New attendees and returnees both may have questions… and we have answers! We’ve prepared the following handy guide to Gallifrey One for those of you visiting for the first time, and some handy hints for those who have been with us before. Read on…
Where and when?
The 29 Voyages of Gallifrey One takes place February 16-18, 2018 at the Marriott Los Angeles Airport Hotel. We have a special pre-convention launch party on Thursday night, February 15 starting at 8pm. The convention schedule including our hours of operation are located on the Convention Schedule page. Two important things to remember:
- Gallifrey One 2018 is COMPLETELY SOLD OUT. There are no tickets for sale on site.
- Due to maximum capacity issues, please do NOT come to the hotel if you do not have a badge at ANY time. This includes showing up in the lobby during the evenings prior to and during the convention; if you are not a hotel guest or a badged Gallifrey One attendee, you will be turned away.
The Marriott Los Angeles Airport hotel is located at 5855 W. Century Boulevard, Los Angeles, CA 90025, about two blocks east of Los Angeles International Airport (LAX).
What is happening at this year’s convention?
Our complete schedule of events can be found at our electronic schedule website:
The schedule contains nearly everything happening at The 29 Voyages of Gallifrey One: all the programming, interviews, Q&As, panels, meet-ups, special events, autograph sessions, receptions, photo ops, kaffeeklatsches, and much more.
And… this year, for the first time, it also includes all of the scheduled events in our Gaming Lounge; all of the sponsored guest autograph blocks (at the Showmasters tables); and the events in our Children’s Programming Room!
Where are my tickets?
Gallifrey One does sell tickets, but they’re virtual; you do not receive tickets in the mail. Instead, the name on your ticket is on our registration list; all you need to do is show up at the convention’s Registration desk, show your ID, and you will receive your convention badge. Your badge is on a lanyard and must be worn around your neck at all times you are at the convention. The convention badge is your credential to access everything the convention has to offer.
If you want to make sure you are a ticketed attendee of the convention, you can check our database to make sure you’re registered at the Attendee Search page. If you show up on the list on the attendee search page, you have a ticket to the convention, and just need to bring ID.
I have a “Guest Of” ticket for someone – what do I do?
If a convention ticket is in your name (including being a “Guest Of” your name), you can change the name on it at the convention Registration desk starting Thursday afternoon. Either the person whose name is currently on the ticket or the person who purchased the ticket must be present to make the change, so at that time you can swap out individual members of your family or party or assign your “Guest Of” to a friend, family member or fellow attendee. Please make sure everyone brings ID just in case!
Where do I park?
Parking at the Marriott LAX after Friday morning can be a huge hassle because of the number of people who attend, and because there are other events in the surrounding areas (including the Strategicon gaming convention next door at the Hilton at the same time as Gallifrey One), it’s often difficult to park. The Marriott lot can and will fill up quickly, but there are many options around the area. We have prepared a Directions and Parking guide to help you find the best place to park and how to get to the hotel thereafter: local parking structures and hotels as well as parking at Los Angeles International itself. The Directions and Parking guide also has information about how much you’ll pay, and also handy directions how to get to the hotel.
I’m flying in; how do I get to the Marriott?
We have published a guide For Air Travelers to help you get from your terminal to the Marriott hotel. The Marriott LAX courtesy vans — which this year are both blue (the older vans) and black (the newer ones) — run every 20-30 minutes, but please be advised that the shuttle can run very slowly at peak times, and has occasionally been known to bypass the higher-number terminals if it is full (usually because of airline personnel staying at the hotel). Taxis might be your best option when the airport is very busy (tell the taxi driver you know it’s a short distance but you don’t have much option; occasionally you may get a taxi driver who might argue against such a short ride!)
What do I do when I get to the Marriott?
First… if you’ve been to Gallifrey One before, breathe. You’ve come to the right place. The main/lobby level of the Marriott looks nothing like it has in years past, but rest assured you’re in the right hotel.
