Gen Con Indy 2013Attendee FAQGeneral Information General InformationQ: What is Gen Con? Gen Con is a consumer and trade experience dedicated to gaming culture and community. Gen Con Indy is the largest annual consumer fantasy, electronic, sci-fi, adventure and hobby game convention in North America. Each year gaming enthusiasts converge to share their love for all things gaming, from tournaments to guest appearances, exhibit hall booths to electronic games, workshops, seminars, anime, art shows, auctions and countless other activities. Q: When is Gen Con Indy? Gen Con Indy takes place annually in August. The next show will be August 15-18, 2013. Check out our Future Show Dates page for more! Q: Where is Gen Con Indy held? Gen Con Indy has been held at the Indiana Convention Center since 2003. The address is 100 South Capitol Avenue in Indianapolis, Indiana 46225. We also utilize space in the surrounding hotels for various Events. Q: How do I get into the show? Anyone interested in attending our show will need to purchase a badge. A badge gives you access to the exhibit hall, art show, seminars and other free events happening in public areas. A badge will also allow you to purchase event tickets to participate in specific events. Q: Where can I park and how much is it? Check out the Visit Indy website for an in depth search of parking lot locations, rates and hours. Or you can visit the Indiana Convention Center or Indianapolis Downtown Inc. websites for parking and public transportation information. Q: Where can I eat in Indy? There are a number of dining locations near the Convention Center. If you want to venture out, check out the Visit Indy or Indianapolis Downtown Inc. websites. A map of downtown restaurants can also be found on the Visit Indy website. Q: What type of aid to do you offer to attendees with disabilities? Gen Con has a Special Services kiosk onsite to service anyone who is disabled or requires special assistance. Attendees visiting this kiosk can purchase badges and event tickets there or have their Will Call packet(s) collected from Will Call and brought to them at this location. When visiting the Special Services kiosk, you will be issued a wrist band to wear throughout the duration of the show. This will notify staff that you have a disability and qualify for special assistance such as expedited admission (bypassing lines) or reserved seating areas for specific events. Simply speak with anyone wearing a staff shirt to request assistance particular to your needs. Q: Where can I get access to a wheelchair or scooter for the convention? Wheelchair loans are available in limited quantities through the Indiana Convention Center. Check out the Indiana Convention Center site or contact them directly at 317-262-3400 regarding wheelchair availability. Scooter and wheelchair rentals are also available at At Home Health Equipment or Scootaround Inc. Q: How can I get more information on demoing a game or exhibiting at Gen Con Indy? If you are interested in demoing a game or product or exhibiting, check out our "Exhibit" section of our website or email exhibitors(at)gencon.com. Q: How can I exhibit my artwork at Gen Con Indy? There are several options offered should you wish to exhibit your artwork at Gen Con. You could either be an Exhibitor on the main Exhibit Hall floor or you can register for the Gen Con Art Show. Information about both programs can be found on our website under the “Exhibit” link. Art Show info and registration will be available in January/February. Should you have any additional questions about being an Exhibitor email exhibitors(at)gencon.com, or for the Art Show, email artshow(at)gencon.com. Q: How can I exhibit my writing at Gen Con Indy? There are several options offered should you wish to exhibit your writing at Gen Con. You could either be an Exhibitor on the main Exhibit Hall floor or you can register for Authors’ Avenue. Information about both programs can be found on our website under the “Exhibit” link. Authors’ Avenue info and registration will be available in January/February. Q: How can I run a game or event at Gen Con Indy? If you are interested in running a game or event, check out the EOs & GMs section below or see the "Host" section of our website. You can also email events(at)gencon.com if you have questions that aren't answered here, and be sure to review our Event Host Policy for full details on what you need to do for your events. Account InformationQ: Do I have to create an account in order to purchase a badge or tickets? Yes. Everyone must create an account in our online registration system in order to purchase a badge or event tickets to Gen Con Indy. Each account requires a unique email address. The only exception is for families with children under the age of 18 with no email address. See question below for details. Q: How do I create an account? To create a new account, click the “Sign Up Now” logo at the top of the page. Then click the header "Don't have an account yet? Create one now!" and enter your information. A confirmation email will be sent to the email address you enter. Click on the link in your confirmation email (or copy and paste it into your browser) to verify your email address and activate your account. That will bring you back to the Sign In page, where you can log in and update your contact information (on the "My Profile" page) as well as purchase a badge and event tickets. Q: What if my under-age child doesn't have his/her own email address? If you have a child (or children) under the age of 18 who do not have his/her own email address, we now have a process in place to give you (the parent or guardian) the ability to purchase a badge for your child, as long as you have your own account already set up in our registration system. When you go to purchase a badge, choose the badge type you want on the "Select Badges" page and click "Select". Below the list of names (yours and your friends), you will see a link that says "Someone else". Click that link, and if you don't have an email address for your child, click "don't know". You will be prompted to enter your child's first and last name. Once that is done, click the button below and your child's name should appear on your list of friends, as well as a badge in your Cart. Please keep in mind this method is only for children who will not need to access their own account. If you use the "Someone else" feature to create new accounts for other family members or friends, they will not be able to access their new accounts. Only you will be able to purchase badges and event tickets for them. If you have any issues or questions, please feel free to contact us at customerservice(at)gencon.com. Q: I am having trouble getting into my account, can you help? The main reason someone may have problems signing into their account is that the username, email and password are case sensitive. Please make sure you type your username or email address and password exactly as you did when you initially created the account. If you can't remember if you have an account, feel free to email us at customerservice(at)gencon.com with your full name, email address and when you last attended the show, and we'll help find your information in our system. Q: I can't remember my password. How can I retrieve it?
