ECLECTIC ENDEAVORS POLICIES

The following policies govern the Board, volunteers, attendees and everyone else that attends G.A.M.E. or other Eclectic Endeavors events.  Violation of these policy can result in expulsion from events without refund of any cost paid towards event.


What is G.A.M.E.?

Gaming Arts Media Expo (aka G.A.M.E.) is a 3-day event held in Springfield, MO that celebrates all things geeky!  We gather at the Springfield Expo Center to play games, dress-up in costumes, learn new skills, discuss fandom, socialize with others of similar and new interest, watch movies and TV shows, listen to panelist, participate in demos, shop vendor booths, and more!

During this 3-day event, Eclectic Endeavors strives to show that the arts found in nerdy interest are just a legitimate as the arts found in mainstream society.  Painting, drawing, sculpting, writing, making movies, crafting props & costumes, digital artwork are all fine art pursuits that more and more are becoming recognized by the public as true art.  Shows on TV like “Face Off”, “Heroes of Cosplay” as well as launching platforms like San Diego ComicCon where major movies and TV shows are premiered and promoted – these show that geeky interest are becoming more public, mainstream and legitimate.

Why support G.A.M.E.?

Without your support our events do not happen.  These activities like Picnic At The End of The Universe, Ozarks Adventure Quest, GAME Day at The Creamery and most importantly G.A.M.E. all require financial and volunteer support to take place.  We strive to make good memories for you with these events, and we cannot do that unless we have money to pay for stuff.

With the 4 events that we conduct, we seek to promote nerdy pride in Springfield and the surrounding communities.   We think that our community needs more events like ours.  In our eyes geek art is FINE art and we want to show that off.

How Does G.A.M.E. Raise Funds?

The group behind G.A.M.E. and our other events is known as Eclectic Endeavors.  This group is a dedicated set of men & women that meet frequently throughout the year.  This group goes out into the community and seeks out sponsorships from local business and philanthropist that want to help back our events.   We also conduct fund-raisers throughout the year.  The majority of our funds for events comes from individual attendees and the registration fees paid to attend G.A.M.E.

Each year our operating budget is $8,000 to $9,000 depending on what activities we’ve planned.  This money comes from sponsorships, fees for tables (artist, clubs & orbs), vendor booths and individual registrations.

A chunk of this budget (for 2014 it will be about $5,000) has to be generated BEFORE the event.  This means before the doors open on G.A.M.E. in October 2014, we have to raise over $5,000 in the form of sponsorships and registrations.  Our fund-raising efforts (this year through Kickstarter) have to be supported by everyone wanting to see Year 6 happen.

Where Does the Money Go?

Eclectic Endeavors is a non-profit organization.  We are under the umbrella of the 501(3)(c) provided by the Springfield Regional Arts Council (SRAC).  All of our funding goes directly to paying for the expenses of the events we conduct.  None of the Eclectic Endeavors board members benefits financially from their participation in the organization.   It would be nice someday to have such a huge event that we could pay someone to work on it all year long, or at least compensate some of our folks for their time, but to date it is all volunteers, good-of-their-hear, for fun.

In years past for us to meet these expenses, we’ve often found ourselves putting our own money into the account until we get past G.A.M.E. in October and hope that once we pay the bills, we can pay back loans made by our generous board members.

In an average year our major expense are roughly:

  • $300 for Picnic At The End of The Universe
  • $100 for GAME Day at The Creamery
  • Over $3000 for the Expo Center Rental
  • About $600 for Event Insurance
  • $600 for accounting fees with the SRAC
  • The remaining budget is stuff like:
    • Printing Materials
    • Badges
    • Food / Concessions
    • and a load of various other sundry supplies

How Can I Help?

We could use your support in many ways.  Our primary need is for sponsorship.  You’ll find sponsor levels posted on the website.  We also need vendors, exhibitors, artist, clubs and organizations to all book booths and tables for Year 6.   We sell out of space for all these areas every year.  The sooner we have these spaces sold, the easier it is to meet our goals.

You can also volunteer your time.  We need GMs to run games, Henchmen to staff various parts of G.A.M.E., panelist to conduct discussions, artist for the art show, and we can use all the promotional help you want to offer.  Put up posters, distribute fliers, share links on Facebook, email, wherever.  Talk about how YOU are going to these events and your friends will follow.


WHAT ARE POLYBUCKS?

