It’s time to begin the ramp up to Gen Con Indy 2008 – event submission begins on February 3rd! The submission process won’t be too different this year, though we’ve improved how we will be reviewing events to make it faster and smoother.
Unfortunately, due to construction, we will be losing nearly 30,000 sq ft of event space within the convention center and the remaining space will be at a premium. Submit your events early to secure the space you want.
Event Submission – How to run games at Gen Con
Though there are no major changes to the event submission process, the event review process has changed significantly. Events will now be reviewed and placed in three cycles during the submission period. In the past we waited until all events were submitted before reviewing and placing them.
The basic event submission process is:
- Sign into your account to use the online event submission form to send us your event details (deadline: March 31, 2008)
- Submit your GM badge request form – make sure to include account numbers! (deadline: June 22, 2008)
- Make sure to double-check and confirm that your events are in order
Make sure you read the 2008 Event Host Policy. Other useful links and details can be found on our Event Organizer and Game Master web page, and in the GM forum. If you have any questions or concerns, please feel free to email or call us directly (206-957-3811).
Event Review Cycles
Events will be reviewed and assigned locations in three cycles during the event submission period. Events approved in a cycle will be assigned a location before events submitted in subsequent cycles are assigned locations:
- Events submitted during cycle 1 (Feb 3 – Feb 25) will be placed before those in cycles 2 or 3.
- Events submitted during cycle 2 (Feb 26 – March 17) will be placed after events from cycle 1 but before events from cycle 3.
- Events submitted during cycle 3 (March 18 – March 31) will be placed after everything else.
This means that premium, high-demand space and time slots will go very quickly and if you want to secure space in a certain room or have very specific requirements for your event, submit it as early as possible. As time slots fill up and space runs out, we will not be accepting events for that space or time slot, though you can resubmit your event for a different time.
For more information on event placement and how the cycles will be handled, please refer to the Event Host Policy.
Event Timeline
- February 3 Event Submission Begins
- Feb 3 – Feb 25 Event Review Cycle 1
- Feb 26 – March 17 Event Review Cycle 2
- March 18 – March 31 Event Review Cycle 3
- March 31 Event Submission Closes
- May 2 Event Highlights Due
- May 4 Layout Change Requests Due
- June 8 GM Hotel Requests Due
- June 22 GM Badge Requests Due
- June 22 Event Ticket Payment Requests Due
- September 17 Final deadline for badge & hotel reimbursement & tickets
This is a summary list of important dates and reminders. It is by no means comprehensive – please refer to the Event Host Policy for full details on what you need to do for your events.
Price Increase
Gen Con base pricing has increased to $2.00 per 2 hours of play ($2 for 2 hours, $4 for 3 hours, $4 for 4 hours, $6 for 5 hours, etc.). This affects both event and generic tickets. All event prices must be in multiples of $2.
Event Fee Payment Request Form & Tax Information
If you submit your events with Special Pricing and expect to be paid per event ticket you turn in, you will need to fill out a Event Fee Payment Request Form this year to confirm what events you are expecting payment for and to provide us with the appropriate contact and financial information. For more information, email events@gencon.com.
Important change: If you will receive more than $600 in event fee payment, you will need to provide the Gen Con finance department with your tax information before we can pay you: US residents must provide a W-9 while international citizens need to fill out a W-8Ben.
A/V Extra Cost
Seminars are provided a single microphone connected to the house sound system of the room. All other A/V requests for any events will incur an additional cost, as listed on the event submission form. If you request additional equipment, you will be responsible for paying all associated costs prior to the show.
Stickers
Stickers have been banned from the convention center. Adhesive backed decals and stickers may not be given out inside the Indiana Convention Center & RCA Dome (ICCRD) by any client, exhibitor, or individual. Any costs incurred by the ICCRD to remove any decals/stickers affixed to floors, walls, windows, doors, escalators, handrails, ICCRD equipment, etc. inside the facility will be billed to the client associated with the sticker/decal.