Important: The following housing policies apply to Gen Con registrants purchasing single and 4-Day attendee badges for the 2025 convention. Convention housing policies applicable to other Gen Con registrant groups (i.e. VIG, Trade Day attendees, exhibitors, artists, authors, and professionals) will be distributed to group members by their Gen Con coordinators. All registrant groups are subject to our standard housing registration Terms of Service.
Gen Con is proud to partner with Q-rooms to offer attendees a wide variety of discounted hotel rooms for the 2025 convention. Room type availability and rates vary by hotel.
Attendee group housing registration will open at noon (Eastern) on February 23, 2025 (“opening day”). Starting on that day, attendees can visit the online Gen Con housing portal to review guest room inventory and request a room assignment. The link to access the housing portal is located on the “My Housing” page within each attendee’s Gen Con account. After a room assignment request has been submitted, the online system will process the request and email the room assignment acknowledgment to the attendee email address provided.
Attendees can modify or cancel room assignments until housing registration closes at 11:59 pm (Eastern) on July 14, 2025 (the “closing date”). After housing registration closes, hotels will download final room assignments from the registration system, charge non-refundable deposits to guest credit cards, and issue hotel reservations confirming the room assignments. Until housing registration closes, the participating hotels will not have a record of attendees’ room assignments.
Check out this slideshow from Q-Rooms for a step-by-step guide on making a reservation through the housing portal!
If you are interested in learning more about housing registration, please click on the topic of interest below or scroll down the page to continue reading.
Housing Eligibility
Room Limits
Online Registration Requirement
Housing Portal Access Scheduling
Multiple Room Requests
Room Search Results are in Real Time
Minimum Guest Age Check-in Requirements (NEW)
Minimum Night Stay Restrictions
ADA Accessible Room Requests
Credit Card Requirement
Modification Policy
Cancellation Policy
Chargeback Policy
Early Departure Fees
Guest No-Show Policies Advisory
Hotel Deposit Requirement
Wait List
Room Assignment Management
Credit Card Security & Fraud Prevention
Housing Registration Terms of Service
Gen Con Housing Contact Information
Attendees desiring rooms in the Gen Con housing block must first purchase badges through Gen Con’s badge registration system. Upon purchase, Gen Con’s registration system will create unique links for housing registration and activate the links when housing registration opens. The housing registration links will be located on the “My Housing” page of the Gen Con account.
Badge purchasers — not badge holders — can request room assignments in the Gen Con housing block. The account holder who purchases the badge must request a hotel room assignment through the unique links located on the My Housing page of their Gen Con account. Only badge purchasers can request room assignments. If a badge is bought for you, you are not eligible to request a room assignment through your account.
Badge purchasers can request one hotel room for every 1-2 badges.
On opening day, all room assignment requests must be submitted online via the housing portal .
To request a room assignment, follow these steps:
On opening day, customer phone support will be restricted to individuals needing assistance to make changes to their initial room assignments. Callers are asked to have their room assignment acknowledgment number ready to expedite phone support on opening day. Please make sure to call the Q-rooms call center (317-688-1323) and not the Gen Con Customer Service line for all housing-related questions.
Scheduled access to the housing portal is required to distribute initial opening server demand, eliminating housing registration "time outs" and system crashes. Before housing registration opens, attendees who have purchased badges will be tallied and randomly assigned housing registration access times, after which they can use their “Request Room” links to visit the online housing portal to request specific room assignments.
After the randomized scheduling occurs, a countdown timer for your unique access time will appear on your Gen Con account's “My Housing” page. Attendees should be aware that access to the online housing portal will be spread out over many hours, the duration of which depends on how many customers are queued for access. After opening day, housing registration access will be granted immediately upon completion of badge purchases.
Important note: Badges must be purchased by 11:59 PM EST, Friday, February 21, 2025, to be included in the randomized access queue. Any customers who purchase badges after the randomized housing access times have been issued will be placed at the end of the initial queue.
If you have purchased sufficient badges to qualify for more than one hotel room, all of your “Request Rooms” links activate concurrently, but you must request multiple room assignments sequentially, one room at a time. After you complete one request, you can click another link within your account to begin the selection process for the next room request. The system issues room assignments in the order requests are submitted.
When you access the housing portal and enter your search criteria, the available hotels and rooms are displayed in real-time, meaning other users with access to the housing site may be considering the same inventory as you. Until you select a specific room type to begin the checkout process, displayed inventory remains available to other users who may select it before you do. Once you have selected a hotel room to begin the checkout process, the room will be held for 10 minutes while you complete the required guest and credit card information. Failure to complete the information and submit the request in the appointed time may return an error stating the room is no longer available. If that occurs, you must perform another inventory search and select a different room from what’s available. We urge all users to have their guest information and credit card on hand when searching on opening day!
