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Panel application

Most of Otafest's programming is provided by community members like you who have creative ideas to present to their peers.

Panels are the lifeblood of Otafest, and they’re powered entirely by you. This is your platform to step up and host the events you want to see. Are you an expert on a niche anime series? A master of a specific cosplay craft? Do you have a hilarious game show idea bouncing around in your head, or want to host a tournament in the Otafest Arcade?

Whatever your unique idea, we provide the room, the audience, and the support. You bring the creativity and the passion. This is your chance to shape the festival experience for hundreds of your peers. We can’t wait to see what you come up with.

We love our community’s unique creativity and we’re excited to see what you have in store this year!

When are panels chosen?

Selections will be made by the end of March. We will notify all applicants as to whether they’ve been accepted or waitlisted at that time. If this timeline changes we will notify you via email.

Panelists at Otafest

What makes a great panel?

Have a killer idea but feeling a little nervous about your first time? Running a panel is incredibly rewarding, and it’s easier than you think. While every panel is unique, the most memorable ones often share a few key ingredients:

  • Keep a clear focusTime flies faster than you think, so instead of trying to cover "The Entire History of Isekai," narrow your focus to something specific, like "The Satirical Genius of KonoSuba." A focused topic allows you to go deeper and provides more value to your audience.
  • Be enthusiasticIf you're genuinely excited about your topic, the audience will be too. Passion is contagious so let your personality shine through!
  • Engage the audienceDon't just talk at people for 50 minutes. Ask questions, run polls, take a Q&A at the end, or incorporate short video clips. An interactive panel is a fun panel.
  • Get some strong visualsNo one likes a wall of text on a slide. Use high-quality images, fun GIFs, and clean, simple text to support your points, not replace them. Remember, you are the presentation, the slides are just your backup.
  • Practice your timingRun through your presentation at home a few times. This helps you figure out what to cut, where to expand, and ensures you can fit everything into your allotted time without rushing at the end.

Panel ideas & inspiration

A “panel” is just a catch-all term for an “event hosted by a fan”. It can be anything you want it to be! If you’re looking for inspiration, here are some of the formats that are always a huge hit at the festival:

  • Educational deep dives: Do you know everything there is to know about a specific series, creator, or genre? Share your expertise! (e.g., "The Sakuga of Studio Trigger," "Queer Coding in 90s Shojo Anime").
  • Interactive game shows: Host your own version of a classic game show with an anime twist. These are always crowd-pleasers and fill rooms with energy and laughter. (e.g., "Anime Family Feud," "Name That Opening Theme").
  • Hands-on workshops: Teach your fellow fans a skill. Workshops that give attendees something to do or create are incredibly popular. (e.g., "Beginner's Guide to Worbla," "How to Draw Chibi Characters," "Intro to Japanese Tea Ceremony").
  • Lively group discussions: Host a debate or a structured conversation about a hot topic. These are great for building community and hearing different perspectives. (e.g., "The 'Best Girl' Gauntlet," "Sub vs. Dub: The Ultimate Debate," "Manga Readers Anonymous").

These are just a few examples to spark your creativity. We always encourage you to come up with your own unique ideas!

Room setup

  • The standard panel room set up comes with theatre style seating (chairs for attendees, presentation area at the front of the room).
  • Otafest provides speakers, a mixer, a microphone, a projector, and a screen for each panel room.
  • You will need to provide your own laptop/device and any required adapters to connect it to the provided HDMI cable.
  • Otafest provides wireless internet connectivity for panelists, however it is shared between all panelists and is not sufficient for high-bandwidth operations such as streaming videos or large downloads. Please be aware that other presenters are also using it and use the wifi fairly.
  • For Otafest Arcade submissions, we can provide TVs/Monitors by request (note it in the equipment request area). We cannot guarantee the items on your list, but we will try our best.

Panelist discount

  • 1 panel: Upon panel acceptance, you and one assistant are entitled to a discounted weekend pass to Otafest.
  • 2 or more panels: Upon acceptance of your panels, you and one assistant are each entitled to a free weekend pass to Otafest.

See the panelist terms & conditions for details, including how we will handle the situation if you’ve already pre-purchased your ticket online.

