Updated December 22, 2009

This is the event host policy for Gen Con Indy 10. By submitting and/or running events at Gen Con, you agree to all policies contained within this document, so you should be familiar with it.

It should answer all of your questions regarding badges, hotels, tables, prizes, reimbursements, etc. as they relate to events at Gen Con.

If you have any further questions, concerns, problems or suggestions regarding the Event Host Policy, please let us know.

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Guide to Changes in the Event Host Policy

Major Policy Changes & Reminders

Use one ticket envelope per game ID

Only use a single envelope for each event/game ID. If you have too many tickets to fit in a standard-issue envelope, ask for a larger envelope at GM HQ.

Waivers required for all physically active events

All participants in "physically active" events (e.g. boffer/NERF combat, exercise events, dancing classes, etc. - anything where the players are actively moving around) must sign consent and release forms. The event organizer must sign one with Gen Con LLC - and all the players must sign one with the event organizer.

All requests must be received within 2 weeks after the end of the show

All requests for badge/hotel reimbursement or event ticket payment must be received at the Gen Con LLC offices within 2 weeks after the show. Requests made after that date will not be honored.

Policy & Process Clarifications & Reminders

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

If you have a problem, tell the local HQ

If you have any problems or questions (e.g. someone is on your tables, your events seem spread out or not what you need), talk to your local HQ first, don't just fix it yourself.

Additional fee for events with a cost of $20 or more per 2 hours

Any event with a final cost equal to or 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 additional fee.

GM Time Sheets Are No Longer Required

You no longer need to fill out a GM time sheet, but you must still request a refund via email and turn in all tickets for your events (refer to the Reimbursements & Payments section for full details).

Reimbursements will not be issued if you do not turn in your event tickets and specifically request a refund.

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.