2017 Panelist Information
Please read ALL the information here.
Our policies are adjusted every year, so we encourage returning panelists to revisit the information listed here.
2017 Panels Submission Form Status: Pending
For updates regarding the status of the submission form, please follow us on Twitter.
Table of Contents:
Panelist Designation and Responsibility:
The individual who initially submits a panel will hereinafter be referred to as the official “panelist,” regardless of how many participants will be hosting a particular panel. For the purposes of the Panels Department, this individual will be the sole representative for all discussion, planning, and scheduling to the Panels staff. This policy does not lessen the role or discourage the involvement of any co-panelists, hereinafter referred to as “assistants,” in the panel, but merely streamlines communication and prevents conflicting information from multiple sources.
That being said, all participants in a panel are expected to have familiarized themselves with the information listed here.
If you are part of a company that is intending to host an Industry Panel at FanimeCon, please visit our Professional Registration Page first. Only those who qualify with Professional Registration are eligible to host Industry Panels.
Industry Badges provided by Professional Registration are not eligible to receive additional badge refunds via the Panels Department.
Badge Refunds for Fan Panelists:
Fan panels are an essential part of FanimeCon’s “by fans, for fans” philosophy.
Attendees who host a fan panel are eligible for partial-to-full refunds for 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. For further explanation of the refund scale, see the Badges and Refund FAQ.
Badges and Refunds FAQ:
Are panelists provided with discounted badges at the time of purchase?
Answer: Discounts for panelists’ badges were issued in the past, but as of FanimeCon 2015, panelists are issued refunds for the appropriate partition of their badge. This enables panelists to pre-purchase their badges, as well as simplify the application to other events and exhibits, i.e. Artist Alley, Swap Meet, etc.
Do I need to pick up a “panelist” badge in order to host my panel?
Answer: No. Panelists are not issued separate or distinct badges.
How do badge refunds work?
Answer: Panelists and assistants will fill out a form online, which will be provided to the panelist via email before FanimeCon 2017. One form must be filled out per badge being refunded. The panelist will be asked to verify the refund submissions of their assistants. The form will require the refund recipient’s badge information, legal name, email address, and physical address.
Panel staff will confirm the refund submissions after the concerned panels have been hosted.
I would like my available refund to be applied to more than 2 badges. Can this be done?
Answer: Yes, the refunds can be applied to more than 2 badges, but the refund percentage per badge will be divided appropriately based on the refund scale, i.e. for 3 hours of panels, 4 badges can each receive a 50% refund, rather than 2 fully refunded badges.
I submitted the panel, but I have an Industry/Press/Dealer badge. Can someone else take advantage of the refunds instead?
Answer: Yes, the refund can be provided to two assistants in lieu of the panelist, at the specific request of the panelist.
When will we get the refunds, and how?
Answer: We are unable to provide an estimate at this time, but refund checks will be delivered via mail service.
What happens if I am approved to host a panel and then it is later canceled? Do I still get my badge refunds?
Answer: If FanimeCon needs to cancel your panel, you are still eligible to receive the badge refunds for the panel that was previously scheduled. If you cancel a panel yourself, you will not receive the badge refunds that you would have been eligible for.
Panel Room Layout:
The Panel Rooms are set up with a table and chairs, typically located on a stage, at the front, for the panelists. Chairs are set up for the audience, facing the front. Panel Room 4 is set up with tables and chairs for the audience, facing the front. The number of chairs available is used as the capacity of each room.
Based on previous setups, the Panel Rooms hold the approximate seating capacities:
Panel Room 1: 900
Panel Room 2: 850
Panel Room 3: 250
Panel Room 4: 85
Due to the setup involved, significant changes to this layout are not permitted.
If you would like an alternative room layout, please consider submitting your panel as a Fan Event.
Panel Room Equipment:
If you have tech requests, make sure to include them in your submission. We will accommodate requests to the best of our ability.
The following equipment is available 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 adapters if needed.
- Microphones are available in all panel rooms in the following arrangements:
Panel Rooms 1 and 2: Four stage microphones, one audience microphone.
Panel Rooms 3 and 4: Two stage microphones, one audience microphone.
- It is not 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 with advance notice.
- 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 and/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.
Planning and Submitting a Panel
Panel Title and Descriptions:
All descriptions and titles may be edited for spelling, grammar, or punctuation by FanimeCon staff. If your description is edited beyond this, you will be notified via email.
In order to ensure all panels will fit into the printed program and pocket guides, the listed character limits will be enforced:
- Panel Title
Will appear in the Pocket Guide, Program Guide, and FanimeCon website
30 character limit, including spaces
- Panel Description
Will appear in the Program Guide
150 character limit, including spaces
- Website Description
Will appear on the FanimeCon website
500 character limit, including spaces
Please note that the “Panel Overview” field on the submission form is not a description which will be published or publicly shared. This field is for detailing and outlining the content of your panel, and is used exclusively by Panels Coordinators for selection and scheduling. There is no character limit, and specificity is encouraged.
Company/Presenter Listing and Website:
By default, the names of fan panelists are not published in any FanimeCon media.
As an option, fan panelists may provide their professional handle, cosplay group, or company name, as well as an accompanying website URL, if desired. This will be listed with the link alongside the entry in the online Panel Listing, but will not be included in the printed Program Guide.
A company name is required for Industry Panels. An accompanying website URL may be provided, if desired. This will be listed with the link alongside the entry in the online Panel Listing and listed in the printed Program Guide.
