Host a Panel at AWA!
We consider submissions from everyone over the age of 16. Proposals are evaluated both individually and against similar types of proposals. To help you focus your proposal, here’s a list of items that will really get you noticed. Panel Submissions for 2020 will open February 1. If you have questions, please email firstname.lastname@example.org.
Changes can’t be made to a panel after September 19th. Please make sure all information is submitted to us by this time.
We like proposals for panels that:
- Directly involve anime, manga or other Japanese culture. For example, a well-planned proposal that features an anime will take priority over an equally well-planned proposal that features an outside fandom, such as American comics or movies. Having said that, we do have a certain amount of leniency, especially if the fandom is large (in other words, we’ve received a lot of proposals for it) or overlaps AWA’s main fandoms in some way, for example: tabletop games.
- Are well-planned and have supporting materials. The proposal is our first glimpse of how you communicate and what you want to do at AWA. Make sure it’s well-written and try to include evidence that the panel will be successful. If you can’t include something in the online form (such as a picture) or a something changes after you submit, email it to email@example.com (make sure to include your name and the panel name for reference).
- Are engaging and interactive. We like lectures, too, but a proposal that introduces a creative way to communicate with the audience really catches our eyes.
- Are more than dressing in character and showing up. You can certainly submit “in-character” panels, but we’d like to see more than, “come ask your favorite character a question” in the description. If you have support for your panel going well in the past, such as videos, we’d like to see that, too.
- Don’t involve physicality. We know that “battle chess” and other such games are super fun, but we don’t have the room or oversight to make sure they run safely, unfortunately.
- Aren’t speed or blind dates. You can definitely submit a proposal, but please know that we’re pretty strict with planning these sorts of events. We have to make sure that all our guests are comfortable and safe, after all. That being said, AWA is a huge gathering of people with interests just like yours – any event could be the place you meet your new best friend!
- Panels for all audience age groups are welcome, just make sure to let us know your panel is 18+ if it is for more adult audiences!
If you have any other questions about this information or the panelist proposal form, please send an email to firstname.lastname@example.org.
How it Works
Now that you have a few guidelines, here’s a quick rundown of how the process works:
- You submit your proposal online ON OR BEFORE AUGUST 31st, 2020.
- Once your panel has been submitted, you will see a confirmation page that lets you know we have received your panel. You will also receive an email with a confirmation of the panel being in the review process.
- Make sure that you can get emails from email@example.com.
- Your panel will be entered into the decision process.
- The committee will meet roughly once a week to place proposals in one of three categories
- You’ll be notified of your status via email as soon as possible. We will do our best to send out updates weekly through September 1st. There will be a second round of status updates by September 28th for anyone that is placed in the tentative category in the first round.
- During the decision process, we’ll also be in touch with any questions we have about your proposal. Because of this, we ask that you check your email regularly, at least once a week, and white list emails from *@awa-con.com
It’s important to note that this process isn’t first-come-first-served. For example, if we get a really good proposal about something only loosely connected to anime early on, we’ll often put it in the tentative bucket until we’re sure we have space on the schedule. We are continuing our system of rolling acceptances this year instead of making all the decisions in one batch. While we still like to choose the best panel possible, submitting early may increase your odds of being chosen since there will be less to compare it to.
There are several tricks for writing good proposals, but here are a few that really make your proposal pop to us:
- Proofread your work. Use word-processing software to create your write up, and have a knowledgeable friend look it over for you. This is our first look at how you communicate – and communication is key to a successful panel!
- Take time to really explain your experience and why you’re the best person to run this panel. If you’ve uploaded a video of panels you’ve hosted in the past, give us the link. If you have an online portfolio, give us the link. Take the opportunity to show us how awesome you are.
- Make sure your content is relevant to the con. The world of fandom is wide and varied… and overlapping. First and foremost, Anime Weekend Atlanta focuses on anime, manga and other elements of Japanese culture. These panels take priority. If there are slots available or we receive an overwhelming amount of proposals, we do allow other fandom focused panels.
Basically, the more thought and planning you put into your proposal, the better. We should feel confident that you’ve covered all your bases when we read it.
How long until I hear back from you?
- That depends. You should get a confirmation email within 48 hours of submitting your proposal, After that it may take 1 week or less to hear the first round decision of your panel. Since we are all volunteers, things may come up that delay this as well. After that we will have our second round emails going out by September 28th at the latest. Somewhere in there we will email out more details about hosting your panel at AWA and badges. We may need to contact you with questions about your panel at any time, so be sure to check your email regularly. We recommend at least once a week. Of course, you can always email us with questions or anything else you think we need: firstname.lastname@example.org.
How old do I have to be to host?
- Our minimum age limit for panelists is 16 for all hosts and co-hosts.
What devices do you support?