The convention is located on the very bottom level of the Marriott in their convention center. When you arrive at the Marriott, to access the convention, it’s very easy: there is an escalator going down from the hotel lobby level. At the bottom of the escalator, you will be guided by a member of our UNIT Team to the registration line to pick up your badge. (The convention center looks the same as it always has, it’s the one level that hasn’t been touched by the remodel!)
After the event starts on Friday morning, DO NOT use the elevators if you have not yet picked up your badge; the elevator lobby on the convention floor is gated to badged attendees only, meaning that if you do not have your badge, you will be directed to return to the elevators and back up to the lobby level to use the escalator. (An exception is made for those attendees who must use elevators, such as disabled attendees with wheelchairs or other mobility needs.)
Our Registration Desk is open for badge pick up at the following days and times; stop by any time during these windows to pick up your badge. Tickets are good for the weekend and therefore your badge can be picked up at any time during the weekend, as follows:
Convention Registration (Badge Pick-Up) Hours
Thursday 3:00pm-6:00pm and 8:00pm-10:00pm
You must have a badge on to enjoy our pre-convention events on Thursday night, so please be sure to pick yours up during the times noted above. Note that the hotel will also ensure that anyone in the lobby has a convention badge or reservations at the hotel on Thursday night, so please do not show up for the social events some people refer to as “lobby con” if you are not a ticketholder.
How do I find everything at the convention?
You’ll be provided a convention program book which has a map of the convention, our complete schedule and more. The Gallifrey One convention is mostly in the convention center, though we technically have items spread out between five separate floors of the hotel:
- Convention Center (bottom floor): Program Rooms A, C, D, E and F; Dealers Room; Art Show; Video Room; Photo Studio; Kaffeeklatsches; Exhibits; TARDIS photos; Exhibitor Tables; Costume Repair Shop; Gaming Lounge
- First Floor: Hospitality Suite; Torchwood 4 Cabal party (Friday evening); Children’s Programming
- Hotel Lobby Level (second floor): Program Room B (a.k.a. the Meridian Ballroom); hotel amenities (hotel lobby, Hangar 18 bar/restaurant, Starbucks, J.W.’s Steakhouse)
- 16th Floor Concierge Lounge: Evening Receptions room
Please note that the up/down escalators to and from the lobby and convention center bypass the First Floor altogether; to access the First Floor (hospitality suites, children’s programming), use the elevators. There is also a staircase down from the lobby level, just west of hotel check-in.
Does my badge include everything at the convention?
The convention itself, yes; that is, all six programming tracks, access to all of our daytime & evening functions, our Dealers Room, Art Show, video room, hospitality suite and more. All of our guests appearing on panels and Q&As, interviews, discussion panels, video presentations, live commentaries, social events, evening events… all are included in the price you paid for your ticket.
However, there are only a few special add-on items that are NOT covered in the cost of your admission:
- Evening guest receptions
- TARDIS Tag & Diamond Pass events
- Photo ops in our Photo Studio
For prices of or to purchase tickets for the evening receptions, TARDIS Tags, Diamond Passes and photo ops, you can visit the Convention Photo Shoots website. Photo op pre-orders are sold as a courtesy and are nearly always available on site (though we can only sell enough photo ops up to the time limit for each guest; a sell-out hasn’t happened on photo ops yet, but it’s technically possible.) The evening receptions are also on sale (times have been announced and are on the electronic schedule) and may sell out prior to the convention.
You can also purchase tickets for the evening receptions and photo ops while supplies last on Thursday at the convention during Registration hour (3-6pm and 8-10pm), or starting Friday morning at the Showmasters tables in the Dealers Room.
Can I donate to the charity auction?
YES! Absolutely. We would very much appreciate your donation, as our auction is entirely of merchandise donated by attendees.
