GM and Badge Policies

By purchasing a badge as either a GM or an attendee at any HMGS Midwest event, you agree to abide by the HMGS Midwest Code of Conduct which can be found on the Home page of the HMGS Midwest website. Please review this code carefully before purchasing a badge and before attending any HMGS Midwest event.

Additionally, all liability waivers that are listed below as well as those listed on any electronic registration tool used for purchasing a badge are expressly agreed to by anyone purchasing a badge for any HMGS Midwest event.

Lost or Misplaced Badges and Event Tickets

We cannot replace lost, stolen, or forgotten badges or event tickets. Such items must be repurchased at full cost. We recommend that you check with the HMGS Midwest Registration Desk to see if your materials have been turned in to Lost & Found. HMGS Midwest assumes no responsibility for lost, stolen, or forgotten materials.

General Waiver of Liability

The purchase or acquisition of a HMGS Midwest badge admits one person to all basic activities and exhibits at an HMGS Midwest event during regularly scheduled hours for the day or days specified by the badge type. Some designated activities may require payment of a separate, additional fee. By accepting a badge and in consideration for being admitted to HMGS Midwest events, the holder consents to being recorded (by audio and/or visual means) for exhibition and exploitation by any means in all media, including without limitation the Internet, worldwide in perpetuity. The badge holder releases HMGS Midwest from any liability for loss or damage to persons or property, infringement of any right, or any other claim or course of action of any kind; authorizes and permits HMGS Midwest and its designees, which includes but is not limited to all sponsors, exhibitors, and contractors, to use and authorize the use of his or her name, voice, likeness, and all reproductions thereof by any means and in all media now and hereafter known, including without limitation the Internet, for all purposes worldwide in perpetuity; and agrees to comply with all the rules and regulations of the convention and the HMGS Midwest Code of Conduct. HMGS Midwest reserves the right to deny entry or remove from the convention facilities any person who in its sole and absolute discretion is behaving or threatening to behave in a manner which it reasonably considers to be disruptive.

Purchases and Refunds

 All purchases of HMGS Midwest merchandise, including badges and event tickets, are final. Refunds MAY be issued at management’s discretion. No refunds are issued for any reason unless expressly stated in writing in advance.

Event Cancellations

 If an event has been canceled, please see the HMGS Midwest Registration desk for further instructions. If there was an event fee there may be a refund, however the vast majority of events are at no charge.  We will help identify available alternatives for you using the event listing on tabletop.events.

GM Policies

 Thank you for being a part of the celebration of miniatures wargaming! By choosing to submit, run, or organize an event at an HMGS Midwest event, you:

• Will abide by all venue policies.
• Will abide by all of HMGS Midwest’s policies including the HMGS Midwest Code of Conduct.
• Understand that running an event does not make you an HMGS Midwest employee or contractor.
• Understand that consequences may occur as a result of violating HMGS Midwest policies.
• Agree that the purpose of running gaming events at HMGS Midwest is to provide a fun and entertaining experience to attendees.
• Agree to ensure the safety of you and your players.
• Agree to follow all directions of HMGS Midwest staff and management.

All event space is reserved for organized events unless it is clearly marked as “Open Gaming”. Any unauthorized event will be removed at management’s discretion. If there are problems or questions about a table assignment, do not attempt to fix it yourself. Please contact an HMGS Midwest staff or volunteer to assist.

You are responsible for the security of all items you bring to your game. If any special care is necessary, please contact HMGS Midwest staff to make arrangements. HMGS Midwest assumes no liability for lost or stolen items.

If there is a reason that your game cannot be run, contact an HMGS Midwest staff member immediately so the game can be canceled.

Appropriate Game Content

As stated above, when you agree to run any event at an HMGS Midwest event for our attendees you are doing so with the express understanding that you are running said event in a way to provide a fun and entertaining experience for our attendees. This does not include providing “shocking” or “horrifying” experiences in a game.

When submitting a game, please make sure to engage the appropriate age range selection for your expected players. Adult themed games are appropriate for adults. If you do plan on running a game that contains adult themes, it is incumbent upon each and every GM to provide a full explanation of the adult situations contained in your game in the body of the game’s event description. There simply cannot be any room for surprises when it comes to subjects that might be offensive or objectionable to our attendees.

