Interested in running an activity, event, or game you're passionate about at COTGCON?

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COTGCON welcomes community-run events! They are free to request and, depending on your needs, may be free to run!

 

If you'd like to host a game, activity, or event that you're passionate about at our annual convention, we'd love to hear from you.

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Please review the policies and terms below, then submit a request through the form at the bottom of this page.

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[CLICK HERE TO SKIP TO THE FORM AT BOTTOM]

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What Qualifies as a Community Event?

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Your proposed community-ran event at COTGCON must meet the following requirements:

• It must be board- or tabletop-game-related and should not reasonably be confused with a video game

• It must be designed to accommodate at least 5 participants throughout the day (5 total; either 5+ in one session, or multiple sessions that sum up to 5+ across each, e.g. 2 in one session and 3 in another)

• It must be open to all COTGCON attendees to participate in or sign up for

• We do allow unfinished games whose purpose is playtesting to be ran as a community event, however, please note the following:

• Community events may not be used to sell products, services, memberships, or other goods, collect attendee contact information or campaign sign-ups, or otherwise promote an outside business or organization. If these are part of your intended purpose, email inquiries@playcotg.com regarding vendor, exhibitor, and/or sponsor requests

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COTG & COTGCON reserve the right to approve or deny any community event request at its sole discretion.

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What Your Community Event Receives

 

If your event is approved, it will automatically receive:

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• 1 complimentary Community Event Organizer Pass

• 1 or 2 tables included, depending on your needs, review, and approval

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The primary community event organizer receives one free Community Event Organizer pass, granting that individual complimentary full admission to COTGCON for the entirety of the event.

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Your event will receive 1 or 2 tables free of charge, depending on your needs and available space! Please only request the number of tables you actually need, as space is limited.

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COTGCON Promotion & Support

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Also included with approval of your community event, COTGCON will:

• Include your event on our public activities list and event schedule

• Create a page on the COTGCON website featuring your event, including the event details you provide and approve

• Provide an online sign-up/registration system for your event when applicable

• Promote your event through COTGCON's website and social media channels

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Additional Resources

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You may request the following additional resources in your application form. Additional resources are subject to availability, review, and approval.

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• Additional Tables:

  • Each table requested beyond the first two costs $25 per additional table (E.g. 2 tables for no charge, 3 tables for $25, 4 tables for $50, etc.)

  • Please only request additional tables when they are genuinely necessary for your event!​

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• Additional Event Helpers:

  • As a reminder, your complimentary Community Event Organizer Pass covers one individual​

  • Each additional person requested to be a community event helper beyond the primary organizer is a $7 fee and will be disseminated in the form of a discounted Community Event Helper ticket. (E.g. 0 additional helpers is free, 1 additional helper is $7, 2 additional helpers is $14)

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We ask that you please request your estimated number of helpers and tables up front on the form below. Should you need more thereafter, you may communicate with us at inquiries@playcotg.com to discuss further approval.

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Community Event Helper tickets are intended for individuals who are actively helping operate the approved community event.

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Submission, Review, Approval, & Confirmation Process

 

Once you submit your community request through the form at the bottom of this page, we will take at least 5-7 business days to review your request. During that process, we may communicate with you to further understand the nature of the community event you'd like to run, and to determine the true needs of your proposed event. Please monitor your email for communications you may receive from an @playcotg.com email address and be sure to check your spam.

 

After that review process, we will either approve or deny your community event. If your community event request is approved, we will send you an email communication that notifies you of this. As part of that communication, we will request that you pay any charges that may need to be paid based on the needs of your community event (number of additional helpers or number of tables).​

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This payment and its receipt will serve as confirmation that you will participate at COTGCON, and that you fully intend to host your proposed community event at our convention.

 

We do not guarantee refunds, and will review cancellation requests after the aforementioned payment step on a case-by-case basis. Failure to fulfill your commitments to COTGCON after confirmation and without adequate communication may constitute a breach of COTGCON policy.

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Organizer Responsibilities

 

Community event organizers are responsible for the operation of their own events.

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Setup & Teardown

 

It is the complete responsibility of the community event organizer and/or their helpers to:

• Set up their own event, activity, game, tables, equipment, and materials

• Operate their event throughout the scheduled time

• Tear down their event at the conclusion of the event

• Remove all event-related equipment, materials, and belongings from the building before the required departure time (11:59 PM)

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COTG & COTGCON does not guarantee that staff will be available to assist with setup, operation, or teardown.

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Equipment & Materials

 

Organizers are responsible for providing and safely operating any games, equipment, materials, or other items required for their event.

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COTG & COTGCON are not responsible for lost, stolen, or damaged equipment, games, materials, personal belongings, or other property belonging to community event organizers or their helpers. Organizers and helpers are responsible for securing and monitoring their own property while at the convention.

