Who’s Yer Con Event Organizer Terms & Agreement

If you agree to the conditions of the Who's Yer Con Event Organizer Terms & Agreement, click to continue.

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 all Who’s Yer Gamer policies to include, but not limited to, those detailed in this agreement.
You are aware that consequences may be incurred for violating WYG 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’s Yer Con does not make you a designated representative of Who’s Yer Gamers or affiliated groups.
Terms, phrases and definitions in this agreement, as they apply to events run at Who’s Yer Con, may differ from the way you use them.
As an Event Organizer for multiple GMs, you will abide by all Who’s Yer Gamer’s and hotel policies, and be responsible for all GMs under your event listings.
You will distribute all applicable policies to your GMs and will be responsible for ensuring that they have read and will abide by the most current policies.

It is your responsibility to keep the mailing address and contact information in your Who’s Yer Con account up-to-date. That information is used to contact you if there is a problem and to inform you of possible changes to convention programming. This information is never sold to outside or 3rd party groups or organizations.
You are responsible for your events, not Who‘s Yer Con Staff. You should double-check your events for accuracy as well as to confirm their status. Who’s Yer Con Staff is 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

31 Dec 09- Event Submission begins
05 Feb 10- Event Registration begins
15 Feb 10 - Event Submission ends
05 Mar 10 - Event Registration ends
12 Mar 10 - Who’s Yer Con begins

Contact Information:

Who’s Yer Con Staff: whosyercontact@whosyercon.com
GM Coordinator: whosyergm@whosyercon.com

Event Host Policy

GENERAL POLICIES

To run a scheduled event at Who’s Yer Con, you must submit it using the Event Registration Form. The Event Registration Form will be made available on the Who‘s Yer Con website. By submitting events to or running events at Who’s Yer Con, you agree as an Event Organizer, to follow all directions from Who’s Yer Con staff members that:

Concern the safety of you and your players.
Enforce Who’s Yer Gamer and hotel policies.
Maintain the integrity of attendees, Who’s Yer Gamers and the hotel property

The Event Organizer (hereby referred to 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 the GM coordinator at whosyergm@whosyercon.com before the show or contact the GM coordinator on site to resolve the issue. If the EO delays notifying Who’s Yer Con, it may affect involvement in future shows. Scheduled event space is strictly for currently scheduled events. Who’s Yer Con reserves the right to remove any unauthorized event.
Who’s Yer 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, based on our current system detailed on the GM submission section of our website, will have a start time no earlier than 6pm and the location will be determined by other events with similar ratings. So 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’.

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. If someone is in your scheduled space, contact the GM coordinator or floor volunteers immediately so they can resolve the issue. All currently scheduled events must be listed in the Who’s Yer Con registration system. You may not use your own scheduling system.
Designated Open Gaming areas are only for attendees running ad-hoc events and will be noted and labeled appropriately for the convenience of the staff and attendees.

SUBMITTING EVENTS

Read the Event Registration Form Instructions document before submitting your event(s). 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 event and available for registration.

The GM Coordinator 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’s Yer Con and cannot be resubmitted. Contact whosyergm@whosyercon.com 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. This can 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, the GM coordinator will contact you 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 registration 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 whosyergm@whosyercon.com before the Event Registration Ends Deadline. Any radical changes (i.e. completely changing description or times) after the deadline may result in your event being cancelled. Any special requests must be indicated on the Event Registration Form. Who’s Yer 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 the maximum number of players and/or requested start time. If any changes are necessary, we will contact you. Who’s Yer 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 Registration Deadline may not be accepted, listed or scheduled for the convention.

RUNNING EVENTS ON SITE

BEFORE THE EVENT

Check in with the Convention Registration Desk or GM coordinator 15 minutes before your event begins so that we know you are ready 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 the GM coordinator to check on the current number of registered players.

DURING THE EVENT

Events must be run as they are represented in the event listing. Changes to the format, player maximum, game system, etc. should not be made without prior Who’s Yer Con approval. This can be as simple as contacting Who’s Yer Con Staff, or GM coordinator, 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 the GM coordinator. Do not move your event from its assigned location or occupy more space than allocated without prior GM coordinator 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’s Yer 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 Convention Registration Desk or GM coordinator immediately to cancel your event. See the Canceling Events section.
If you have any space conflicts or problems inform the Convention Registration Desk or GM coordinator 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’s Yer 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 Convention Registration Desk or GM coordinator.

DEMOS & INTRODUCTORY EVENTS

Demos (short free events run by a game company or representative to promote a game or product) while encouraged at Who’s Yer Con may not be conducted outside of a vendor’s booth or authorized demo table in the Vendor’s Area without prior Who’s Yer Con approval. Any Event run in the Gaming Area must be a full time slot event. Introductory events (full-length events run by a game company or representative 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’s Yer 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’s Yer Con reserves the right to stop the distribution of any prize on convention grounds. Who’s Yer 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’s Yer Con to request prize support. If you are a gaming group and receive prize support from a company, you are required to inform Who’s Yer Con.

MONETARY TRANSACTIONS & PRODUCT SALES

No monetary transactions of any kind are allowed outside of your Vendor Area booth without prior approval by Who’s Yer 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’s Yer 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 Convention Registration Desk or GM coordinator 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 whosyergm@whosyercon.com with the game title, game ID and event start time. Be proactive. If you do not receive confirmation, call us directly or stop by the Convention Registration Desk or GM coordinator on site to confirm the cancellation of your event. If you have not received direct confirmation from That’s Yer Con that your event has been cancelled, you are still responsible for running it. During the convention, notify the Convention Registration Desk or GM coordinator as soon as possible if you need to cancel or change an event.

LAYOUT, EVENT FURNISHINGS & SPECIAL REQUESTS

GENERAL POLICIES

Who’s Yer Con will use its best judgment in determining the optimal configuration for tables, chairs, HQs, and power drops. Who’s Yer Con’s decision is the final verdict. It is the EO’s responsibility to notify Who’s Yer Con of all requirements necessary for the success of their event. Who’s Yer 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’s Yer Con as to whether or not we will be able to accommodate your request, you must contact us directly 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’s Yer Con. Room set and event space change requests must be submitted to whosyergm@whosyercon.com no later than the Event Registration Ends date. If you wish to rearrange tables yourself on-site, you must first get official approval from the Convention Registration Desk or GM coordinator. 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 the Convention Registration Desk or GM coordinator, 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)

Who’s Yer Con will determine the number of tables you need based on the default player-to-table ratio and the event’s “Maximum Number of Players” field on the event submission form. If you require a non-standard player-to-table ratio (i.e. splitting a 10-player RPG into two separate groups of 5), indicate your request on the Event Registration Form. If you need extra tables in addition to those allocated for your players (i.e. for staging game supplies), indicate on the Event Registration Form. Tables will be issued based on availability. For table configurations, refer to the section below:

STANDARD TABLE ALLOCATION FOR SUBMITTED EVENTS

Two types of tables will be available for events; a 6’ round and a 2’x6’ rectangular. Standard game layouts will be as follows unless a different type is specifically requested.

RPG and Boardgames (BG)

Standard table issue = one 6’ round per 8 players. Table sizes may vary.

Miniatures and Trading/Collectible Card Games (T/CGM)

Standard table issue = one 2’x6’

A/V

At this time, no audiovisual requests can be fulfilled

If you agree to the conditions of the Who's Yer Con Event Organizer Terms & Agreement, click to continue.