Q: I can't remember my username or which email address I used for my Gen Con account. How can I retrieve it? You will need to contact Gen Con's Customer Service department for assistance. Please email us at customerservice(at)gencon.com with your full name, the email address you think is attached to your account and when you last attended the show, and we'll help find your information in our system. Q: How do I update my password, email address, etc. in my existing account? When you sign in to your Gen Con account, click on "My Profile" in the left navigation. There you can change your password, email address, username or any of your contact information. Q: Does your new registration system have "subaccounts"? Our registration system is designed differently than our previous registration system. Instead of "subaccounts", accounts can link to each other through the "Add Friends" section. Adding Friends allows one person to purchase badges and tickets for multiple attendees in a single transaction. For families with children under the age of 18 with no email address, we have a new process in place this year. See question above for details. Q: How do I add a Friend to my account? When you're logged into your Gen Con account, click on "My Friends & Family" in the left navigation and click "Add Friend". Enter the Friend's email address (make sure the address is entered correctly and matches the email associated with your friend's account or the address they will be using to create an account). Then click "Add Friend". That friend should receive an email saying you want to add them as a friend. They will need to sign into their or create an account if they haven't already, using the email address you entered. Once the friend logs into their account, they will find your Friend Request on their "My Friends & Family" page and will need to "Accept" the Friend Request, which will complete the link between your accounts. Q: I bought a badge or tickets for a Friend. How will they get their stuff? Any items purchased for a friend will be subject to the purchaser's chosen shipping method. "Ship to Me" items will be sent to the purchaser. Items held at Will Call will be available under the individual's name (for example, if you purchase badges and/or tickets for yourself and a friend, your items will be at Will Call under your name, the friend's items will be under their name). Q: Can I link an existing account as a "Friend"? Yes. To link an existing account, go to your "My Friends & Family" page and click "Add Friends". Enter the Friend's email address (make sure the address is entered correctly and matches the email associated with your friend's account). Click "Add Friend". Your Friend will receive an email saying you want to add them to your Friends List. They will need to sign into their account and go to their "My Friends & Family" page and to "Accept" the Friend Request, which will complete the link between your accounts. Remember: Any items purchased for a friend will be subject to the purchaser's chosen shipping method. "Ship to Me" items will be sent to the purchaser. Items held at Will Call will be available under the individual's name (for example, if you purchase badges and/or tickets for yourself and a friend, your items will be at Will Call under your name, the friend's items will be under their name). Badge RegistrationQ: When is Badge Registration? Badges go on sale in January for Gen Con Indy at Pre-Registration prices. You can purchase most badge types online via our registration system. Badge types include: 4-Day, Thursday, Friday, Saturday, Trade Day, VIG and VIG Companion. Pre-Registration ends in June, and badge prices will increase at that time. Badges will continue to be sold online at regular prices through the end of the show. Specific dates, prices and other information can be found on our Registration page under "Key Dates". You can also purchase badges onsite beginning the Wednesday before the show officially begins through the end of the show on Sunday. Onsite show hours will be posted on our Registration page in April/May. Q: How much is a badge for Gen Con Indy? There are several types of badges available for Gen Con Indy. Indy 2013 badge prices can be found on the Registration page. Q: Do you offer a discount on group badge purchases? At this time we do not offer discounts for groups. Q: Do you offer a military discount on badge purchases? At this time we do not offer discounts to those serving in the military. Q: May I purchase a badge over the phone? We do not accept phone orders at any time. Q: How do I purchase multiple badges in one transaction? In order to purchase multiple badges in a single transaction, you will need to first add your friends by logging into your account and going to your "My Friends & Family" page. From there, click the "Add Friend" link and enter your friend's email address. They will need to accept your Friend Request from their "My Friends & Family" page to complete the link between your accounts. Once your friend has approved your Friend Request, you may click the "Get a Badge" lin in the left navigation and "Select" the badge(s) you wish to purchase. Then check each friend's name under the badge you want to buy for them. All items purchased in your account will be subject to whatever shipping option you choose in your first transaction and will be sent to the purchaser. If you choose "Ship to Me", all items (including those purchased for friends) will be shipped to the PURCHASER. If you choose "Will Call", your items will be at Will Call under your name and any items purchased for friends will be under their name. Another way to purchase a badge for a friend is to go to the Select Badges page by clicking "Get a Badge", and "Select" whatever badge type you want to purchase. At the bottom of your list of friends, you may click "Someone else" (if your friend isn't already already on your Friends List) and enter their email address. Please keep in mind that if your friend doesn't have an account under that email address, this method will create a "contact" account for them. If they already have an account under a different email address and want to move their new badge to the correct account, they will need to contact Gen Con in order to merge the two accounts together. For that reason, this is a LAST RESORT for purchasing a badge for a friend. It is best to add your friend to your Friends List FIRST, before trying to buy them a badge. Q: What is the "Admissions Tax" that I see on my badge purchase? Marion County charges an admissions tax on all badges into any event at the Indiana Convention Center or Lucas Oil Stadium. This is not a sales tax, and none of it goes to Gen Con. The admissions