Info
Pensacon welcomes members of the community to conduct special activities. Programming is scheduled by track with the following themes: 

  • Demonstrations
  • Games/game shows
  • Performances
  • Science activities
  • Workshops

Submissions for special activities open on Monday, October 23, 2017 and close on Friday, December 22, 2017.  You will be notified no later than Friday, January 12, 2018 whether or not your activity has been accepted.

Rules
Please read the following rules thoroughly:

  1. This application does not guarantee acceptance into Pensacon. Due to limited space, the number of applications, and topics submitted, we may be unable to schedule all submissions.
  2. The person submitting this application will be considered the Responsible Individual for the activity and will act as signatory for any necessary paperwork; disseminate information to participants; act as point of contact between participants and Pensacon staff; pick up passes to deliver to participants; and ensure the proper equipment and technology necessary for the needs of the activity is provided by either participants or Pensacon. It is understood that the Responsible Individual will assemble all participants for this activity as necessary, and that Pensacon will not provide a moderator except for certain circumstances as approved by Pensacon staff.
  3. Special activities will be scheduled to take place in venues that are appropriate for each activity. We will do our best to provide the appropriate audio/visual equipment needed for these activities. Participants may be responsible for certain items, such as laptop computers, adapters and appropriate cables, dry erase markers, or items specific to your particular activity. Special items, such as dry erase boards, easels, or technology not previously stated must be requested no later than January 22, 2018. Pensacon reserves the right to deny requests for special items.
  4. Pensacon will do its best to schedule your activity according to your needs, such as avoiding conflicts with another activity or panel, but various factors may make it unable for us do to so. Be prepared to conduct your activity on any of the three days of Pensacon, February 23-25, 2018. Scheduling of activities is at the discretion of Pensacon staff.
  5. Special activities may vary in length. Notify Pensacon staff of your preferred running time, though this may need to be adjusted according to the demands of the schedule. A 30-minute transition period will be scheduled between activities unless circumstances dictate otherwise.
  6. Participants are expected to arrive at least 15 minutes prior to the activity to set up and to arrive with all necessary supplies and equipment not provided by Pensacon.
  7. Posted activity schedule and venues are subject to change.  Pensacon will do its best to notify you of any changes as soon as possible.
  8. Each participant conducting either one or two special activities or panels will be provided with a day pass for access to Pensacon only for the day(s) scheduled and will receive only one wrist band per day.  Participants conducting a minimum of three activities will be provided with a three-day pass regardless of which days the activities are scheduled.Each participant will be responsible to pick up his or her own pass, unless otherwise pre-arranged. Passes will be available beginning Thursday, February 22, 2018, time and location TBA. Passes not picked up on that date will be waiting at the coat check desk near the Grand Ballroom in the Pensacola Grand Hotel during operating hours. Bring a photo ID. Be sure passes are picked up in plenty of time prior to the activity starting so all participants arrive on time. (NOTE: If you receive a volunteer, media, exhibitor, or other complimentary badge from Pensacon, you will NOT be provided with duplicate badges; you will be given one badge from the highest applicable category.)
  9. Upon receipt of your day wrist band or three-day pass, you are expected to conduct your activity(s) as scheduled. Any activity participant who accepts a volunteer badge but does not fulfill the stated commitment to Pensacon will be responsible for the at-the-door price of the Pensacon pass and will be banned from volunteering at any future show.
  10. Participants must be 18 years old or older, with the exception of performers who are part of a recognized organization that has a scheduled performance at Pensacon.
  11. Special activities will be grouped together by theme or “track” and may be conducted at the Bay Center, Pensacola Grand Hotel, Pensacola Little Theatre, Rex Theatre, Saenger Theatre, or other locations around downtown Pensacola.
  12. Content of special activities must be appropriate for a family audience.  Pensacon does not host activities intended for mature audiences.  Nudity, sexual content, and illegal activity (or the promotion of such) is not allowed.  If your activity involves strong language or depictions of violence and/or disturbing images (such as video clips or makeup effects), it is the responsibility of the participants to warn the audience ahead of time.
  13. Unless otherwise arranged, Pensacon is looking for original content in its special activities. If you have conducted a particular topic previously at Pensacon or any other conventions in the Gulf Coast region, we encourage you to be creative and develop new and exciting ideas for programming.
  14. Due to limitations with venues where special activities will take place, parking is NOT guaranteed for participants. Pensacon staff will notify you when we are able to arrange parking. It is suggested to plan ahead for what will be the most efficient and convenient place for you to park. If you have special needs for parking, contact Pensacon staff ahead of time to make appropriate arrangements.
  15. Participation in special activities is on a voluntary basis only and out of town participants are responsible for their own transportation and lodging.
  16. Pensacon retains the right to refuse to schedule or to cancel a special activity at any time.
  17. All special activity participants are expected to comply with Pensacon’s Statement of Values.
Application Submission

Special Activity Title

Short Description of Special Activity (one paragraph that will be used in the schedule if the panel is selected)

Long Description of Special Activity (provide as much detail as possible for the benefit of Pensacon staff)

Have you conducted this Special Activity previously at Pensacon or at another convention? If so, please provide details.

Choose a category (you may choose multiple categories).

Website with Video of Special Activity (optional)

If you have a file (document, video, etc.) that you would like to share with us that shows examples of your activity or other experience, you may upload it here.

List what audio/visual equipment you need (approval not guaranteed).

Provide the total number of participants in your Special Activity (people needed to conduct the activity, not including audience participation).

Please provide your contact information here. By submitting this form, you are taking responsibility for the Special Activity, will act as signatory for any necessary paperwork, will disseminate information to participants, and act as liaison between participants and Pensacon staff.

Your First Name Your Last Name Your Email Your Phone
Your Address (home or business)

Participant names, email, and phone (up to 5 participants—for larger groups, a list may be provided no later than Monday, February 5, 2018)

I will provide a full list of participants by Monday, February 5, 2018.
Yes

Participant 1 First Name Participant 1 Last Name Participant 1 Email Participant 1 Phone
Participant 2 First Name Participant 2 Last Name Participant 2 Email Participant 2 Phone
Participant 3 First Name Participant 3 Last Name Participant 3 Email Participant 3 Phone
Participant 4 First Name Participant 4 Last Name Participant 4 Email Participant 4 Phone
Participant 5 First Name Participant 5 Last Name Participant 5 Email Participant 5 Phone

Please confirm that all participants in the activity are at least 18 years old or are members of a legitimate non-profit youth organization participating in this activity.
Yes, all participants are 18-years-old or older1 or more participants are under 18 but are members of a legitimate non-profit youth organization that will be participating in this activity1 or more participants are under 18 and are not members of a legitimate non-profit youth organization participating in this activity, so are therefor ineligible to participate

Provide qualifications for participants.

Which days are best to hold this Special Activity? (You may choose multiple days. This activity may be scheduled on any of the three days of Pensacon.)

Please provide any additional information regarding this activity that Pensacon staff needs to know.

I have read and fully understand the information and rules about Special Activities for Pensacon 2018.
Yes