Panelist Information

If you have any questions about giving a panel at FanimeCon that are not answered on this page, please drop an e-mail to panels@fanime.com
Deadline to submit a panel: April 13th
Deadline to submit ALL panels for FanimeCon 2012: March 30th

Panels that do not make it onto the schedule will be given the opportunity to be on a waiting list for any time slots that open up due to last minute cancellations. The last invitations and subsequent waiting list notifications should be out by April 14th.


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You can find the Panel Request form HERE, but please read all information on this page before submitting a request.
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Panelist Lounge Hours At-Con:
Friday: 12Noon-2am
Saturday: 9am-2am
Sunday: 9am-2am
Monday: 9am-3pm

Panel Rooms are equipped with:

  • Projectors & Screens (can be hooked up to computers via VGA or DVI – can be hooked up to gaming consoles. Make sure you specify desired connections on your panel request form.)
  • Microphones (Usually 2 or 3, depending upon the size of the room. More can be requested, but we can’t guarantee we’ll be able to get them.)
  • A table at the front of the room for the panelists, as well as chairs.
  • Chairs for the attendees.
  • Panel rooms are NOT equipped with internet access. Net access might be available via one or more of the free wifi systems offered through the hotels or the convention center, but we cannot guarantee internet access for any panel room. Panelists are advised to have prepared presentations and screenshots, because an internet connection will most likely not be available.
  • Panels/FanimeCon does not normally provide panels with prizes to distribute for panel games/participation. If panelists want to have prizes to give out for games/quizzes/participation/etc., the prizes should be provided by the panelists.
  • Anything not listed above is not standard equipment for a panel room, and we may not be able to provide it. Please highlight special requests for equipment in the tech section of your panel request form, and be aware that your panel will not be approved if we are not able to provide the equipment you request.

Discounted Badges for Fan Panelists:
Fan panels are one of the most important parts of our ‘by fans for fans’ convention. You help us put on a great show every year, and we want to offer something of value in return for your contribution to our show:
1 hour panel = $20 discount on any badge for you and a single assistant.
2 hours of panels = $40 discount on any badge for you and a single assistant.
3 hours of panels* = A full weekend pass to the convention for you and a single assistant.
Please note the following: Discounts are offered only on full-price member badges purchased AT the convention center the weekend of con, and not on pre-registration or early-registration badges purchased online.

Industry Panels: If you’re part of a company that is hoping to host an Industry Panel at Fanime, please visit our Professional Registration area first! If you qualify for Industry Badges, then you’re eligible to host an industry panel and do not need any additional badges.

Badges for Panelists: FAQ
If I already have a full weekend badge for the convention – do I need a ‘panels’ badge in order to give my panel?
Answer: No, you don’t. There’s nothing particularly special or different about the discounted or free badges that some panelists qualify for. Only the method of acquiring the badge is different.

I already bought a convention pass, but it turns out I could get a free pass through giving more panels – can I get re-imbursed for my bought badge?
Answer: No, I’m sorry. If you need your qualifying badge(s) for others helping you with the panel instead of yourself, that can be arranged, but we can’t offer refunds to those who have already pre-registered for convention badges.

So how does this work? When do we get the badges? How do we pick them up?
Answer: First, keep in mind the requirements. A single 1 hour panel = $20 discount on a badge for yourself and a single assistant. (2 hours = $40 discount) These are not ‘panelist’ badges. They’re regular member badges – they will have your name on them, and you must show a valid ID when you pick them up. Ie: Don’t expect to be able to hand them off to someone else.
To qualify for a free full weekend member badge, you must be hosting a minimum of 3 hours of panels, and at least 1 hour of those 3 must be in a non-prime time slot. (Prime hours are Noon to 5pm on Saturday and Sunday.) To qualify for a free day-pass, you must be attending at our request for the purpose of giving a panel.

  • To get the discounted or free badges – you’ll need to send information to either panels@fanime.com or rena@fanime.com with the full real names of the individuals whose names will go on the passes. A note about Badge Names/Con Names: The name on your discount slip MUST match the name on the ID you present when purchasing your badge, or the discount will not be given. Since you are getting the badge from registration AT CON, all panels needs is your real name – give the con name or nickname to registration when actually picking up your badge.

Also keep in mind that if you’re getting a badge for more than just yourself – whoever is getting the badge needs to be helping in your panel, and not merely a friend you wanted to give a discounted or free pass to. Make them earn it!
Those who qualify will be given further details on how to obtain the discounted badges. Again, they are not through pre-registration, and those who qualify will need to pick them up at the convention.

So… what if I agreed to do three panels and they were approved, and then later one of them was canceled? Do I still get my weekend badges?
Answer: Yes, you do. If your panel or panels were approved and then the con needs to cancel one of them for any reason, you will still receive the badges or discounts for the panels that were previously approved. We feel that’s only fair. However, that is only if the convention cancels a panel that was previously approved. If you cancel a panel, you will not receive the badges or discounts that you would have been eligible for had you given it.
Panelists who come to the convention for a single day -only- to give a panel at our request may qualify for a free day-pass for that day. Please contact Panels Staff for discussion if this is your intention.

