So it's never too early to start planning for the next Gen Con, trust me. In that vein, I've revised and released the glorious Event Host Policy in all of its glorific glory. The initial 09 revision is now available.

What's new, you ask? Well, not a whole lot, honestly. I added info about Wednesday gaming, clarified some stuff,etc.

Oh, and I got rid of GM time sheets.

..

Hopefully that got your attention. Yup, my plan for 2009 is to get rid of GM time sheets. I don't like 'em. You don't like 'em. People have complained about how much of a hassle they are, etc. They get lost; aren't filled out properly; you forget to get them sign by the HQ; you don't even know where the HQ is; you weren't asking for reimbursement but you filled one out anyway, etc. There are lots of reasons time sheets can be a bit of a pain in the neck for some GMs.

But they're essential, right? There's no other way to confirm who ran what to refund them, is there?

Now that I've been more more agressive in getting people to turn in their event tickets (thanks to everyone who did!) and we have much more accurate attendance records, I've taken another look at GM time sheets and I think I have a better way.

TIme sheets reall served two functons:

1. Confirm that you actually ran your events
2. Provide a formal way to request a refund and get me the info I need (mainly your account number and contact info)

With rigorous ticket collection, thoguh, we kind of have purpose #1 covered. Our policies already state that if you don't turn in the tickets for your event, then it effectively didn't happen. We've gotten to the point with tickets that they can basically serve as your time sheet now.

Did you turn in your tickets? Great - then your event went off and your OK, just as if you had gotten your time sheet signed off on. Oops - you mean you didn't turn in your tickets? Well, you better get 'em to us ASAP or we won't be able to reimburse you based off of those events.

This change should make it easier for GMs (who have one less piece of paperwork to worry about) and better for me (as it should encourage even greater ticket return and I don't have to worry about sorting through a big stack of wrinkled papers).

That still leaves purpose #2, however. If you want a reimbursement, you'll still need to tell me (and provide specific information) but now you'll be able to do it via email.

So getting a reimbursement is now a 2-step process:

1. drop off your tickets
2. email me your info to ask for a reimbursement

Keep two more things in mind, though: First, make sure your email includes all of the appropriate info (explained in the EHP). If you don't, it'll be sent back to you. Second, if you are expecting hotel riembursement, I still need to recieve a copy of your hotel bill (with your name printed on it by the hotel!) before I can send you any money. No hotel reimbursements will be issueed without hotel bills.

So that's the New Order. One less bit of pwperwork to worry about! Hopefully this will make things easier for all of us, but if you have any questions, concerns, comments or suggestions on this (or anything else) let me know sooner rather than later so we can address them well before the show.

Thanks, and here's the quick guide to changes in the new revision of the EHP. Make sure to download and check out the whole document.

Guide to Changes in the Event Host Policy

 

Major Policy Changes

GM Time Sheets Are No Longer Required

Gen Con no longer requires GMs to fill out time sheets in order to get badge or hotel reimbursement. However, you must turn in tickets for all of your events and you do still need to make a request.Reimbursements will not be issued if you do not turn in your event tickets.If you want reimbursement for your badge or hotel, you must:1.       Turn in your event tickets (and hotel bill, if applicable)2.       Email events@gencon.com with the appropriate informationRefer to the Reimbursements and Payments section for full details on what you need to provide.

All Reimbursement and Payment Inquiries Must be Received with a Month of the Show

Gen Con will be closing its books earlier, so all financial inquiries or requests must be received at the Gen Con LLC offices within a month of the show. Badge or hotel requests or ticket payment requests made after that date will not be honored.If you are expecting money from Gen Con, you must let us know within a month of the show or we will not be able to help you.

Wednesday Events

We have been experimenting with a limited number of Wednesday events the past few years and have added details to this document. Wednesday events are free and do not require tickets. Space is limited and Wednesday events will be reviewed and placed after all other events.

Policy & Process Clarifications

The following policy and process clarifications are summaries.  Please see the corresponding sections in the Event Host Policy for the actual policies.

Badges are Required for Everyone At All Times

There are no exceptions – valid badges are required for everyone at all times. All players must have a badge. All GMs must a badge. All presenters, hosts, guests, panelists, participants, etc. must not only have a badge but have it with them at all times when in the convention space.It’s a good idea to have your badge out and obvious or you risk being stopped by security.

You are Solely Responsible for the Accuracy and Status of Your Events

You are responsible for your events, not Gen Con. You should double-check them for accuracy as well as to confirm their status. Gen Con is not responsible if your events are never placed because they were still “in progress” or if you don’t show up to run your game because you didn’t know it was accepted.

Additional fee for events with a cost over $20/2 hours

Any event with a final cost greater than $20 per 2 hours (or $40/4 hours or $60/6 hours, etc.) is subject to an additional 10% administrative fee. This additional fee will be added to the Gen Con base price and deducted from your requested Special Pricing.