[cactusmomma]

This year, cosplay group and gathering submissions will be done slightly differently.

Instead of having one thread for people drop time and location requests in, we will be using a submission form.

As with past years:
- I will be checking the forms to make sure they are not being submitted randomly by anyone without their groups being spoken to.
- I will be working with the head of panels to make sure times between correlating gatherings and panels do not clash.

Submission deadline is set up tentatively for the end of February. This will give us time to make a schedule and run it by the groups submitting.

Reasons for this:
- Scheduling conflicts.
- Finding enough space and appropriate location for gatherings.
- Will be able to put maps and times up easier.
- People can plan their conventions earlier.
- Gatherings cannot be hijacked by other members.

Please use the form provided to submit your group's meetup.

Any questions and concerns can either be pm'ed to me here, on cosplay.com, or at gatherings@acen.org

[Millions_Knives]

will the list be added to the first post of this thread
so that people know what groups are already entered

[cactusmomma]

They'll go to the cosplay gathering thread.

[jenchan]

What about those who are not a member of the forum and wish to have a cosplay group? Has this been put on the main website to reach others whom don't check this forum?

My only issues with filling out the form at this point is that we do not have a map of the locations we can choose from, and I am not sure that we can get an accurate estimate of how many people are actually going to come to the gathering. Should we base the estimate it on how many people came to said gathering last year? This could be a serious issue if attendance rises this year. Also, are we considering rain backup locations for groups meeting outside?


One more question:
Under the LEADER section, there are three fields for the "Full name (Responsible party)" input. Do I enter my name as the leader three times?
Here is an image of the issue:
http://kisekinohana.net/acenleader.jpg

[keitaro-849]

i agree with this idea... i already posted a thread for my gaia meet-up and would like to have a good set time for it. only thing is that it suggests i need a backup leader. and since its not toward a specific anime there will be many different cosplays there.

This post has been edited by keitaro-849: 19 November 2009 - 11:06 PM

[cactusmomma]

Weird. Should be fixed now. (If it's still not going correctly, it is supposed to say E-mail and Cell number.)

If a person wants to have a gathering and isn't a member of this forum or cosplay.com, then they can still have their gathering, but it won't be in the programming book, given a time, nor will they have priority on the locations.. just as if we were doing this the same way as in past years. As for the front page thing, they will have to come look at these forums or cosplay.com's to take care of any information. Rain backups can also be included and are highly encouraged.

For attendance estimation, look at past years, look at other current cons and their numbers, look at the popularity of the series around the net. For locations, the last gathering list has most of the information for places.

keitaro: Check your cosplay.com pm box!

[jenchan]

cactusmomma, on Nov 20 2009, 12:54 AM, said:

If a person wants to have a gathering and isn't a member of this forum or cosplay.com, then they can still have their gathering, but it won't be in the programming book, given a time, nor will they have priority on the locations.. just as if we were doing this the same way as in past years. As for the front page thing, they will have to come look at these forums or cosplay.com's to take care of any information. Rain backups can also be included and are highly encouraged.

For attendance estimation, look at past years, look at other current cons and their numbers, look at the popularity of the series around the net. For locations, the last gathering list has most of the information for places.

I seriously think that this information should be posted on the main website in addition to being posted here, for those who don't check the forums. I know many people that do not check the forums, and check the website for updated information.

Question: The green areas highlighted on this map are photo shoot locations, right?
http://img237.images...ainlevelhf7.jpg
http://img123.images...perlevelrk9.jpg

The reason I ask is that there are a few more places that cosplayers have met not listed on here.

Are there any plans to get a more update map/picture up of the locations before the deadline? I mean, a picture of the location not covered in snow? It's not really possible to get an accurate estimate of space and setting that way, to be honest. I mean, I could do this, but I'm not on staff, so not sure how welcome I would be to do this.

Please do not think that I'm trying to cause any strife here, just trying to help.

[Jam-Kiske]

Will we still be able to schedule stuff after February, just without it getting in the book?
It just seems a might early deadline, particularly for smaller groups that might pop up.

[cactusmomma]

Jam-Kiske, on Nov 20 2009, 09:30 PM, said:

Will we still be able to schedule stuff after February, just without it getting in the book?
It just seems a might early deadline, particularly for smaller groups that might pop up.

If a person wants to have a gathering and isn't a member of this forum or cosplay.com, then they can still have their gathering, but it won't be in the programming book, given a time, nor will they have priority on the locations.. just as if we were doing this the same way as in past years.

jenchan, on Nov 20 2009, 03:27 PM, said:

Are there any plans to get a more update map/picture up of the locations before the deadline?

Yep.

[Millions_Knives]

is good to know
la la la

[~Sarah-Chan~]

I noticed on the submission forms that we have to submit our cell phone numbers. What purpose does this serve because I am wary about giving my cell number out.

[cactusmomma]

It will be for staff use only. It's just like for panel submissions. It's for emergency/last minute changes just in case the in-charge cannot be gotten ahold of in any other fashion.

[CrimsonAnime]

I know you check to make sure that what is being submitted is what everyone in the thread agreed on...but what if no one has posted something? Will the submission be ignored?

I ask in terms of the Revolutionary Girl Utena and the Bleach meetups.

[cactusmomma]

No, it will not!

[~Sarah-Chan~]

Random question, if we submitted a shoot but wanted to change the suggested times of the shoot how do we do that?

[cactusmomma]

PM me.

[Millions_Knives]

official photo shoots get rights to times spots and are in the program
so at the very least you could get kicked from your spot
and no one will know your there
im sure the time limit has to do with printing the programs

[CrimsonAnime]

Usually they continue to take submissions on the forums and they are posted in the gatherings, but as MillionsKnives said the deadline is for the programs to be printed. submissions made after are usually only known to people on the forums.

[cactusmomma]

The big reasons for the form submissions right now:
1) One nice and tidy database that doesn't get eaten up by forum programming. (coscom, looking at you!)
2) Puts everything in order so no group gets skipped over on accident/no off topic clutter.
3) We can have stuff in for the programming book early!
4) This schedule goes to the panels department, so they can make their schedule and not have any interferences.

I'm going to post up what's scheduled so far in a few minutes, so everyone can see what's available.