Gary Con: How to Submit an Event

Gary Con: How to Submit an Event

Gary Con needs your events!

Game Masters are the backbone of any convention. These are the good people that share their love of the game with others and help us all have a great time.

What We’re Looking For

Gary Con celebrates the life of E. Gary Gygax. Gary made a career out of writing and publishing games, but playing games was his passion! And Gary loved all kinds of games. So, what events does Gary Con want? Well, what games or scenarios do you love and want to share far and wide? If you are ready to bring your favorite games and scenarios to share with everyone, then Gary Con wants your events!

We hate to have to mention it, but please take a moment to review our policies completely (Gary Con Policies) so you understand them thoroughly. Needless to say, everything there goes double for our Game Masters. You can be thought provoking, scary (we’ve hosted some deliciously scary stuff over the years), or even a little ribald (see the note under Age Range though), but we won’t tolerate anything that just plain ruins someone’s weekend. Please be considerate of others and respectful at all times. And if you have ANY doubt, please ask us!

Please special note of our policies dealing with the Covid-19 pandemic. Gary Con is a gathering of friends, and we want all our friends, old and new, to enjoy the show this year and also to enjoy the best possible health in the years to come. We’re counting on our GMs to set a great example here.

Submitting

As in years past, we’re using TableTop.Events to handle most of the convention’s nuts and bolts, including event submissions. To get started, you must have an account at TableTop.Events (here) and you must obtain a Gary Con badge (GC XIII TTE Site). If you ran 16 hours of events at Gary Con XI, or 16 hours of events for virtual Gary Con XII, you likely have a credit good for a Silver badge. Otherwise, you must purchase a badge. If you submit and run at least 16 hours of events this year, you’ll qualify for credit towards a badge for GC XIV! Read more about GM rewards here (GM Rewards!).

New this Year: Badges are available only as part of a package that includes merchandise, please review our policies (here) before purchasing.

Once you have your badge, you’re ready to begin submitting your events. Go to the conventions link at TableTop.Events, and click on Gary Con XIII, then click the “Submit Events” button. That click will take you to a form for submitting your first event. Once you see the form, just work through all the fields, starting at the top of the page. Here’s an overview of all the fields:

Event Type: Choose the entry from the menu that best fits your event.

Name: Enter a title for your event. You’re free to choose any name you like, but please keep it family friendly. You’re limited to 60 characters, including spaces and punctuation.

Short Description: Enter a brief description for your event. Anything that’s relevant to your event and family friendly is acceptable. There is a limit of 400 characters, including spaces and punctuation. We’ll use what you’ve entered here for any printed materials that mention your event.

Long Description: This is an optional field where you can enter whatever you feel you need to adequately describe your event. There’s no character limit, but try not to go too wild. TableTop.Events offers you a palette of tools for formatting your text here. You can add some fancy text formatting and art and web links, too.

The text and enhancements you provide here will appear only online.

Please be aware that the short and long descriptions are separate entities; please make sure that all the information from your short entry also appears in your long entry.

Preferred Start Time: Choose a day and starting time for your event from the menu. When we schedule your event, we’ll do our utmost to give you your preferred starting time.

Important: Gary Con XIII will have a physical side and virtual side.

  • Hours for the physical convention the are 8 am to midnight each day (8 am to 4 pm Sunday) please select a starting time that will allow you to complete your event within those hours. If you need to run past midnight, please use the comments field to let us know. In addition, we are delaying the start times for all events on Thursday until 9 am or later to allow everyone to get through registration and Covid-19 screening.
  • The virtual side of the convention is essentially a 24-hour event, and event start times are mostly wide open except that no event can begin until 8 am USA Central time on Thursday.

Alternate Start Time: Please choose an alternate starting time is case we are unable to schedule your event at your preferred time.

Duration: Choose the duration for your event from the menu. If you don’t see a value that exactly matches what you want, please choose the shortest duration that will fit your event. Important: Gary Con begins games on the hour. When you’re done, we expect you to be picked up and gone in time for the next group scheduled to use your area to begin. It is essential that you stop 15 minutes early and clear your area for the next group. In this year of Covid-19, thorough cleanup is essential. Please plan accordingly.

Max Tickets: Choose the number of tickets you’d like us to make available for your event. If your event won’t have tickets, enter a “1” here and use the comments field to explain what’s going on. As the game master, you don’t need a ticket, so don’t include yourself in the ticket count.

Due to the social distancing efforts we have in place this year (fewer tables per room and fewer chairs per table), the form will limit you to six players or less. We have a very limited number of larger tables available, however. If you want more than six players, set the number of tickets to six and use the comments field to tell us how many players you actually want.

Age Range: Choose the entry that best fits your event from the menu. Keep in mind that this is only a guideline for people to use when registering for events. If you’re planning anything with adult themes or material that may be objectionable, choose “Legal Drinking Age.” Please refer to the Gary Con Policies and ensure your event strictly adheres to our policies and accepted standards of public decency.

Game System: Find your game system on the menu. If you cannot find an entry that fits, please choose “other” and enter your game system in the comments field at the bottom of the form. We will update our list of game systems as the convention approaches.

Player Experience: Choose the entry that best fits your event from the menu. Keep in mind that this is only a guideline for people to use when registering for events.

Event State (Virtual or Physical): Gary Con XIII will have a physical side and a virtual side. Use this field to let us know if you’re submitting your event as a physical event or a virtual event. If you want to run events both ways, please make separate submissions for your physical and virtual events.

Virtual Tabletop Platform: This field appears only if your event state is virtual. Use the menu to indicate the application or site where your players will roll dice, see maps, and handle other game mechanics. If your site or application does not appear on the menu, choose “Other” and use the comments field to tell us how and where you’ll run the event.

Audio Visual App: This field also appears only if your event state is virtual. Use the menu to indicate the site or application where you and your players will speak or see each other. If your app is not does not appear on the menu, choose “Other” and use the comments field to tell us what you’ll use.

Comments: Use this field to tell us anything else you think we should know about your event. If you chose the “other” entry in any field, please use this field to list your pertinent information. Also, please mention any specific need you might have for your table here, along with an explanation for those needs. For example, if you plan to build a 3D temple that’s three feet wide and six feet long, we’ll need to know that. Also include a note here if you want more than six tickets for your event.

Once you filled in all the fields on your form, please take a moment to look over everything, then you’re ready to click submit.

After you have submitted at least one event, you can go to the My Events page in your TableTop.Events account (Submitted Events) to see the status of your event. You also can use this page to submit additional events or to edit events you’ve submitted already. This page also allows you to clone events—very handy if you’re submitting several sessions of a single event.

After You Submit

Once you submit your event, the system will alert the staff, who will review your event and either approve it, reject it, or ask for changes, usually within one week or less. Once the staff makes a decision about your event, we will contact you with an email sent to the address you provided when you created your TableTop.Events account. Please watch your inbox (and your spam box if you have one) for replies from the staff.

If you have any questions about your events once you’ve submitted, the best way to contact us is to reply to the confirmation email we send you.

 

 

 

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