Updated January 6, 2015
This is the event host policy for Gen Con Indy 2015. 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.
Changes in the Event Host Policy
Major Policy Changes & Reminders
Contracted Event Space Price Increase
The rates for contracted event space have
increased. The base rate per square foot now starts at $5 and the deadline for
booking is much earlier. If you have any questions, refer to the relevant section
or email email@example.com.
EO/GM Email List
and event will be added to and kept on the EO/GM email list for that year. This
list is used intermittently for important announcements regarding events, so it
is important to receive all messages. If you have any concerns, please email firstname.lastname@example.org.
You can also sign
up directly for the list at http://eepurl.com/tbCwT.
Some Events Will Not Be Included In Print Event
The event charts
in the program book have limited space. Not all events will be able to be
included. Gen Con will use its discretion in the selection process for what is
included. All events will be listed online, and every effort will be made to
inform attendees of where to find the most complete and up-to-date information.
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.
The costs for
ordering A/V for your events have increased slightly. Refer to the appropriate
section for full details.
Report Attendance for All Events
You must report attendance for all events. If your event
had a cost and required tickets, you must collect those tickets and turn them
into Gen Con in a properly filled out envelope. If it did not require tickets
(e.g. it was free, a seminar, etc.), you must still report attendance. You can
use the “COMP players” space on the envelope to report unticketed players for
free events. If no players showed up, you must let a nearby HQ know.
If we did not receive an attendance report, then we will
assume that you did not show up or your event, and will act accordingly.
are Not Automatic
If you need reimbursement for your badge or hotel, you must
ask for it – within two weeks of the show.
If you have a GM badge, drop your attendee badge off at GM
HQ on Thursday. You will not be issued a refund for a badge that you kept all
If you did not
get a GM badge, you must send an email request with your account and event
To request a hotel reimbursement, you must provide a hotel
bill with your name printed on it by the hotel along with your account and
See the Reimbursements & Payments section for more