Conception

New Milton Round Table presents…

Supporters

New Milton Round Table No 133

Discounts

Ticket Prices

Table-top RPG “Standard” slot: £3
LARP games (4 Hour Slot): £3

All income from tickets sold at Conception is donated to charity.

Ticket Refunds: We will issue refunds on un-used tickets only up to 2.30pm Sunday.

Booking Discounts

1. Discounts may only be claimed prior to the event, by including it on the booking form. This booking form must be sent in order to arrive before 1 Dec 11.
2. Discounts must be authorised by the Conception Committee member responsible for issuing that specific discount. They will inform the claimant of an authorisation code that must be included on the booking form.
3. If a completed booking form is received claiming discounts that are not fully approved the booking will not be confirmed. Any payment sent with the booking form will not be banked and any early payment discount is void.
4. The maximum discount claimable is limited to the cost of the accommodation that you book.

E.G. Contact us to reserve accommodation, then claim discounts, we will approve any discounts that you may be eligible for (by giving you an authorisation code), you then complete and return the booking form.

Combining Discounts with other delegates

Discounts awarded to several people CAN be combined when booking accommodation. However, these need to be claimed at one time and agreed with us before sending your booking form in. There will be NO exceptions to this policy and no refunds due to omissions. Ensure that your name and relevant authorisation codes are included on the Booking form when sent, this discount will be awarded to towards the accommodation, regardless of whether you actually turn up!

Therefore, it is ESSENTIAL that groups of people organise themselves before booking accommodation. Note we will still “Reserve” accommodation and even accept CASH (not cheques or any other form of payment) immediately upon arrival, however, in order to claim ANY discounts a Booking form must have been completed and received with all relevant approved “discounts” noted upon it before 1 Dec 11.

External Game Organiser Discounts

(Maximum £45)

Authorising Committee Member
Tabletop: John Amos
Living: Paul James
LARP: Julian Hayley

Basis: £15 per “pre-arranged slot”

(Clarification: Game/s must cater for a minimum of 16 players in the same slot, either as one game or multiple tables, in the same gaming slot.)

How to Qualify
You must reserve and agree sufficient game slot/s in advance plus FULLY comply with all of the following three conditions regarding ticket sales and pre-registration. Once these conditions are agreed, ONE member of that organisation may then claim this discount.

Condition #1
Ticket sales: These are generic and sold by us. No exceptions. It is the names on a sign-up sheet that determines who plays in that event, not the ticket. Therefore, purchase of those tickets must occur whilst at the convention, regardless of any Pre-registration, direct from our admin area.

Condition #2
Sign-up sheets: Each game/table run during a slot must have an individual Sign-Up sheet completed for it. This must be returned, with the relevant number of signed tickets, to our admin area. This is regardless of whether the game was pre-registered or not.

Condition #3
Enabling Pre-registration of tabletop games: We would prefer only two thirds of the available places in a tabletop game to be pre-registered. If you wish to allow the pre-registration of games prior to the event, you must provide us with your organisations contact Tel.No and e-mail address for inclusion on our web site.

Referee Discount Cards

(£5 Each)

Authorising Committee Member
Games desk team

You can claim the value of discount cards awarded at a previous Conception against the cost of your accommodation for this year. To do so, these must be claimed by inclusion of the authorising code (the number on the back) in the discount section of your booking form, before 1 Dec 11. Each is worth £5 of discount.

DO NOT SEND THE ACTUAL CARDS WITH THE BOOKING FORM, BRING THEM WITH YOU AND SURRENDER THEM WHEN YOU PICK UP THE KEYS FOR YOUR ACCOMMODATION.

We will not be held liable for lost or forgotten discount cards, should either happen and you have claimed for them then you will be required to make good the difference in cash, of their value upon arrival.

Earning Referee Discount Cards
Referees receive discount cards after running and completing a ticketed game at the event and returning a completed Game Sign-up form plus the correct number of signed Game tickets (as approved by a Game Marshall at muster).

The Discount card may be used for the following purposes:

1. Used in lieu of any game ticket.
2. Used as an entry in the “Special Draw”
3. Retained and used as a £5 discount on accommodation at the following years event.

Special Note: Regardless of the number of helpers and referees actually used in a game, the total number of discounts awarded is based upon complete multiples of 5 tickets collected (Rounded DOWN).

Scenario Writers Discount

(Maximum £40)

Authorising Committee Member
Tabletop: John Amos
LARP: Julian Hayley

Basis: Up to £20 per scenario (Specifically excludes any “official” scenario that has been purchased, copyrighted or previously run at another event).