tax goes directly to Marion County to help pay for the facilities that we use. Q: What if I need to cancel my registration? Please refer to our Refund & Exchange Policies for additional information. Q: What are the onsite Badge Registration hours? Hours for onsite Registration and Customer Service will be updated in April/May. To check the onsite hours, go to the Registration page. Event (Ticket) RegistrationQ: When can I purchase event tickets? Event (Ticket) Registration opens in May, and tickets will be sold online from then until the end of the show using our online registration system. Onsite Registration opens the Wednesday before Gen Con Indy officially begins and lasts through the end of the show on Sunday. Specific dates and times will be communicated via our email newsletters and social media outlets and can be found on our Registration page under "Key Dates". Q: Do I need to have a badge to purchase event tickets? Yes, you need to have a badge to purchase any event tickets. You will not be able to purchase event tickets online or onsite at the show without a valid Gen Con badge. Check out our Badge Registration FAQ above for details. Q: If I purchased a badge, why do I still need to purchase event tickets? A badge is your "entrance" to the show. An event ticket confirms a spot to participate in a game or event that is scheduled during the show. Q: What are some of the events that occur at Gen Con? Gen Con is the quintessential "battleground" for all types of gaming for all ages. Attendees come to participate in RPGs, TCGs, card games, board games, live-action role-playing games (LARPs), True Dungeon, miniatures, video games and other computer games. There are also plenty of hobby-related events to enjoy, such as: The Family Fun Pavilion, a Costume Contest, game auction, the largest sci-fi and fantasy art show in the country, over 300 exhibitor booths, Authors' Avenue, anime, SPA (SPouse Activities), seminars, panels and workshops, Training Grounds (an area dedicated for children), films and more. Q: Does your show host any classic games such as scrabble, pinochle, bridge, etc.? Our show does not typically host these types of games; however, we would love to incorporate them into the show. If you are interested in hosting one of these classic games or know of someone who is, please have them contact our events team at events(at)gencon.com. Q: Where do I get information on events that will be at the upcoming show? Approximately one week before Event Registration begins, the first list of events will be posted and available for download. When the time comes, you will also be able to search and browse events in our online registration system. Just sign into your Gen Con account by clicking the "Log in" link above and click on the link to search for what you would like to play in. Q: How many tickets can I buy for each event? Most events have a limit of two (2) tickets per person, but some events have different limits. For example, True Dungeon allows you to buy all the tickets for one event so you and all your friends can play at the same time. Q: What is the difference between a "generic ticket" and a "specific event ticket"? A generic ticket can be used for any event that has space for more players, while a specific event ticket is for one, individual event. A generic ticket is like a token at an arcade - you can use it on any game you want, provided the game has space available, or the event organizer is able to accommodate you as an additional player. You will need to provide enough generics to cover the event ticket cost, so in some cases you will need more than one generic ticket to enter the event. A specific event ticket is like a movie ticket or plane ticket - it guarantees you a spot in the event. One or more generic tickets may be used like cash to pay admission fees associated with a specific event; however, generic tickets do not guarantee admission or the ability to play a game if the event sells out. Only specific event tickets guarantee you a place in the particular game or event for which the ticket is issued. For example, if you wish to participate in an event costing $4, you could pay for the event with two generic tickets (valued at $2 each); but if all of the specific event tickets are sold and all ticket holders show up, you may not be granted admission because the event is sold-out. For this reason, buying event tickets for specific named events is the only way to ensure a seat at the scheduled event. Also, keep in mind that generic tickets can ONLY be refunded as system credit. Specific event tickets can be refunded back to the original form of payment up to 30 minutes before the event. See the Refund & Exchange Policies for more information. Q: I can't seem to purchase event tickets for my Friend accounts. Can you help? In order to purchase event tickets for another attendee, that person must have a badge. First, make sure your friend has gone into their account and accepted the Friend Request that will finalize the link between your account and theirs. Next, check to see if they already have a badge in their account. If your Friend has not yet purchased a badge, you can purchase one for them or remind them that they must purchase a badge before you can buy them event tickets. Q: What if I need to cancel or exchange my event tickets before the show? Please refer to our Refund & Exchange Policies for additional information. Q: What are the onsite Event Registration hours? Hours for onsite Event Registration and Customer Service will be updated in April/May. To check the onsite hours, go to the Registration page. EOs & GMsQ: Who can submit events to Gen Con? Anyone can submit events at Gen Con. We want to have the widest range of events possible - but event space is going to be very limited this year. We may not be able to accept everything submitted - or at least not at the time you might want. Friday and Saturday event space will fill up very quickly, so make sure to submit your events early or be flexible enough to run them during "off-peak" times. If you are interested, check out the "Host" menu above. Q: Is there a cost with running events? Almost all events have a ticket fee that registered attendees pay to be part of it, but there is no fee for someone who wants to come and run a game. Q: How do I submit an event? Submitting events to Gen Con is a relatively simple process:
