TERMS and AGREEMENT

By choosing to submit, run, organize and/or manage events for a Who‘s Yer Gamer event, you affirm that:

  • You have familiarized yourself with and will abide by the most current version of the Event Host Policy (EHP), Onsite GM Policy (OGMP), Onsite Event Organizer Policy (OEOP) and Banner Policy (BP).
  • You are aware that consequences may be incurred for violating WYG policies.
  • Unfamiliarity with any portion of the policies contained in the EHP, OGMP, OEOP and BP will not be considered a valid excuse for any violation of these policies.
  • You have researched all appropriate statutes and have determined your events fulfill all legal requirements as defined in the state in which the convention takes place.
  • Running an event at Who’sYer Con does not make you an employee or designated representative of Who’s Yer Gamer or affiliated groups.
  • Terms, phrases and definitions used in the EHP, OGMP, OEOP and BP, as they apply to events run at Who’sYer Con, may differ from the way you use them.
  • You and your GM’s will abide by all convention center and hotel policies.
  • You will distribute the Onsite GM Policy and Banner Policy to all of your GMs and for ensuring that they have read and will abide by the most current Event Host Policy.

It is your responsibility to keep the mailing address and contact information in your Who’sYer Gamer / Who’s Yer Con account up-to-date. We use that information to contact you if there is a problem and to inform you of possible changes to convention programming.

YOU ARE SOLELY RESPONSIBLE FOR THE ACCURACY AND STATUS OF YOUR EVENTS

You are responsible for your events, not Who‘s Yer Gamers or Who‘s Yer Con Staff. You should double-check your events for accuracy as well as to confirm their status. Who’sYer Gamer or Who’s Yer Con Staff are not responsible if your events are never placed because they were still “pending acceptance” or if you don’t show up to run your game because you didn’t know it was accepted. You should be checking the Who’s Yer Con website and forums for updated information.

Dates and Deadlines

  • Event Submission begins January11, 2013(assuming the registration system is ready)
  • Event Submission ends February 17, 2013.
  • I am likely to be much more strict about this deadline than I was last year because of our space limitations.
  • Also, because a few things started later, this actually gives me/us less time to place everything, print the program, etc. than we had last year. This is not any GM’s fault, but it is an additional limitation I am facing.
  • Event Registration begins February 1, 2013(assuming the registration system permits Event Submission and Registration to overlap)
  • Event Registration ends March 3, 2013
  • Who’s Yer Con goes from March 15-17, 2013

Contract Information: If you have any questions, please contact us at

EVENTS

GENERAL POLICIES

To run a scheduled event at Who’sYer Con, you must submit it using the Event Submission System (which is still under construction, as far as I know). The Event Submission Syste will be made available on the Who‘s Yer Con website, as far as I know, which is here:

unless I learn otherwise later. I note that the convention date hasn’t changed since last year, which makes me nervous.

By submitting events to or running events at Who’s Yer Con, you agree to follow all directions from Who’s Yer Con staff members that:

  • Concern the safety of you and your players.
  • Enforces Who’sYer Gamer and hotel policies.
  • Maintains the integrity of attendee, Who’sYer Gamer and Hotel property.

The EO is responsible for making sure that every approved event happens as scheduled. If an issue arises preventing you from running your event (i.e. GM doesn’t show up), the EO is required to notify before the show or GM HQ on site to resolve the issue. If the EO delays notifying us, it may affect involvement in future shows. Scheduled event space is strictly for ticketed events. Who’sYer Con reserves the right to remove any unauthorized event.

Who’sYer Con is a family-friendly convention, specifically during morning and afternoon hours. However all events will be considered for placement. Please note that any event rated R will have a start time no earlier than 8pm and the location will be determined by other events with similar ratings. For example, Demonstorm: Slaughter of the Orphans will not be taking place next to Hello Kitty Adventure Isle -unless you can work in a crossover that amuses me. Just sayin’. Last year we had a specific room set aside for all “adult-themed” events (whether for language, extreme violence/graphic content, or other reason) and only teen-rated and adult-rated events were scheduled for that room. I plan to continue that policy.

OPEN GAMING

Attendees are allowed to sit down at an unoccupied table and play a game, but they will be required to move to accommodate an event scheduled for that space. Direct players to open gaming space to avoid these conflicts. If someone is in your scheduled space, contact the local HQ immediately so they can resolve the issue. All ticketed events must be listed in the Who’s Yer Con registration system. You may not use your own ticketing system without checking with the Who’s Yer Con Event Coordinator (i.e. ME) first.

