May 11th, 2016
2016 Panelist Information
The information on this page is for FanimeCon 2016.
Panel Rooms are again located in the Fairmont this year.
As of April 2nd, the Panels Submission Form is in WAITLIST mode.
You can find the Panel Submission Form HERE.
Please read ALL the information on this page before submitting a request.
Our policies adjust every year, so we encourage returning panelists to read this page.
- Lounge Hours/Room Equipment
- Fan Panelist Badge Refunds
- Character Limits/Panel Lengths/Age Ratings
- After Submitting a Panel – What to Expect
- Advertising Your Panel
- At-Con Info
Industry Panels: If you are part of a company that is hoping to host an Industry Panel at FanimeCon, please visit our Professional Registration page first. If you qualify for Industry Badges, then you are eligible to host Industry Panels. Companies that qualify for Professional Registration are not eligible to receive additional badge refunds via the Panels Department.
Panelist Lounge Hours At-Con:
Friday: 2:00 PM – 1:00 AM
Saturday: 8:00 AM – 1:00 AM
Sunday: 8:00 AM – 1:00 AM
Monday: 9:00 AM – 2:00 PM
Panel Room Equipment:
If you have tech requests, make sure to include them into your submission. We will accommodate requests to the best of our ability.
Notes about equipment in the Panel Rooms:
- Projectors & screens are available in all panel rooms, which can be connected to computers and gaming consoles. VGA connections are available in each panel room by default, although adapters may be available for other connections. Please specify desired connections on your panel request form. Some may be available for use, but they are not guaranteed, therefore we advise Panelists to bring their own cables.
- Microphones are available in all panel rooms, usually 2 or 3, depending on the size of the room. It is not usually possible to supply extra microphones or any wireless microphones, so please plan your presentation accordingly. If panelists bring their own XLR microphone, they can be connected to the audio system in a panel room by FanimeCon staff upon advance request.
- Table and chairs are located at the front of the room (usually on a stage) facing the audience in all panel rooms, and cannot be removed.
- Chairs for attendees are present in all panel rooms, and cannot be removed.
- Tables/Desks for attendees might be in some panel rooms.
- Panel rooms are NOT equipped with FanimeCon provided internet access. Panelists are advised to have prepared presentations and screenshots, accessible offline, prior to their panel.
- FanimeCon does not provide panels with prizes to distribute for panel games or participation. Any and all prizes must be provided by the panelist.
- Food or drinks cannot be served to members of the audience during a panel, or given away as prizes.
Anything not listed above is not standard equipment for a panel room and we may be unable to provide it. Please submit special requests for equipment in the technical requirements section of the panel request form. Be aware that your panel may not be approved if we are unable to provide the equipment you request. If a panelist would like to bring in their own equipment, please specify this on the form as well.
As stated in the FanimeCon Code of Conduct, please leave the facilities and equipment in as good a condition as you found them.
Badge Refunds for Fan Panelists:
Fan panels are an essential part of our “by fans, for fans” philosophy. Attendees who host a fan panel are issued partial-to-full refunds for up to two badges*. The refund scale is based on the collective hours of panels hosted:
1 hour panel = 33% refund for two badges
2 hours of panels = 66% refund for two badges
3 hours of panels = 100% refund for two badges
*These refunds are typically applied to the panelist and one assistant. You may have multiple assistants for your panel, but the refunds will only be applied to two total badges.
Please note the following: In the past, Panels has done ‘discounts’ at the time of the badge purchase. To enable panelists to pre-purchase their badges, and make signing up for other events (Artist Alley, Swap Meet, etc.) simpler, we have moved to a refund system as of 2015.
Badges for Panelists: FAQ
If I already have a full weekend badge for the convention do I need a “panels” badge in order to host my panel?
Answer: No. Panelists are not issued separate or distinct badges.
How do badge refunds work? When will we get the refunds, and how?
