Workshops - What you need to do now
Please pay careful attention to the details provided here. The process for workshops is a bit different from panels, so even if you have presented a panel in the past, you will need to review these instructions carefully.
Now that your submission has been accepted, there is certain additional information that we need from you as soon as possible. Please review the below questions and send your responses to firstname.lastname@example.org no later than July 1, 2019.
If you will be hosting multiple workshops, be sure to submit information for each of them individually.
- Are there any supplies or handouts that you will need provided other than the basic room setup? The basic setup includes tables, chairs, two projectors with VGA connections, a water cooler, and a sound system with wireless microphones. Things like custom handouts, scissors, paper, fabric, paint, and needles are just a few examples or the supplies that we’d like to know about here.
Otakorp and the Workshops Department will make every effort to provide you with any and all supplies you need to make your workshop a success, but we can only do this if you inform us of your needs in a timely manner.
- Will you be bringing any supplies of your own?
If so, we need an itemized list of what these supplies are. We may need to clear your supplies with the convention center.
- Workshops typically run between 1 and 3 hours in length. The specific length of your workshop will depend on several factors, but to help ensure the most appropriate length, we will need to know what the MINIMUM and PREFERRED run times for your workshop are.
Panel & Workshop Scheduling
Panel & Workshop scheduling doesn't occur until a few weeks out from Otakon, so we will not be able to give you the day and time that your presentation will be running until then. If you have made special scheduling requests in your submission, we will do our best to accommodate them, but there are no guarantees that we will be able to. Ultimately we will schedule in the best interests of the convention.
Unless otherwise directed, all panel slots will be one hour long. There is an additional 15 minutes built-in before and after each panel allowing for setup and tear down, and allowing each panelist a full hour to present their content.
Workshop time slots vary in length between one and three hours, depending on content. We will schedule you for a timeslot dependent upon the requirements we requested above. There is also a total of 30 minutes built-in before and after each workshop, allowing for setup and tear down. This ensures that each presenter has all of their scheduled time to present their workshop content.
Pre-Registration for Otakon 2019
We no longer require first-time presenters to pre-register and receive post-con reimbursements after successful completion of their panel or workshop. All selected presenters will be receiving compensated memberships to Otakon.
In the event that you have already pre-registered for Otakon, please let a Panels or Workshops staff member know when you check in for your panel or workshop.
You will be given instructions for claiming a post-con reimbursement after successful completion of your panel or workshop.
Pre-Registering for Otakon:
- If you have received an email containing a link to this page, you will need to follow these instructions in order to pre-register for Otakon 2019.
- To claim your comped membership, please check the Programming Acceptance Email you received, in which you will find a unique discount code(s) that you can use to pre-register for Otakon.
- Note: Check the email carefully!
- If you specified additional presenters on your application, you will find additional unique codes listed in the Programming Acceptance Email.
- There is a limit of 3 comped memberships per panel or workshop, including yourself. Therefore, your email may contain up to 3 unique codes.
- No comp codes will be issued to additional presenters that were not already included in your original application.
- Due to the unique one-time use nature of the codes, each presenter must register themselves separately.
- The codes may only be used once.
- It does not matter which presenter uses which code.
- It is your responsibility to forward any additional discount codes to your additional presenters.
- It is your responsibility to ensure that your additional presenters have pre-registered for Otakon 2019.
- Each presenter will need to be pre-registered for Otakon 2019 in order to present your panel or workshop.
- Once you have located your code, please follow this link to pre-register for Otakon.
- Failure to pre-register will result in cancellation of your panel or workshop.
Arriving at Otakon & Picking up your Memberships
For all Presenters:
- When you arrive at Otakon, you will need to pick up your pre-registration A.S.A.P.
- If your panel or workshop is scheduled for an early Friday morning slot (sorry, we hate to do this, but someone has to go there), we strongly recommend that you and your presenters avail yourselves of the Thursday night Pre-Reg Pickup.
Presenter Line Skip:
- This year, we will be running a line skip to allow you to get out of line and into the con faster.
- The line skip will be open during Thursday night pre-registration pickup between 3:00 PM - 10:00 PM, and on Friday between 9:00 AM - 12:00 PM.
- If there is no longer an outside line before the 10pm cut-off, we will discontinue the outside line skip.
- Both primary and additional presenters are eligible to take part in the line skip.
- If you are not sure if your name was listed, please contact your primary presenter to confirm. The primary presenter is the person who submitted the programming application.
- Presenter Line Skip Procedures:
- If you meet the criteria above, you can proceed directly to the Mt. Vernon Place NW entrance to the WEWCC during the hours shown above.
- There will be Panels and Workshops staffers present at the entrance to the WEWCC.
- You will need to provide some form of photo identification.
- Tell the staffer(s) your name and show them your ID.
- You will be escorted inside the WEWCC to Programming Ops - room 209, where you can pick up your registration.
- Once you have picked up your registration, please proceed with Presenter Check-In.
Panelist & Workshop Presenter Check-In
Primary Presenter Check-In
- Once you have picked up your registration, we ask that you check-in with Programming Ops in WEWCC Room 209A as soon as possible.
- Checking in with Programming Ops lets us know that you have safely made it to the con and that you are prepared to present your panel or workshop.
- The earlier you check in, the better. Checking in early allows us to hammer out any unforeseen details.
- Programming Ops will be open Thursday evening during pre-reg pick-up to check in presenters.
- You are required to check-in with Programming Ops no later than two hours before the posted start time of your panel or workshop.
- Failure to check-in by the two hour deadline may result in your panel or workshop time being reassigned to a panel or workshop on our wait-list.
- There are NO exceptions to this rule.
- Allowances will be made for the very first panel or workshop in each programming room at the start of programming on Friday 07/26/2019.
All Other Presenters Check-In
- All Presenters must check-in with Programming Ops prior to the start of their panel or workshop.
- While additional presenters are not required to check in by the two hour deadline, we strongly advise you to do so in order to avoid potentially missing your panel or workshop.
Panelist & Workshop Presenter Ribbons
- When you check in with Programming Ops, you will be asked to complete an Associate Waiver Form.
- Upon completion of the required form, you will be issued a Panelist or Workshop Ribbon.
- IMPORTANT! The ribbon you receive is your passport to all things related to being an Otakon presenter.
- Otakon Panels & Workshops Staff are instructed NOT to allow anyone to participate on any panel or Workshop without a Panelist or Workshop Ribbon (or Staff, Press, or Guest Badges).
- The ribbon will also grant you access to the Programming Lounge.
As usual, there will be a number of tables for you to relax, watch some anime, prepare for your panel or workshop, or just interact with other presenters etc. We will have snacks available (both healthy and decidedly UN-healthy).
- The Programming Lounge is for presenters ONLY! No friends, relatives, familiars or persocoms will be allowed in the Programming Lounge without an authorized Programming presenter ribbon.
- Any member in the Programming Lounge area will need to have an authorized badge ribbon.
- Otakon Staff and/or Gofers are NOT responsible for items that are left in the Programming Lounge.
- A representative of the Otakon Panels or Workshops Department can be reached at the following number: 410-870-9920.
- This number is for emergency issues only!
- "My flight is delayed and there is no way we'll be there for our panel or workshop".
- "It's Friday morning, I’m stuck outside and we're scheduled for a 9am!.
- We will not be taking informational type calls on this line
- "What time is my panel or workshop?"'
- "What room is my panel or workshop in?"
- "Has my co-presenter checked in?"
- Please stop into Programming Ops for those types of inquiries.
Thank You for your attention and for your contribution to Otakon 2019! See you @ the CON!
Otakon Programming Staff