Costs, Payment Information, and Cancellation
Gateways does not offer an 'all in' costing, with game fees, acccommodation, food and photography each being handled separately.
Game Fee
The standard game fee for Gateways is £150
Please do not make payment for the game until you have received an email from UK Freeforms confirming your place
If you successfully gain a place in the registration lottery; you must pay the game fee within 30 days of receiving the offer, or discuss a payment schedule with UKF, otherwise your place will be forfeited.
A limited number of reduced price places are available for children/students/pensioners/unwaged etc. Please confirm your applicability for such pricing when you register interest in the game
Game fees are used to pay for renting game spaces at the venue, paying for the post-game buffet, and other costs associated with running the game e.g. cost of props, printing costs, and any game licensing cost; they also cover accommodation and food for those people involved in organising and running the game. GMs, writers and organisers do not get any form of payment for their time.
Finally, though food is generally not included (see below) the game fee does include a post-game luncheon Buffet on Sunday, and tea and coffee will be made available three times during the game.
Accommodation
Gateways is held at a hotel, but residence at the hotel for the weekend is not mandatory.
That said, we expect most players to choose to stay at the hotel, and we have negotiated a discount rate with the hotel.
We expect the room rate (including breakfast) to be approximately £65.00 per person per night with a £20.00 per person per night supplement for single occupancy. This rate applies from Thursday until Sunday if you wish to come up early or stay over until the Monday. Hotel prices will be confirmed shortly.
See the venue page for more details. You will need to settle your own hotel account at the end of the weekend.
Food
Players are responsible for sorting their own food.
Those staying at the hotel will have breakfast included in their room costs.
The hotel has a Bar Menu available (last year's menus are available for illustative costs here and here).
There is an optional meal Saturday evening - exact cost for this is TBC, but last year it was £27.50 + £7.50 for desert. This meal is not an in-game event..
A post-game buffet luncheon is included in the game fee.
Photography
There will be a photographer capturing the event, and photographs will be made available for purchase after the game. Costs for this will be announced later.
Players are however entirely free to take their own photographs.
Our payment preference is for direct bank transfer—the UK Freeforms bank details are:
Sort Code: 30-99-52
Account Number: 00583360
If your bank gives you the option of including a reference with your payment, then something like GW-YOURNAME would be immensely helpful. Please also e-mail gateways-admin to let us know that you have made a payment and who it's for.
For alternative methods or staged payment, please email gateways-admin
Cancellations
If you need to cancel your booking for any reason, please notify gateways-admin as soon as possible. Cancellations received before casting is completed will receive a complete refund minus a £10 administration charge; cancellations after casting, but more than 30 days before the game will be refunded half the monies received; cancellations less than 30 days prior to the game will forfeit the entire game fee. The hotel has its own cancellation policy in respect of room bookings. Any charges made under this policy are your responsibility.
If, for any reason, it is necessary for us to cancel Gateways then all monies paid to us will be refunded in full