Volunteer

Thank you for your interest in joining the team, as a volunteer to support the fandom arts at OtakuFest August 31 - September 1, 2019 at Miami Airport Convention Center.


More Info About Volunteering


The EARLY deadline to be considered for volunteer opportunities is June 1, 2019

The REGULAR deadline for volunteer opportunities is July 31, 2019

The LATE deadline for volunteer opportunities is August 15, 2019

The earlier you register to volunteer the better your chances are of getting assigned to the department you requested.

As OtakuFest approaches, we are looking to the generosity of volunteers to make this the best inaugural festival. We are looking for volunteers who would like to donate time, talent and expertise in exchange for behind-the-scenes access to the festival and an opportunity to meet other volunteers who have the same interests and passions for the anime, cosplay and pop-culture community.

There are many different volunteer opportunities at the festival. Some of the volunteer positions call for specific skills and experience, but many will only need enthusiasm, dedication, trust, and creativity. If this sounds like an opportunity for you, please complete the Volunteer Form and send it to us. The earlier you send, the better!

For further information before or after the festival please contact info@otakufest.com or
call (786) 734-3458

Volunteer Areas

Some of the area for volunteering include but are not limited to,
• A/V Dept
• Guest Relations
• General Operations
• Cosplay Info/Contest
• Cosplay Repair Station
• Info/Guest Services
• Late Night Panel Activities
• Photography
• Registration
• Stage Management
• Video Gaming
• Video Production

All volunteers are asked to complete a minimum of 10 hours over the course of the weekend in order to receive the volunteer benefits which include, free admission to the festival, T-Shirt, and more. Each volunteer is required to check in and out with the track director and the volunteer coordinator before and after each shift, and single day admission bands will be given each day based on the number of hours worked. After the completion of 10 volunteer hours, a volunteer can earn a weekend pass to the show.

If you are interested in volunteering at OtakuFest, the following must be completed and understood:

• A Volunteer form

• You must be 15 years old or over.

• Volunteer Team t-shirts are to be worn during the shift at all times.

• Volunteers are required to abide by the same rules as attendees, and should be well-read on all OtakuFest policies.

Please help promote a safe and healthy environment while volunteering. Refrain from any deliberate act that may create danger, or an unhealthy situation towards any individual. This includes use of illegal drugs, consumption of alcoholic beverages, assaulting another individual or disregarding their safety. If you know of anyone, who might be under the influence or conducting bad behavior, please report to OtakuFest staff or security.

Volunteer Program: Most volunteer positions are easy to learn and do not require any previous experience in order to qualify for the assignment. Volunteers assist in all areas of the festival, from assisting staff, special events, running errands, registration, checking badges, etc.; no task is overlooked or under-appreciated!

To be considered for volunteering at OtakuFest 2019, please fill out this form.

If you have any questions, please contact us at info@otakufest.com or call (786) 734-3458


 

Wanna Host A Panel?

[2019 panel submissions are closed, thank you!]

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We are dedicated to giving voice to local experts and enthusiasts of pop culture, and we’d like you to consider running panels at our events.

If you have deep knowledge of pop culture and like to present before an audience, we encourage you to submit your own original ideas for panels.

Guest panelists get free admission on the day they are scheduled to host a panel. Some panelists may be approved to host one per day for up to 2 days free admission.


Guidelines

1. Registration deadline is July 15, 2019. The earlier you submit your panel, the better chance you have of approval and a good time slot. No panels will be approved after that date. If you would like to host your own panel, it’s easy! Just fill out the form below and submit to us for consideration.

2. Preparation goes a long way. Be sure you complete your request form completely and accurately. Check to ensure that your topic is relevant, your descriptions accurately match your panel’s title and content, and show us that you have put a great deal of thought into your presentation.

3. Panels should reflect an aspect of the fandoms we represent. OtakuFest does reserve the right to reject panels if we feel the material is not appropriate for our convention.

4. Make sure your panel is appropriate. We pride ourselves on being family friendly, which means that your panel is not demeaning, rude, embarrassing, or derogatory to anyone. 18+ panels are allowed, but you are responsible for checking IDs at the door. We do not allow “Truth or Dare” type panels or “Ask a Character” events due to the nature of the questions.

5. OtakuFest does not accept panels that require an admission fee. All of our panels are to be open to any and all registered attendees; attendees should only need their convention badge to attend a panel. A small materials only fee may be charged on a case by case basis that involve creating crafts. Prior to submitting a panel that might require the material fee please email info@otakufest.com prior to submission.

6. Guest panels have priority. Because scheduling for these panels can be erratic and take up much of ‘prime-time’ programming between Noon and five pm on Saturday and Sunday, being flexible on your scheduling increases the chances we will find an acceptable time-slot for your panel.

7. Notify us at info@otakufest.com immediately of any changes or problems as soon as they arise.

8. It is the responsibility of the panelist to meet with the A/V team at the convention at least an 20 minutes before their panel starts if they wish to use computers or other devices in their panel. Please note that we do NOT provide laptops in the panel rooms. We do provide speakers, projectors, and microphones upon request.

