Event Team Policies


Anyone interested in joining the Event Team at Gen Con must be aware of the following policies. Please read them carefully and contact eventteam@gencon.com if you have any questions that are not answered here or on the Event Team FAQ.


ALL EVENT TEAM MEMBERS

  • All Event Team members must complete and submit an Event Team Application.
  • All Event Team members must be 18 years of age to apply.
  • All Event Team members must wear their Gen Con Indy badge while in the convention center or working/attending events in any of the surrounding hotels.
  • Event Team shirts or vests are to be worn during the work shift at all times. They are NOT to be worn after your shift ends or in bars, nightclubs, etc.
  • Everyone must wear appropriate clothing and footwear. Please refrain from wearing torn or dirty clothing or open-toed shoes. Comfortable walking shoes are best, as many will be standing or walking a great deal during their shifts. Please do not wear headphones, play video games, or use your cell phone excessively while on duty.
  • Children are not allowed to accompany an Event Team member during their shift.
  • We ask that everyone acts in the best interest of Gen Con by respecting attendees, fellow Event Team members and Staff, as well as promoting a safe and healthy environment.
  • Everyone must refrain from any deliberate acts that may create a dangerous or unhealthy situation during Gen Con. This includes, but is not limited to, the use of illegal drugs, consumption of alcoholic beverages, and assaulting, threatening, or disregarding the safety of an individual. If you know of anyone who might be under the influence or is exhibiting dangerous or risky behavior, please report to Gen Con Staff or security immediately.
  • Event Team members are not permitted to use their status to promote or conduct personal business. Anyone caught doing so will be escorted off the premises and have their badge revoked WITHOUT refund.
  • Event Team members should not use their status to engage exhibitors, sponsors, vendors, or hotel personnel to gain access to special deals or treatment.




PAGES

  • Pages are responsible for making their own housing and travel arrangements.
  • Timecards will be given out to all Pages. Days, hours, and areas worked must be listed on the timecard and certified by the Captain or Gen Con Staff member supervising that area. If you do not obtain a supervisor's signature, the hours listed for that area will not count toward your total.
  • Timecards must be verified and signed by an Event Team HQ Captain before being turned in for payroll processing.




APPRENTICES

  • Apprentices are responsible for making their own housing and travel arrangements.
  • Timecards will be given out to all Apprentices. Days, hours, and areas worked must be listed on the timecard and certified by the Captain or Gen Con Staff member supervising that area. If you do not obtain a supervisor's signature, the hours listed for that area will not count toward your total.
  • Timecards must be verified and signed by an Event Team HQ Captain before being turned in for payroll processing.
  • Badge reimbursements will only be issued for a 4-Day badge and for Apprentices who complete their scheduled shifts.
  • A completed timecard must be submitted by the end of the show to the Event Team HQ in order to receive a badge reimbursement.
  • Badge refunds will be processed via the original method of payment within six (6) weeks of receiving your completed timecard. (For example, if you paid with a credit card, your credit card will be refunded via your Gen Con account. If you paid with cash onsite, you will be reimbursed via check.)




CAPTAINS AND DEPUTIES

  • An "Event Team" badge will be included in the packets distributed during the All-Hands Meeting on Tuesday before the show. There is no need for Captains and Deputies to purchase their own badges.
  • Timecards will be given out to all Captains and Deputies. Days, hours, and areas worked must be listed on the timecard and certified by the Gen Con Staff member supervising that area. If you do not obtain a supervisor's signature, the hours listed for that area will not count toward your total.
  • Timecards must be signed by the Captain or Deputy supervising that area, a Gen Con Staff member, and turned into the Travel Coordinator for verification before being turned in for payroll processing.
  • Overtime must be approved by a Gen Con Staff member.
  • Captains and Deputies will receive housing assignments from Gen Con and do not need to make their own housing arrangements. Contact the Customer Service & Event Team Manager with any specific requests not included on the application.
  • Those who wish to make their own housing arrangements (in order to room with friends or family who are not Captains or Deputies) must indicate so on the application. The hotel must be part of the Gen Con block to qualify for reimbursement. For assistance in finding a hotel room, email the Customer Service & Event Team Manager. If you choose to make your own housing arrangements, plan to pay $250 per night (regular attendee price).
  • Reimbursement amounts for those making their own housing arrangements are based on 2-person occupancy for the number of days worked up to $110 per night per Captain, no matter the total cost of the room (inclusive of tax). (For example, if 2 people share a $235 per night room amounting to $275 including room tax, Gen Con would reimburse only $110 per night to each Captain.)
  • Gen Con LLC will only reimburse 1/2 of the total cost of the room including tax, up to the $110 maximum. Incidentals will be the responsibility of the Event Team Member unless otherwise arranged with the Customer Service & Event Team Manager. Captains/Deputies must provide their own credit card, debit card, or cash deposit to meet hotel deposit requirements.
  • In order to receive reimbursement: Submit a copy of the final hotel bill with the Captain/Deputy name listed to Event Team HQ or email, or snail mail it to Gen Con LLC within four (4) weeks after the show.
  • Reimbursements for hotel rooms will be issued by check and mailed within six (6) weeks after the show.
  • Travel arrangements (for Captains only) must be approved by the Travel Coordinator prior to the show and cannot exceed the allotted budget unless authorized by the Customer Service & Event Team Manager or the appropriate Gen Con Manager. (Deputies must make their own travel arrangements.)
  • Captains are allotted up to $550 for airfare plus a baggage allowance and $50 ground transportation allowance. Airfare must be booked using the Gen Con corporate portal, and flight purchases must meet the approval of the Travel Coordinator.
  • Captains who choose to drive will be reimbursed for mileage at the current IRS mileage rate up to a maximum reimbursement amount of $570 if long term parking is provided otherwise it is $650. If arranged in advance, Gen Con will provide long term parking for one (1) vehicle in a lot specified by Gen Con, or provide a maximum parking reimbursement of $90 if pre-paid long-term parking cannot be provided (see reimbursement details under the option to self-park below).
  • Only Captains who drive vehicles to the convention are eligible for mileage and/or parking reimbursement; however, the maximum mileage reimbursement will be raised by $650 per eligible passenger.
  • If you opt to self-park elsewhere, you may receive a maximum $90 parking allowance for receipts turned in (for a total maximum of $650 per driver). Parking allowance is a flat $90 for the vehicle, regardless of the number of eligible passengers.





PAYROLL

  • Payment for hours worked is managed by Stafforward, a third-party agency.
  • After Event Team applications are approved, Event Team members will receive instructions for how to sign up with the third party agency.
  • Pay period is Monday through Sunday.
  • Pay date is the Friday after the convention.
  • Overtime = Time and a half and is after 40 hours within the pay period.
  • All overtime must be approved by a Gen Con Manager.
  • Payment for hours worked is issued via direct deposit.





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