During G.A.M.E. we give out “participation rewards money” that we call “polybucks.”  These range from $25, $50, $100 and are used on Sunday during the Polybucks Auction.  The fun money has no cash value, but during this auction you can bid on prizes with the money you’ve collected.  You earn polybucks by playing in games, going to panels, participating in contest, etc.  We want everyone to play, have fun, get involved and after seeing how this worked at ReaperCon in Texas (we admit we borrowed this idea from them) — we said “Hey! Let’s do that at G.A.M.E.!” It’s a lot of fun on Sunday during the Results Show to watch people bid on items as individuals, and then near the end of the prize pool when we get to the popular WANTED ITEMS, factions begin forming.  People pool their bucks and power bidding starts happening.  It’s a lot of fun!

DONATE AND GET A TICKET

During G.A.M.E. you can make a donation to Eclectic Endeavors and as a way of saying “Thank You” we will give you a raffle ticket for a $1 donation, or if you give us $5 we will thank you with 6 tickets.  According to Missouri law, as a charitable organization we are allowed to conduct raffles.  Eclectic Endeavors is a non-profit organization operating under the Springfield Regional Arts Council 501(3)(c) umbrella.  All our money goes to pay for the event itself.  Someday when we get out from under our expenses, we will be establishing a scholarship fund for geek-centered education.

We will do our prize drawing on Sunday after the results show.  We get a lot of GREAT DONATIONS from our Exhibitors, Artist and Clubs & Orgs. Also Sponsors and local businesses have given us stuff to give away.  Make sure and patronize local businesses and tell them “THANK YOU for supporting G.A.M.E. and the local geek community.”

RAFFLE / POLYBUCKS PRIZES

We rely on the generosity of our wonderful exhibitors, sponsors, clubs and others to provide a cornucopia of prizes for our raffle and polybucks auction!  We get an amazing variety of items that are donated by our supporters.  These items are on display at HQ the whole weekend (soon as they are donated) and we let everyone know who donated them and how thankful we are!


Board of Directors Organization

Officers – Officers are elected in January and serve a one year term, at which point they may seek re-election by majority vote of the entire board

  • Chairman – the Chairman shall see that the other Officers perform their duties, shall be responsible for any course of action that the Board takes, shall be responsible for planning and conducting meetings, and shall see that each Officer and committee chairman is provided with a written list of specific duties for which each is responsible, when necessary.
  • Vice Chairman – The Vice-Chairman assists the President in all society business and conducts meetings in the President’s absence.
  • Treasurer – The Treasurer shall be responsible for all financial matters including reimbursements, tracking, and bill payments and shall be responsible for keeping a running financial report and submitting it to the board at meetings.
  • Secretary – The Secretary shall be responsible for gathering information from other Officers to create agendas for all meetings, shall be responsible for recording and maintaining a record of the minutes taken at all meetings, and keep a running list of appointed tasks for the chairman.
  • Historian – The Historian shall be responsible for attending meetings, and events and taking pictures (or if the Historian cannot attend, shall be responsible for ensuring pictures are taken)

Our expectations for officers:

  • Decisions concerning Eclectic Endeavors activities may be made by a quorum of officers at need.
  • Appoint Area Directors as needed
  • Officers are to solicit general sponsorships for GAME.
  • They are to post flyers and advertisements for GAME.
  • Officers do not get a discount on booth spaces or additional badges.
  • Officers are required to work at least four two-hour scheduled “staff shifts” at GAME.

Officer Perks:

  • Officers badges are free of charge at all events.
  • Officers have Lair access
  • Officers have concessions access (for themselves only)
  • T-shirts may be provided if there is enough funding.

Board of Directors – Directors are appointed by officers in January and serve a one year term.