The majority of Indianapolis hoteliers have raised their minimum guest age check-in requirements from 18 to 21 years of age. To ensure guest compliance and hotel accommodations, Management recommends that registrants under 21 either refrain from booking rooms through the housing portal or review hotel policies carefully to confirm guest age sufficiency before hotel selection. Registrants are also encouraged to carry a photo ID to present at check-in. The registration portal cannot perform age verification to guide hotel selection, and all registrants are individually responsible for meeting the minimum guest age check-in requirement for their assigned hotels. Exhibitors, event organizers, and anyone booking rooms for other individuals should pay particular attention to the minimum age requirements to ensure they assign at least one guest of sufficient age to each room assignment they book.
Minimum night stay restrictions are in effect for all downtown hotels. Requests for downtown hotels must consist of four or more consecutive dates and must include the nights of Wednesday - Saturday, July 30—August 2, 2025. Minimum night stay restrictions will remain in place throughout the housing registration period. Room assignments at suburban hotels are not generally subject to minimum night stay restrictions, though some exceptions may exist. Additionally, a five-night minimum stay (Tuesday – Saturday nights, inclusive) will be in effect for the Indianapolis Marriott Downtown Hotel on a trial basis in 2025.
ADA-compliant Accessible rooms can be requested when selecting rooms within the online housing portal. On opening day, all users are required to select rooms using the online housing portal. Once a hotel and room have been selected for check-out, the system will prompt the user to enter guest information. Guests desiring a disability-compliant Accessible room should select the “Accessible” checkbox located below the guest information fields to place a request.
Before housing registration closure (11:59 pm ET July 14, 2025), Q-rooms will review the Accessible room requests on file and attempt to confirm availability with hotels. As Accessible room assignments are confirmed, guests will receive updated acknowledgments indicating a change of assignment from a standard room type to an Accessible room type (e.g. standard double/double to Accessible double/double). If an ADA-compliant room cannot be confirmed, the original booking will be left intact for hotel handling during guest check-in.
Important: Federal ADA legislation requires all hotels to meet minimum accessibility requirements, and hotel location does not apply to ADA criteria. Requesting an Accessible room in the Gen Con block has no bearing on hotel location relative to the convention center. It does not improve one’s chances of obtaining a downtown room assignment.
All room requests must be secured with a valid credit card that expires later than the convention dates. Credit cards that expire before the convention ends will be rejected by the system. You must be an authorized user of the credit card placed on file to secure your room assignment, and you must accept the Terms of Service, which govern the cancellation fee or hotel deposit charged to the credit card in connection with your assignment. You may change or update the credit card at any time before housing registration ends, and you may place a different card with the hotel at check-in if you desire to pay the remaining charges on a different credit card.
You can modify your room assignment as needed and free of charge, provided the assignment is not canceled in its entirety. Free modifications include hotel change, room type, stay dates, roommates, guest contact information, special requests such as ADA Accessible room, and credit card information. Changes can be performed from the time you receive the initial assignment acknowledgment through the close of housing registration on July 14, 2025 .
To modify or cancel your room assignment, log into your Gen Con account, visit your My Housing page, and click the “Manage Room” link for the assigned room you'd like to change. The link will connect you with the online system where you can make the desired adjustments. Changes will not go into effect unless you click the “submit” button to confirm the change; closing your browser before submitting the change will leave the original assignment intact.
Upon booking confirmation, all room assignments are subject to cancellation fees. Room assignments canceled before 11:59 pm Eastern time, Tuesday, May 27, 2025, are subject to a cancellation fee in the amount of $50.00 USD per room. Room assignments canceled after May 27, 2025, are subject to a cancellation fee equal to the nightly room rate without tax (i.e., the cost of one night stay, non-taxable) per room canceled. Q-rooms LLC will be listed as the merchant originating the cancellation charge on the cardholder’s account statement. Cancellation fees are non-negotiable and non-refundable.
Initiating a chargeback with the credit card issuer to avoid or refuse payment of cancellation fees will result in immediate cancellation of all active room assignments associated with the Registrant’s account and forfeiture of future housing services. Registrants wishing to reinstate their housing privileges after initiating a chargeback in error will be responsible for paying the full amount of cancellation fees owed, plus a $50.00 processing fee per chargeback. Management reserves the right to refuse reinstatement of housing privileges at its sole discretion, a measure typically reserved for repeat or dishonest offenders.
After housing registration ends on July 14, 2025, your assigned hotel will charge a non-refundable deposit equal to one-night room rate plus tax and convert your assignment into a confirmed hotel reservation. Hotels will begin charging deposits on or after July 16, but it will take 24 hours or longer for the hotel to complete the transactions and issue confirmed reservations.
Participating hotels are authorized to assess early departure fees when room guests depart the hotel before their reservation check-out date, provided the hotel discloses the early departure fee schedule during the check-in process. Please review the hotel terms of service presented at check-in. The minimum early departure fee is one-night room charge plus applicable tax. Still, hotels enforcing nightly minimum stay restrictions may charge a fee equal to the number of remaining nights on the guest reservation plus applicable taxes. Registrants wishing to avoid early departure fees should select among the NMS-compliant hotels and room types the hotel registration website presents for the desired stay dates. Registrants needing to change stay dates after booking should promptly modify room assignments through the booking website because NMS restrictions may require the selection of a different hotel to accommodate a shorter stay. Registrants seeking to make changes directly with hotels after housing registration closure should anticipate applying similar restrictions to stay date modifications.
