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pdf Event Host Policy (revision 14)

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Downloads: 14,519 File Size: 759.9kB
Posted By: Derek Guder Views: 30,986
Date Added: 02-09-2007

Updated December 18, 2013

This is the event host policy for Gen Con Indy 2014. 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.


Major Policy Changes & Reminders

EO/GM Email List

Anyone submitting 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

You can also sign up directly for the list at

Some Events Will Not Be Included In Print Event Charts

The event charts in the program guide 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.

Entertainment Events (Concerts, Performances, etc.)

The number of live performances has been increasing and space is limited, so anyone planning on hosting an entertainment event will need to be flexible with scheduling, technical requirements, etc. With only a handful of performance spaces, preferred dates & times may not be able to be accommodated. Submissions that are too similar to existing events may also be edited or even rejected.

Make sure to email after submission to go over any requirements (technical or otherwise) and make sure everything is in order.

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.

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.

Reimbursements 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 weekend.

If you did not get a GM badge, you must send an email request with your account and event information.

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 event information.

See the Reimbursements & Payments section for more information.

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