Program Guide Listing Character Limits:
While we are willing to be somewhat lenient on the website, because additional text costs us nothing here, character limits will be strictly enforced for the program guide.
The program guide also has a firm limit of 30 characters for a panel title. Both of these limits include spaces. Ie: Title needs to be 30 characters or less with spaces, Description needs to be 300 characters or less with spaces.
Submissions that do not adhere to these limits may be edited by FanimeCon staff.

Stage Zero: Advertising your panel at-con!
You have two options here:

  • Your first option is to 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 must be approved by Stage Zero staff before they are shown. Simply take your prepared presentation to stage zero staff after you arrive at the convention. They’ll preview it when they are able.
  • Your second option is to choose a day that you want to appear on Stage Zero personally to give props to your panel. Your live promo time will be limited to 5 minutes or less. Please plan to finish your live promo within the allotted time so that Stage Zero can get back to their other programming.

Need to Know Info about Stage Zero Advertising:
Make sure you read this!

  • Video presentations for stage zero should be in the form of files (not .wmv, but most other things work) that SZ staff can put onto their computers, not DVD’s that they’d be required to ‘play’. A good idea is to put your panel title, day, time, and location into the file name. ie: DYI7pmSat24May2008VidMain.mpeg or VideoGripe4pmSun25May2008Panel3.avi (those aren’t real file names, just stuff I made up for examples).
  • Your in-person and live ‘promo’ time will not be scheduled. You’ll want to visit the stage during or slightly before one of the ‘open programming’ hours when none of the scheduled events are going on to get your promo time. Show up, introduce yourself, and let them know which panel is yours. Be prepared to wait a bit, and they’ll get you on when they’re able to. Remember that you’re allotted a set amount of time, regardless of whether anything is specifically scheduled to go after you or not, and you should be prepared to relinquish the stage once your time is up.

Panel lengths:
When considering how long you want your panel to be, don’t panic thinking that you must have a panel that is exactly 1 hour or 2 hours long! The Fanime schedule runs in hourly time blocks – so it isn’t possible to reserve a panel room for a half an hour. However, an ideal time for a panel that has reserved an hour in the room is actually about 50 minutes. That leaves 5 minutes at the start and end for set-up, breakdown, audience to leave and arrive, etc. Also, it is acceptable for a panel to end early.
A panel should be a minimum of about 40 minutes in length, and we appreciate it if you notify us ahead of time that your panel will not last the full length of time in a panel room. Panels that are about 90 minutes in length can reserve a 2 hour time slot, and simply notify us in their submission that the actual presentation will only last about 90 minutes.

Panel content:
All panels are assumed to contain material that is suitable for all ages unless the panelist specifically states that their panel will contain mature content. 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.

Panel Room Assignment:
Panel approvals and room assignments are based on several factors:

  • How well your submission form was written. (Convince us that your topic is worthy, and that you are capable of giving a quality panel! Poorly written submissions are often rejected regardless of subject matter or date of submission.)
  • How complex your tech requests or other requests are for your panel. If the Panels team needs to coordinate with other departments to find non-standard tech equipment or get special approvals for something regarding your panel, this will vastly slow down the process of getting it approved.
  • When the panel was submitted. (This is a big determining factor, so sign up early!)
  • Who is giving the panel. (Guest panels are always given priority for prime time slots, for instance.)
  • Whether the panel has been given before, and how much of an audience it drew previously if it has.
  • What panel times the panelist specifically requested. (Regardless of your specific audience size, if you request a panel and list the only acceptable times as 2-4pm on Saturday or Sunday, you may be assigned a small room if the larger rooms have already filled for that time period.)
  • Our best guess on how popular we think the panel will be.
  • We’ll also sometimes place higher priority on panels which relate to this year’s theme for the convention. (This year’s theme is Sports! *hintwinknudge* )

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 Fanime forums or in 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. (If you upload to Youtube, be sure to send us a link!)

After Submitting Your Panel

So I’ve submitted a panel, when will I know if it’s approved/get my panel times?
We are trying out a new approval system this year. Due to the high volume of panel submissions that we get, we do not guarantee super swift responses to your submissions. Panel staff will attempt to send out a confirmation e-mail to let you know that your panel submission was received as soon as possible, but we often get flooded as soon as the panel form goes live, so you can expect a bit of a delay. (Don’t expect to hear from us in less than a week unless it’s close to con-time, and it may be as long as a month or so in the beginning.)

When/if your panel is approved, you’ll get an e-mail that explicitly states that your panel has been approved, pending your acceptance of one of the time slots offered in the e-mail, and you will have a limited amount of time to reply. Panels approved early on may receive more choices in time-slots than panels approved after most of the schedule has already been filled. If the panelist does not find the time-slots offered to their liking, or does not reply within the specified time-frame, the panel will be placed back into the ‘pending’ pile and another approval notice may or may not be sent out later, if a more acceptable time slot can be found, or if the panelist contacts us later. Once a panel has been approved, it is approved for THAT time slot only, and if the panelist makes a later request to change the time of their panel, the approval will be revoked until an acceptable time slot can be found, IF what is requested is available.

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