What kinds of auction item donations are we looking for? In short: donations of science fiction, fantasy, comics, horror or genre related material, most especially Doctor Who and its spinoffs. This includes items from many different genres: a few examples include Torchwood, Star Wars, Star Trek, Harry Potter, Hitchhiker’s Guide to the Galaxy, Supernatural, Game of Thrones, The Expanse, Stranger Things, Westworld, The Prisoner, Blake’s 7, Outlander Buffy, Angel, Firefly, Stargate, Battlestar Galactica, Caprica, Red Dwarf and the myriad comics-related TV shows and films; as well as anything related to science fiction film and television, SF/fantasy literature, comic books, or collectibles. Anything that has a tangential relationship to the SF/fantasy/horror genre which is in at least very good condition. Autographed photos, commemorative items, one-time prints, illustrations, etc. are also welcome. If you find it to be a valuable collectible, chances are good that others will, too. Just be sure: this is not a disposal service for items you wish to throw away!
To donate, bring your donation(s) to the Charity Auction Donation Room. This year it is again behind Member Services, down the Exhibitor Table Hallway, at the first door on your left. Signs will be posted there to help you find it. The Auction Collection Station will be open during normal business hours starting Friday morning and running until Saturday late afternoon.
Don’t forget to come to Program C on Sunday for the Gallifrey One Annual Bob May Memorial Charity Auction, benefitting the Pop Culture Hero Coalition. We hope to raise a lot of money this year for our target charity!
Will there be a convention-wide game?
Yes! We are currently putting the finishing touches on a scavenger hunt-type game open to all convention attendees; details will be given to you when you pick up your badge. At the end of the game, anyone who completes it correctly will be entered into a drawing, the winning draw receiving two free tickets to our 2019 convention!
How much do autographs cost? When can I get them?
Autographs are given by our guests, and most of our headliner guests – like those at other conventions – charge per autograph; this is a cost that helps offset their appearance fees. These autograph fees are charged by the guest and Gallifrey One does not intervene or take any cut, so we can’t give you exact numbers. Usually autograph prices start at $10-15 and go up from there, but it is entirely up to the guest. Meanwhile, many local speakers and convention writer guests provide autographs for free. (Note that autographs are never pre-sold at Gallifrey One.)
Autograph sessions vary by our three types of guests:
Direct convention guests, including actors, production people and local area convention guests, who are scheduled into autograph sessions at the tables we call our “Autograph Alley” in the far back corner of our Dealers Room.
Autograph Alley Guests at press time: Wendy Padbury, Brian Minchin, Terry Molloy, Lisa Bowerman, Philip Martin, Rob Shearman, Peter Anghelides, Jenny Colgan, Paul Cornell, Jamie Mathieson, Caroline Symcox, Rona Munro, Edward Russell, Lindsey Alford, Wayne Yip, Lawrence Gough, Rachel Talalay, Mike Tucker, Sarah Dollard, Barbara Hambly, Peter Harness, Hayley Nebauer, Richard Dinnick, Simon Fraser, Tony Lee, George Mann, John Dorney, Matt Fitton, Cavan Scott, Graeme Burk, Robert Smith?
Star Trek Continues Guests signing in Autograph Alley Saturday 1pm: Gigi Edgley, Cas Anvar, Rekha Sharma, Michael Forest, Beau Billingslea, Tiffany Brouwer, Nakia Burrise, Chris Doohan, Todd Haberkorn, Lisa Hansell, James Kerwin, Ralph Miller, Larry Nemecek, Cat Roberts, Amy Rydell, Michele Specht, Adrienne Wilkinson, Kipleigh Brown.
Autograph Alley Guests signing at other Dealers Room tables: Stephen Wyatt (signing at Andrew Cartmel’s table Saturday 2pm); Richard Dinnick, Simon Fraser, George Mann, Cavan Scott (signing at Titan Comics table Saturday 1pm).
Convention guests brought in by Showmasters Events, our major guest sponsor. These sessions take place at the Showmasters tables. Hours have been posted on the online schedule.
Showmasters-Sponsored Guests at press time: Steven Moffat, Sylvester McCoy, Matt Lucas, David Bradley, Jemma Redgrave, Camille Coduri and Sophie Aldred.