Designated Open Gaming areas (i.e. mostly , this will be the pool atrium) are only for attendees running ad-hoc events. They are not for scheduled events, companies running demos, or any event with a cost.

SUBMITTING EVENTS

Currently, the event registration system is a work in progress; I hope to be able to get you instructions soon. The event submission approval process is as follows:

  • Your event will be marked as “Pending” if everything appears to be in order.
  • Your event will be marked as “Approved” once we have determined if there is space for it. Only then is it an officially scheduled and available for registration.
  • Event Staff will contact you via email if we find a problem with your event. Every EO or GM must have a valid email in the Who’s Yer Con website.
  • Events marked as “Rejected” will not be accepted at Who’sYer Con and cannot be resubmitted. Contact us at if you are unsure why your event was rejected.

There is a limited amount of space available. Once filled, further events will not be accepted. I will try to suggest alternate times for events if a particular time slot is full, but there are no guarantees. More events are typically submitted to be run Saturday between late morning and early evening than at any other time, so if this con runs true-to-form, those times will be booked full first. Indeed, this is likely to happen before the event submission deadline. Events are placed based on a variety of criteria, including submission date, success of previous events, and past GM experiences with attendees, convention volunteers and Who‘s Yer Gamer Staff.

If space is not available to hold your game at the requested time, you will be contacted by Staff and you may resubmit for a different time. You are solely responsible for reviewing the accuracy of your events online. It is highly recommended that you confirm all event details both before and after submission. Further, make sure to check on the status of all of your events after event submission has closed to make sure that everything has been listed properly. Failure to do so may result in your events never being marked as active. All event changes and corrections must be submitted to before the Event Change Deadline. .

  • Any radical changes (i.e.completely changing the description, event cost or times) made after the deadline may result in your event being cancelled. .
  • Any special requests must be indicated on the Event Submission Form. These may include:
  • Near a power outlet (PLEASE do not assume that I will assign you a table by an outlet if you do not specify this request; indeed, you should probably bring an extension cord just in case, anyway).
  • Table size/shape. Mostly this refers to the Minis area, which often have non-standard shapes of tables or requests for multiple tables (one for the game, one to set up minis to bring into the game), but larger tables (for Twilight Imperium) or a preference between a 30”x72” rectangle and a 72” round falls into this category. These are easy changes to make BEFORE the con. Not so easy during.
  • Multiple tables for a tournament: This is one area I will be less generous than in year’s past. Please be realistic when you tell me how many players you want me to set aside space for. If you ask for and I set aside space for 16 players and only 6 show up, I will not be pleased.
  • Who’sYer Con reserves the right to make changes to any submitted event’s description for clarity, brevity, and content.
  • Who’s Yer Con reserves the right to change (reduce) the maximum number of players and/or requested start time (to prevent space conflicts, typically). If any changes are necessary, we will contact you.
  • Who’sYer Con reserves the right to reject or cancel any submitted event regardless of the submission date or content. Events with clearly exaggerated information (e. g. “maximum number of players: 999”) will be returned for correction.

Events that are submitted by the Event Submission Deadline will:

  • Appear in our online registration system.
  • Appear in the on-site program book event charts.

Events submitted after the Event Submission Deadline may not be accepted, listed or ticketed for the convention.

RUNNING EVENTS ON SITE

BEFORE THE EVENT

Check in with the local HQ 15 minutes before your event begins so that we know you are there for your event. You should be at your event area at least 5 minutes before the beginning of your game to welcome players. You can ask GM HQ to check on the current number of registered players; last year, we had the capability to answer that question, although no-shows can always be an issue.

DURING THE EVENT

Events must be run as they are represented in the event listing. Changes to the format, player maximum, game system, etc. cannot be made without prior Who’s Yer Con approval. This can be as simple as contacting Who’sYer Con Staff (PREFERABLYME), not volunteers, and clearing the changes at that time. Staff will have the final say on event modifications. Your event must begin and end on time, as designated by the event listing in the registration system and/or by convention management. Do not move your event from its assigned location or occupy more space than allocated without prior Who’sYer Con Staff, not volunteer, approval.

If you have any problematic players or security issues, immediately notify the nearest Who’s Yer Con staff member. If you have a medical emergency, immediately contact Who’sYer Con staff and/or Hotel staff.

AFTER THE EVENT

Clean up your area once your event concludes. You are responsible for your event space and must keep it clean for the next event.

ADDITIONAL POLICIES & INFORMATION

If you cannot run your event due to an insufficient number of players (or for some other reason beyond your control), notify the local HQ immediately to cancel your event. See the Canceling Events section. Note, however, that if you let us know shortly after your event’s starting time, we may be able to find additional players for a game in which little or no experience is required.

