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[:en]Panel and Workshop Terms and Conditions[:]

[:en]Please note that we require a separate application for each panel, or workshop that you will be applying to run. All applications must be submitted by 11:59 pm EST on February 29th, 2016.

Information About Panels

What’s a panel?
Panels focus on providing information and promoting discussion, as directed by a panelist or group of panelists. Cosplay panels can be focused on demonstrating a cosplay skill or technique or can focus on discussing an aspect of cosplay culture. As the panel host, you will be in charge of leading a discussion for a length of a maximum of 45 minutes.

*PLEASE NOTE* Due to the panel area being inside the main vendor area, we cannot allow any live demos that involve materials which may cause noxious fumes, irritants, or strong smells. For example resins, paints requiring non-water thinners or solvents, or burning/heat cutting of plastics.

Something else to consider when planning your content
Both the Ottawa Geek Market and Capital Gaming Expo are family friendly events and as such we would prefer that your panel or workshop be suitable to all audiences. If your content is of an ‘adult’ nature, please make this clear in your application.

Note: We will NOT approve any panels or workshops that pertain to hentai, explicit sexuality, pornography or extreme violence or gore.

Things to keep in mind if you are thinking of hosting a panel …

  • The use of presentation aids is encouraged! Use your artistic skills to enhance your presentation with photos, boards, example pieces (particularly if they can be passed around) etc.
  • Please note that you are responsible for leaving the room in the condition you found it in! If you, or any of your materials damage any part of the room (including walls, floors, tables, chairs, etc.), you will be held responsible.
  • You are responsible for your own set up and tear down. You will have approximately 15 minutes to set up and 15 minutes to tear down your presentation. Please bear in mind that the panelist following you will be setting up at the same time as you are tearing down so please clear the main table, so that they can set up, as quickly as possible.

Information About Workshops

What’s a workshop?
A workshop’s main focus is practical hands-on learning. Your goal as a workshop facilitator will be to educate a group of up to 15 workshop attendees in a new technique or skill. Workshops will be held in 45 minute segments (e.g. 45 min, 90 min, etc.).

If your workshop requires pre-registration or a fee, we will be in contact with you to work out the exact details.

*PLEASE NOTE* Due to the workshop area being inside the main vendor area, we cannot allow any workshops/live demos that involve materials which may cause noxious fumes, irritants, or strong smells. For example resins, paints requiring non-water thinners or solvents, or burning/heat cutting of plastics.

Things to keep in mind if you are thinking of hosting a workshop…

  • Can your activity be completed in a reasonable amount of time? Don’t forget planning times or drying times when considering the length of your workshop. Ottawa Geek Market does not have a secondary space to allow pieces to dry/cure/etc. All activities must be completed during the designated workshop time.
  • Will you be charging attendees to participate in your workshop? If so, you will be responsible for collecting the fees as participants enter the room at the beginning of your workshop. To help cover the costs of audio visual equipment you will be required to provide the Ottawa Geek Market with 15% of the fees gathered. These fees will be collected at the end of your workshop by a designated volunteer.
  • When selecting materials to use, we ask that you please keep in mind that attendees may have allergies and that you advise us of products that may cause reactions in attendees (e.g. latex, nuts, etc.). Also bear in mind that the panel area is separated from the main Geek Market area only by curtains and thus we cannot allow workshops with materials which may cause a noxious odor or excessive noise that may disrupt nearby vendors and attendees.
  • Please note that you are responsible for leaving the room in the condition you found it in. If you, or any of your materials damage any part of the room (including walls, floors, tables, chairs, etc.), you will be held responsible. Workshop facilitators will need to provide their own protective tarps if they’ll be using paint, glue or anything else that might damage the floors or tables.
  • Workshop facilitators will be responsible for their own set up and tear down. You will have 15 minutes to set up and 15 to tear down your presentation. Please bear in mind that the panelist following you will be setting up at the same time as you are tearing down so please clear the main table, so that they can set up, as quickly as possible.

The Jurying Process

A team of Ottawa Geek Market staff will be jurying all applications between March 1st and March 7th, 2016.

We will be focusing our selection on the following criteria:

  • General completeness of application. The more detail the better!
  • Priority may be given to applicants who are available the entire length of our event. Please let us know if there are any blocks of time that you will be unavailable to present.
  • Prior experience. Have you hosted cosplay panels or workshops at other events? Are you a great public speaker? Are you frequently teaching your friends? These are things we want to know and will consider when you are applying.
  • Level of interest.  Due to limited space and time, we will only be considering panels that fit a general cosplay theme. While we would love to hear you discuss your favorite anime, TV show, video game, etc., we are looking for panels and workshops that will appeal to a large group of attendees.
  • The Ottawa Geek Market is proud to be a bilingual event. We are glad to be able to provide programming in both languages. For this reason preference may be given to presenters who are able to present in French and in English.

Cancellations

The Ottawa Geek Market understands that it can be hard to predict what the future may hold. But we ask that if you submit an application for a panel or workshop, that you make every possible effort to honour your commitment. However if you can’t make it, our cancellation deadline is April 1st, 2016 at 11:59 EST. If you have a last minute emergency after this date due to illness, family emergency or any reasonable excuse, the responsibility to run the panel or workshop will fall to the other co-presenters if there are any. Should you need to cancel, please contact us at cosplayzone@ottawageekmarket.ca as soon as you can, so we can try and fill your time slot.

Event Passes

We are happy to offer our panelists, and workshop facilitators a one day pass per presenter/assistant (to a maximum of three per panel/workshop per day) as a thank you for your time.  Please contact us directly regarding groups of four or more for event passes and arrangements will be made on a case-by-case basis. Be sure to explain who will be presenting/assisting when filling out your application.

Additional Information

  • Please arrive at least 20 minutes before your panel or workshop is set to begin.
  • All panelists and workshop facilitators must behave in a mature and respectful manner. Rude behavior, discrimination and swearing will not be tolerated.
  • We strongly encourage all panelists and workshop facilitators to be fragrance-free at the event for the comfort of some of our attendees, staff, and volunteers who are sensitive or allergic to fragrance. As such we request that you and your assistants/co-presenters refrain from wearing cologne, aftershave, perfume and body sprays.
  • Additional logistical information will be provided to all approved panelists and workshop facilitators a few weeks before the event.

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