- Currently, we support laptops (PC and Mac) only. We can’t connect a tablet or phone to our system. If you plan to have a digital presentation, make sure you can run it from a laptop.
- For audio, we have connections that go right into the headphone jack on your laptop. For video we have a small number of VGA adapters available, good news most laptops come standard with a HDMI, mini display, or USB-C port now. If your not sure which connectors you have take a clear photo of your laptop ports and email us so we can help you! Please make sure we know which connections you need so we can ensure the proper connections are in your panel room.
I have no idea what kind of connections my device has. What should I do?
- The best way to be sure we can support you is to take a clear picture of your laptop’s connections and email it to email@example.com. Be sure to include your name and panel title so we can update your panel information.
Will you have internet or WiFi?
- Unfortunately, no, we do not have wi-fi available in the events rooms. Please save all files you need for your presentation in a way that you can bring with you, such as on a laptop or USB drive
Do panelists get special rates for badges?
- 1 to 3 Hours = Access Code for [Discounted] Panelist Badge
- If you contribute 1 to 3 hours of programming, you’ll get a 4-day badge at a discounted rate of $35.00 (plus the online purchase fee).
- 4 Hours or More = Free Panelist Badge
- If you’re on the schedule for 3 hours or more, you’ll get a 4-day badge free of charge.
- Keep in mind, each panel can only have up to 2 discounted badges, a host and a co-host. In other words, the panel hours can only count towards 2 people.
- Since it’s never certain that all or any of your proposals will be accepted, your best bet is to buy your badge as early as possible to maximize your savings.
I bought a badge before I was accepted as a panelist. What can I do?
- Good question! We have a few options for you, depending on which type of panelist badge you qualify for:
- Discounted Badge (1 to 3 hours)
- You can transfer the badge you purchased to someone else and purchase the discounted panelist badge. This way, you can presumably make your money back through selling the badge you already purchased.
- We can transfer the panelist discount to next year. This means that you will pay the panelist rate for your badge next year. Note: If the general admission rates increase, the panelist rate will also increase by an equal amount. For example, if general admission increases by $5, the panelist rate will also increase by $5.
- Free Badge (4 hours or more)
- You can transfer the badge you purchased to someone else and claim your free panelist badge. This way, you can presumably make your money back through selling the badge you already purchased.
- We can transfer your paid badge to next year and you can claim the free panelist badge this year. This means that you’ll already be set for next year!
- Discounted Badge (1 to 3 hours)
How big can my group be?
- There can be up to 4 panelists for each panel. Events that require larger groups (such as performances) will be evaluated on a case-by-case basis.
Does everyone in my group need to actually speak?
- Yes, anyone who is listed as a panelist at AWA should contribute in a visible and meaningful way during the panel. For example, someone who is coming to help transport your materials can’t be listed as a group member.
I want to run a contest. Does AWA provide prizes?
- Unfortunately we are no longer able to provide prizes, but this will allow you to choose and purchase your own prizes for your contest. Dates are NOT allowed to be given as prizes.
Can I charge a fee to cover workshop materials?
- You certainly can, but make sure it’s prominent in your write up so the attendees know. Also, you will be responsible for collecting the fee yourself at your event.
Can I get another person’s information to contact them about joining their group?
- Due to privacy concerns, we can’t give out panelist’s information, but we will happily give your information to the other party. They can contact you at that point if they’re interested.
My panel wasn’t accepted. Can I submit another one?
- Absolutely! A denied proposal is often a really good learning experience.
How do you schedule panels and pick rooms?
- After the panel has been accepted, we take a look at your preferred schedule and the overall schedule availability to decide when and where your panel will be.We work hard to make sure your event is scheduled during your preferred hours, but sometimes we can’t. You’ll be notified in advance if we can’t make your preferred times. Room selection is done based on panel attendance numbers we’ve been gathering for the past several years. If we find that a certain type of event or specific fandom is super popular, we try to fit it into a larger room. Of course, sometimes, the schedule works out such that only a smaller room is available during your preferred hours. Please don’t take this as a slight to your panel!
If selected, I really can’t host my panel during certain times (I’m a student or working or on AWA Crew, for example). What should I do?
- If you have very specific scheduling needs, just make sure they’re made clear in the proposal.
Can I use “AWA” or “Anime Weekend Atlanta” in my panel title?
- Only pre-approved AWA sponsored events may use “AWA” or “Anime Weekend Atlanta” in the title. If you are not one of the pre-approved panels, then we will alter your panel title to not include it.
What do you have available for me to use in your panel rooms?
- We make sure to include a projector, speakers and equipment to connect a laptop. Unless otherwise requested, we will also provide a table, 2 chairs, and 1 microphone. Please assume that if it not listed here you will need to provide it yourself. Please email us at firstname.lastname@example.org with any special requests.