Panelist terms & conditions

Click to expand - terms & conditions
  1. GENERAL GUIDELINES
    1. Content and Conduct
      1. You must provide a detailed and accurate description of your panel’s content during submission. If the presented content deviates significantly from the approved description, Otafest reserves the right to stop the panel early. Such a violation will result in a ban from presenting at future Otafest festivals.
      2. All panel content must be appropriate for its assigned age rating. Panels designated “18+” are the only events where coarse language, significant violence, or nudity may be permitted.
      3. No panel, regardless of age rating, may contain any content that depicts, references, or shows minors in a nude or sexual context. This is a zero-tolerance policy.
      4. If presenting an 18+ panel, you and all your assistants must be at least 18 years of age on the day of the presentation. Government-issued photo ID will be required for all panelists, assistants, and attendees to gain entry. No exceptions.
    2. Punctuality and Preparation
      1. You and your assistants must check in at Otafest’s Information Desk at least 1 hour before your panel’s scheduled start time.
        1. The panelist must be present at check-in to verify the eligibility of all assistants when they pick up their passes.
      2. There is a minimum 30-minute break between panels. Arrive early enough to set up, test, and ensure all your equipment is operational before your scheduled start time.
      3. All panels must conclude by their scheduled end time to respect the festival’s schedule.
    3. Code of Conduct
      1. You and your assistants are expected to behave professionally and respectfully toward all attendees, volunteers, staff, and members of the public.
      2. Failure to adhere to this standard of conduct may result in immediate ejection and a ban from future Otafest events.
    4. Substance Policy
      1. Consumption of alcohol, drugs, or other intoxicants by the panelist or any assistants is strictly prohibited during the scheduled duration of the panel.
    5. Panelist Accountability
      1. The panelist is fully responsible and accountable for the actions of all their assistants and any other persons involved in the running of their presentation.
  2. WAITLIST POLICY
    1. Waitlist Procedure
      1. In the event that applications exceed available programming slots, Otafest may place your panel on a waitlist.
      2. If waitlisted, be prepared to provide a complete copy of your presentation materials without delay upon notification of acceptance.
  3. CANCELLATION POLICY
    1. Notification Requirement
      1. If you must cancel, you are required to notify the Panels Coordinator by emailing panels@otafest.com with a valid reason on or before April 15, 2027.
      2. Failure to provide timely notification may result in a ban from presenting at future festivals. All cancellations are reviewed on a case-by-case basis.
  4. DISCOUNT & REIMBURSEMENT POLICY
    1. Pass Discounts and Reimbursements
      1. The panelist and 1 designated Primary Assistant are each entitled to a discounted Weekend Pass for $20.00.
      2. If you are the panelist or Primary Assistant for 2 or more panels, you will instead receive a complimentary Weekend Pass.
      3. If a pass was pre-purchased, a reimbursement for the appropriate amount (less the $20.00 fee for a single panel, or less service fees for a complimentary pass) will be issued at the festival upon check-in.
    2. Policy Exclusions
      1. Discounts and reimbursements apply only to Weekend Passes. They do not apply to Youth, Child, Angel, single-day, or any other specialty passes.
      2. You may have up to 10 assistants, but only the 1 designated Primary Assistant is eligible for a discounted or complimentary pass.
  5. EQUIPMENT
    1. Otafest-Provided Equipment
      1. Otafest provides a standard set of audio-visual equipment in each panel room, including speakers, a mixer, a microphone, a projector, and a screen. Any requests for equipment beyond these standard provisions are not guaranteed and are subject to availability.
    2. Panelist Responsibility
      1. The ultimate responsibility for providing all equipment necessary for a successful presentation, such as personal laptops and any specific display adapters (e.g., for MacBooks), lies with the panelist.
  6. DISCLAIMER AND LIABILITY
    1. Otafest Discretion
      1. Otafest reserves the right to approve, deny, reschedule, or cancel any panel at any time, for any reason.
    2. Limitation of Liability
      1. Otafest accepts no responsibility or liability for the content of any panel. The views and materials presented are solely those of the panelists.
    3. Panelist’s Legal Responsibility
      1. Otafest does not extend any form of legal protection to panelists. You are entirely responsible for ensuring the legality, safety, and appropriateness of your panel’s content.

Frequently asked questions

Can I host a panel with a friend?

Yes! Every panel can have a primary host and one official assistant. Both of you are eligible for the panelist discount/pass.

You can have up to 10 total helpers, but the discount only applies to two people per panel.

How do I make my application stand out?

Your title should be catchy and descriptive. Your description should clearly explain what your panel is about and, more importantly, why someone should spend an hour or more of their festival with you. Get them excited!

What if my panel is for an 18+ audience?

No problem, we have dedicated 18+ programming. Just be sure to mark it in your application. We will have volunteers checking ID at the door for all 18+ panels. Please note that you and all of your assistants must also be 18+ to host an 18+ panel.

I still have questions, who can I ask?

We’re here to help! Send any and all questions to our Panels team at panels@otafest.com.

Application form

Click here to apply