If you have any space conflicts or problems inform the local HQ or Who’sYer Con Staff or Volunteer as soon as possible so we can resolve the issue. You are responsible for the security of all items you bring to your event. Who’sYer Con does not assume responsibility for any lost or stolen articles. If you or your players have any complaints about the event, your space or nearby events, please notify the local HQ.

DEMOS & INTRODUCTORY EVENTS

“Demos” (free events to promote a game or product) may not be conducted outside of a vendor’s booth in the Vendor’s Area without prior Who’sYer Con approval. Any Event run in the Gaming Area must be a full time slot event. “Introductory events” (full-length ticketed events to promote a game or product) are submitted like any other event and follow standard Who’s Yer Con policies, including format and placement. See Submitting an Event for more information.

PRIZES & AWARDS

Any prizes you want to provide at your event must be audience-appropriate. Consider who your players will be and what time your event will run before deciding to use a prize that may have an age limitation. Who’sYer Con will in no way be held responsible for any situations or actions which may arise as a result of any prizes or awards related to your events. By submitting an event with prizes, you affirm that all your event prizes and awards are legal. It is your responsibility to investigate applicable state, local and federal laws to determine the legality of your prizes. We recommend you contact your lawyer, who will want to know: Is this a gambling event? Does the outcome depend primarily on luck or skill? What is the value of your prize? Who’sYer Con reserves the right to stop the distribution of any prize on convention grounds. Who’sYer Con neither provides nor distributes prizes for individual events run at the show. If you offer prizes, it is your responsibility to acquire and distribute them to your winners. Do not approach exhibitors or companies on behalf of Who’sYer Con to request prize support. If you are a gaming group and receive prize support from a company, you are required to inform Who’sYer Con.

MONETARY TRANSACTIONS & PRODUCT SALES

No monetary transactions of any kind are allowed outside of your Vendor Area booth without prior approval by Who’sYer Con. Violation of this rule may result in the cancellation of your events, removal from the convention, and barring from future shows. Some events and companies are given approval to make monetary transactions. If you witness any transactions and are unsure if they have been given official approval, please inform Who’sYer Con staff immediately so we can look into the situation.

CANCELING AND CHANGING EVENTS

If you need to cancel or change an event for any reason at any time, the EO must immediately notify the appropriate event HQ or Who’s Yer Con Staff or Volunteer as a courtesy to your players and Who‘s Yer Con staff. This allows players the opportunity to schedule another event and makes the table available for Open Gaming. An excessive number of event cancellations or changes may affect involvement in current and future shows.

Before the convention, you can cancel or change an event by emailing with the game title, game ID, and event start time. Be proactive. If you do not receive confirmation, call us directly or stop by GM HQ on site to confirm the cancellation of your event. If you have not received direct confirmation from Who’sYer Con that your event has been cancelled, you are still responsible for running it. During the convention, notify the local HQ as soon as possible if you need to cancel or change an event.

LAYOUT, EVENT FURNISHINGS & SPECIAL REQUESTS

GENERAL POLICIES

Who’sYer Con will use its best judgment in determining the optimal configuration for tables, chairs, HQs, and power drops. Who’sYer Con’s decision is the final verdict. It is the EO’s responsibility to notify Who’sYer Con of all requirements necessary for the success of their event. Who’sYer Con will configure your event needs based on the information provided in your event submission.

  • If you make any special requests, it is entirely your responsibility to ensure it was received. .
  • If you do not receive an e-mail confirmation from Who’sYer Con as to whether or not we will be able to accommodate your request, you must contact us via email to confirm.
  • If you do not receive confirmation you cannot rely on your request being filled.
  • The EO must not deviate from previously established layouts without obtaining prior approval from Who’sYer Con. Room set and event space change requests must be submitted to no later than the date that Event Submission ends (February 17, 2013).
  • If you wish to rearrange tables yourself on-site, you must first get official approval from Who’sYer Con Staff, not Volunteers.
  • If you want to use unoccupied space that has been allocated to another EO, you must first get permission from the other EO and then contact Who’sYer Con Staff, not Volunteer, to get approval to use this unallocated space.
  • Unauthorized events may be asked to stop and/or move.
  • Clean up after yourself. Remove trash, food, drinks, etc. from table, room, and/or allocated event space.
  • Contact Who’s Yer Con Staff if there is:
  • An overflowing trash can.
  • A food or drink spill that requires assistance.
  • A table cloth that needs to be replaced.
  • A broken table, chair, etc.

TABLE SETS (STANDARD & SPECIAL REQUEST)