Katsucon 2025 Meet-up Coordination

Hello again Cosplayers, Cosplay Designers, Performers, and Photographers! 

We are back to help officially schedule your meetup as a part of the convention. Our goal is to help organize and run meetups to create a more seamless, fun experience for all in attendance. We will be scheduling cosplay groups between these locations: the Gazebo, Balcony Right, Fountain and the Outside (Atrium Level Garden). Space for performance groups to meetup and perform will once again be located in the Cherry Blossom Ballroom.

The final schedule will be published with the convention schedule. We will email all the accepted organizers with their time slot as soon as the schedule is finalized.

REASONS TO SCHEDULE WITH US:

• You will have an official slot with no time/location conflicts with other groups
• Your photoshoot/performance will be on our official schedule, as well as listed on our track in Guidebook (Cosplay Meetup and Dance Meetup Lounge)
• Katsucon Staff will help you keep things organized, safe, and most importantly, fun

For additional questions, suggestions or requests, please email us at [email protected]

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COSPLAY MEETUP

We are here to help officially schedule and coordinate your group cosplay 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 Meetup Team’s presence to maintain order and assist you if needed.

Cosplay Meetups for Katsucon 2025, will occur Friday & Saturday from 11am to 8pm, and Sunday from 11am to 3pm. 

We will be scheduling cosplay groups between the following locations: the Gazebo, Balcony Right, Fountain, and the Outside – Atrium Level Garden.

An open period for small groups or individuals will be available at the Gazebo on Friday and Saturday from 1pm-2pm and 5pm-6pm. The line will start about 15 minutes prior to the open period.

Outside scheduling has also been made available. Note that by agreeing to move outside, your photoshoot will be added to the schedule, but Katsucon Staff will not be present and cannot guarantee the weather’s cooperation. The current popular location for outside shoots is Outside-Atrium Level Gardens but please feel free to indicate a different location when applying. 

All cosplay photoshoots are open for general attendees to participate in and to photography.

COSPLAY MEETUP POLICIES FOR 2025:

Applications are reviewed and approved on a “first come, first serve” basis. The number of participants will be limited at each location:  

• ​Gazebo – 30 to 50 participants
• ​Balcony Right – 10 to 30 participants
• ​Fountain – more than 50 participants
• ​Outside (Atrium Level Garden) – no limit  

​Cosplay Meetup photoshoots will be limited to 30-minutes.  

• ​1-hour photoshoots can be requested for the Fountain and Outside areas.  

​The primary organizer(s) must be pre-registered for the convention.

Only one meetup per fandom/primary organizer will be approved.  

• ​If you are a cosplay group who will apply for multiple fandoms, please list a different member of your group as the primary organizer for each request.    

​Duplicate fandoms/organizers will be waitlisted until applications have closed.  

• ​If approved, duplicate fandoms will be scheduled on different days.
• ​Sub-fandoms (i.e. a specific grouping of characters or a focused theme/costume set within a fandom) will be waitlisted to give priority to a general fandom request but can be scheduled on the same day.  

​We cannot guarantee schedule conflicts with main event programming. 

​An organizer must be present at their scheduled meetup. Meetups without an onsite organizer will be canceled. 

​Katsucon Staff are not able to watch anyone’s personal belongings. Please have a friend available to watch or secure them prior to the photoshoot.  

​Unofficial meetups are still allowed but are not under our purview. Any location or time outside of official Katsucon Meetup areas are not under our control.  

​ All convention rules must be followed during meetups including the Attendee, Photography, Dress Code, Cosplay Prop, and COVID policies.  

​If you need to make any changes to your application (i.e. add/remove organizers, change event/group name, or cancel), please email us

For additional questions, suggestions or requests, please email us at [email protected]

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CHERRY BLOSSOM STAGE

Are you a performer or group who wants to showcase your talents, or just looking for a practice space? Are you a DJ who wants to share your mixes with the masses? The Cherry Blossom Stage is the right place for you! Held in the Cherry Blossom Ballroom and formerly named Dance Meetup Lounge, the Cherry Blossom Stage is an open room for you to use for all your dance related purposes! 

We provide a basic setup for performers: a stage, a speaker system and one wired microphone.  Performers are welcome to bring anything else you might need for your event, such as: additional speakers, additional microphones, an mp3/phone/computer/flash drive for your music, an aux cord, and any additional cables needed to power and connect your devices.  

Dance space and seating will be available for attendees joining us at the Cherry Blossom Stage.  

Please bring water if you are performing or attending an event where you may be dancing!

CHERRY BLOSSOM STAGE POLICIES FOR 2024:

• Applications are reviewed on a first come, first serve basis
  • The primary organizer(s) must be pre-registered for the convention
  • links to active social medias, videos, or setlist will be required
  • Time requests are for 25 or 55 minute slots unless requested and approved; please ensure your performance accurately reflects your runtime
  • We cannot guarantee schedule conflicts with main event programming
  • If you need to make any changes to your application (i.e. add/remove organizers, change event/group name, or cancel), please email us
• Recording and photography are allowed within the room.  If you are a performer who does not wish to be on camera or have a designated camera operator, please notify the Katsucon Staff in the room and we will announce and provide “No Recording or Photography” signage during your performance.
• Katsucon Staff are not able to watch anyone’s personal belongings; please have a friend available to watch or secure them prior to the photoshoot
• All convention rules must be followed during performances including the Attendee, Photography, Dress Code, Cosplay Prop, and COVID policies

For additional questions, suggestions or requests, please email us at [email protected]

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MEETUP COORDINATION SCHEDULE

Schedule will also be available on the official Katsucon Guidebook under our tracks Cosplay Meetup and Dance Meetup Lounge.

KATSUCON 2025 COSPLAY MEETUP SCHEDULE

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KATSUCON 2025 CHERRY BLOSSOM STAGE SCHEDULE

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