This information will help you submit and manage your onsite events at Gen Con Indy 2023. If you have any questions, email us or visit our forums. Information about online events can be found on the Gen Con Online Host page.
During the convention, stop by GM HQ (ICC location TBD) to speak with us in person.
Wednesday: 3pm-8pm Thursday: 7am-8pm Friday & Saturday: 8am-8pm Sunday: 8am-5pm
Note: information on this page is subject to change as we continue to monitor health and safety situations.
This is only a summary list of important dates and reminders. It is by no means comprehensive. Please refer to the Gen Con Indy Event Host Policy for full details on what you need to do for your events.
We recommend reading the Tips For New EOs and GMs page if this is your first time submitting events for Gen Con. If you have any further questions contact us.
Note: If a link is not available for a form, it is not yet open.
Event Organizers use the event submission form to send us the details for their events. You must sign into your account to submit events, but you do not need a badge at the time of submission. No previous experience or permission is required to submit an event to be reviewed for Gen Con.
Once you have submitted your event, you may also click on your EO/GM dashboard to review your events or check their status. If you are ever unsure whether your events have been reviewed or what location they were assigned, check there.
You can also
edit and update details on your events until they have been Accepted for Consideration.
The following video walks through the event submission form and includes key tips on how to successfully submit events for review. While this video is from 2020, the form is essentially the same. The
entire video also includes an overview of the event submission process and the key new features you'll want to be aware of when managing your events online.
Events will be reviewed and assigned locations in two cycles during the event submission period. Events approved in a cycle will be assigned a location before events submitted in subsequent cycles.
This means premium, high-demand space and time slots will go very quickly. If you want to secure space in a certain room or have very specific requirements for your events, submit them as early as possible. As time slots fill up and space runs out, we won't accept events for that space or time slot, though you may resubmit your event for a different time.
For more detailed information on the event placement process, please refer to the Event Host Policy.
Only the EO for a gaming group or company can assign badges. If you are not the primary contact for your group or are running as an independent GM, you will not be assigning badges. Refer to the Event Host Policy for further details. GM badges are not required to run events, they are simply provided for the convenience of groups and companies that run a sufficient volume of events to warrant them.
Once your events are marked as Active, you may request a badge allocation by completing the GM Badge Allocation Request Form for this year, when available.
After receiving email confirmation that your allocation has been created, you may assign badges from the Primary Contact's account:
If any of your GMs previously purchased an attendee badge, they can request a refund once they receive their GM badge. Your GM must email [email protected] and confirm their account information.
Note: Independent GMs seeking help with their housing costs should refer to the hotel reimbursement information below.
The hotel request process has been updated and there are now two separate forms in which to make your requests.
The Complimentary GM Hotel Request Form is to be used only to request complimentary rooms. Complimentary rooms are only offered to independent gaming groups. One complimentary room can be requested for every 800 player-hours of Active events that your group is running.
If you need more rooms than just the complimentary ones you may have earned or you represent a company or sponsored group, you must submit the Self-Pay GM Hotel Request Form to request a room at your own expense. Approved requests will be granted access to a self-pay GM block, and total rooms permitted will be based on available inventory.
The dedicated GM hotel block should be viewed as a backup for groups that are otherwise unable to secure a hotel room, not as a primary method of getting accommodations for the convention. You cannot pick your rooms in the complimentary GM block, if a specific location or price is important to you, do not request a complimentary room.
Only the event organizer for a group may request rooms. All guest information is required and must be accurate: Gen Con is not responsible for any costs or penalties incurred for incorrect or incomplete guest details. Inventory in the GM block is limited. Details on how to qualify for a room in the block and minimum thresholds for complimentary rooms can be found in the Event Host Policy.
If you did not receive a GM badge onsite and need to request reimbursement after the convention, please fill out the GM Badge Reimbursement form to provide us with your details. If you did receive a GM badge onsite, you should have dropped your attendee badge off at GM HQ by Thursday at the convention and should not need to take any other action.
Independent GMs and gaming groups that did not receive complimentary rooms in the GM block or have enough player-hours left over to make any of their GMs eligible or hotel reimbursement as well can fill out the GM Hotel Reimbursement form and must also provide a copy of their hotel room, either dropped off at GM HQ at the convention or emailed after the show.
All requests for reimbursement must be received within 2 weeks of the end of the convention.
If you have any other questions, concerns, problems or issues, do not hesitate to email us at [email protected], post in the GM forum, or refer to the contact info found in the Event Host Policy (just remember we're on Pacific time).