To be absolutely clear on this subject, themes, scenarios, or encounters based on graphic violence and/or sexual content is never appropriate for a gaming event at an HMGS Midwest event. This includes descriptions of rape, extreme violence, or extreme cruelty. Please let common sense be your guide in this. Some matters that might be acceptable in a home game situation involving consenting adults are not acceptable at a gaming convention. Violations of these edicts are violations of our polices and can result in immediate expulsion without refund as well as a permanent ban from any and all future HMGS Midwest events and activities.

Before Your Game

 You should arrive at your table at least 5 minutes prior to start time to greet your players and properly prepare your game table and seating. If your designated table is in use, contact a staff member or volunteer to get assistance. Do not attempt to move your game to another table/location as this may affect other games.

All players must have a valid game Player, GM, Exhibitor or Guest badge to play in the event. We encourage walk-ups to play in events as long as you can fit them into your game smoothly. Please don’t allow Shopper badges to play in your events.

During Your Game

 Check that all players are wearing valid badges during all games, and following any health department guidelines. You need to be wearing a valid badge as well. If players or GMs are found to not be wearing valid badges, they will be warned and if necessary, removed or the game may be canceled.

Games should run as they were represented in the initial submission. No changes can be made without prior approval from the HMGS Midwest staff. This includes start/end time, location and content. If any changes are necessary, contact a staff member.

If there are any problems with disruptive players or security issues, contact the nearest HMGS Midwest staff member.

After Your Game

You should finish your game at least 10 minutes before the next scheduled time slot to allow the next GM to set up. Clean up your space and wipe down the table as needed. The area should be left as you found it. If you see areas of concern (trash, broken chairs/tables, spills), please contact an HMGS Midwest staff member.

Please ensure that the table placard and holder that was present on your table at the beginning of your game is present and clearly visible at the end of your game.

GM “No Show” Policy

We understand that sometimes unforeseen events cause a GM to miss their game and deeply appreciate the hundreds of skilled GMs that run events for everyone’s enjoyment. We want to encourage timely communication and dissuade people from “no showing” the people that signed up to play in their events.  If you as a GM realize that you have an issue that will prevent you from running an event as scheduled, please contact us immediately. HMGS Midwest expects every GM to contact the staff and inform us of a cancellation as soon as they know that they will miss or cancel the event.  For issues prior to the first day of HMGS Midwest, please use, at a minimum, bod@hmgsmidwest.com to inform us of the issue.  Once the HMGS Midwest event has commenced please report the issues to the personnel at convention headquarters in person.

Any GM who, without proper notification, fails to show up for and run 2 or more of their scheduled events may have their current badge revoked and be banned from attending HMGS Midwest events in any capacity for a period of no less than one year.  The length of the ban will be determined solely by the HMGS Midwest management. We are compassionate human beings and will consider extenuating circumstances presented to us before enforcing a revocation or ban.

HMGS MIDWEST COVID-19 SAFETY ACKNOWLEDGEMENT AND 

LIABILITY WAIVER AND RELEASE OF CLAIMS

COVID-19 SAFETY INFORMATION:

While participating in events held by physical means, health and safety precautions should be practiced whenever possible. Because COVID-19 is extremely contagious, HMGS Midwest cannot guarantee that its staff, participants, volunteers, exhibitors, Guests or others in attendance will not become infected with COVID-19. Please review national, state, regional and local health guidance prior to attending. HMGS Midwest management will consider governmental health guidance and the directions from civil authority may influence and impact the operations of HMGS Midwest events and functions. HMGS Midwest management may require safety precautions to attend the physical convention including but not limited to wearing mask over nose and mouth in all event spaces, temperature screenings, answering a health survey, taking rapid or lab-based COVID-19 tests, and showing proof of COVID-19 vaccination. Attendees accept the risk of modifications and/or cancellations of features, functions, events or other hotel amenities associated with an HMGS Midwest event. If a physical gathering is not advisable by civil authority for any reason, all events and functions may convert to virtual and may be deemed equivalent. No refunds of any kind will be issued under these circumstances. HMGS Midwest staff will work with all attendees and GMs to be as fair as possible to all involved.

DUTY TO SELF-MONITOR:

Staff, participants, Guests, exhibitors, and volunteers agree to self-monitor for signs and symptoms of COVID-19 (symptoms typically include fever, cough, and shortness of breath) and refrain from attending physical HMGS Midwest events if they suspect they may have COVID-19.

Contact and Attendance

1. If you have COVID-19 symptoms (or any other illness as well), stay home.
2. If you were in close contact for 15 minutes with a confirmed COVID-19-positive person, self monitor for symptoms.
3. If you had COVID-19 you need 5 days with no symptoms before coming out to any HMGS Midwest event.
4. Governmental and regulatory body guidance may continue to change and should be considered when determining if you are safe to attend any HMGS Midwest event.