9. Please be respectful to OtakuFest staff, volunteers, and the other panelists.

10. Start on time and end on time. All panels should end in enough time for you to clean up and remove your materials so the next panel can start on time.

11. Be a registered attendee at OtakuFest. For hosting a panel, the main host listed on the form will only receive one admission ticket per panel, for the day of that panel. Groups with multiple members are encouraged to lead several panels in order to cover admission for more members. OtakuFest is not responsible for any additional admission.

12. OtakuFest will notify all panelists if their panel has been accepted by July 31, 2019. Because of over scheduling, your panel may be canceled even after it has been approved. In that case, you will still receive an admission ticket for that day.

13. Every attempt will be made to ensure that the Panelist will be scheduled for their preferred day and time, and we will also attempt to avoid scheduling the Panelist for any major events that the Panelist may have an interest in attending, though no guarantees can be made. Make sure to note any event that you do not want to miss on the Panel Request Form.

14. OtakuFest will provide A/V support, within reason. Please note that laptops are NOT provided. We strongly encourage you to have a back-up plan because regardless of how well you or we plan.

If you have any questions or concerns, please email info@otakufest.com.


 

Wanna Be A Guest?

[2019 guest submissions are closed, thank you!]

OtakuFest considers guests who are actors of popular geeky or niche TV shows or movies, voice actors from anime, video games or cartoons, personalities on YouTube, cosplayers with a significant social following [cosplay submissions closed], musical act, comic creators and artist.

If you or your client are interested in appearing as a guest at OtakuFest, please fill out the application here.

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DJ, Musical Acts, Performer

This application is for Live Performance Acts which include but are not limited to: DJ’s, musical acts, burlesque, dance troops, etc. Completion of this form does not guarantee a performance for the event.

We appreciate your interest in performing at OtakuFest. In order to be given a performance opportunity, please click here to fill out the application. This is an application for the 2019 show only. Submissions end July 31st, 2019.

This application is for Performance Acts, which include but are not limited to: DJ’s, musical acts, dance troops, etc. At this time, we are not accepting applications for bands. Completion of this form does not guarantee a performance for the event. All Performance Acts will be reviewed and you will be notified as to your status for 2019. No guarantees are made until you have been contacted by the OtakuFest team.

If you have any questions, please contact us at info@otakufest.com or call (786) 734-3458

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Fan Groups

A limited amount of Fan Tables are available for approved fan groups and clubs to showcase themselves.

These tables are free, but they are limited in number and must be reserved in advance.

Please see below for the rules regarding tables and staffing. If you want a fan table, let us know asap… as these will run out quickly. Submissions end July 31st, 2019.

To reserve a fan table, CLICK HERE to fill out the application. Please include the name of your organization, contact information, a rough idea of what you plan to be promoting (if it isn’t obvious), and any other needs/requests.

Rules and Guidelines For Tables:

Submission Deadline for Fan Tables is July 10th, 2019.

1. Fan tables are FREE, however you must have a weekend registration pass in order to reserve a fan table.

2. Fan-tables must be continuously staffed during regular convention hours on Saturday, and Sunday during exhibition hours

Exhibition Hall Hours:
Saturday: 10:00am – 8:00pm
Sunday: 10:00am – 7:00pm

If your table is unmanned for any portion of those 2 days, you will lose it.

3. In deference to our dealers and exhibitors, who pay for the privilege, no general merchandise sales are permitted at fan tables. You can sell logo merchandise from your organization and other items made exclusively for and by your club or organization. If we find that you are selling anything other than club merchandise, you will lose your table.

4. Internet will be available for fee. You can get wireless internet at the show online from the convention center.

5. Table placement will be at the sole discretion of the convention.

Any questions, feel free to email info@otakufest.com


 

Sponsorships

Interested in becoming a Sponsor?

OtakuFest, is expecting to bring in over 4,000 attendees over the two days of the festival. Our unique fall event will reach a diverse and youthful clientele, some of which travel from Miami-Dade, Broward, Palm Beach, Lee, and Collier County.

OtakuFest high-impact marketing campaign during the weeks leading up to the festival includes print, radio and online promotion reaching hundreds of thousands of impressions. We’ve developed generous benefits for festival sponsors that can be tailored according to each sponsors’ unique marketing and advertising needs. Sponsors may choose to support sections of the event (costume contest, video game area, internet, etc.) or choose to support the entirety of the festival.

ADVERTISING OPPORTUNITIES:

Program Guide

  • Influence our attendees at the show and after they get home with our Program Guide Advertising.

  • Back cover – [SOLD]

  • Page 2 (page behind front cover) – $500

  • Full page – $400

  • Half page – $250

  • Quarter page – $150

Premiere Sponsorship Branding Opportunities Include:

  • Main Stage Sponsorship – [SOLD]

  • 2nd Stage Sponsorship – $1000

  • Cosplay Costume Contest Sponsorship – $700

  • Video Game Zone Sponsorship – $ 500

  • Tabletop Sponsorship – $500

  • Video Gaming Live Streaming Sponsorship – $1000

  • Social Room Sponsorship – $1,000

  • Volunteer T-Shirts (Back Area) – $1,000

Contact us for more information at sales@otakufest.com or call (786) 734-3458