If you have any questions or special needs for your event, please email events@gencon.com and let us know. Also, remember that it is your responsibility to keep your event accurate and up to date - if you notice any errors or problems, please let us know right away. Q: How do I know if my event has been accepted, or if there is a problem with my submissions? As long as the email address in your account in our registration system is correct (and your spam blocker doesn't filter out our emails) then you will receive an email notification when your events are approved or rejected. If you want to double-check your events or are having trouble with your email, you can also always visit your EO/GM Dashboard to confirm the status of your events. If this link does not show up in the left navigation pane, you may be signed into the wrong account. Please email events@gencon.com for assistance. Q: Where can I get more information on running a game or event? Check out our Tips for new EOs and GMs for more information on running a game or hosting an event at Gen Con Indy. Q: What do I do if I have any other questions about submitting events? If you have any other questions or problems, just send us an email events@gencon.com or call 206-957-3976 x3811 and we'll be glad to help you out. Q: What do I do if I have any other Event Organizer and/or Game Master questions? If you have any other questions about submitting events to Gen Con, email events@gencon.com or visit the Game Master forum. FamiliesQ: Are kids welcome at the show? Yes! Gen Con is a family-friendly show and welcomes attendees of any age. Children 8 and under are free when accompanied by an attending adult. Children over the age of 8 are subject to the standard badge costs. In order to prevent issues with security, all children 8 and under must be registered. You may obtain a Child Wristband through our registration system before the show or at the Customer Service or Badge Registration kiosks onsite during regular show hours. Wristbands will include the parent or guardian's phone number for security purposes. Q: I want to pre-register my child that is 8 and under, what do I do? We have a new feature that will allow a parent or guardian with a valid Gen Con badge to register their under-8 child and obtain a Child Wristband. You will need to register your child either before the show or onsite at the Customer Service or Badge Registration kiosks in order to get a Child Wristband for security purposes. Obtaining a Child Wristband will allow you to purchase event tickets for them for KID events. If your child wishes to participate in a non-KID event that requires an event ticket, you will need to purchase a regular Gen Con Badge for them. More information can be found on our Registration page. Q: If I purchase a badge for a minor, may I accompany them for free? No, we do not offer "visitor" badges. If you wish to gain entrance into the Convention Center beyond any common areas you will be required to show a badge. Go to the Registration page for more information. Q: Is there child care at Gen Con Indy? Yes! Gen Con has contracted Sitters to the Rescue to provide care for children of all ages from August 15-18. The service will be located in the Convention Center (room 212), and registration will be first come, first served through the Gen Con registration system until July 15th. After July 15th registration for child care services will be closed and no changes or cancellations will be accepted. The child care service will be $12 per hour, per child, from 9 am to 7 pm Thursday – Saturday and 9 am to 4 pm Sunday. There is a three hour minimum purchase requirement, and the three hours must be consecutive. For details on Sitters to the Rescue, visit www.sitterstotherescue.com or call 317-257-7999. Q: Do you have an area dedicated strictly to children or family activities? Yes! The Family Fun Pavilion, located inside the Exhibit Hall, will be open during the entire show for families with children of all ages. In it you will find exhibits, demonstrations, activities and more. Also located in the Family Fun Pavilion will be the Gen Con Training Grounds, an interactive program dedicated to children ages 4-12, where they can play games, participate in art projects, etc. Please be aware that children in the Family Fun Pavilion MUST be accompanied by an adult. Q: What if my child is lost? If your child is missing, please report to the Customer Service kiosk or any Gen Con staff member. If we find a missing child, the information in our Child Registration Logs will help us locate the parents or guardians. Please remember to register your child and pick up a wristband at one of the Registration or Customer Service kiosks when you arrive at the convention center! Q: What kinds of activities are available for non-gaming spouses? SPA (SPouse Activities) is a program designed for the significant other, the "gamer widow" or "widower" and is open to gamers and non-gamers alike. We've got a variety of events for you to enjoy. From "traditional" crafting activities such as knitting, scrapbooking, and beadwork, to more active programs such as Irish dancing, belly dancing, and self defense. Included as well is a variety of downtown walking tours. We even have an Open Crafting room where you can stop by to finish a craft project you're working on, start a new craft, or just hang out with fellow crafters. There's something for everyone in our SPA program! Q: Is there programming for boy and girl scouts? A: Yes, special programming for scouts is coordinated between Gen Con and the Indianapolis Scout Councils. For more information, please email megan.culver(at)gencon.com. ShippingQ: What type of shipping options do you offer? We offer three shipping options: Will Call, U.S. Postal Service (USPS, no tracking available) or FedEx (tracking option). If you choose a "Ship to Me" option (USPS or FedEx), all items in your cart (including those purchased for friends) will be shipped to you, the purchaser. Items held at Will Call will be under the individual's name, no matter who purchased them. United States Postal Service (USPS) - Choosing USPS is the cheapest way to receive your items before the convention, but it has its risks. USPS packages are sent via regular mail and are at the mercy of the postal system. There is no tracking option for USPS mail. Any lost badges or tickets will not be reissued, so you will need to repurchase your items at full price if they are lost in the mail. When Fulfillment begins, items being shipped via USPS will be mailed first. Any returned mail will be available for pick-up at the Will Call kiosk onsite. Federal Express (FedEx) - There are two FedEx options: FedEx Ground (for business addresses) and FedEx Home (for residences). We will ship your package to the address listed in your Account Details at the time of fulfillment (within three (3) weeks after Pre-Registration closes in June), so be sure to choose the correct FedEx option when making your first purchase. Once a package is sent via FedEx, a confirmation email will be sent to the email address attached to your Gen Con account, allowing you to track your package. Please NOTE: Once Fulfillment begins, USPS packages will be mailed first, since there is more room for error. Then we will send FedEx shipments. Choosing FedEx guarantees you a means of tracking your shipment, and if your package does not arrive before the convention, we will reprint your items at no cost to you. Transit time for FedEx shipping is 1-7 business days. Any returned FedEx packages will be available for pick up at the Will Call kiosk onsite. Will Call - The best way to ensure your items arrive safely is to choose Will Call. Will Call kiosks will be located onsite for you to pick up your materials. A valid government-issued photo ID will be required to pick up your Will Call packet. Attendees obtaining their packets from Will Call will only be allowed to pick up their own Will Call packets, not packets belonging to friends and family. If you purchased items for friends or family members, their items will be held under each individual's name. The only exception is for small children with no photo ID. A parent or guardian with a valid ID must accompany the child when picking up their Will Call packet. VIG Badges and VIG Companion Badges will be available for pick-up in the VIG Lounge. Please NOTE: Any badges or event tickets purchased after Pre-Registration has closed will be available for pick-up at Will Call. Q: When can I expect to receive my badge and event tickets? Packets begin shipping out within three (3) weeks from the close of Pre-Registration. The type of shipment you choose will dictate the length of time it takes to receive your packet. USPS packages will be mailed first and once in the mail are at the mercy of the Postal Service, so we cannot guarantee a timeframe. In choosing USPS, you assume all risk, and Gen Con's Customer Service will not be able to track your package. Any items lost in the mail will need to be repurchased onsite at full price. FedEx shipments will be sent immediately after USPS packages have been mailed. An email with a FedEx tracking number will be sent to the address attached to your Gen Con account. That tracking number will also appear in your account on your Home Page. If you have questions regarding your FedEx package, please refer to this tracking number and check the FedEx website before contacting Gen Con's Customer Service. Any items that are undelivered or marked "lost" will be reprinted onsite at no cost to you. If your package is marked "delivered", you will be responsible for re-purchasing your items. Any purchases made after Pre-Registration closes will be available for pick-up onsite at the Will Call kiosks beginning the Wednesday before the show. For specific dates, please see the Registration page. Q: What if I need to change my method of shipment? Attendees may change their method of shipment at any time through their Gen Con account. However, all shipping changes must be made before the close of Pre-Registration. Simply log into your account, and from the drop-down menu in the upper right corner, choose “My Packets”. There you should see your default shipping method (which was chosen at the time of your first purchase for this year). Click the “Change” link in order to change your shipping method. If you choose a less expensive method (i.e. downgrading from FedEx to USPS or Will Call), the difference will be refunded to your system credit, which can be used to purchase a badge or event tickets. If you choose a more expensive method (i.e. upgrading from will Call to USPS or FedEx), the system will charge the last credit card used to make a purchase through your account. Remember: All shipping and address changes must be completed before the close of Pre-Registration. Check out the Registration page for specific dates. Q: What if I need to update my shipping address? You can change your shipping address by logging into your Gen Con account prior to the close of Pre-Registration. Log into your Gen Con account and choose “My Profile” from the drop-down menu in the upper right corner. Next to your address, click "Change" and update your information as needed. Be sure to click "Update" to save your changes. All shipping address changes must be made before the close of pre-registration. Check out the Registration page for specific dates. Q: What if I never received my badge and event tickets in the mail? If you haven't received your badge by the show date, please go to the Customer Service kiosk onsite. Your package may have been returned and placed in Will Call. If your packet is not at Will Call, you will be subject to our Lost Badge & Event Ticket Policy. If you chose to have your items shipped via FedEx, we will reprint your badge and event tickets, as long as the FedEx site lists your package as "lost" or not yet delivered. If you chose USPS or if your FedEx package is listed as "delivered", you will be responsible for purchasing a new badge and any associated tickets. Q: How can I ship my Exhibit Hall purchases home? Last year we had services onsite for attendees to ship items from the convention center. We hope to have something similar in 2013. Details will be updated here once a contract has been signed. Hotel Registration (Housing)Q: When does hotel registration begin? Hotel Registration or "Housing" for Gen Con Indy opens the Tuesday after Badge Pre-Registration begins. Specific dates can be found on the Registration page under "Key Dates". Q: How much do the hotels cost? Gen Con offers discounted group rates at many of Indianapolis' finest downtown hotels. A list of published pricing will be available before January on the Hotel Amenities page. Purchase of any Gen Con badge will admit attendees to the online reservations portal and Housing Bureau websites, where more information about hotel rates and available inventory may be accessed. Q: How do I get a hotel room for Gen Con Indy? Once you purchase your badge, Exhibit Hall space or Art Show table, you will receive an email with the appropriate housing access code and instructions stating how to book your reservation. Once you receive the housing code, your reservations can be made online through the Housing Bureau portal. A link can be found in your Gen Con account on the "Housing Information" page, once Housing Registration has opened. You may also contact the Housing Bureau (staffed by the Visit Indy, Indianapolis's convention and visitors association) at 317-262-8191 or housing(at)visitindy.com. Q: Why do I need a housing access code? A housing access code is needed in order to secure a room in the Gen Con housing block. The only way to obtain a housing code is to purchase a badge for Gen Con Indy before the housing cut-off date. Specific dates can be found on the Registration page. Q: What amenities come with the hotels? Basic information about the hotels in the Gen Con housing block can be found on the Hotel Amenities page. More detailed information can be found on the Visit Indy and Indianapolis Downtown Inc. websites. Q: I've tried to find rooms in a specific hotel and it's not showing up in the online reservations system. Why? It's likely that the rooms we have secured at that particular hotel are sold out over the date range you selected. The reservation system will only show rooms that are still available. You can try modifying your search by entering different arrival and departure dates, or contact the Housing Bureau (317-262-8191 or housing(at)visitindy.com) to determine options if your dates are inflexible. Q: Why do downtown rooms sell out so