So, you’re interested in creating a Fan Event?
Congratulations, you’ve come to the right place!
If you are interested in submitting a Fan Event, the link to the 2019 Fan Events Submission Form will be open closer to FanimeCon. Please read ALL the information here BEFORE submitting the form.
Remember, the difference between a Fan Event and a Panel is that Fan Events require a more versatile space or a different room layout than that of our Panel rooms. Past Fan Events have included makeup demonstrations, costume workshops, game shows, and cosplay games. If your event fits this description, then you may indeed have a Fan Event instead of a Panel!
To make sure your Fan Event goes well, we do have a few guidelines and policies that are similar to those for FanimeCon Panels. Please read through each of these before submitting your event through our online submission form. Since our policies may change from year to year, we encourage both new and returning Event Coordinators to read the information below.
A Note on Event Coordinators and Co-Creators
When you submit a request for a Fan Event and that event is accepted, the person whose name is associated with the request will become the official “Event Coordinator.” The title is nice, but remember it does mean that you will be the official owner of the Fan Event. No matter how many people will be hosting the event, Fan Event Staff will look to you as the sole representative for the discussion, planning, and scheduling of your event. We are not trying to discourage or lessen the role of the others helping with the event. Having an official Event Coordinator helps us set up your event, as well as streamlines communication with participants and prevents conflicting information from multiple sources. As your assistants are still considered co-creators of your event, it is important that ALL co-creators have familiarized themselves with the information you will find here.
Facilities and Room Layout
The best part about Fan Events is that the layout is limited only by what space we can provide. When submitting your Fan Event, please provide as much detail about the layout of your event as you can. You can even e-mail a diagram or something similar. This can help you plan what you want to do with your event and can help us decide if we can make it happen. Unfortunately, later requests for changes may result in your event being canceled if we are unable to accommodate those changes.
What would we do without our Tech department? If you have tech requests, make sure to include them in your submission in full detail. The tech available in Fan Event rooms is different from what is available in Panels Rooms, so be sure to plan out what you need so we can accommodate your requests to the best of our ability. If an Event Coordinator or Co-Creator would like to bring their own equipment for use during the event, please specify this on the submission form as well. Such details, as previously mentioned, can help us to better determine if we have an appropriate space available for your event.
We currently have the following tech available:
- Wired microphones
We cannot guarantee internet access for your event. We advise you to have prepared content (images, screenshots, music, etc.) accessible offline prior to your event.
Other important topics include:
- You can have prizes at your event. However, we cannot provide you with the prizes to distribute for games, quizzes, or participation. You will be required to provide any and all prizes if your event calls for them. Note that food prizes cannot be used.
- FanimeCon cannot provide staff to run your events. While we will have staff to watch the door and handle the line for the event, they will not be able to participate or assist in the event itself.
- As stated in the FanimeCon Code of Conduct, please leave the facilities and equipment in as good a condition as you found them.
Ratings for Events
If a Fan Event contains content that may be classified as adult material, you must inform Fan Event Staff on the Submission Form. This rating cannot be changed at the convention. Please make sure you enter the correct age rating on the Fan Event Submission Form. The ratings are as follows:
- All Ages: These events are suitable for all FanimeCon members of any age. Unless otherwise designated by the following ratings, Fan Events are rated “All Ages” by default.
- 16+: These events may contain more swearing and/or slightly more mature content, and may not be recommended for younger audiences. These events do not require a photo ID for admittance.
- 18+: These events contain mature content unsuitable for younger audiences. Event Coordinators, Co-Creators, assistants, and 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 event room.
Event Submission Form
All descriptions and titles may be edited for spelling, grammar, or punctuation by FanimeCon staff. If your description needs to be edited beyond this, you will be notified by e-mail. In order to ensure all Fan Events will fit into the printed program guide and pocket guide, the listed character limits will be enforced:
- Fan Event Title
Will appear in the Program Guide, Pocket Guide, and FanimeCon website.
30 character limit, including spaces.
- Fan Event 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 Fan Event Overview field on the submission form will not be published or publicly shared. This field is for detailing and outlining the content of your event and is used exclusively by FanimeCon Staff for selection and scheduling. There is no character limit for the Fan Event Overview field, and details are encouraged.
- Company/Presenter Listing and Website
- By default, the Event Coordinators of Fan Events are not published in any FanimeCon media. As an option, Event Coordinators may provide their professional handle, cosplay group, or company name, as well as an accompanying website URL if they so choose. This will be listed with the link alongside the entry in the online Fan Event Listing, but will not be included in the printed Program Guide.
- Fan Event Length
- Fan Events are scheduled in hourly blocks, starting at the top of the hour. The content of an event should end at the time of your assigned block. For example, a two hour event starting at 12:00 PM should end at 2:00 PM. In order to keep our schedule on time, Event Coordinators, Co-Creators, and assistants must adhere to these time limits. FanimeCon staff stationed at the door will issue reminders to the Event Coordinators at the conclusion of their allotted time slot.
- Fan Events are usually more spread out on the schedule, so you will have time to set up your event and clean up after. If the area is to be used for another FanimeCon group, we will let you know beforehand and schedule your time accordingly.
- Lines for admittance to an event will only be formed one hour before the start time. Lines will be let into the room upon the readiness of the Event Coordinator, which should ideally be prior to or at the hour of the event start time. Note that more time cannot be provided for events which start late.
- Fan Event Approval and Room Assignment:
- Fan Event approvals and room assignments are based on all of the information submitted on the Fan Event Submission Form. Here are a few things to keep in mind:
- The more scheduling flexibility a Fan Event has, the higher the chances are that it will be able to fit into the FanimeCon schedule.