Panels are scheduled in hourly blocks, starting at the top of the hour. The content of a panel should end 10 minutes before the end of your assigned block. For example, a 2-hour panel starting at 12:00 PM should end at 1:50 PM, not 2:00 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 a.m. – Panel #1 begins Panel #2’s Line begins forming
10:45 a.m. – Panel #1 is issued a 5 minute warning
10:50 a.m. – Panel #1 ends Panel #2 begins setup
11:00 a.m. – Panel #2 begins Panel #3’s Line begins forming
Panel Age Ratings:
If a panel contains content that may be classified as adult material, panelists must inform Panels Staff 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 Approval and Room Assignment:
Panel approvals and room assignments are based on all of the information submitted on the Panel Submission Form. Here are a few things to keep in mind:
- The available time frames are the largest factor in the panel approval process. The more scheduling flexibility a quality panel has, the higher the chances are that it will be able to fit onto the Panels Schedule.
- The length of a panel plays a significant part in the scheduling process. There is always more flexibility in scheduling 1-hour panels than 2-hour panels. If feasible and/or preferable, we recommend dividing longer panels into shorter segments.
- The Panel Coordinators often receive submissions that are very similar to one another. When several panels of a certain category or topic are up for consideration, priority will be given to panels that are more varied or unique in the presentation or execution of the content.
- If a panelist submits multiple panels, but some are preferred and/or take precedent over others, please note this in the “Other Notes” field.
- The earlier a panel is submitted, the earlier the Panels Coordinators can begin considering it. Panels are reviewed as they arrive, and scheduling begins within a month of the Panel Submission Form goes live.
- The expected audience size submitted heavily affects which Panel Room a selected panel is assigned. If your panel has been held at FanimeCon before, please consult the room capacities listed above to approximate your expected audience. The previous headcounts collected by Panels staff will also be reviewed during scheduling.
After Submitting a Panel
Most contact, if not all, will be held via email. For efficiency purposes, all correspondence regarding an individual panel will occur in the respective confirmation email, which lists all submitted panel information.
If time is a major factor, i.e. a scheduling deadline quickly approaching, Panels Staff may try to reach you via the phone number provided. If there are any limitations or restrictions regarding this, please indicate so in the “Other Notes” field.
- 1) Verification:
Please be sure to verify your email.
When a panel is submitted, you will receive an email requesting verification of the email address you submitted on the form.
Until you complete this step, the Panels Team will not actually receive your submission.
This email should arrive shortly after submission, so please be sure to watch for this email (check your Spam folder, if necessary) and click the verification link.
Once the email is verified, a confirmation email will be generated, listing all the submitted panel information.
Please email email@example.com if either of these emails are not received.
- 2) Follow-up:
The Panels Coordinators will follow-up via email to confirm your panel submission was received and review any immediate questions regarding the content. Due to the rush of submissions after the form first goes live, we ask for your understanding and patience if there are delays in this initial contact.
- 3a) Selection:
If your panel is selected, you will receive an email offering you a time slot on the FanimeCon 2017 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 listed deadline.
Time slots which are rejected by the panelist will be offered to another panel. If available, an alternative time slot will be offered.
Time slots accepted by the panelist will be officially placed on the FanimeCon 2017 Panels Schedule.
Later requests to change the time of the panel may result in the panel being completely removed from the schedule.
- 3b) Rejection:
If your panel is slated for rejection, you will receive an email letting you know that the Panels Team has determined that your panel is not eligible for our schedule. If time permits, the panelist will be given the opportunity to revise their submission and resubmit it for consideration, but we cannot guarantee this option will be offered.
- 3c) Waitlist:
Panels which are not rejected, but we are unable to fit into the FanimeCon 2017 Panels schedule will receive an invitation to the waiting list. Invitations will be sent out within two weeks after the Panels schedule is finalised. The waitlist is used to fill any vacancies in the Panels schedule that arise due to cancellation.
At the Convention
The Fairmont Hotel
Panel Room 1 – Imperial Ballroom
Panel Room 2 – Regency Ballroom
Panel Room 3 – Crystal
Panels Room 4 – Gold
The location of the Panelist Lounge will be sent to you in an email 3-4 weeks before the convention.
The Panelist Lounge is the base of operations for the Panels Department and a location for Panelists to come and check in with us prior to their panels. 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.
Panelist Lounge, Hours of Operations:
Friday: 2:00 p.m. – 1:00 a.m.
Saturday: 8:00 a.m. – 1:00 a.m.
Sunday: 8:00 a.m.– 1:00 a.m.
Monday: 9:00 a.m. – 2:00 p.m.
All panelists are required to check-in at the Panelist Lounge 30-60 minutes prior to the start of their panel. You may send a proxy in your place if you are unable to arrive on time.
If no one checks in for your panel by 30 minutes prior to the panel start time, Panels staff will 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 stationed at the doors of the panel room. They will be able to assist you or will alert those capable of assisting you as soon as possible.
Advertising a Panel
All panels will be announced on the FanimeCon Panels Twitter and posted on the FanimeCon Panels Listing.
If you have any further online promotional material, i.e. a video advertisement or professional homepage, please send us a link and we will share it.
Prerecorded Stage Zero Promo:
You may prepare an audio/video presentation to advertise your panel, which can be played on the Stage Zero screen. Take your prepared presentation to Stage Zero staff after you arrive at the convention, where they will review the advertisement and play it if approved. Video presentations must conform to the following restrictions:
- Length is no more than 30 seconds.
- File is saved as one of the following formats:
.mpg, .mpeg, .avi, .mp4
- File is named in the following format, based on your Panel’s time slot:
Live Stage Zero Promo:
You may promote your panel on Stage Zero in person. There is no scheduling for live promotions before the convention, and promotions will have a 5 minute time limit. You will need to visit Stage Zero when there are no events scheduled to inquire about a promotion time slot. Please inform the staff at Stage Zero of who you are and what panel you will be promoting. Be prepared to exit the stage promptly when your time limit is up, and follow any and all rules and regulations Stage Zero requires.