- How do badge refunds work? Panelists will need to fill out a form either online or in-person as at the Panelist Lounge. A link to the online form will be provided to panelists. The form will require the refund recipient’s badge information, legal name, e-mail address, and physical address. Panel staff will confirm the refund submissions after the concerned panels have been hosted.
- When do we get the refunds? We are uncertain at the moment of the exact time, but it should come in the mail (to the address you provide us) 6-8 weeks after the convention.
What happens if I am approved to host a panel and then it is later cancelled? Do I still get my badge refunds?
Answer: If the convention needs to cancel your panel(s), you will still receive the badge refunds for the panel(s) that were previously scheduled. If you cancel a panel yourself, you will not receive the badge refunds that you would have been eligible for.
Program Guide Listing Character Limits on Panel Titles and Descriptions:
In order to ensure panel descriptions will fit into the program guide, your panel title must be no more than 30 characters with spaces, while the description for your panel must be no more than 150 characters with spaces. In addition, you can submit a separate description for the website, which will have a character limit of 500 characters with spaces. All descriptions and titles may be edited for spelling, grammar, or punctuation by FanimeCon staff. If your description is edited beyond this, you’ll be notified via email.
Panels are scheduled in hourly blocks, starting at the top of the hour. The content of your panel, however, should end 10 minutes before the hour of your assigned block. For example, a 2-hour panel starting at 12:00 PM should end at 1:50 PM. The final 10 minutes in the block should be used for cleaning up, and for the next panelist to set up. In order to keep our schedule on time, panelists must adhere to these time limits. FanimeCon staff stationed at the door will issue reminders to the panelists at the conclusion of their allotted time.
Lines for admittance to a panel will only be formed one hour before the start time of the panel. Lines will be let into the room upon the readiness of the panelist, which should ideally be prior to or at the hour of the start time. More time cannot be provided for panels which start late.
Turnover between panels proceeds as follows:
10:00 AM – Panel #1 begins Panel #2’s Line begins forming
10:45 AM – Panel #1 is issued a 5 minute warning
10:50 AM – Panel #1 ends Panel #2 begins setup
11:00 AM – Panel #2 begins Panel #3’s Line begins forming
Panel content age ratings:
If the panel contains content that may be classified as adult material, panelists must inform the staff prior to the convention, on the submission form. This rating cannot be changed at the convention. Please make sure you enter the correct age rating on the panel request form. The ratings are as follows:
- All ages – These panels are suitable for all FanimeCon members of any age. Unless otherwise designated by the following ratings, panels are rated “All ages” by default.
- 16+ – These panels may contain more swearing and/or slightly more mature content and may not be recommended for younger audiences. These panels do not require a photo ID for admittance.
- 18+ – These panels contain mature content unsuitable for younger audiences. Attendees are required to prove they are of at least 18 years of age using a valid government-issued photo ID in order to enter the panel room. The panelist and any assistants must also adhere to this rule.
Panel Room Assignment:
Panel approvals and room assignments are based on all of the information submitted on the Panel Request Forms. Here are a few things to keep in mind:
- The available time frames are the largest factor in the panel approval process. The more flexible you can be, the higher the chances are that we will be able to fit you into our schedule.
- The length of your panel also plays a significant part in the scheduling process. There are always more one hour time slots than two hour time slots. When feasible, we recommend breaking longer panels down into smaller segments.
- The Panels Department often receives a lot of submissions that are very similar to one another. When we have several of a certain type (category or topic) of panel already on the schedule, priority will be given to panels that are more varied or unique in category or topic.
- The earlier you submit your panel, the earlier we can begin considering it. We begin scheduling within a month of when the Panel Submission Form goes live.
Note: Feel free to ping the Panels Twitter for which topics/categories we are getting a lot of submissions in currently. You can also review the Panels section of the Fanime forums to get an idea of what panels other panelists are already planning.
After Submitting Your Panel
Please be sure to verify your email
When a panel is submitted, you will receive an email notification requesting verification of the email address you submitted on the form. Please be sure to watch for this email and click the verification link. Until you complete this step, the Panels Team will not actually receive your submission. Please email email@example.com if no email notification is received.
