders. Commitment to the CCU's Mission, Vision, and Core Values.

⚠️ We recognize that some Indigenous creators may live within Canadian settler borders but choose to resist or refuse Canadian identity. If you prefer to opt out of the Canada/Turtle Island categories, we only ask that you let us know whether you are currently located within the borders colonially recognized as Canada, for the purpose of your application approval.

  1. Application: Prospective members apply via a simple form where they outline their creative work and their relationship to their location (within or outside the colonially recognized borders of Canada). Applicants are also asked to describe their alignment with CCU values of collaboration, mutual respect, inclusivity, and their passion for TTRPGs and LARPs.

  2. Contribution: Members are expected to contribute actively in ways that suit their capacity (e.g., participating in discussions, sharing resources, promoting fellow members, volunteering for collective tasks). Contribution is encouraged but flexible.

  3. Leaving CCU: Members may choose to leave the CCU at any time by notifying the group. In cases of severe or repeated violations of the Core Values or established rules, a member may be asked to leave through a consensus or defined majority vote.

Departing members are invited to complete a short, optional survey to help us improve the Collective's structure and offerings, but participation is not required.

  1. Rights: Access to shared resources, participation in collective discussions/votes, use of the CCU member badge/designation, promotion through CCU channels.

III. Governance & Decision Making

  1. Structure: Lightweight and non-hierarchical. Roles (e.g., Facilitator, Communications Lead) are voluntary, rotational (6 months), and focused on coordination, not authority.

  2. Decision Scope: Decisions apply only to collective actions, resources, and initiatives managed by the collective (e.g., shared booth at a con, amending these rules). No member can be compelled to participate in any collective initiative.

  3. Decision Making:

  • Consensus Preferred:  We aim for decisions that all participating members can support or comfortably live with, even if it's not everyone's first choice.

  • Majority Vote: For decisions where consensus isn't reached after discussion, a simple majority vote of participating members may be used. Thresholds for specific choices should be defined (50%+1).

  • Meeting Frequency: The CCU holds regular virtual meetings (monthly or quarterly, depending on needs) for discussion, ongoing projects, and decision-making. Ongoing matters are handled through asynchronous communication channels such as forums, Discord, or email.

  1. Transparency: Summaries of decisions and relevant discussions are shared with all members.

IV. Intellectual Property

  1. Creator Ownership: Each member retains full and exclusive ownership of their intellectual property (games, settings, art, writing, trademarks, etc.).

  2. CCU Identity: The "Canadian Creators United" / ”Créateurs Canadiens Unifiés” name, logo, and associated collective branding are shared assets of the collective.

    Members in good standing may use the CCU logo and name in the following contexts:

    1. On personal or studio websites under a "Memberships" or "Affiliations" section

    2. Game materials (rulebooks, covers, supplements) to indicate CCU affiliation.

    3. On social media posts promoting personal work or collective initiatives.

    4. In promotional banners or posters for events or projects supported by the CCU.

    5. In pitches, press materials, or as part of your creator biography.

    6.  A CCU Brand Assets Usage Guidelines is available for consultation.

  1. Collaborative Projects: Any project explicitly created jointly by multiple members under the CCU banner requires a separate, written agreement beforehand outlining IP ownership, revenue sharing, and responsibilities.

  2. No Implied License: Membership does not grant other members any license to use an individual creator's IP without explicit permission.

V. Promotion & Activities

  1. Mutual Promotion: Members actively support each other by sharing releases, news, and events through their channels where appropriate.

  2. Collective Promotion: The CCU maintains shared platforms (e.g., website, social media) to showcase member work and collective initiatives.

  3. Events: Members may organize or participate in events (online/offline) under the CCU banner. Participation is always voluntary.  Responsibilities must be clearly defined per event.

  4. Endorsements: The CCU may collectively endorse products, services, or causes aligned with its values via member vote. Individual member endorsements are personal and not official CCU positions unless explicitly stated as such by vote.

VI. Conflict Resolution

  1. Direct Communication: Members are encouraged to resolve disagreements directly and respectfully.

  2. Mediation: If direct resolution fails, members may request mediation from current CCU Facilitators and/or CCU’s Discord Moderators.

  3. Escalation: Persistent or severe conflicts violating Core Values may be addressed by the collective, potentially leading to a member being asked to leave (II.1).

VII. Amendments

  1. Proposal: Any member in good standing may propose an amendment to these Bylaws by submitting the proposed text in writing to ccuttrpg@gmail.com.

  1. Consideration: The proposed amendment shall be circulated to all members via the primary communication channel (e.g., email, Discord announcement).

  1. Discussion Period: A discussion period of fourteen (14) days follows the circulation of the proposal. This period is for members to ask questions, suggest friendly amendments to the proposal, and discuss the merits.

  1. Voting:

    1. Consensus (as defined in III.3), or

    2. A supermajority vote of 75% of members who cast a vote.

    1. After the discussion period, the proposal shall be put to a vote.

    2. The voting period remains open for seven (7) days to allow for asynchronous participation.

    3. Amendments shall be adopted upon reaching either:

  1. Notification & Implementation: The results of the vote shall be formally announced to all members. Successful amendments shall take effect immediately upon announcement or at a date specified within the amendment itself.

  1. Emergency Amendments: In cases of urgent necessity, as determined by a simple majority vote of the Facilitator(s) and role leads, the discussion and voting periods may be shortened. Every reasonable effort must still be made to notify all members and solicit their input.

VIII. Sunset Clause

Shared digital assets (including but not limited to: website, social accounts) will be archived or transferred as agreed upon by the final members.

IX. Living Document

CCU’s Charter & Bylaws are intended to be a living document that evolves with the needs of the collective. It is expected that procedures, roles, and specific details will be updated over time to reflect the growth and learning of the CCU community.

All members are encouraged to suggest clarifications and improvements to this document through the established amendment process outlined in Article VII.

X. Disclaimer

Not a Legal Entity: Unless formally incorporated, CCU operates as an unincorporated collective. Members participate as individuals. Liability for collective actions rests with participating members.

Individual Responsibility: Members are solely responsible for their own businesses, taxes, legal compliance, and contractual obligations related to their individual work.

Seek Advice: This framework is a starting point. Members are encouraged to seek legal or financial advice for specific situations, especially regarding contracts or significant financial commitments.