2025 Panel Submissions Open April 15th, 2025


2024 Panel Submissions Closed July 1st

The San Japan Panel Submission Form can be found by clicking the button above. The deadline for panel/event submissions is July 1st. No submission will be accepted after that date, so don’t be late! Confirmation of form completion will be sent immediately upon receipt of submission.

Information for Fandom Meetings/Meetups can be found on this page. Fandom meetings/meetups must use the Fandom Meeting/Meetups form; those submitted through the panel submission form will be declined.

POLICY ON 18+ PANELS

To answer the questions we get in about 18+ panels here will be the policies on it.

  • Everyone entering an 18+ panel must be at least 18 years old on the day of the panel. No exceptions, even for minors with guardians or family members accompanying them.
  • Every person entering an 18+ panel must provide valid identification with their birthdate and photo on it. If you cannot or will not show a valid ID, then you will not be allowed to enter the panel. No exceptions.
  • Acceptable forms of identification include a Driver’s License, Military ID, Passport, or Texas State ID. An expired ID is acceptable as long as it has your current birthday and photo on it.

Event Panel FAQ

Question Answer
Can I do a game demo as my panel?Game demos from a company must occur in the convention halls' appropriate gaming section and may not be conducted as a panel. Please go to our indie game page for more information.
Did my panel submission go through? I didn’t get a confirmation email.A confirmation email will be sent immediately upon receipt of your panel submission. If you do not receive a confirmation email,  then your panel probably did not submit correctly. Please resubmit your panel submission.
If I receive a %50 / 75% discount code can I use it for a 1-day pass?No. Panelist discount codes will only work for 3-day Passes. There are NO exceptions given even if you're only attending/presenting for one day.
I absolutely must get in touch with Programming for a burning question, dire situation or I'm unable to make it. What should I do?

You may send an email to programming(at)san-japan.org or use our contact form. If you need assistance at the convention, head to the Panelist Check-In Desk (Location will be given out in panelist approval emails).

Panelist Check-In Desk Hours are:

Thursday 8/29: 7 pm - 9 pm
Friday 8/30: 10 am - 5 pm
Saturday 8/31: 10 am - 5 pm
Sunday 9/1: 10 am - 12 pm

There's a lot of discussion about Character Q&A's. What is San Japan take on it?We decided that after years of seeing submissions that we're putting a ban on Character Q&As and variants. The reason for these decisions is based on the quality of these panels in the past and the feedback received from attendees which have not been favorable.
How many panels can I do in one day?Panelists are generally restricted to one panel per day. There are some cases for exceptions. However, Saturday will be strictly limited to one panel per panelist per day to allow for more variety and opportunity for more panelists to have a Saturday slot. If your panel only has Saturday availability, it is more likely to be declined, as Saturday is the most highly requested day.
I have my own equipment that I brought with me for my panel. Where can I store it?San Japan staff do NOT have space for storing personal items of attendees of panelists used for panels. Please make sure that you plan ahead and either have a hotel room or other storage option on-site, like rental lockers. San Japan is not liable for any lost, stolen, or damaged items that are left at the event.
Do you compensate a group beyond a comp badge to anyone?All panelists/groups who are not announced guests will only be offered a complimentary pass if they are approved and scheduled for at least 2 hours of programming.
Someone else is helping me set up for the panel, how do I ensure they’re let in along with me?

In order to get into the panel room early to set up, you and anyone assisting you will need a panelist ribbon. You may obtain these when you check in at the Panelist Check-In Desk.


Panelist Check-In Desk Hours are:

Thursday 8/29: 7 pm - 9 pm
Friday 8/30: 10 am - 5 pm
Saturday 8/31: 10 am - 5 pm
Sunday 9/1: 10 am - 12 pm

Everyone entering a panel room must have a valid convention pass, with no exceptions. Please ensure the person assisting you in setting up has their own pass.

I used the discount code but now I can't make it to San Japan. Do I get a refund?Passes purchased using the panelist discount code will not be refunded. These passes are also non-transferrable.
I pre-registered for San Japan but then got approved for 2 hours of panels. Do I get a refund for my badge? Or reimbursed?San Japan will not issue refunds or reimburse panelists who purchased a convention pass before they received a panelist discount code. There will be no exceptions to this rule.
What is the maximum panel length?The purpose of the time limit is to give as many panelists as possible a chance to host their event at San Japan.

If you believe your panel has a valid reason to extend to 120 minutes, please consider splitting it up into parts (e.g. events with a preliminary round and a final round). If your panel cannot be split up and you believe it should run longer than 90 minutes, please contact the programming department through the contact form.
I want do a fan meeting (meetup), what do I do?Information for Fandom Meetings/Meetups can be found on this page. Fandom meetings/meetups must use Fandom Meeting/Meetups form, those submitted through the panel submission form will be declined. Additionally, fandom meetings/meetups do not count towards panelist hours.
What are some tips to get my panel/event approved?
  • Be original and interactive. Attendees love to participate in panels!

  • Write a thorough and interesting description for your event! Descriptions that are too short, vague, or full of spelling errors are often declined. Remember, the description of the event you submit will be what ends up in the program, so make sure to double and triple-check your work!

