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Volunteer Guide - Policies


Anyone interested in volunteering for Gen Con Indy must be aware of the following policies. Please read them carefully and contact us at volunteers(at)gencon.com if you have any questions that are not answered here or on the Volunteer FAQ page of our website.

ALL Volunteers

  • All volunteers must wear their Gen Con Indy badge while in the convention center or working/attending events in any of the surrounding hotels. This will set a good example for Attendees, who are also required to wear their badge at all times.
  • Volunteer and Event Team shirts 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.
  • All volunteers should wear appropriate clothing and footwear. Please refrain from wearing torn or dirty clothing or open-toed shoes. Comfortable walking shoes are best, as most volunteers will be standing or walking a great deal during their shifts.
  • Children are not allowed to accompany a volunteer during their shift. Volunteers may utilize the babysitting service onsite if necessary. Information on Sitters to the Rescue can be found in our FAQ under “Families”. Some hotels may provide child care services as well.
  • We ask all volunteers to act in the best interest of Gen Con by respecting attendees, fellow volunteers and staff, as well as promoting a safe and healthy environment.
  • Volunteers must refrain from any deliberate acts that may create a dangerous or unhealthy situation during Gen Con Indy. 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.
  • Volunteers are not permitted to use their volunteer status to promote or conduct personal business. Anyone caught doing so will be escorted off the premises and have their badge revoked WITHOUT refund.
  • Volunteers should not use their volunteer status to engage exhibitors, sponsors, vendors, or hotel personnel to gain access to special deals or treatment.



Minors (ages 14-17)

  • Volunteers must be a minimum of 14 years or older.
  • All Minors must provide Gen Con with signed a Parental Consent, Medical Waiver and Indemnity Agreement.
  • Minors will only be allowed to work six (6) hours a day, or no more than twenty (20) hours a week, thus making them eligible to be a 16-Hour Page only.



16-Hour and 32-Hour Pages

  • All Pages must complete and submit the Volunteer Application.
  • 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.
  • Once all hours are completed for your volunteer level, timecards must be verified and signed by a Volunteer HQ Captain before being turned in for reimbursement.
  • Incomplete applications or timecards will not be accepted.



Apprentices

  • Apprentices must be at least 18 years of age by the week of Gen Con Indy, and we request all Apprentices to spend at least one year as a 16-Hour or 32-Hour Page before applying for Apprenticeship, in order to become familiar with the show and how the Volunteer Program works.
  • All Apprentices must complete and submit the Volunteer Application.
  • There are a limited number of Apprentice positions available, and each applicant will receive an email as to whether or not they have been accepted into the Mentorship Program.
  • Apprentices are responsible for making their own housing and travelarrangements.
  • 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.
  • Once all hours are completed for your volunteer level, timecards must be verified and signed by a Volunteer HQ Captain before being turned in for reimbursement.
  • Incomplete applications or timecards will not be accepted.

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Badge Reimbursements for Pages and Apprentices

  • Badge reimbursements will only be issued for a 4-Day badge.
  • A completed timecard must be submitted to Volunteer HQ or mailed to Gen Con LLC, Attn: Customer Service & Volunteer Manager, 120 Lakeside Ave, Suite 100, Seattle, WA 98122, 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.)
  • Volunteer reimbursement documentation including a completed timecard 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.



Hotel Reimbursements for 32-Hour Pages and Apprentices

  • A completed timecard and a copy of the hotel bill must be submitted to Volunteer HQ or mailed to the Customer Service & Volunteer Manager at Gen Con LLC, 120 Lakeside Ave, Suite 100, Seattle, WA 98122, in order to receive reimbursement.
  • Reimbursements for hotel rooms will be issued by check and mailed within six (6) weeks of receiving your documentation.
  • Reimbursement amounts are based on 4-person occupancy for the days worked only, unless otherwise specified. (For example, if 3 people share a $180 per night room Wednesday through Monday but the volunteer only works Friday, Saturday and Sunday, Gen Con would reimburse $45 per night for 3 of those nights.)
  • Hotel room expenses will be reimbursed up to $55 per night (inclusive of room tax), no matter the actual cost of the hotel room. (For example, if 4 people share a $235 hotel room amounting to $275 including room tax, Gen Con would reimburse only $55 per night to each qualified volunteer.)
  • Gen Con LLC will only reimburse 1/4 of the total cost of the room including tax, up to the $55 maximum. Incidentals, including parking, phone calls, room service, etc., will be the responsibility of the Volunteer unless otherwise arranged with Gen Con LLC.
  • In order to issue your hotel reimbursement, we require an original final bill from the hotel, listing the Volunteer's name as one of the occupants. Hand-written notes or cash register receipt tapes will not suffice. When checking out, please request a second copy of the receipt with your name on it and submit it to the Volunteer HQ booth prior to the close of the show, or mail it to Gen Con LLC, Attn: Customer Service & Volunteer Manager, 120 Lakeside Ave, Suite 100, Seattle, WA 98122.
  • Volunteer reimbursement documentation (including hotel and timecard) must be received in our Seattle office no later than four (4) weeks after the show in order to receive reimbursement. Requests received after that time will not be honored.



Captains and Deputies

  • All Captains and Deputies must complete and submit the online Volunteer Application, once they have been invited to return for the upcoming show.
  • 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.
  • Captains and Deputies will receive housing assignments from Gen Con and do not need to make their own housing arrangements. Contact the Customer Service & Volunteer 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 & Volunteer Manager. If you choose to make your own housing arrangements, plan to pay $250 per night (regular attendee price).
  • Hotel rooms in the Volunteer housing block will be given to Captains and Deputies who are rooming with another Captain or Deputy. Any leftover hotel rooms in the housing block will become available to volunteers wishing to room with people not in the Mentorship Program.
  • Reimbursement amounts are based on 2-person occupancy for the number of days worked up to $100 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 $100 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 $100 maximum. Incidentals will be the responsibility of the Volunteer unless otherwise arranged with the Customer Service & Volunteer Manager. Volunteers must provide their own credit card, debit card, or cash deposit to meet hotel deposit requirements.
  • In order to receive reimbursement, you must submit a copy of the final hotel bill with the Volunteer's name listed to Volunteer HQ or mail it to Gen Con LLC within four (4) weeks after the show.
  • Submit reimbursement documentation to the Volunteer HQ booth prior to the close of the show, or mail it to Gen Con LLC, Attn: Customer Service & Volunteer Manager, 120 Lakeside Ave, Suite 100, Seattle, WA 98122.
  • Reimbursements for hotel rooms will be issued by check and mailed within six (6) weeks of receiving your hotel bill.
  • 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 & Volunteer 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. Gen Con will provide longterm parking for one (1) vehicle in a lot specified by Gen Con, or provide a maximum parking reimbursement of $80 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.



Please contact volunteers(at)gencon.com for any additional questions or concerns regarding your badge and/or hotel reimbursement.


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