In order to answer your most pressing questions about our convention, we’ve prepared the following Frequently Asked Questions list. If something is not found on this page, chances are it’ll be found elsewhere on our website.
Where and when is Gallifrey One 2019?
Gallifrey One: 30 Years in the TARDIS takes place February 15-17, 2019 at the Marriott Los Angeles Airport Hotel. We have a special pre-convention launch party on Thursday night, February 14 starting at 8:00 pm. The hours of operation are located elsewhere on this page.
Can I still get tickets even though it’s sold out?
Possibly… you may still be able to get tickets to the convention. We allow open transfers, meaning ticket holders can sell their tickets (AT THE SAME COST THEY ORIGINALLY PAID!) to others prior to the convention start date. See the Registration page for more information about transferring tickets.
Note: Due to maximum capacity issues, we ask that you please do NOT come to the hotel if you do not have a badge waiting for you. 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 may be turned away due to maximum capacity issues.
Who are the guests for Gallifrey One 2019?
See the Guests page.
Why do you sell out? Why won’t you move to a new venue?
Gallifrey One is a not a professional show or a large industry trade show; it is a fan convention, with a staff composed entirely of volunteers… some of whom work year-round to put the convention together. With our current attendance at just under four thousand people (including our attendees, staff and guests), we feel it is at the maximum size it can be without adversely impacting the jobs, lives and families of those who dedicate countless hours voluntarily each year more than it already does. We also have a long-term and very beneficial partnership with the Marriott Los Angeles Airport Hotel. We are very happy with the way things are and have no desire to change that, as our only interest is in running the convention we wish to run.
Why won’t you get (insert guest here)?
There are many factors involved in signing guests for our convention (or any other event), including price, availability, interest and feasibility when working with their schedules. The new series Doctors are, sorry to say, out of our price range. Beyond that, we must work with guests’ busy filming schedules (and being in February, we often times conflict with the current Doctor Who series production). If you haven’t seen a guest at Gallifrey One, believe us when we say that we’ve most likely already considered and approached that guest. That said, we prefer to take a very eclectic approach on our guest lineup and bring guests we haven’t met before, as we as return visits from guests who have something new to say.
What is the schedule of events for the convention?
We will be publishing the electronic version of our schedule (we use an app called Sched) in the weeks prior to the event. In the meanwhile, our hours of operation are as follows:
- Thursday, February 14, 2019
- Afternoon — Early badge pick-up; specific registration hours to be announced
- 8:00pm — Gallifrey One 2019’s Pre-Convention Launch Party and Ice Cream Social, plus our first night of karaoke
- Friday, February 15, 2019
- 9:00am — Registration reopens for badge pickup
- 10:00am — Main programming begins; video program begins
- 11:00am — Dealers room opens (until 6:30pm)
- Early Evening — Guest receptions (nominal charge)
- 8:00pm to after midnight — Evening events run (including main stage programming, karaoke, evening panels, fan mixer, late night program)
- Saturday, February 16, 2019
- 9:00am — Registration reopens for badge pickup; video program continues
- 10:00am — All programming tracks open; dealers room open (until 6:30pm)
- Early Evening — Guest receptions (nominal charge)
- 8:30pm — Evening events run (including the Masquerade, karaoke, evening programming)
- Sunday, February 17, 2019
- 9:00am — Registration reopens for badge pickup (until 1:00pm); video program continues
- 10:00am — All programming tracks open (until 6:00pm); dealers room open (until 4:00pm or time approximate)
- 6:00pm — Closing Ceremonies (main ballroom)
Please note that the above times are subject to change and may be altered at any time in the near future.
What are my options for hotel accommodations?
Hotel accommodations at the Marriott Los Angeles Airport will be made available in May 2018.
There are a wide variety of options within an easy 5 minute walk and our attendees are usually spread out over many of them. See our Hotel Accommodations page for info.
I haven’t received anything in the mail; what should I do?
Gallifrey One does NOT use printed tickets; you will not receive anything in the mail! Instead, like many other fan conventions, we use a badge system; you pick up your badge upon arrival at the convention, and all you’ll need to claim your badge is your photo ID. You must wear the badge all weekend for access to the convention floor and all convention-related areas. The convention registration area is on the lower floor of the hotel; take the escalator down from the main lobby. You can pick up your badge beginning Thursday at the convention.
(Please note that we used to send reminder postcards prior to the event, but no longer do so; as all of our ticket sales are online, we feel no need to spend postage on communication and would rather spend that part of our budget on guests and events at the convention.)
Why do you not offer any refunds?
Fan run conventions like ours budget for our expenses every year based on convention pre-registration; therefore, when you register for the convention, the funds you provide are allocated immediately… for things like guest expenses (air travel & hoteling), publications, technical expenses (lighting and sound) and other stuff that makes our event unique (like ribbons, signs and decoration). Refunding memberships may make us fall short of our expectations and our contracts, causing considerable financial concerns.
Do you offer press passes? Industry passes? Professional passes?
No, we do not offer any press passes, industry passes, ‘pro’ passes or any other form of compensatory passes. We appreciate your interest, but we sell out quickly and do not feel the need to advertise further.
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 van runs 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.
If I want to see everything, when should I arrive (and leave)?
For most fans with flexibility in their travel plans, to get the most out of Gallifrey One we suggest arriving no later than mid-day Thursday, and departing no earlier than Monday morning. We now have a pre-convention party/mixer on Thursday evening beginning at 8:00pm, with karaoke happening that night as well. Besides the scheduled events, we have a very lively social atmosphere, with literally hundreds of attendees participating in the hotel lobby social scene on Thursday and Sunday nights (something many of our attendees refer to as “lobby con,” although please note that this is not a convention function.) By Thursday evening, our hotel lobby and bar area is completely full of people, with many podcasters doing live recordings and lots of socializing; at 8:00 pm many of them come down for the opening party. The convention proper begins at 10:00 am on Friday morning and runs through Sunday evening.