LIABILITY WAIVER AND RELEASE OF CLAIMS:

I acknowledge that I derive personal satisfaction and a benefit by virtue of my participation, attendance and/or voluntarism at HMGS Midwest events and I willingly engage in events and/or other activities (the “Activity”).

RELEASEANDWAIVER. I HEREBY RELEASE, WAIVE AND FOREVER DISCHARGE ANY AND ALL  LIABILITY, CLAIMS, AND DEMANDS OF WHATEVER KIND OR NATURE AGAINST HMGS MIDWEST AND ITS AFFILIATED PARTNERS AND SPONSORS, INCLUDING IN EACH CASE, WITHOUT LIMITATION, THEIR MEMBERS, OFFICERS, EMPLOYEES, VOLUNTEERS, AND AGENTS (THE “RELEASED PARTIES”), EITHER IN LAW OR IN EQUITY, TO THE FULLEST EXTENT PERMISSIBLE BY LAW, INCLUDING BUT NOT LIMITED TO DAMAGES OR LOSSES CAUSED BY THE NEGLIGENCE, FAULT OR CONDUCT OF ANY KIND ON THE PART OF THE RELEASED PARTIES, INCLUDING BUT NOT LIMITED TO DEATH, BODILY INJURY, ILLNESS, ECONOMIC LOSS OR OUT OF POCKET EXPENSES, OR LOSS OR DAMAGE TO PROPERTY, WHICH I, MY HEIRS, ASSIGNEES, NEXT OF KIN AND/OR LEGALLY APPOINTED OR DESIGNATED REPRESENTATIVES, MAY HAVE OR WHICH MAY HEREINAFTER ACCRUE ON MY BEHALF, WHICH ARISE OR MAY HEREAFTER ARISE FROM MY PARTICIPATION WITH THE ACTIVITY.

ASSUMPTION OF THE RISK. I acknowledge and understand the following:
1. Participation includes possible exposure to and illness from infectious diseases including but not limited to COVID-19. While particular rules and personal discipline may reduce this risk, the risk of serious illness and death does exist;
2. I knowingly and freely assume all such risks related to illness and infectious diseases, such as COVID- 19, even if arising from the negligence or fault of the Released Parties; and
3. I hereby knowingly assume the risk of injury, harm and loss associated with the Activity, including any injury, harm and loss caused by the negligence, fault or conduct of any kind on the part of the Released Parties.

MEDICAL ACKNOWLEDGMENT AND RELEASE. I acknowledge the health risks associated with the Activity, including but not limited to transient dizziness, lightheaded, fainting, nausea, muscle cramping, musculoskeletal injury, joint pains, sprains and strains, heart attack, stroke, or sudden death. I agree that if I experience any of these or any other symptoms during the Activity, I will discontinue my participation immediately and seek appropriate medical attention. I DO HEREBY RELEASE AND FOREVER DISCHARGE THE RELEASED PARTIES FROM ANY CLAIM WHATSOEVER WHICH ARISES OR MAY HEREAFTER ARISE ON ACCOUNT OF ANY FIRST AID, TREATMENT, OR SERVICE RENDERED IN CONNECTION WITH MY PARTICIPATION IN THE ACTIVITY.

As a participant, exhibitor, Guest, volunteer, or attendee, You recognize that your participation, involvement and/or attendance at HMGS Midwest events or activities (“Activity”) is voluntary and may result in personal injury (including death) and/or property damage. By attending, observing or participating in the Activity, You acknowledge and assume all risks and dangers associated with your participation and/or attendance at the Activity, and You agree that: (a) HMGS Midwest (b) the property or site owner of the Activity, and (c) all past, present and future affiliates, successors, assigns, employees, volunteers, vendors, partners, members, and officers, of such entities (subsections (a) through (c), collectively, the “Released Parties”), will not be responsible for any personal injury (including death), property damage, or other loss suffered as a result of your participation in, attendance at, and/or observation of the Activity, regardless if any such injuries or losses are caused by the negligence of any of the Released Parties (collectively, the “Released Claims”). BY ATTENDING AND/OR PARTICIPATING IN THE ACTIVITY, YOU ARE DEEMED TO HAVE GIVEN A FULL RELEASE OF LIABILITY TO THE RELEASED PARTIES TO THE FULLEST EXTENT PERMITTED BY LAW.