When will I get a response? What can I expect?
Due to the high volume of panel submissions that we receive, we cannot guarantee swift responses to submissions.
- When you submit, you should receive an automatic email to your inbox saying that your submission has been processed and sent into the database of submissions. Please contact us if you do not receive this.
- Panel staff will attempt to send out a follow-up email to confirm that your panel submission was received as soon as possible, but we are often flooded as soon as the panel form goes live, so we ask for your understanding if there are delays. This delay may be several weeks when the form first goes live, but should get shorter closer to the convention.
- If your panel is selected, you will get an email offering you a time slot on the FanimeCon 2016 Panels schedule. You will have a limited amount of time to reply to this e-mail and officially accept the offered time slot. The time slot will not be held beyond the deadline. A second email to confirm your Panel time, day, and room will be sent out after you have accepted the offered time slot.
- If your Panel is “rejected”, you will receive a communication letting you know that the Panels Team has determined that your panel is not eligible for our schedule. In some cases the panelist will be given the opportunity to revise their submission. Since our time as volunteers is limited, and we receive more and more submissions each year, we cannot guarantee the option to revise a submission that is initially rejected.
- Panels which are not rejected, but which we are unable to fit into the panels schedule will receive an invitation to the waiting list. Waiting list invitations will be sent out within two weeks after the Panels schedule is finalized.
Once a panel has been placed onto the schedule, it is considered “confirmed” and locked in. Later requests to change the time of the panel may result in the panel being completely removed from the FanimeCon 2016 Panels schedule.
Tips for advertising before the con to increase interest in your panel:
We recommend telling friends and family about your panel, posting about it on the FanimeCon Forums or any other forum where it would be appropriate. Additionally, some panelists have had good results from creating a short video clip to advertise their panel and uploading it on Youtube. (Be sure to send us a link!)
Stage Zero: Advertising your Panel at-con!
- Pre-recorded Promos: Prepare a video/audio presentation to advertise your panel, which can be played on the Stage Zero screen. It should be no longer than 2 minutes in length and the content must be approved by the Stage Zero department management team. Simply take your prepared presentation to Stage Zero staff after you arrive at the convention. They will review the advertisement and play it if it is approved. Video presentations for Stage Zero should be in basic playable computer files, preferably *.mpg, *.mpeg, *.avi, or *.mp4 files. Please name your file with the panel title, day, time and location into the file name in the following format: [name][time][date][location].mpeg, *.avi, *.mpg, or *.mp4.
- Live Promos: You may promote your panel on Stage Zero in person. There is a time limit of 5 minutes. There is no scheduling for live promotions. You will need to visit Stage Zero when there are no events scheduled to get your promotion time. Please inform the staff at the stage of who you are and what panel you will be promoting. Be prepared to exit the stage promptly when your time limit is up.
All panelists are required to check-in at the Panelist Lounge 30-60 minutes prior to the start of their panel. The location of the Panelist Lounge will be sent to you in an email 3-4 weeks before the convention. You may send a proxy in your place if you are unable to get there on time.
If no one checks in for your panel, the Panels Team will make a single attempt to contact the panelist using the At-Con phone number provided on the Panel Submission Form. If, at 15 minutes prior to the panel start time, we have been unable to contact you, and no one has checked-in, your panel will be canceled. Once a panel cancellation has been communicated to the rest of the convention via social media, Info Desk, and Stage Zero, this cancellation cannot be rescinded.
During Your Panel
If you have any issues during your panel, please speak to one of the Panel Staff located near the doors of the panel room. They will be able to get the needed assistance as soon as possible.
The Panelist Lounge
The Panelist Lounge is primarily the Panel Staff base of operations and a place for Panelists to come and check in with us prior to their panels. However, Panelists are also welcome any time the Lounge is open to come and ask questions or simply sit down and rest. The Lounge is not open to the public.
Have any questions that were not addressed here? Please contact the Panels department at firstname.lastname@example.org.