early, and is there anything that can be done about it? Historically, demand for downtown housing exceeds Gen Con's room inventory supply. The newly completed JW Marriott Indianapolis and collocated Marriott-brand hotels enabled Gen Con to increase downtown room inventory significantly, but we still recommend booking early for optimal selection. Q: Where are the hotels located in proximity to the convention center? For a map of the downtown area hotels, check out the Visit Indy or Indianapolis Downtown Inc. websites. Q: I've heard rooms can sell out in the time it takes to complete a reservation. Will my selected room be held while I fill out my billing information? Yes! Real-time reservations processing will hold a selected room while the guest and billing information is being completed. The default time-out is set for 10 minutes from the moment a room is selected, so be sure to have your credit card ready so you can complete your transaction in the time allowed. If you don't complete your reservation within 10 minutes, the room you selected will return to inventory and become available to other attendees using the system. Q: What is Passkey/GroupMax, and why do I keep seeing that word in connection with reserving a hotel room? Passkey is the name of the organization that develops the GroupMax reservation system used by Visit Indy's Housing Bureau for managing reservations. It is a robust system deployed by convention and visitor bureaus (CVBs) and major-brand hotel franchises world-wide. Visit Indy uses GroupMax to manage Gen Con hotel reservations from January through August, and when attendees book rooms using the online housing reservation system, they're actually interfacing with the GroupMax program and databases. Attendees generally don't need to concern themselves with the system name, but from time to time, Passkey releases GroupMax system upgrades that we may announce to explain new features available to online users (see next question). Q: In previous years, the online housing reservation system has seemed to run very slowly on opening day. Why is that, and what are you doing to improve performance? GroupMax is constantly undergoing development as their techinicians roll out new features and performance improvements for its licensees. But Gen Con is atypical in terms of the immense activity volume on opening day. Each year Passkey technical support takes preventive measures to optimize the system, balance server load, and improve user experience. Ultimately, system performance depends on its configuration and user activity impacting load. The most prevalent problem occurs when a high volume of users open multiple browser windows to access Passkey and make numerous reservations at the same time. This behavior strains GroupMax's system capacity and causes noticeable lag time for all users. Now that GroupMax supports real-time reservations processing and inventory control, we ask that users refrain from opening multiple windows at once. This should make the hotel reservation process much faster and less frustrating for everyone. Q: What should I do if the Gen Con housing block sells out? If the Gen Con housing block sells out or you are unable to find suitable housing, please contact the Housing Bureau at 317-262-8191 to request assistance and inquire about the waitlist. In most instances, attendees opting to be placed on the waitlist can be accommodated later on as cancellations occur and/or additional housing is added. Whether or not you opt to join the waitlist, it is a good idea to reserve alternate housing at your earliest opportunity. You may conveniently book housing outside the Gen Con block by visiting the Gen Con Travel Support center powered by the Expedia Affiliate Network. Q: I called the hotels directly to get a room and they are all sold out. How do I get a room in the Gen Con Housing Block? Even if a hotel says they are sold out, it doesn't necessarily mean there aren't any rooms left in the Gen Con housing block. We negotiate blocks of rooms with numerous hotels, which may be accessed by booking rooms through the Housing Bureau reservations portal. A link to the reservations portal can be found in your Gen Con account under "Housing Information", once Housing Registration has opened. Or you may call the Housing Bureau at 317-262-8191. As Gen Con block rooms sell out, the online reservation system will reflect what rooms remain available. You will need a valid housing access code to check room availability using the online registration system. Q: I called the Hotel of my choice and they have rooms available, but at a much higher rate. Why? Most hotels will not allow Gen Con to reserve their entire inventory of rooms. They retain a portion for transient business and charge variable rates based on demand. If they make any of these rooms available to the public over our show dates, they may raise the prices on those rooms due to limited inventory and increased demand. Gen Con has no control over hotel room pricing outside of the reserved housing block; however, we partnered with the Expedia Affiliate Network to expand hotel selection in suburban areas with more economical pricing. Please check Expedia's inventory by visiting the Gen Con Travel Support center. Q: I'm a member of a hotel preferred member rewards program. Can I obtain rewards points when I book a room inside the Gen Con housing block, and/or can I apply existing rewards points toward my room charges? Each hotel manages their own policies regarding member rewards. In most instances, Gen Con's group discount supercedes hotel rewards program benefits, meaning you won't earn points for your stay and may not be able to apply existing points toward your room bill. If you want to know how a particular hotel handles rewards points in association with their Gen Con group rooms, please contact the hotel directly before booking through the Housing Bureau. Q: I'm a member of a special group that often receives group discounts for members (e.g. military, government, corporate). Can I obtain this discount when booking rooms inside the Gen Con housing block? Each hotel maintains it's own policies regarding special group discounts, but generally only one discount rate applies to any given room reservation, meaning Gen Con's group discount cannot be combined with other discount program benefits. If you have questions about a particular hotel's policies regarding special group discount programs, please contact the hotel directly before booking through the Housing Bureau. Gen Con wants you to obtain the best rate that you may be qualified for, but we believe the majority of attendees will benefit most from the group discount rate offered inside the Gen Con housing block. Q: I have booked my room outside of the Gen Con block at a higher price, can I get the Gen Con rate? No, we cannot assist with individual reservations made outside of the Gen Con housing block. If you choose to book outside of the block, you will have to pay the going rate and deal