It’s standard practice for hotels to cancel guest reservations when none of the named guests on a reservation show up on the reservation check-in date. The practice is commonly referred to as “no-show cancellation”. Gen Con registrants can easily prevent no-show cancellations by calling their assigned hotel to inform them of late arrival or by using the hotel’s mobile application to check in remotely on the reservation date. Regardless of the method, it is the reservation holder’s responsibility to protect their hotel reservation and find alternate lodging if their reservation is canceled by the hotel for any reason.
The wait list feature enables users to request additional nights on the front and/or back end of their assigned dates that are currently unavailable for assignment. Nights for which a room is unavailable but eligible for wait list will be denoted by a red exclamation point (!) indicator beside the date. Upon requesting dates that include one or more wait list nights, the system will monitor inventory and automatically add the requested nights as they become available. Upon adding a night, the system will also email a confirmation message to the primary guest email address. Wait list nights included in your room assignment acknowledgment are not guaranteed until confirmed via new assignment acknowledgment.
Dates required to meet Nightly Minimum Stay Restrictions cannot be requested via wait list. Attendees needing lodging during the convention peak nights (Wed-Sat) should check availability online periodically. Online inventory will update in real-time as other guests modify and/or cancel their room assignments. Using the wait list function to modify your assignment carries no fee, and you can modify your stay dates at any time during the housing registration period if you no longer need dates assigned by the system after submission.
All room assignments are unique and personal to the Gen Con account holder who purchased the badge and requested the assignment. The account holder can manage their room assignment as indicated under the respective Cancellation and Modifications Policies, either by making the change online or by contacting the Gen Con Housing call center for assistance.
Room assignments cannot be transferred, traded, or otherwise re-assigned among Gen Con accounts, and room assignments connected to one Gen Con account will remain associated with the originating account until registration ends or the room assignment is canceled.
Account holders who cannot attend the convention can modify their room assignment to designate a friend or family member as the primary guest for their room assignment. With cardholder consent, they can also put the primary guest’s credit card on file to secure the assignment and pay the hotel deposit after housing registration ends. Still, the account holder can modify or cancel the room assignment and remain liable for the Terms of Service and any declined credit card transactions. If a room assignment is canceled and the credit card on file is declined, the account holder remains responsible for settlement as required to keep their account in good standing. Accounts that fall out of good standing will lose their housing eligibility as described under the Terms of Service .
User Tip: Individuals intending to share rooms should consider the Room Management limitations carefully before buying badges and requesting room assignments. If the account holder cancels their badge and becomes ineligible for a room assignment, it becomes invalid and must be canceled. Room assignments issued to one Gen Con account cannot be transferred to another. To prevent loss of room assignment stemming from the account holder canceling his/her/their badge, we recommend that friends and family intending to share rooms designate one member of their group as the purchaser of multiple badges so the account will not become ineligible for a room assignment if another member cancels their badge. As long as there remains at least one eligible badge in a Gen Con account, one room assignment will remain valid and can be occupied by the remaining members.
Gen Con and Q-rooms are taking all actions possible to protect your personal information and credit. The online housing portal already employs PCI level 1 encryption meeting the highest standard of internet security protocols. Gen Con Housing call center agents cannot accept credit card information by phone. Instead, Gen Con account holders must input and update credit cards associated with their room assignments via the secure online housing portal. If a credit card is declined by the system after canceling a room assignment, Q-rooms will issue an invoice with link for making a secure electronic payment, which also employs top level encryption for data being transmitted via the internet. We apologize for any inconvenience and hope all attendees will support these additional security measures.
In addition to the aforementioned policies, all room assignments booked for the 2025 convention are subject to our housing registration Terms of Service, available for review by clicking here. We encourage you to read the Terms of Service carefully before housing opens to save time on opening day. You will not be able to book a room assignment unless you indicate your acceptance of the Terms of Service during the online checkout process.
The Gen Con Housing call center will operate concurrently with Housing Registration opening on February 23, 2025. The call center will close at the end of the convention on August 3, 2025.
Daily Hours: 10 am – 6 pm (Eastern), Monday–Friday, except national holidays.
Call Center Phone: (317) 688-1323
Call Center Email: [email protected]
The Indianapolis International Airport is only a 15-minute drive away from downtown Indianapolis.
Various transportation options, including taxis, limousines, public transit, and rental cars, are available from the airport.
Indianapolis is easily accessible via many interstate highways bisecting the city. Half of the nation's population lives within a day's drive of Indianapolis, which makes traveling to Indy by car an attractive option for many visitors. City, hotel, and lot-based parking is available in downtown Indianapolis.
The Indiana Convention Center is conveniently located on the corner of W. Maryland Street and S. Capitol Avenue in downtown Indianapolis. The facility address is 100 S. Capitol Ave, Indianapolis, IN 46225.