Guests invited by the convention directly, but who are given tables in the Dealers Room (often times, with merchandise of their own to sell, books to promote, etc.) These guests maintain their own hours, and can usually be found at their tables during normal business hours in the Dealers Room.
Fixed-Location Guests with Dealers Room tables all weekend, at press time: Frazer Hines, Andrew Cartmel, Jessica Martin, Chris Achilleos, Richard Ashton, Colin Spaull, Dee Sadler, Christopher Jones, Blair Shedd (all have their own tables); plus Chase Masterson (Pop Culture Hero Coalition table), David Howe & Sam Stone (Telos Publishing tables).
Fixed-Location Guests with tables on Saturday only: Carrie Henn, Ricco Ross (located outside Dealers Room).
More details about all of these autograph sessions can be found on the Autographs Page
What are kaffeeklatsches? How do I participate?
A kaffeeklatsch (pronounced “coffee klach”) is an informal gathering of one or more guests with up to 12 attendees discussing their work; they take place in a small board room next to the elevator lobby and attendees are provided coffee & tea as part of the event. Kaffeeklatsches are very popular at Gallifrey One and take place with about 30 of our guests; the schedule of kaffeeklatsches can be found included on our electronic schedule. Our kaffeeklatsches run one hour.
Gallifrey One used an online sign-up process this year for the first time. While many of the events filled up, quite a few still have space available for participants (participation is always free to any registered convention attendee). You can see the list of confirmed kaffeeklatsch registrants on our Kaffeeklatsches page.
The Kaffeeklatsches Desk opens at 10:00am on Friday morning at the convention to fill up the remaining spaces, subject to availability. If you haven’t signed up for one and would like to, please do so at that time. Likewise, anyone who has been confirmed as being included in one kaffeeklatsch already is welcome to sign up for a second one when the Desk opens up at 10am Friday morning.
VERY IMPORTANT: registering your attendance on the electronic schedule is NOT a sign-up for a Kaffeeklatsch! The electronic schedule we are now using allows you to customize your own schedule and mark yourself as attending things at the convention, including Kaffeeklatsches. However, Kaffeeklatsch sign ups are ONLY taken on-site at the Kaffeeklatsches desk; the electronic schedule attendance notation has no bearing on these special events.
Can I cosplay at Gallifrey One?
ABSOLUTELY!!! Costumes at Gallifrey One are welcome, encouraged, and beloved, and are welcome at nearly all convention functions at all times (except the sponsored Evening Receptions, where we suggest you might want to dress in more general attire.) Even some of our guests occasionally get in on the act and do cosplay. It’s a wonderful part of the convention and encouraged all weekend long.
(Of course, it should go without saying that it’s also not a requirement, and the vast majority of our attendees are in regular street clothing – so don’t feel bad if you don’t cosplay, just enjoy the clever costumes around you. And don’t forget to complement cosplayers on their costumes if you like what you see!)
About the Science Workshop…
Gallifrey One’s Science of Doctor Who workshop for children and families opened pre-registration (at no cost) last week and filled up both sessions. Sessions A and B are on the electronic schedule, and everyone who did register was contacted via email. At this time there are no additional sign-ups available for the workshop this year, sorry! (For those attending, please remember that teams are ONE adult and ONE child only; due to the size of the room, only participants will be allowed in.)
What’s the deal with all the ribbons?
Badge Ribbons are a science fiction and anime convention tradition, and Gallifrey One has been the primary reason why they’ve made the jump to Doctor Who conventions. It’s important to remember that badge ribbons are a totally optional item that have absolutely nothing to do with participating in the convention. They are, instead, small ribbons with phrases or decoration of various colors that people collect at the convention, and attach them to the bottom of their badges in sequence. You can find an article about ribbons and etiquette on our Ribbons page.
Many people purchase their own batch of ribbons and hand them out at the convention; many others bring their own ribbons but only offer them for trade. It’s important for people to remember that your fellow attendees pay for their ribbons with their own money; asking for ribbon trades instead of offering them for free is something everyone must respect (although everyone should practice courtesy!) Do not pay anyone for a ribbon; we do not allow people to sell their ribbons.
