Panel Registration Guidelines
PANEL REGISTRATION CUT-OFF DAY
Anime St. Louis accepts panel registration until February 28th, 2017 or until we are full (due to the structure of our registration process.) No late forms will be accepted.
Update 1-5-17: As of December 5th, we are now full on Q&A style panels as well as character interaction panels (murder mysteries, game nights, etc). However, if you’re still wishing to present while in cosplay, you’re more than welcome. We just ask that the panel not be an “in-character” presentation like these panels are generally known for, where more than 25% of the panel consists of in character interactions. At this time, our biggest need is for standard presentations, round tables, or show discussions. If you are unsure if your idea would be classified as a Q&A panel or not before you apply, please feel free to e-mail firstname.lastname@example.org. Thank you.
PANEL REGISTRATION PROCESS
We want our panelists to know they are accepted as early as possible so they can have plenty of time to prepare, so we have a process in place to make that possible. By the first Monday of every month, you will know if your panel was accepted, on hold or denied. (Keep in mind, you may find out earlier). Due to this, it is very important to submit as soon as possible. In the e-mail, you will be given one of the following statuses.
ACCEPTED – Congratulations, your panel was accepted!
WAITING LIST – For a stated reason, your panel will be on a waiting list until the reason is cleared. This could be possibly a guest wanting to do the same panel topic.
DENIED – Your panel was denied.
Please note, you will not find out your day or time slot until early April. If you do not receive a message by the first Monday of the following month, please feel free to follow up with us.
PANEL REGISTRATION INFO & GUIDELINES
- LEAD PANELIST – There may only be ONE lead panelist. The lead panelist will be in charge of all communication on behalf of the entire panel with the Programming Chair prior to the convention. They are also responsible for their teams behavior, remarks and information given during the panel.
- SECONDARY PANELIST – The maximum amount of secondary panelists is 8. This is to help with space issues and the ability for everyone on the panel to have a chance to equally participate. While they are more than welcome to communicate at con with the panel runners staff & at the programming ops, they may not change anything on the panel (description, time requests, name requests, ect) pre-convention. If anything arises and concerns needs to be brought to the staff attention, please feel free to contact email@example.com.
- ADDITIONAL PANELISTS — If you have a panel that goes beyond 9 total panelists (1 Lead, 8 Secondary) please list them in the “additional panelists” section. Keep in mind, additional panelists qualify for early check in but will NOT qualify for reimbursement.
- LIMITATION – Due to the new reimbursement program, panelists can only take part in 4 panels total. This is to limit people taking advantage of the system & scheduling conflicts. The total amount of panelists that can receive reimbursement is the 9 you list on your form (1 Lead, 8 Secondary.) Please look above for further details.
- UNLISTED PARTICIPANTS – Those who are not listed on your submission may not participate as panelists. If an unlisted participant acts as a panelist (such as, the lead panelist invites them to be panelists during or prior to the panel) and breaks any rules of Anime St. Louis or partakes in anything inappropriate during your panel, it will still be held against the lead panelist. This may result in the lead panelist to not be asked to return in future events. What happens during the panel is the lead panelist’s responsibility.
- Speed Dating panels will not be accepted. AnimeSTL provides a Speed Dating event already.
- Host Clubs, Maid and/or Butler Cafés, Parties or Cafés of any sort are prohibited. AnimeSTL provides Honey Tea Café as entertainment with food and beverage.
- Adult Panels — Keep in mind that all mature panels (hentai panels, yaoi and yuri panels, etc.) will be later in evening, and only those 18 and over are allowed to attend and run such panels. If an underage attendee (marked by red badges) manages to sneak past our staff members to go to your mature panel, it is your responsibility to ask that person to leave.
- Food, Candy & Drinks are not allowed to be handed out nor sampled. Displaying purposes will be on a case by case basis.
- Contact E-mail — Please check your e-mail and add firstname.lastname@example.org to your contacts to prevent us from being directed to junk mail.
- Variety — We only accept one panel per topic/generalized genre/series. The exception is if the panel has to do with a very specific topic on a series that would not cross the “generalized” series panel, this includes “ask the character” panels. These are handled on a case-by-case basis. Due to space, we only accept ONE additional panel on a topic/generalized genre/series, so the sooner you submit the better your chances are! (“Ask” panels are defined as a panel that is an entire hour of asking a cast of cosplayers who are in character. You may include “ask me” sessions in normal panels, but please limit these to only 25% of your panel for it to not qualify as an “ask” panel.)
- Q&A Panels — Please see above. This year, we are only allowing 4 total Q&A/”Ask The Character” panels to ensure variety in types of panels we offer. The sooner you apply, the higher your chance is to secure a spot.
- You MUST provide your surname that is on your state-issued ID. We will not share these names on a public forum. This is to keep track of panelists in our records for reimbursement & avoid fraud. As of Anime St. Louis 2017, we no longer require legal first names.
- It is the responsibility of the panelists to inform upon registration if you are planning to or already have applied for another panel. Generally, we catch on! However, many panels come through our system. If you go from a LEAD to a SECONDARY on a panel or vice versa, we won’t easily be able to tell if you are on multiple panels.
PANELIST PERKS & REIMBURSEMENT
CHECK IN — Please go to the Show Office at the St. Charles Convention Center upstairs to check in to pick up your pre-registered badge or purchase a badge to skip the lines so you may prepare and have plenty of time before their panel! This also helps us keep track of what panelists are ‘checked in.’ You will also receive a handy help guide to being a panelist at AnimeSTL. You must present your name, ID (if you are doing an 18+ or pre-registered), and the name of the panel you are a part of. All of the same rules still apply to this as it would in registration, like the cosplay discount. You may only pick up or purchase your own badge. You may not pick up or purchase your other panelists’ badges, or for non-panelists!
The Reimbursement program is an opportunity to reimburse our hardworking panelists for all of their time and effort to provide programming. Each panelist is tracked separately by their full, legal name on their state issued ID. Panel Runners will be keeping track of panelists hosting per panel. If a panelist does not show up with the rest of their team, the team will still get their discounts. The absent panelist will not. Panelist’s refunds coincide with what they paid for their badge (rather at door, or pre-reg.) You cannot make back more than you paid. If you go beyond what you originally paid, there will be no further reimbursement.
- LEAD PANELIST – $15 Back Per Panel (once you hit 4 panels at weekend price $55, you will only awarded $55, not $60.
- SECONDARY PANELIST – $10 Back Per Panel
- REIMBURSEMENTS ARE NON-TRANSFERABLE ONCE ACHIEVED.
To claim your reimbursement, you must “check out” meaning you no longer can earn any more money back for the rest of the con (aka you can’t get money back directly after each panel throughout the weekend.) To check out, please go to the SHOW OPS. Please allow an additional hour for our panel runners to update the system before attempting to cash out. If complications arise, SHOW OPS will contact PROGRAMMING OPS to settle it immediately.
If you are a late night panel and will not be attending the next day/rest of the weekend, this does not apply. We will work immediately to accommodate you right after your panel. If you are aware that you will not be attending certain days prior to the con, please make note in the special requests on the form.
If you have any questions, please contact email@example.com. Thank you for your interest in being a panelist at Anime St. Louis and we look forward to seeing your submission!