  • Panels/events relevant to the year’s theme are given special consideration.
Where is a layout of the convention so I know where my panel is located?The layout will be posted in the Schedule page prior to the convention. During the convention, there will be a map in every program and posted throughout the venue.

If you have any specific questions, you can visit the Info Desk or Panelist Check-In Desk for help. Additionally, if you see any ranger or staff member, they should be able to help direct you.
I have specific audio/visual requests. What do I need to do or know to ensure I get the right setup and things run smoothly?

 

  • All panel rooms will include a projector with standard HDMI and VGA cables, a screen, microphones, speakers, & a soundboard with audio inputs (3.5MM standard headphone audio cable).

  • Please be aware that you must provide your own device (phone, laptop, tablet, etc.), and that San Japan does NOT provide Wi-Fi access. You must also bring any proprietary cables and adapters for your devices that you may need outside of the standard cables San Japan provides (listed above).

  • San Japan will ONLY provide hookups to our projectors for standard HDMI ports and VGA input. All other video adapters must be provided by the panelist.

  • If you would like technical assistance in setting up your panel, please be sure to arrive at least 30 minutes prior to panel start time.

  • Be as thorough as possible when filling out the Tech Support section of your event submission. Forgetting details will likely cause your panel to start late as our Tech Crew goes off the details provided in your original submission form when setting up.
How do I check-in for my panel?

Panelist Check-In will be marked on the convention map. Once you arrive at check-in, please give your name and the name of the panel you are running. The staff here will go over what you requested for your panel on your submission, and they can help with any last-minute needs. Please arrive no later than 30 minutes before your scheduled start time so that we have ample time to get you checked in, take care of any needs, and get you to your panel. Panelist Check-In Desk Hours are:

 

Thursday 8/29: 7 pm - 9 pm
Friday 8/30: 10 am - 5 pm
Saturday 8/31: 10 am - 5 pm
Sunday 9/1: 10 am - 12 pm

 

It will be canceled if you do not check in at least 30 minutes before your panel. Please keep in mind that San Japan keeps track of which panelists check-in and that this is taken into consideration when selecting panelists for the following year.
Where do I pick up my pass? Do I go to Registration or the Panelist Check-In Desk?After you have registered for your badge(s) online, you will be able to pick them up at Registration in Hall 3. Registration information can be found here. If needed, panelists may be able to skip the badge pick-up line by visiting the Panelist Check-In desk.
My panel was approved but I’m not on the beta schedule, what happened?Due to time and space restrictions, we sometimes approve panels that do not end up on the schedule. However, due to cancellations and other occurrences, we may contact an approved panelist, later on, to add them to the schedule. We encourage approved panelists to stay available until the final schedule is released.
Is my panel approved? When will I know the decision regarding my panel and if it’s approved or declined?San Japan Programming Department staff will email all panelists on the status of their panel up to two weeks after panel submissions close.

Approved panels do not guarantee placement on the final schedule. Due to time and space restrictions, we sometimes approve panels that do not end up on the schedule. However, due to cancellations and other occurrences, we may contact an approved panelist later on to add them to the schedule. San Japan encourages approved panelists to stay available until the final schedule is released.
Does it cost anything to run a panel? Is there a minimum age to run a panel?It does not cost anything to run a panel at San Japan. There is no minimum age to run a panel.
Can I see which panels have been approved?San Japan no longer lists which panels have been approved until we release the final schedule.
When will I know when my panel is approved or declined?We will have all approval and rejection emails sent out by July 20th. If you inquire before July 20th if your panel has been approved then this will greatly affect your application status. If after July 20th you haven't received an e-mail (which will be sent out by mass email) then you may email programming(at)san-japan.org. If you are completely unsure then contact us after July 20th as you will be notified once again if it's approved, denied or on hold.
I missed the deadline to submit my panel. Can I submit it by e-mail or through this contact form? What about last minute fill in?Unfortunately, we are unable to accommodate late panel/event submissions that miss the July 1st deadline. We encourage you to submit your idea again for the following year!
How many panel/event hours do I need to put on to get a comp panelist badge? I only got approved for 1 - 1.5 hours, is there any kind of discount or incentive for panelists?

Once panels have been approved and placed onto the final schedule, discount codes will be issued to panelists according to the below table. Codes will be sent by August 22nd. Each panelist discount code may be used for up to two (2) regular 3-day passes. Both passes must be purchased in the same transaction.


Approved Panel Time

Discount Amount

Less than 1 hr

25%

1 hr

50%

1.5 hr

75%

2 hr

100%

 

Panelists discount codes will be distributed after pre-registration has closed. San Japan will not issue refunds or reimburse panelists who purchased a convention pass before they received a panelist discount code. There will be NO exceptions to this rule. 

If your approved panel(s) requires more than two panelists, each additional panelist will need to purchase a pass at full price.

When is the cut-off?All panel submissions must be made by July 1st at 11:59 PM Central Time.
When will the discount codes be distributed? Will it be before pre-reg ends?

Panelist discount codes will be distributed on August 22nd and no earlier.

Panelist discount codes will be distributed after pre-registration has closed. San Japan will not issue refunds or reimburse panelists who purchased a convention pass before they received a panelist discount code. There will be NO exceptions to this rule.