 

Convention Access & Venue Logistics

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The primary community event organizer and any associated helpers will be able to scan their tickets for entry at the normal front desk located right near the front entry to the building.

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Community event organizers and their approved helpers receive early entry and late exit privileges for the purposes of setting up and tearing down their events.

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For COTGCON 2026:

• General attendee hours: 11:00 AM–11:00 PM

• Community event organizers and helpers may enter 1 hour before opening and remain 1 hour after the convention closes as needed for setup and teardown, making their effective convention hours 10:00 AM–11:59 PM

• All organizers, helpers, equipment, and belongings must be completely out of the building prior to 11:59 PM

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Organizers and/or their helpers are responsible for loading and unloading their vehicles. Access to moving carts for your supplies is first-come, first-served and not guaranteed; we recommend you plan for your own unloading/loading equipment.

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You may pull your vehicle right up to one of the entrances to load/unload any time during your 1-hour early entry/late exit windows without restriction - provided the amount of time you spend parked in front of any entrance is strictly what is needed for your unloading/loading purposes. While the event is ongoing during regular attendee hours (11:00 AM-11:00 PM), these pull-up privileges are limited to 10 minutes, and must be actively communicated with COTGCON staff for approval prior to doing so.

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Parking

 

Parking at the venue is currently first-come, first-served.

 

However, if crowd levels or other venue circumstances require additional parking capacity, COTGCON staff may request that community event organizers and/or their helpers move their vehicles to a separate overflow lot.

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By participating as a community event organizer, you agree to comply with reasonable parking relocation requests from COTGCON staff.

 

Conduct & Attendee Experience

 

All community event organizers and their helpers are expected to maintain a reasonable level of professionalism, courtesy, and positive customer service when interacting with COTGCON attendees and staff.

Organizers and helpers must follow all COTGCON rules and venue policies while on the premises.

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Failure to maintain appropriate conduct or comply with any of the policies outlined on this webpage may result in removal from the convention and/or removal of the event from the COTGCON website, without refund of any fees paid.

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Serious or repeated violations may result in a permanent ban from future COTGCONs or other COTG events.

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COTG & COTGCON's Right to Modify or Remove Events

 

COTG & COTGCON reserves the right to:

• Approve or deny any community event request

• Request additional information about a proposed event before approving it

• Modify an event's scheduled time, location, tables, or other logistical arrangements when necessary

• Require an event to be modified or discontinued if it is inconsistent with COTGCON policies, venue requirements, or the experience we are trying to provide for attendees

• Remove a community event from the convention at any time leading up to or during COTGCON if the organizer or helpers fail to comply with any of the terms outlined on this page

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If COTGCON requires an event to be removed, the organizer must promptly cease the event and remove their equipment and belongings from the venue.

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Failure to remove an event and its equipment within a reasonable amount of time after being instructed to do so, or failure to comply with any of the policies and terms outlined on this page (or any aspect thereof) may result in a $300 fee.

 

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Community Events Are Independent Events

 

Community events are not affiliated with, owned, or operated by Colosseum of the Gods (COTG) unless explicitly stated otherwise.

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COTGCON provides the space, event listing, registration support, and promotional support described above, but COTG & COTGCON are not responsible for the operation of an independent community event or for any damage, injury, loss, or negative experience resulting from participation in that event.

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As a reminder, community event organizers are responsible for their own games, activities, equipment, materials, and conduct.

 

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Community Events vs. Vendors, Exhibitors & Sponsors

 

The form below is specifically for community events, which are specifically free-to-participate tabletop gaming activities and events, and are not commercial or promotional activity.

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This form is not the appropriate place to request:

• A vendor or exhibitor space

• A sponsorship opportunity

• A booth or sales table

• Permission to sell products or services

• Promotional representation for an outside business or organization

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If your proposed activity involves selling products/services, collecting attendee contact information, promoting a business or organization, or otherwise requires representation beyond the community event benefits described above, please contact inquiries@playcotg.com for vendor, exhibitor, and sponsor requests.

 

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Submission & Review

 

Community event requests are free to submit!

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After submitting the form, please allow at least 5–7 business days for us to review your request. Though we will try our best to get back to you sooner than that, we are a very small team behind this small con.

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We may contact you for additional information before making a decision. Please monitor the email address provided on your application, including your spam/junk folder, for communications from an @playcotg.com email address.

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By submitting a community event request, you acknowledge that you have read and agree to all policies and terms on this page.

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Please note: should your community event request include options that have additional fees, you will only be charged upon approval and confirmation of your participation at COTGCON. You will NOT be charged at time of submission!