What is the hospitality suite?
The Gallifrey One Hospitality Suite is a lounge area on the first floor (accessible from the convention center by elevator only, or also by stairs down from the hotel lobby level) open to all badged attendees. In it you’ll find snacks and soft drinks provided to all attendees on a complementary basis by the convention. Drop by and grab a soda and a bag of chips at any time – it’s part of your convention admission!
Where can I grab a meal/drink/snack?
Gallifrey One has the following options for people to eat during the convention:
- Cafe Trenzalore is our convention-level lunch counter, open 11am – 6pm on Friday and Saturday, and 11am – 2pm on Sunday. The Cafe features salads, sandwiches and beverages for purchase at all hours, with the addition of burgers and other hot food items from 2pm – 6pm on Friday and Saturday. It’s run by the Marriott on the convention floor, right across from the Dealers Room. It’s a quick and convenient option to eat.
- Hospitality Suite open from Friday morning (see above) for sodas and quick snacks
- Starbucks is located in the Marriott lobby and is open from early morning until early evening each day for coffee, pastries and snacks. (Please note that Starbucks gift cards are not accepted at this location.)
- Hangar 18 is the Marriott’s new combined bar and restaurant, open for breakfast, lunch and dinner. You can expect significant wait times during peak hours (especially on Saturday). Hangar 18 opens at 6am and closes at 1am. It will be especially busy at night as the bar area fills up. Note that Hangar 18 now opens directly into the hotel lobby.
- Please note that with the closure of the Latitudes coffee shop, Hangar 18 will be serving buffet-style breakfast all three days of the convention; the J.W.’s steak house space will be used for food service for the buffet.
- J.W.’s is the Marriott steak house, open for dinner each night. Reservations are almost always required and fill up for the weekend very quickly.
- Gallifrey One Cash Bars are versions of the bar that are hosted on the convention floor on Thursday, Friday and Saturday nights, right outside Program A. They offer bottled water, soft drinks, beer and wine and limited mixed drink service, and the convention-themed special cocktail (to be announced on site).
- M-Club Lounge on the 18th floor is open for Marriott Rewards program customers with high status and has food and beverage options all day and night.
As previously announced, the Latitudes coffee shop is closed for renovations this year. The breakfast buffet will be served in Hangar 18/J.W.’s as noted above; lunch service will only happen in Hangar 18, and dinner in Hangar 18 and J.W.’s.
Outside the Marriott, there are many options for food including Denny’s, Carl’s Jr and Burger King by short walks, as well as restaurants inside various hotels (plus a 24 hour pizza place in the Hilton!) You can check in at our Member Services desk for information on where to go to grab a quick meal.
How is seating handled for the programming sessions & events?
Gallifrey One provides open seating for all of our program rooms; we do not sell reserved seating, and we do not clear rooms between each daytime or evening session. If you want to sit in the front row of Program A all day long, get their early and claim your seat! That said, we do have a couple of important things to keep in mind.
- In Program A (main ballroom), you can reserve a seat for a friend, but Gallifrey One can and will exercise the right during heavily attended events to require all seats to be filled; if you’re going to save a seat for someone, make sure that that person is going to be there during heavily attended events or you may lose that reserved seat. If a member of our programming operations team asks that you give up an empty saved seat please comply with these instructions.
- Important: You will lose any unoccupied reserved seats in Program A on Saturday at 6pm before the Murray Gold concert, as we will fill those seats immediately.
- In smaller program rooms, please do not save seats for others as these rooms have limited seating.
- Disabled attendees with visual-related impairments will be sat by our Accessibility Services department as close to the front of the room as possible, but this is very important: you must let us know at the start of the convention. Please do not wait until the event you want to be sat in, as we are no longer clearing rooms for Friday & Saturday nights and we will not ask people to move. We also reserve seating areas for other disabled attendees including those with wheelchairs – and our Accessibility Services team will assist you in any way possible to help you access these seats – but we will not guarantee seating near the front to anyone other than for visual impairment issues.