directly with the hotel regarding special requests and/or changes to your reservation. Q: Do you assist with rooming people together? Gen Con does not actively assist with finding or selecting roommates, and cannot be held responsible for your safety and convenience in this regard. We allow registered users to seek roommates by posting on the Gen Con online forums. You can visit the Gen Con Forums to see if there are others seeking roommates, and make any desired arrangements on your own. Q: I need to reserve a handicap accessible room and I do not see any available in the online reservation system. How do I book an accessible room? Handicap accessible rooms are limited in quantity and segregated in the online reservation system to ensure only qualified individuals obtain them. In order to reserve a handicap accessible room, please contact the Housing Bureau at 317-262-8191 or housing(at)visitindy.com. You will need to provide them with a valid housing access code to check availability and secure a room. Q: What if I need to cancel my hotel reservation? Please contact the Housing Bureau at 317-262-8191 or housing(at)visitindy.com if you need to cancel your hotel reservation. Reservations cancelled ANY TIME AFTER BOOKING will be charged a cancellation penalty until the Housing Bureau's cut-off date, which can be found on our Registration page. Cancellations made after cut-off will be charged one night's room and tax by the hotel. The credit card information entered when making the reservation will be billed any applicable cancellation fees. The hotel may require credit card presentation and/or cardholder proof before or upon check-in. Travel SupportQ: Do I have to book my travel through the Gen Con Travel Support site in order to attend Gen Con? Not at all! Gen Con has partnered with the Expedia Affiliate Network to offer a broad range of services in the hope of helping attendees with their travel arrangements. Attendees are welcome to book through their preferred travel services providers as desired. That said, we believe Expedia's outstanding selection, service and pricing will be of great benefit to most travelers, and we encourage you to give it a try even if you have a favorite agency already. You may want to switch! Q: When I book flights, hotels or rental cars through the Gen Con Travel Services site powered by Expedia Affiliate Network (EAN), who's handling my reservations and payment? Expedia (EAN) processes your reservations and payment whether you book online or call the toll-free number provided. This assures you of Expedia's broad selection, quality service and secure transactions. Gen Con doesn't manage your reservation directly; therefore, we do not have access to your billing records and booking confirmation numbers. Please contact Expedia directly should you require personal assistance with any travel reservation made through the site. Q: Why has Gen Con partnered with the Expedia Affiliate Network? Gen Con LLC has long relied on Expedia corporate travel services for managing event staff travel. We find their selection and service to be excellent while remaining convenient and economical, so we partnered with EAN to extend the benefit to our customers. By booking through the Gen Con travel site, travelers will have access to a full range of services offered through the Expedia Affiliate Network, while also having the assurance their reservations are being handled by an experienced and reputable industry leader. Q: Will I get a better rate booking through Gen Con's portal than I would booking with Expedia directly? The rates quoted via the Gen Con travel site should be the same low rates you obtained by booking directly with Expedia. But by booking through the Gen Con site you help us better understand attendee travel needs and factor them into long-term show planning. Additionally, each purchase made through the travel site earns Gen Con a commission that can be reinvested to continually improve the event. Q: The Gen Con travel site appears to support travel to global destinations year-round. How and why is that possible? The Gen Con travel site is live, 24-7, 365 days a year. Because the Gen Con travel services aren't limited to the Indianapolis area, you can book travel almost anywhere, benefitting Gen Con every time you make your reservations using the site. There's no better way to support Gen Con year-round than by booking business and leisure travel through the Gen Con travel site. There's no additional cost to the consumer, and Gen Con derives small proceeds from each transaction to support its operations. Q: Why can't I find certain hotels listed when I search for housing using the Gen Con travel site? Gen Con directly contracts group housing (aka "the Gen Con housing block") with numerous downtown and suburban hotels in order to secure the very best rates for our attendees during the week of the event. For this reason, booking into the Gen Con block requires you to book your hotel rooms directly through the Visit Indy Housing Bureau. Similarly, Expedia maintains relationships with a much broader spectrum of hotels to offer a wide selection at attractive rates year-round. To make our partnerships work without cross-promoting services over the Gen Con show dates, the Gen Con travel site offers supplemental hotel choices not already available inside the conventional Gen Con housing block. Although the two hotel options may be somewhat confusing, we feel it's the optimal method for offering the best combined selection at the lowest pricing. Q: Can I use the Gen Con travel site to book a vacation package that includes a room in the Gen Con housing block? Unfortunately, no. Hotels in the Gen Con housing block are managed through a separate housing booking agency and therefore cannot be combined with other offers available on the travel site. You can, however, book package deals including lodging offered by other hotels through the travel site. Or you can book your airfare and rental car through the travel site and book lodging in the block separately. We're glad to provide so many options, but realize it can be a little confusing. Please read the preceding question for supplemental information about hotels. VolunteeringQ: Is it possible to volunteer for Gen Con Indy? Yes! We encourage people to volunteer and have put together wonderful benefits for anyone interested in helping to make Gen Con Indy run smoothly. Q: What are the benefits of volunteering? One of the greatest benefits of volunteering is being an integral part of the show and knowing your hard work is helping one of the largest gaming conventions in the U.S. to succeed. Other benefits may include a free T-shirt, badge reimbursement, partial hotel reimbursement and generic event tickets, depending upon which volunteer level you choose. Check out our Volunteer Program and see which level is right for you! Q: How old do I have to be to volunteer? The minimum age to volunteer is 14. If you are a Minor between the ages of 14 and 17, you will need