Game Showcase 2017

GENERAL INFORMATION

  1. WHAT: The Heartland Gaming Expo (HGE) is a one of a kind educational event that seeks to bring together students, educators, professionals, and enthusiast in the field of computer simulation and gaming.
  2. WHEN: Saturday, April 7, 2018
                 Main Event - 9:00 - 5:00 p.m.
                 Elementary Awards - 2:00 p.m. | Competition Awards Ceremony - 5:00 p.m.
  3. WHERE: The Expo will be held in Reynolds Center at the University of Tulsa
  4. WHO: This event is free and open to the public. Over hundreds of attendees are expected to attend this year’s event.
  5. WEB: http://www.heartlandgamingexpo.com
  6. More Info: For more information contact us

COMPETITOR RULES

These rules apply to all competitors no matter the competition, category or group division.

 

FEES AND REGISTRATION:

  1. FEES
    1. There are no fees for entry this compeition
  2. COMPETITOR PRE – REGISTRATION 
    1. In order to ensure your spot for the competition we ask that all teams pre-register for this event.
    2. A single registration is required per-team (DO NOT send in individual registration for each team member)
    3. You must register for each category separately (eg. one registration for the game showcase, a second registration for the  Code Jam)
    4. All Code JAM entries must pre-register before the announcement of the Code JAM theme on March 31st.

 

COMPETITOR SET-UP AND TEAR-DOWN:

  1. Competitors may set up their displays the morning of the event between 7:30 a.m. and 9:00 a.m. Competitors must have their booth ready by 9:00 a.m. for the start of the event
  2. Competitors must bring their own equipment for one functional set-up of the game
    1. This includes any hardware, output devices and cables.
    2. We have a limited supply of extension cords provided on a first come first serve basis. Be prepared, bring your own.
  3. Competitors should have one member at their display at all times
    1. HGE, the event staff nor TU is responsible for anything missing or broken during the event.
  4. Competitors are asked to dismantle starting after 3:30 p.m. and must clear the room of their equipment by 4:15 pm. 
  5. Competitors are asked to remain at the event for the 5:00 pm Awards Ceremony

 

ELEMENTARY SET-UP AND TEAR-DOWN

  1. Elementary Competitors may set up their displays the morning of the event between 7:30 a.m. and 9:00 a.m. Competitors must have their booth ready by 9:00 a.m. for the start of the event
  2. Competitors must bring their own equipment for one functional set-up of the game
    1. This includes any hardware, output devices and cables.
    2. We have a limited supply of extension cords provided on a first come first serve basis. Be prepared, bring your own.
  3. Competitors should have one mentor/teacher at their display at all times
    1. HGE, the event staff nor TU is responsible for anything missing or broken during the event.
  4. Elementary Competitors are asked to dismantle starting after 1:15 p.m. and must clear their display before 2:00 pm.
  5. Competitors are asked to remain at the event for the 2:00 pm  Elementary Awards Ceremony

 

SUBMISSIONS AND JUDGING

  1. All entries must meet the submission requirements. See each competition category page for complete submission details
    1. Game Showcase
    2. The Gallery Show 
    3. 168-Hour Code Jam
  2. Game Showcase and Code Jam entries will be given a designated judging time
    1. All members of the team must be at their display during their judging time
    2. Teams should be prepared to present the required information to the judges at this time
  3. Judging criteria for each competition is listed on the competition category pages.
  4. Entries may be disqualified at the discretion of the judges for use of any inappropriate content, themes or failure to meet submission requirements.

 

AWARDS CEREMONY

  1. Elementary  awards ceremony will be held in the competitors hall at 2:00 pm.
    1. All members of the elementary team (students, teacher and mentor) are asked to be present during the awards ceremony
    2. All elementary participants will receive a certificate and will pose for a team photo on stage during the ceremony.
  2. Main Competitors awards ceremony will be held in the competitors hall at 5:00 pm.
    1. Prior to the ceremony we ask that all competitors dismantle and pack up their displays between 3:30 & 4:15 pm  
    2. All competitors are asked to leave the competitors hall no later than 4:30 as we prepare the room for the Awards ceremony
    3. The Award Ceremony doors will open promptly at 5:00 pm 
    4. Competitors are asked to take a set and sit quietly through the ceremony
    5. All winners will be directed to the stage where they will receive their award and pose for pictures. (pictures will be posted on the HGE website and social media channels.)  
    6. The awards ceremony will end on or about 6:00 pm and we ask that all individuals vacate the building no later than 6:30 pm. 

OTHER RULES AND REGULATIONS:

  1. UNIVERSITY OF TULSA REGULATIONS
    1. Exhibitors and attendees must adhere to all the University Tulsa (TU), city, county, state, and federal regulations.
    2. The selling or use of tobacco, alcohol, and gambling-related products are strictly forbidden at the show.
    3. All weapons of any kind are strictly prohibited.
    4. For a complete list of University of Tulsa  rules and regulations visit: https://goo.gl/TNi2YQ
  2. CHILDREN
    1. Attendees may bring children; however, all children 14 and under must be accompanied by an adult at all times. Children are not permitted to wander freely through the event or the univeristy without a guardian of 18 years of age or older.
    2. VR & AR hardware manufacturers advise that VR use is limited to children over 13 years old. Parents must agree to sign a waiver allowing children under 13 to demo any of the game in our VR showcase.
  3. LOST AND DAMAGED GOODS
    1. In the event of lost or damaged goods, please inform a member of the Event Staff. They will direct you to campus Safety and Security. However, HGE, the event staff nor TU is responsible for anything missing or broken during the event.
    2. All Exhibitors and guests are held accountable for his or her own belongings and are encouraged to make sure that they have all their possessions before leaving the event to ensure that nothing is left behind.
  4. VIDEO AND PHOTOGRAPHY
    1. By attending the public HGE attendees are granting their permission to be photographed or recorded by individuals authorized by HGE and grant their permission for HGE to use such videos and images or footage for archival or promotional purposes.
    2. We do not represent, warrant, or guarantee that other attendees or other individuals will not take photos or record video or audio of you while you are attending the public expo event. You attend the expo at your own risk with regards to such photos, videos, and audio, being taken by a third-party.

DIRECTIONS AND PARKING:

  1. DIRECTIONS TO Reynolds Center
    1. From Oklahoma City take  I-40 E from Oklahoma City Blvd. Next take I-44 E to E Admiral Blvd in Tulsa. Take exit 8 from I-244 E. Follow E Admiral Blvd, E 1st St S and S Harvard Ave to your destination.
  2. PARKING AND EVENT LOCATION
    1. This event will be located in at the University of Tulsa, Reynolds Center located at: Reynolds Center, Reynolds Center 3508 E 8th St Tulsa, OK 74104
    2. For convince we ask that all competitors park in one of the following parking lots between 8th and Gary Street : LaFortune Residential Parking or Mabee East Dual Parking (see University map for locations https://maps.utulsa.edu/)
  3. Event Location Map
    1. See hours & location for more details and parking map.

UPDATES AND CHANGES

The University of Tulsa and HGE reserves the rights to change, modify, and or update the rules, regulations, and guidelines at anytime. These will be subject to change at anytime without notification