We run Aerodrome Games .. and will be in our third year .. I have read the GM hotel reimbursements pages and scanned the forums. My question is .. just how do they reimburse the hotel cost ?
I have 5 events with 36 players 3.5 hours per event registered , we'll have a open event ( 5 of them ) basically 3 registered tables per event plus 1 open for generic tickets, as last year we turned away about 25 players per day because we had so many people interested. Each event is $8.00 ,$4.00 for the Gencon price and $4.00 to cover the medals and awards...does the hotel reimbursement come from that $4.00 extra we charge ?
Just wonder .. thanks..
There are a couple imporatant points to make.
- Hotel reimbursements have nothing to do with ticket prices. If you add an additional fee to your event, then a check is mailed to you after the convention for that amount, based on tickets reconciled to your events.
- Hotel reimbursement is an entirely separate process, and involves individuals submitting their hotel bills to Gen Con. Those individuals receive checks for their share of their hotel bills. Details are in the Event Host Policy.
- Companies are not eligible for hotel reimbursement, full stop. That means Aerodrome Games is not eligible for hotel reimbursement, so it's a bit of a moot point anyway. I didn't see any events last year for Aerodrome Games, however - just AerodromeAce, which was not directly associated with the company, in my understanding. You'll want to drop us a line to clarify that, certainly before you want to make any plans around hotel reimbursemnt.
- What do you mean when you are referring to "open" or generic-only tables? None of your events last year were listed as generics-only, and that is strictly controlled. You cannot reserve space at your events just for generic ticket holders without express permission directly from Gen Con - and that requires justifying why on-site walk-ups need to be prioritized over pre-registered players. Broadly, the schedule you're describing doesn't match your events in the system from 2015, so we will want to talk about that, as well, to clear up whether your events need to be submitted differently or not.
Probably a good idea for us to chat directly at [email protected]
or via phone at 857-559-2420 so we can make sure we're all on the same page. I wouldn't want anyone (whether you, Gen Con, or a player) to show up at your events expecting one thing but finding another.
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