Do parents have to accompany children?
Gallifrey One requires all children under 17 at our convention to be accompanied by a paid adult.
What do I do when I get to the Marriott?
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.
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 during the convention; stop by any time during business hours to pick up your badge. Tickets are good for the weekend and therefore your badge can be picked up at any time. We will publish our registration hours at a later date.
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 and E; Dealers Room; Art Show; Video Room; Photo Studio; Kaffeeklatsches; Exhibits; TARDIS photos; Exhibitor Tables; Costume Repair Shop; Gaming Room; Meet-Up 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 (restaurants, bar, hotel lobby)
- Sixteenth 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, use the elevators, or there is a staircase just west of the hotel lobby down to the first floor.
Does my badge include everything at the convention?
The convention itself, yes; that is, all five programming tracks, access to all of our daytime & evening functions, our Dealers Room, Art Show, video room, hospitality suite and more. However, there are three add-on items that are NOT covered in the cost of your admission:
- Evening receptions (these are special ticketed items put on by our sponsors in a hotel suite on Friday and Saturday nights)
- Photo ops in our Photo Studio
For prices of or to purchase tickets for the evening receptions and photo ops, you can visit the Convention Photo Shoots website later in the year. We will announce when photo ops and receptions go on sale here on our website. Please note that 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.)
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.
Will there be an opportunity to have photos taken with a TARDIS in 2019?
There are two TARDISes at Gallifrey One. The one on the convention floor is open for photos in the TARDIS Photo Area in our Dealers Room, courtesy its owner Tara Carstensen; you can pose for photos at that location, and donations to the owner are accepted. (Gallifrey One’s own TARDIS is not available for photos as it resides on our main stage.)
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 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 genres such as Torchwood, Star Wars, Star Trek, Harry Potter, Hitchhiker’s Guide to the Galaxy, The Prisoner, Blake’s 7, Buffy, Angel, Firefly, Stargate, Battlestar Galactica, Caprica, Red Dwarf, 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 Auction Collection Station. 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.
And don’t forget to join us on Sunday for Gallifrey One’s Annual Bob May Memorial Charity Auction. We hope you’ll help us raise a lot of money for our charity.
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: sponsored guests, fixed-location guests (with their own dealers tables) and the Autograph Alley. A complete guide to how this all works 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. Nearly all of our kaffeeklatsches run an hour.
There are full details on the Kaffeeklatsches page.
Are there social events at Gallifrey One? I’d like to make new friends!
You’re in luck… the social scene at Gallifrey One is one of the greatest in all of science fiction fandom! Check out or Social Scene page for details.
Can I cosplay at Gallifrey One?
ABSOLUTELY!!! Costumes at Gallifrey One are welcome, encouraged, and indeed beloved, and are appropriate for nearly all convention functions. At Gallifrey One, 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. Find out more about all of this on the Cosplay page.
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!
(Please note: the one exception where cosplay is not encouraged is for our sponsored Evening Guest Receptions; at these events, we ask that you refrain from wearing costumes, and to instead dress like you’re attending a cocktail party.)
What are the Science Workshops?
Gallifrey One’s Science of Doctor Who workshop for children and families takes place on Saturday. It’s an interactive workshop with teams comprised of one adult and one child ages 6-15. Sign-ups will take place in January (and it always fills up same day, so keep your eyes peeled!) There are two sessions to bring in as many attendees as possible.
What’s the deal with all the ribbons?
Badge Ribbons are a science fiction and anime convention tradition, and Gallifrey One was the primary reason why they 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!)
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 multiple options for people to eat during the convention. As the hotel has recently renovated, we will have more info on this soon.
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.
- 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. 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.
- We do clear out the main ballroom at the end of the daytime programming sessions (7:00pm Friday and Saturday) for setup for evening events. There is always a line for the Masquerade on Saturday (and occasionally lines for the Friday night shows as well as on Saturday and Sunday mornings to enter the main ballroom for the first time). Please remember to arrive for these as early as possible for a place in line. Accessibility Services will also work with our disabled attendees to help save places in line.
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).
Can I videotape anything at Gallifrey One?
Videotaping is NOT ALLOWED in Gallifrey One program rooms (that is, any of our 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.
Can I get a dealers/sales table for Gallifrey 2019?
Our Dealers Room is sold out and there is an extensive wait list, but please email us if you would like to be added to the wait list. (Please note that dealers tables are only made available when dealers elect to depart; due to little turnover the wait list can take some time.)
Do you take volunteers?
Gallifrey One no longer actively seeks out volunteers for the convention, with the exception of on-the-fly assistance from interested convention-goers for setup on Thursday and teardown on Sunday evening; we don’t have an active volunteers program, and do not provide compensation (or free admission). Instead, Gallifrey One relies entirely upon our own staff. If you are interested in becoming involved with our staff, and you are age 18 or over, email us through our website; please be sure to list your convention work experience. (We do not accept any assistance from convention goers under 18 for liability reasons.) We will contact you as needs arise.
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.)
What is Gallifrey One, anyway?
Gallifrey One is the world’s largest and longest-running annual fan-run Doctor Who convention, started by and run by fans in the Los Angeles area every year since 1990. We’ve put on 29 successful annual events — by far, the most of any worldwide Doctor Who fan group — and we’re already busy planning our twenty-ninth. If you’ve been with us before, we hope to see you again… if you haven’t, check us out; you’ll be glad you did!