- The earlier a Fan Event is submitted, the earlier the Fan Event Team can begin considering it. Fan Events are reviewed as they arrive and scheduling begins within a month of the Fan Event Submission Form going live.
- The expected audience size heavily affects which room or area is
assigned for each Fan Event. If your event has been held at FanimeCon before, please let us know! The previous headcounts collected by FanimeCon Staff can be reviewed during scheduling.
- Most, if not all, contact will be through e-mail. For efficiency purposes, all correspondence regarding an individual event will occur in the respective confirmation e-mail, which lists all submitted event information.
- If time is a major factor (i.e. a scheduling deadline quickly approaching), the Fan Events Team may try to reach you by the phone number provided. If there are any limitations or restrictions regarding this, please indicate so in the “Other Notes” field.
- Submission Timeline:
Please be sure to verify your e-mail. When an event is submitted, you will receive an e-mail requesting verification of the e-mail address you submitted on the form. The Fan Events team will not actually receive your submission until after you complete the e-mail verification step. This e-mail should arrive shortly after submission, so please be sure to watch for this e-mail (check the Spam folder if necessary) and click the verification link.
- Once the e-mail is verified, a confirmation e-mail will be generated that lists all the submitted event information.
- Please e-mail firstname.lastname@example.org if either of these e-mails are not received after submitting the online form.
- The Fan Events Team will follow up by e-mail to confirm your event 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.
- If your event is selected, you will receive an e-mail offering you a time slot on the FanimeCon 2019 Fan Events 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 listed deadline.
- Time slots which are rejected by the Event Coordinator may be offered to another Fan Event. If available, an alternative time slot may be offered. Time slots which are accepted by the Event Coordinator will be officially added to the FanimeCon 2019 Fan Events Schedule. Later requests to change the time may result in the event being canceled.
- If your Fan Event is slated for rejection, you will receive an e-mail letting you know that the Fan Events Team has determined that your event is not eligible for our schedule. If time permits, the Event Coordinator will be given the opportunity to revise their submission, but we cannot guarantee this option will be offered.
- Fan Event Locations
- The location of your Fan Event is determined by the details you provide. The event can take place at any site at FanimeCon 2019.
All Event Coordinators are required to check in at least 30 minutes prior to the start of their event. Where you will check in will be determined by the location of your Fan Event. Your check in location will be e-mailed to you about two weeks before the start of FanimeCon.If no one checks in for your event by 30 minutes prior to the event start time, Fan Event staff will attempt to contact the Event Coordinator using the at-con phone number provided on the Fan Event Submission Form. If, at 15 minutes prior to the event start time, we are still unable to contact you and no one has checked in, your event will be canceled. This event cancellation cannot be rescinded after it has been communicated to the rest of the convention by social media, Info Desk, and Stage Zero.
- During Your Event:
- If you have any issues during your event, please speak to one of the Fan Events Staff that will be stationed at the event location. They will be able to assist you, or will alert those capable of assisting you as soon as possible.
Badge Refund Policy
Fan Events are a fun part of FanimeCon’s “By Fans, For Fans” philosophy. Attendees who host a Fan Event are eligible for partial-to-full refunds for two badges*. The refund scale is based on the collective hours of events hosted:
- One hour event = 33% refund for two badges
- Two hour event = 66% refund for two badges
- Three hour event = 100% refund for two badges
*These refunds are typically applied to the Event Coordinator and one Co-Creator. For further explanation of the refund scale, see the Badges and Refund FAQ.
Badges and Refunds FAQ:
Weren’t Event Coordinators provided with discounted badges at the time of purchase?
- Answer: Discounts for Event Coordinator badges were issued in the past, but as of FanimeCon 2015 Event Coordinators are issued refunds for the appropriate portion of their badge. This enables Event Coordinators 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 Fan Event badge in order to host my event?
- Answer: No. Event Coordinators, Co-Creators, and assistants are not issued separate or distinct badges.
How do badge refunds work?
- Answer: Event Coordinators, Co-Creators, and assistants will fill out a form online, which will be provided to the Event Coordinator by e-mail before FanimeCon 2019. One form must be filled out per badge being refunded. The Event Coordinator will be asked to verify the refund submissions of their Co-Creators and Assistants. The form will require the refund recipient’s badge information, legal name, e-mail address, and physical address. Fan Event Staff will confirm the refund submissions after the events have been hosted.
I would like my available refund to be applied to more than two badges. Can this be done?
- Answer: Yes, the refunds can be applied to more than two badges, but the refund percentage per badge will be divided appropriately based on the refund scale. For example if three hours of events are hosted, four badges can each receive a 50% refund, rather than fully refunding two badges.
I submitted the Fan Event, 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 Co-Creators or assistants in lieu of the Event Coordinator, at the specific request of the Event Coordinator.
When will we get the refunds, and how?
- Answer: We are unable to provide an estimate of when refunds will be sent out at this time, but refund checks will be delivered by mail.
What happens if I am approved to host an event and then it is later canceled? Do I still get my badge refunds?
- Answer: If FanimeCon needs to cancel your event, you are still eligible to receive the badge refunds for the event that was previously scheduled. If you cancel an event yourself, you will not receive the badge refunds that you would have been eligible for.
We know it’s a lot to take in but don’t let these rules get you down or prevent you from submitting an event! While it’s true our powers are finite and we can’t guarantee the facilities or equipment, if we are provided enough time we may be able to get something put together that works for you. Even a microwave can be a time machine if you just hook it up to the right device…
Are you ready to submit a Fan Event?
2019 Fan Event Submission Form will be open closer to FanimeCon.