  • Exhibitor Director – Solicits vendors for GAME. Arranges booth spaces at GAME and is the primary vendor contact
  • Club/Org Director – Solicits Clubs and Organizations for GAME. Arranges booth spaces at GAME and is the primary Club/Org contact
  • Volunteer Director – arranges volunteer schedule and coordinates volunteer efforts at GAME Primary volunteer contact as well as primary contact at GAME if something needs to be done.
  • Costume Director – arranges costume contest, sets costume contest rules, and arranges for judges. Primary contact for all things costume.
  • Art Show Director- Solicits artists for GAME. Arranges booth spaces at GAME. Arranges art show, sets contest rules, and arranges for judges. Primary contact for all things art.
  • Publicity Director – coordinates all advertising efforts. (Where are flyers posted, what community calendars are being used, etc.)
  • Gaming Director – Solicits GM’s to host events and games including card games and  miniature gaming. Schedules games and monitors table usage at GAME. Responsible for soliciting games for and running the board game library at GAME. Provides the Emcee with a running list of announcements to be made. Primary contacts for all things gaming. This position may be held by multiple individuals which must work together collaboratively.
  • Miniature Arts Director – Schedules miniatures events, including but not limited to paint-and-take, prep-and-take, and may schedule a miniature arts show at Director discretion.
  • Panels Director – Solicits panelists at GAME and arranges the panel room schedule
  • Concessions Director – Responsible for setting up the concessions area and Lair to maintain a reasonable workflow. Monitor level of supplies for the concession area and inform Officers of what needs to be purchased. Keep concessions area and Lair neat and organized. Help train volunteers on register operations and other tasks necessary to the concession desk.
  • Electronic Gaming Director – provides games, systems, and Televisions for the Electronic Gaming area at GAME. Runs Electronic gaming area at GAME and arranges all tournaments and events for this area.
  • Media Room Director – Provides a schedule of media events for the media room. Provides media to be played. Provides equipment for media room if possible. Maintains the media schedule as they see fit.
  • Emcee- Responsible for all announcements at GAME.
  • Safety and Security – Responsible for arranging safety and security measures including but not limited to having someone with medical or first aid training available at all times. Ensuring that the first aid kit is stocked and available.

Our Expectations of Directors:

  • Directors are in charge of their own areas.
  • They are to supply prize support through donations and sponsorships.
  • They are to solicit general sponsorships for GAME.
  • They are to post flyers and advertisements for GAME.
  • Directors do not get a discount on booth spaces or additional badges.
  • Directors are required to work at least one two-hour scheduled “staff shift” at GAME, with the exception of Electronic Gaming Director and Gaming Directors. These directors will be in charge of overseeing their own areas for the duration of GAME. Other exceptions can be made at Board Discretion.

Directors Perks

  • Directors badges are free of charge at all events.
  • Directors have Lair access
  • Directors have concessions access (for themselves only)
  • T-shirts may be provided if there is enough funding.

 

Attendee Conduct Policy

All of the following constitute grounds for expulsion from the convention without refund:

  • Violating any federal, state, or local laws, facility rules or convention policies
  • Failure to comply with the instructions of GAME Staff or security personnel
  • Using anything in a threatening or destructive manner against person or property
  • Endangering the safety of oneself or others
  • Threatening, stealing, cheating or harassing others
  • Failure to conduct oneself in a mature manner

If you experience or witness any of the above, please seek out GAME Staff or Security to report the incident. A staff member will always be located at GAME HQ.

Age Guidelines

16 & older – On your own

13 to 15 – There must be an adult in the facility at all times

12 & under – There must be an adult within reach of child at all times

When paying for your registration, you need to be 16 years or older.  If you are 15 or younger, you need to have parents permission.

No Harassment Policy

GAME is dedicated to providing a harassment-free Event experience for everyone, regardless of gender, sexual orientation, disability, physical appearance, body size, race, religion, or affiliation. We do not tolerate harassment of convention participants in any form. Convention participants violating these rules may be sanctioned or expelled without refund at the discretion of show management.

Costumes & Weapons

Weapons and items that appear to be weapons are not allowed at GAME. Self defense, recreational and utility items such as knifes, tazers, pepper spray, BB guns, cap guns, air-soft weapons, paintball guns, water guns, martial arts weaponry, including wooden practice weapons, etc, are not welcome, even if it is lawful to own and carry them in other public places. Off duty security, law-enforcement and military personnel are not allowed to bring their weapons to GAME. Items resembling futuristic weapons, fantasy weapons and non-projectile boffer weapons may be allowed provided they are not handled in a careless, threatening or destructive manner against persons or property.

Questionable items can be brought to the Registration Desk in the convention center during operating hours to be checked for compliance with this policy. Some events may provide exceptions to this policy under strict circumstances defined by that event.

20th & 21st century uniforms may not be worn as costumes. These include any uniform that can be construed as a military uniform from any country or a uniform worn in an official capacity, such as security guard, police officer, deputy, fire marshal, paramedic, etc. Active duty military personnel are permitted to wear their government-issued uniforms.

GAME Staff or security personnel may inspect any item or costume at any time during the convention. Failure to comply with these policies and/or the instructions of GAME Staff or security personnel may result in immediate removal from the convention without refund.

Event Spaces

GAME reserves the right to clear each room after an event. Attendees will not be allowed to remain in the room for the next event.

