Cosplay Meet-up Coordination FAQs

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Katsucon Cosplay Meet-up Coordination
Frequently Asked Questions

 

Q. What is Meet-Up Coordination?
A. Meet-Up Coordination was established to help coordinate large group photos in the Gaylord’s most popular areas. By reserving with Katsucon, you are guaranteed the space and time slot for your group with the Meet-Up Team’s presence to maintain order and assist you if needed.

Q. What locations are the Meet-Up in?
A. For 2019, our Meet-Up locations are the Gazebo, the end of the Potomac Hallway, behind the Autographs lines, the Fountain, and Riverview (which is for Dance Groups only). Below is a map of our locations.

Q. Are there group size restrictions for each Meet-Up location?
A. Each location does have a minimum: 50+ = Fountain, 30-50 = Gazebo, 30 of fewer = End of Potomac Hallway (past the Autographs lines). These numbers are approximate based on your expectations. If your group is significantly smaller, we may cut your time slot short.

Q. What days and times can I request a Meet-Up?
A. Meet-Ups for 2019, will occur Friday and Saturday from 11:00am to 9:00pm, and Sunday from 11:00am to 3:00pm. The end of the Potomac Hallway has limited availability due to Autographs schedule.

Q. How long are the time slots?
A. We currently have the option for 30 minute time slots. If you are applying for a 80+ group and think you may need longer, we can allot an hour time slot, please email us after submitting your application. Remember that your time slot includes 5 minutes for finishing/clearing at the end.

Q. When do Meet-Up applications and close?
A. Submissions will close January 5, 2019 at 11:30 pm or once all available slots are filled, whichever comes first. All applicants will be contacted and the finalized schedule will (hopefully) be available a month prior to Katsucon.

Q. How do I apply for my Meet-Up?
A. Submissions have closed. The meet-up schedule will be posted shortly.

Q. Can I apply for more than one Meet-Up?
A. Yes, you can! However, please know that if you do apply for multiple fandom Meet-Ups only ONE will be approved. When applying, please indicate which Meet-Up you would like prioritized in the Comments section of the application.

If you are a part of an organizer group, please ensure that a different member of your group is the primary contact for your applications to each fandom Meet-Up you are applying for.

Q. Will there be more than one Meet-Up per fandom?
A. Due to an influx of requests, we are generally only scheduling one Meet-Up per fandom. If additional times become available, we may contact you.

Q. I would like to take a few photos in front of the Gazebo and only expect to take a few minutes. Will I be allowed?
A. We will host an open period for the Gazebo each day. We will have a line up for small groups or individuals to snap a few photos. The line will start about 15 minutes prior to the open period. We will announce the open period with the schedule of photoshoots, so stay tuned!

Q. I am a part of an idol group and we would like to perform. Is this allowed?
A. Yes! In 2019, we will be opening up a performance space in Riverview for idol groups. We are currently working on logistics so please be on the lookout for updates!

Q. My Meet-Up application was approved. As the organizer, is there anything I need to prepare?
A. The main request we ask is for everyone to show up organized with their shot list and group ready to go. This is especially important with the larger groups and we recommend preparing a timed shot list. If applicable, we request you share the Facebook Event with us, as well as a copy of your shot list so we may assist you if you have a large group.

Q. My Meet-Up application was not approved. Why?
A. We know it’s a bummer but your application could have been rejected for any of the following reasons:
• The requested fandom has already been added by another organizer
• The time slot requested is not available
• The location requested is not available
• An organizer has already been approved for one Meet-Up.

An email will be sent to applicants with the reason of rejection. Just because we were unable to accommodate you does not mean your meet-up cannot happen; only that it cannot take place in Katsucon Meet-Up designated locations.

Q. I don’t have a Meet-Up officially scheduled with Katsucon. Can I still take my group pictures in the Meet-Up locations?
A. During Meet-Up hours, our locations will be reserved for those with approved applications. You are more than welcome to use the Gazebo, the End of Potomac Hallway, and the Fountain any time before 11am (when we start) and after 9pm (when we end). There are also plenty of other picturesque areas with the Gaylord to choose from!

Q. I have a question regarding Meet-Ups. Who do I contact?
A. Please contact us at [email protected] and one of us will get back to you as soon as we can.

Q. Where can the Meet-Up Coordination Team be found during the convention?
A. If you have any issues or concerns during the convention (or just want to see our faces!), our office is located in Magnolia 2 which is located on the hotel-side of the Gazebo level.