As a reminder, we are no longer clearing the audience on Friday and Saturday evenings between our daytime program events and our evening program.
While you’re in our programming rooms, we ask that you follow our Courtesy Policy toward other guests. Please take a minute to check out the Courtesy Policy and understand how we handle our event to make it pleasurable for everyone in attendance.
I need special assistance; what are my options?
Gallifrey One’s Accessibility Services team is here to help! If you are disabled, have limited mobility or any other special needs that require some assistance, please stop by the Accessibility Services table, which this year is located right next to Convention Registration (there will be signs clearly marking their location).
As noted above, if you have visual impairment issues, please see us at the start of the convention. Since we do not clear the audience between daytime & evening events, if we don’t know about your visual impairment at the start of the day, we will not have a seat reserved for you (as we will not ask people who have been there all day to move.)
Can I videotape anything at Gallifrey One?
Videotaping is NOT ALLOWED in Gallifrey One program rooms (that is, any of our six main program rooms, noted as Program A/B/C/D/E/F on site) due to issue with people uploading the contents of our programming to YouTube and other services. This policy will be strictly enforced. If you are found to be making a video or streaming our events – including Facebook live or other live streaming – in our program rooms, you will be asked to stop immediately. If you do not comply, you will be removed from the convention. Please ensure you are comply with this policy; we don’t want to ruin your weekend.
Photography and videotaping of other activities outside the program rooms, including hallway chats, general cosplay, personal photos/video with the TARDIS, etc., are acceptable provided that subjects being videotaped consent to it and provided that it does not disrupt events or the flow of foot traffic. Should any convention guest or staff member request that videotaping of a particular item (such as autograph sessions or photo ops) be discontinued, attendees must comply with this request immediately. (Please be courteous and do not stop in the middle of all hallway to make your video.)
Cameras and camcorders/video recorders are not allowed in the Art Show. Photography of art, model, toy and collectibles displays may be allowed with the permission of the Art Show Coordinator and the artist; contact the Art Show Coordinator for more details.
You can visit our Convention Policies page for more information about our videotaping policy and other policies that affect your enjoyment of Gallifrey One.
Are there other rules I need to be aware of?
Yes! Gallifrey One’s Convention Policies page has detailed information about our policies against harassment, our courtesy policies and much more. You should familiarize yourself with it if you have not done so. But here’s a quick summary:
- Gallifrey One does not tolerate harassment, bullying, threats or violence in any form. We will deal with this directly and swiftly including canceling the perpetrator’s badge (permanently) and referring to the proper legal authorities. We have a 24-hour hotline for harassment issues (speak to Member Services during the day, or call the number directly at night); we will post the number at Member Services.
- Illegal issues such as possession of controlled substances, possession of alcohol by anyone under 21, possession of weapons or other contraband, etc., will be referred to law enforcement. We have ZERO tolerance for this.
- We have a very specific courtesy policy: do not bug guests during their down time; do not annoy fellow convention goers with tall hats during panels, talking during events or taking cellphone calls/letting your cellphone ring during panels; please take crying babies/children out of program rooms, etc.
- Videotaping in Gallifrey One program rooms is forbidden.
- Badges must be visible at all times.
See the Convention Policies page for more details!
What do I do if I have other questions?
Visit our Member Services desk! Member Services is at the convention for you: to answer all your questions and assist you when you are at Gallifrey One. The Member Services desk is located in the heart of the convention, next to the elevator lobby and at the junction of the main foyer and exhibitor table hallway. Visit them any time you have a question.
(Also, pleaser remember that Member Services will also help you if you have an urgent situation, including if you are being harassed by anyone. We take harassment issues and policy violations seriously. And if Member Services is closed, we staff our Operations Room – halfway down the Exhibitor Table Hallway – 24/7 starting Friday morning through Sunday night.)
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We hope this guide for new and returning attendees helps you navigate our convention a little better – and of course we would love to hear your feedback. Contact us and let us know if you have any other suggestions or questions!