Items cannot be stored in event spaces. If found, items may be moved or discarded.

Lost & Found

GAME HQ will serve as the center for lost and found items during the convention. Unclaimed property will be turned over to the convention center security office at the close of the convention. You can help protect your belongings by including identification tags with mobile phone numbers in wallets, purses, backpacks and other loose items. Labeling belongings helps us attempt to return recovered items to their rightful owners.

Volunteer Policies

Volunteers are eligible for admission to GAME at a rate of a $5 discount for each 2 hour shift worked. Five two-hour shifts for a total of ten hours of time equals one free admission to GAME. Perks include:

  • Free admission
  • Access to the Staff/Henchmen area
  • Snacks and drinks from the concessions area
  • Free volunteer T-shirt

Eligibility:

  • Volunteer ten hours of time at GAME
  • Attend one planning meeting and meet either the Chairman or the Volunteer Director
  • Attend training session(s) when announced

Personal Volunteers

Directors can ask for and find volunteers for their own areas, for their own use. These volunteers answer primarily to the director that procured them and will be subject to normal volunteer application procedure.

 


 

Prices and Rates

Credit/Debit card Processing fees may apply.

No checks accepted.

All sales are final.  Refund Policy detailed below.

 

Individuals (2017 pricing)

7 and under – FREE

8 to 12 years old 3 day badge – $5 with paid adult

Pre-Registration (online) Weekend Badge – $20

13 & up Weekend Badge – $30 at-the-door

Friday Only – $15 at-the-door

Saturday Only – $25 at-the-door

Sunday Only – $10 at-the-door

All badges are upgradeable at the event.

NO VISITORS PASSES

Beginning with Year 9 — Visitor Passes will no longer be something we offer.  To get into our event you will need to purchase either a day pass or a weekend pass.

 


Exhibitor Booth / Vendors

PURPOSE: The purpose of an Exhibitor Booth is promotion.  We provide through G.A.M.E. the opportunity for businesses, artist, authors, organizations to promote themselves to our audience of 300-500 attendees (based on Year 6 numbers).  During our 3-day event you are allowed to conduct your business within all local, state and federal laws.  You can sell products, take orders and make offers.  We are hopeful that all vendors have profitable experiences at G.A.M.E. but there are no guarantee of sales.  We encourage all exhibitors to see this 3-day event as promotional with the possibility of profit during or after the event.

Do you have something to sell or promote? Please join us at GAME!  Show your support for the geek community.  As you know those with special nerdy interest are very loyal to their products & services.  As nerds we spend a lot of money each year in our “hobbies” that define who we are beyond our normal “mundane” everyday life.

Spaces are 10′ x 10′.  This space includes 2 tables and 1 Three-Day Badge.  You can arrange your space as you see fit.

For a $65 fee, Exhibitors get:

  • $65 for 10′ x 10′ booth, 2 tables, 1 badge
  • Additional badges are $15 each
  • Free Wireless Internet
  • Free Swag Bag Insert
  • Free ½ page program ad
  • Raffle Prize Promotion (and tax deduction)
  • Springfield City Vendor License forms will be handled and your fees will be paid by Eclectic Endeavors

 

Clubs & Organizations

PURPOSE: The purpose of Club & Org spaces is to allow a set of members (5) to promote their group.  Encourage new members to sign up.  Promote events and efforts of these groups.  These spaces are not designed for entire clubs or organizations membership to get into at a discount.  We offer the registration discount for those members that will be staffing the table during G.A.M.E.

Why come to G.A.M.E. if you are a Club or Organization?  You can promote yourself, expand your membership, raise funds for activities, gather your members together for a fun weekend, and generally have a great time and make some wonderful memories.  Please come join us!

For a $35 fee, Clubs & Org get:

  • $35 for 8′x8′ space, 6′ table, One 3-Day Badge
  • Additional badges are $15 each
  • Free Swag bag Insert
  • (maximum of 5 badges per 8X8 SPACE)
  • Limit 2 spaces per club.
  • Free Wireless Internet

 

Featured Artist

The purpose of our “Featured Artist” is promotion.  We provide through G.A.M.E. the opportunity for artist and authors to promote themselves to our audience of 700 attendees (based on Year 8 numbers).  During our 3-day event you are allowed to conduct your business within all local, state and federal laws.  You can sell products, take orders and make offers.  We are hopeful that all artist have profitable experiences at G.A.M.E. but there are no guarantee of sales.  We encourage all artist to see this 3-day event as promotional with the possibility of profit during or after the event.