How to Qualify

1. Submit the scenario in an electronic form well in advance where it can be assessed and archived. While it is not necessary to submit a fully completed scenario due to time constraints, the bare minimum required will be a summary at the time of submission.
2. The assessor/s will then negotiate a suitable discount with the author after suggesting any necessary changes to meet the our basic guidelines.
3. General guidelines:
1. Is well organised and concise.
2. Can be completed in 4-5 Hours.
3. Comes with detailed and fully prepared characters
4. Grant permission to retain in our scenario archive for use at future CONCEPTION events.

N.B. You are responsible for and retain full ownership of your scenario to do with as you wish immediately after the convention even if the scenario is not used at the current event. In addition, we request permission to replicate such a scenario and take a charitable donation for said scenario, should, after it having been run, a delegate wishes to have a copy for his or her own personal use. We would make such copies available only after being given explicit permission to do so.

Trader/Demonstrator Discount

(Maximum £45)

Authorising Committee Member
Andrew Mussell

Basis: This is determined by the number of days that you are trading or demonstrating. £15 per day attended.

How to Qualify
Trader/Demonstrator spaces must be pre-booked and agreed in advance. Spaces are subject to availability.

Promotional material and display/demonstration of items must not constitute a health and safety risk. All goods and items are displayed at your own risk.

We do not charge for trade space and demo areas as such but would hope that your presence furthers the conventions effort to raise charitable funds. (Contributing to the now “infamous”; raffle, collection at your demo game or by running a game as a “ticketed” event.)

Terms and Conditions for LARP Organisers

Organisation of LARPs

Terms & Responsibilities – Writers

1. Tender a written draft proposal to LARP Co-Coordinator (by midnight 31 October), specifying a general outline, the numbers of players that the game will cater for and desired location/time.
2. Writers may specify a certain number of places in each LARP which can be held over until the event. Selection for these places will be by lottery via a separate sign-up sheet at the event.
3. There can be strictly no pre-selection of players by Organisers for a LARP before the event. All pre-registration before and lottery selection of players at the event will be administered by the LARP Coordinator without exception.
4. The Conception committee will, under advisement from the LARP coordinator, select which games will be accepted and construct a LARP Games schedule.
5. The selected LARPS will then be advertised on-line from 1 November and available for registration by players from 8pm 15 November.
6. The Writer will then have until 30 November to submit a summary of adventure and character outlines, in order to be allocated the scenario writers discount (up to £15/scenario) this is claimed as part of the normal discounts procedure.
7. In addition to any writers discount, a basic £10 (per game) Game Organiser discount can be claimed if booking forms are received before December 2011.

Allocation of Players to LARPs

Pre-Registration

1. The potential players, having ample time to digest exactly what games they want to play, fill out a simple webform which states in order of preference, the games that they want to be considered for. Those without internet access may wish to ask friends to submit individual forms on their behalf. Anyone doing so must agree to be that personts subsequent email contact point for the writers and LARP Coordinator.
2. The webforms are registered in order in which they are received.
3. The player who submitted the first list is assigned a place in their 1st choice game. That choice is ticked off their list and their name added to the sign up sheet for that game. Their list is then placed at the bottom of the pile.
4. The NEXT list to be received then gets their 1st choice game and so on, until all the submitted lists have their 1st choice assigned to games.
5. If a person’s 1st choice game has become oversubscribed then the person’s list is consulted and the next choice where spaces are available is automatically allocated to them. They are then placed to the bottom of the pile as before.
6. Once each person’s form has had a game allocated from it, the process then begins again with the first list received. That person is allocated a place in their next available preferred Game (which of course may not necessarily be the choice which was next on the list if that game is already oversubscribed). This continues until all the spaces are filled in the games, the players reach their ideal amount of games etc.
7. Once the process has ended the writers are given the listing of the players in their game by email. The players are included by ‘cc’ and this forms their notification of their place in that game.
8. Projectile/Ballistic Weapons. Following an incident involving the swallowing of a small projectile during a LARP last year, Conception must remind players that no imitation weapon utilising projectile or ballistic components of any kind should be brought to or allowed in any LARP taking place during the convention. Any such items will have to be removed from the gaming area before the player concerned can take part in the game in question.

Lottery Selection At The Event
Writers have the option to fill remaining spaces in their LARPs at the event, or may wish to pre-specify a number of spaces to be held over until then (see Terms and Responsibilities ii. Above). In this instance the procedure is as follows:

1. Application for these spaces is via a signup sheet giving details of the LARP, the number of remaining spaces within it and the time when the Draw for these spaces will take place. This will be displayed as soon as possible after the beginning of the event.

2. A Lottery will take place for these spaces at a point and time determined by the writer and LARP Coordinator and a finalised list of players will be produced and displayed soon after.

LARP Schedule Release
TBC

LARP Pre-registration
Opens: TBC
Closes: TBC