to have your parent or legal guardian sign the Parental Consent, Medical Waiver and Indemnity Agreement (page two of the Volunteer Application). Minors will only be allowed to work six (6) hours a day, or no more than 20 hours a week, thus making them eligible to be a 16-Hour Page only. Q: Can I choose between part-time and full-time volunteering? Of course! There are several levels in the Volunteer Program, ranging from 16 hours of involvement for a single show to 40+ hours of commitment for multiple shows. If you want to try it out and devote only a small amount of time volunteering, consider becoming a 16-Hour Page. If you are willing to devote a little more time to one show but don't want to commit to multiple years, check out the 32-Hour Page option. If you're interested in becoming a part of the Gen Con Family and willing to work 40+ hours during the show and commit to multiple years, check out our Mentorship Program. Q: How can I sign up to volunteer? Take a look at our Volunteer Program and choose the level that best fits your interests. Please review our Volunteer Policies and then submit your application by logging into your Gen Con account at www.gencon.com (click “Log In” in the upper right of the page), hover your mouse over the “Volunteer” header, and click “Volunteer Application”. Complete the application, update your contact information (which will also update your Profile page), and review the volunteer policies and medical waiver, prior to the July deadline. Please be sure to complete all the application pages or your application will not be received. If we receive your application before the deadline listed, we will contact you via email or phone before the show with more information and your onsite volunteer schedule. This will make it easier for you to schedule events around the times you know you will be working. Please keep in mind there are a limited number of positions available in the Mentorship Program, so not all Apprentice applicants will be accepted. It is best to get your application turned in as early as possible to be considered for this increasingly popular Program. Q: Do I have to buy a badge to volunteer? 16-Hour and 32-Hour Pages and Apprentices are required to purchase a 4-Day badge. Once the hours have been met for your level and a completed timecard turned in, you will be reimbursed for your 4-Day badge purchase. If you are scheduled to be a Deputy or Captain for the current show, you will not need to purchase a badge. One will be provided for you upon arriving at the convention center. Q: Can I choose where I'd like to volunteer? You are welcome to recommend or suggest an area in which you would like to work. We will do our best to place you in the area you wish to volunteer, but we cannot guarantee that is where you will be. Q: If I volunteer, will Gen Con pay for my food, parking, hotel and transportation? Yes and No. 16-Hour Pages do not receive these types of benefits. 32-Hour Pages and Apprentices can receive a partial hotel reimbursement by turning in their signed timecard and hotel bill at the end of the show. Transportation, parking, meals and housing assignments are some of the benefits Deputies and Captains recieve. Q: How do I receive my badge reimbursement? Reimbursements will be issued within six (6) weeks after we receive your completed timecard. If you paid with a credit card, the original credit card will be issued a refund through our registration system (we cannot issue a refund to a different credit card). If the payment was made with cash, a check will be issued for your reimbursement and mailed to the address listed on your timecard. Remember, we can only reimburse your badge if we receive a completed timecard no later than four (4) weeks after the show, listing the appropriate hours worked and signed by the supervising Captain, Deputy or Gen Con Staff member from each area worked. Any requests received after that time will not be honored. More information can be found in our Volunteer Policies. Q: If I'm a 32-Hour Page or Apprentice, how much of my hotel room fees will be reimbursed by Gen Con? Gen Con LLC will reimburse for 1/4 cost of room plus tax, for the core show days only (Thursday, Friday, Saturday and Sunday), unless otherwise specified. Incidentals, including parking, phone calls, room service, etc., will be the responsibility of the Volunteer. Reimbursements are based on four-person occupancy up to $55 per night, no matter the cost of the hotel. For example, if you have three people in a $180 per night room, Gen Con would reimburse $45 per night. If you have four people in a $235 per night room, Gen Con would reimburse only $55 per night. You must book your hotel room in a Gen Con block hotel in order to qualify for reimbursement. Q: How do I receive my hotel reimbursement? All 32-Hour Pages and Apprentices must turn in a completed timecard and an original final bill from the block hotel (listing the Volunteer's name as one of the occupants) to Volunteer HQ or mail it to Gen Con LLC, Attn: Customer Service & Volunteer Manager, 120 Lakeside Ave, Suite 100, Seattle, WA 98122, within four (4) weeks after the show in order to receive your hotel reimbursement. Hand-written notes or cash register receipt tapes will not suffice, and timecards must be signed by your supervising Captain, Deputy or a Gen Con Staff member. Reimbursements for hotel rooms will be made by check and mailed within six (6) weeks after we receive your hotel bill. Remember, timecards and hotel bills must be received in our Seattle office no later than four (4) weeks after the show in order to receive reimbursement. Any requests received after that time will not be honored. More information can be found in our Volunteer Policies. Q: Where can I get more information? If you have questions regarding our Volunteer Program, check out our Volunteer Policies or contact the Customer Service & Volunteer Manager at volunteers(at)gencon.com or 800-529-3976, x3806. Contact InformationQ: Where can I find more information online? More Gen Con Indy information can be found on our Registration page, Policies & Show Info and Refund Policy pages. Or check out the menu items at the top of the page if you're interested in Hosting a game, Exhibiting, Volunteering, etc. There's information for everyone! Q: Where are the Gen Con offices located? The Gen Con LLC corporate offices are located at: Q: What is the best way to contact Gen Con? You may call us at our Seattle offices at 206-957-3976 or toll-free at 800-529-3976, and dial x3806 for Customer Service. Or you may email us at customerservice(at)gencon.com. Customer Service hours are Monday-Friday, 9:30 am-5:00 pm (Pacific). Q: How can I contact Gen Con Staff during the convention? The Customer Service Event Staff onsite will be happy to answer any questions you may have or contact a Gen Con Staff member if needed. Onsite Customer Service hours and locations can be found on the Onsite Show Information section of the Policies & Show Information page. |