The Featured Artist is a curated section of our event.  These artist are selected by our Artist Liaison & Art Show Director, Scott Villarreal.  They are artist we want the public to know more about and thus dubbed them as “Featured Artist.”  Contact Scott Villarreal for further info.

For a $30 fee, Artist get:

  • $30 for 1 Artist Table and 1 Artist Badge
  • Additional badges are $15 each
  • Free Wireless Internet
  • Free Swag Bag Insert and Raffle Prize Promotion
  • Springfield City Vendor License Forms processed and your fees will be paid by Eclectic Endeavors.

Display area is limited to the table.  If you need additional floor space for displaying (easels, floor stands, etc.) — please contact Scott Villarreal the Artist Liaison to discuss your needs.

 

Sponsorships

Without sponsors our yearly events would not happen. We are thankful to have business and individuals that are willing to give us financial support. Below are details on the rewards you can receive as a sponsor.

ALL SPONSORS RECEIVE:

  • Promotion of your business on our website and link to your website or Facebook page.
  • Logo placement on event T-shirt.
  • Item placement in Swag Bag.
  • Recognition at events on banners and in program book.
  • Complimentary 3-Day passes to G.A.M.E.

Below are details for each of the 4 support levels available.

Platinum Level Sponsor   $1000

  •    Eight 3-Day Passes
  •    Full Page in Program Book with Premium Placement
  •    4 Event T-Shirts
  •    2 Exhibitor Booths

Gold Level Sponsors   $600

  •    Six 3-Day Passes to G.A.M.E.
  •    Full Page Ad in Program Book
  •    2 Event T-Shirts
  •    1 Exhibitor Booth

Silver Level Sponsors   $400

  •    Four 3-Day Passes to G.A.M.E.
  •    Half-Page Ad in Program Book
  •    Purchase shirts at cost (to be determined)
  •    1 Exhibitor Booth

Bronze Level Sponsors   $200

  •    Two 3-Day Passes to G.A.M.E.
  •    Quarter-Page Ad in Program Book
  •    Purchase shirts at cost (to be determined)
  •    ONE Exhibitor Booth can be purchased at 50% of normal cost

 

Program Book Advertising

Our Program Book is an 8.5 x 11 page folded in half. You find pre-scheduled games, panels, events, ads, puzzles and more! If you would like to place an ad in this book, please see the ad specs below.

You can contact springfieldgameexpo@gmail.com for questions and to send your ad files.

  • Full Page – $60
  • Half Page – $30
  • Quarter Page – $15
  • Premium Placement – $100

 

Swag Bag Insert Only

  • $60 per insert

 

Eclectic Endeavors Refund Policy

We understand that things change and you may not be able to attend events for which you have purchased a ticket, booth, table or space. The following refund policy addresses your change in circumstances while imposing reasonable limits and fees to cover the administrative efforts and expenses involved on our end.

Refund Eligibility

The primary registrant may request a refund for all or a portion of the registration costs, which includes only the items paid for through the official event registration process (typically excluding hotel costs and other external services or items). Your refund request must meet the following requirements and deadlines.

Refund Requests

All requests for refunds must be made in writing by letter, or e-mail and received by Eclectic Endeavors prior to the deadline dates below. Requests by phone, text, Facebook messenger, or any other communication method will not be accepted.

Eclectic Endeavors
P.O. Box 1091
Ozark, MO 65721

Email: updates@springfieldgame.com

Refund Request Deadlines

Requests must be received no later than 30 days before Pre-Registration closes (Year 8 = 9/25/16) to be eligible for a full refund. Any requests received between the 30 days prior mark mentioned previously and the closing of Pre-Registration will be refunded at 50%. No requests received after Pre-Registration closes will be eligible for a refund or offering credit (see below).

All refund checks and receipts will be issued 2-3 weeks after the close of G.A.M.E.

An administrative fee of 25% will be deducted from all refund checks issued.

Alternative to Refund

In lieu of a refund check, unused payments may be converted to a charitable contribution. A tax-deductible receipt will be issued for the full amount paid. This request may be made in writing or email within a full week (5 working days) after G.A.M.E. closes without penalty or administrative fee deduction.

Special Circumstances

Special refunds may be granted if an attendee is unable to attend the event due to a family death, illness, or other extraordinary circumstance. Please contact Eclectic Endeavors by letter or e-mail to request special consideration.   Again, requests by phone, text, Facebook messenger, or any other communication method will not be accepted.