2015 Panelist Information
The information on this page is for FanimeCon 2015.
Panel Rooms are again located in the Fairmont this year.
Deadline for Panel submissions for FanimeCon 2015: Panels is now in waitlist mode.
You are welcome to still submit to the waiting list. Wait listed panels will not be listed in the program guide, and may not be in the printed schedule, but if scheduled, will appear in the online schedule, and on the website. Updates will go out at-con via Twitter, Stage Zero, and Info Desk for any schedule changes made after the pocket guide has gone to print.
You can find the Panel Request form HERE. Please read ALL the information on this page before submitting a request.
Many things have changed in the 2015 Con Year, so we encourage returning panelists to re-read this page as well.
- Lounge Hours/Room Equipment
- Badge Refunds for Fan Panelists
- 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 quality for Industry Badges, then you are eligible to host Industry Panels. Companies that qualify for Professional Registration are not eligible to receive additional badge discounts or refunds via the Panels Department.
Panelist Lounge Hours At-Con:
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 most panel rooms. (These can be connected to computers and to gaming consoles via VGA or HDMI cables. Please specify desired connections on your panel request form. We advise Panelists to bring their own cables! Some may be available for use, but they are not guaranteed.
- Microphones are 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 wireless microphones, so please plan your presentation accordingly. If a panelists brings their own XLR microphone, it could be connected to the audio system in a panel room upon advance request.)
- Table and chairs are located at the front of the room (usually on a stage) for panelists 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 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 highlight special requests for equipment in the tech section of your 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.
Badge Refunds for Fan Panelists:
Fan panels are an essential part of our “by fans, for fans” convention. Please note that this year, Panels is switching to refunds instead of discounts:
1 hour panel = 33% refund on any badge for yourself and one assistant.*
2 hours of panels = 66% refund on any badge for yourself and one assistant.*
3 hours of panels = 100% refund on any badge for yourself and one assistant.*
*You may have multiple assistants for your panel. However, the discounts are only applied to two 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.) easier, we are moving to a refund system for 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?
How do badge refunds work? When will we get the refunds, and how?
- How do badge refunds work? There is a place on the submission form for you to enter physical addresses. Panels will also have a form to fill out at the Panelist Lounge. We recommend filling it out with your legal name, e-mail address, and physical address. Panel staff will sign off on the form after your panel(s) has been given.
- 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 gave 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:
The description you submit for your panel has a strict character limit of 150 characters with spaces, and a limit of 30 characters with spaces for the panel title to ensure panel descriptions will fit into the program guide. Starting in 2015, 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 punctuation and grammar, you’ll be notified via email.
Your panel should not be exactly 1 or 2 hours long. The maximum time for a panel that has reserved an hour in the room is actually 50 minutes. That leaves 5 minutes at the start for set-up and seating, and 5 minutes at the end for break-down and exit, etc.
- A one-hour panel should be a minimum of 40 minutes in length, with a maximum of 50 minutes.
- Two-hour panels should be a minimum of 100 minutes in length, with a maximum of 110 minutes.
The Panels schedule runs in hourly time blocks. It is not possible to reserve a panel room for half an hour.
Panel content age ratings:
All panels are assumed to contain material that is suitable for all ages. 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 can not be changed at the convention. Please make sure you enter the correct age rating on the panel request form. The ratings are as follows:
- No rating = This panel is suitable for all FanimeCon members, of any age.
- 16+ = This panel will not require ID proof of age, but it may contain more swearing or slightly more mature content, and a 16+ audience is recommended.
- 18+ = This panel contains adult content or mature themes, and a valid photo ID will be required to attend the panel. The panelist and any assistants must also be over the age of 18, and present ID to prove it.
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 Request Form goes live.
Note: Feel free to ping the Panels Twitter for what 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 you to verify 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 chosen, you will get an email offering you a time slot on the FanimeCon 2015 Panels schedule. You will have a limited amount of time to reply to this email 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 2015 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 30-45 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 Request Form. If, at 15 minutes prior to 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 a question that was not addressed here? Please contact Panels at firstname.lastname@example.org.