FanimeCon 2026 Forums

🌟Have you read the "

Want to Host a Gathering? START HERE! (https://forums.fanime.com/index.php/topic,22317.0.html)" thread yet?
🌟Have you read the "How Do You Make an Official Cosplay Gathering Thread? (https://forums.fanime.com/index.php/topic,22316.0.html)" thread yet?


This thread is a work in progress and we will be adding further background information about the Forms when they are closer to opening.


Gatherings Request Forms
If you're reading this post in January, the form is likely not live yet! You'll know it is live because we'll post about it on social media. But for when it is live, here is some helpful information to get you through the submission.


General "rules" for form submissions
Overall, the submission forms are here so that we can help coordinate and advertise your gatherings. Our mission here is not to reject you or to prevent you from running these events that are adored by our community. So while there aren't really "rules" per say, these items can prevent the smooth operation of Gatherings, if not followed.

• Do not request a day or timeslot that you can't attend!

While we'd love to give everyone their first choices, we do need everyone to be accommodating in case we need to revert to the second or third choice selection. If we need to schedule you for a different time than what you've asked for, we'll contact you before finalizing the schedule.
Literally can't make any third timeslot? In the "Third Choice" section choose "Monday (by special arrangement only)", make notes in the background about your issue, and we will chat with you directly if we can't slot you in to your first or second choice.[/list]

• Do not fill out the form twice for the same gathering!

If you make a mistake, email us at [email protected]! We can manually change your information (no duplicate submissions required).[/list]

• Use the forums as instructed!

The forums offer a singular location for hosts to get together and collaborate with other hosts. We occasionally have up to 4 different hosts or groups of hosts requesting the same gathering, an issue that may have been prevented with use of the forums! [/list]

• Don't skip the forums signup screens!

You do need to sign up for an account to post, which can be difficult if you don't read all of the instructions (we don't blame you. It does look a little like a cell phone user agreement-- but the signup screens have very important information for completing signups. You won't be able to post if you don't read them).[/list]

• Collaborate!

Sometimes a request comes in because the requester loves the series, and other times just because they didn't think the gathering would happen if someone didn't volunteer. Sometimes people are open for having co-hosts, prefer to work alone, or sometimes a gathering is so huge we could do it twice! For all of these situations, we highly encourage Host collaboration. Getting ahead by posting in the forums and collaborating with other hosts early prevents duplicate submissions of the same series, which slows down planning and can lead to cosplayer confusion. We are all here to create an amazing event for our fellow members of the FanimeCon community, so lets do it together.[/list]

• Do the extra steps, if you can.

There are a few optional items in our processes, but they're here to benefit you! For example, in 2025 we tried out posting advertisements for your gatherings on fanime.com. Those will be making a comeback for 2026 (so plan ahead and write a quick ad!). Another great idea would be to include a social media link if you've made an event page. That way you can be a point of contact for your cosplayers, especially when it comes to finding photos of your event! Hype it up, and make your gathering one that no one wants to miss![/list]





Form Sections
There are many sections of the form and we will attempt to explain, more thoroughly, what information is needed in each section.

We will continue adding to this section as we comb through our past questions.
The short version is, there is nothing wrong with not knowing and filling it out the best you can! Just include any notes you want us to have in your application.



Gatherings Location Information (we're hoping to add photos to this section at a later time)

G3: Panels Wood Stairs (optimal attendance 15-25, max is likely 40)
(Note, indoors. Passing through the metal detector and badge check is required. But it's also guaranteed to be out of the unpredictable Memorial Day, San Jose weather!)

G4: Photographer Alley (optimal attendance 25-40, max is likely 60, if you have good command of your big kid announcer voice!)
(Note, the G4 signage will be placed against the back wall to the right of the stairs, but you may use any space in this area that you choose. A lot of people hang out in this space, but are typically accommodating if asked to make room for your scheduled gathering)

G5: Art Tree (optimal attendance 10-20, max is likely 50)

G6: The Fallout Zone (100+)
(Note, this is the largest and most fully booked spot (especially Saturday!). If you don't need this amount of space, consider requesting a different space as priority will be given to the largest gatherings)

G7: The Slab (optimal attendance 50-75+)
(Note, you may use the stairs or any of the space in front of the glass. Please disallow leaning against the glass.)

G8: Hilton Tree Stairs (optimal attendance 10-35, max likely 60)
(Note, G8 is separated into two locations this year, please make a note in your application if you'd like to utilize both locations during your timeslot. OTHERWISE we will be free to schedule both independently.)

G8.5: Hilton Tree Planters (optimal attendance 10-35, max likely 60)
(Note, you may use any of the space around the planters or bamboo, but please be courteous of the plants!)

G9: Snake Statue, off-site (all of the Park)
(Note, signage will be deployed on both sides of the snake statue to mark off the space. You may also choose to cross the street as a group to the main park area.)

G10: Marriott Side Mural (street side, by the entrance to the parking garage)
(Note, this is a new location this year. It is a large concrete area with a very large mural of a flower/petals on the wall. You can see down on it from the concourse level balcony by BW ball, the Manga Lounge, and Cosplay Repair. Do not block any doors.)


I've submitted my form, what now?
Department workflow:
Our department uses your submissions to coordinate with and contact you at various steps. Here is our general workflow so you know what to expect this year.

• Forms open sometime at the beginning of 2026 (Jan-Mar).
• Social media announces open forms, and when the forms will soft-close.
• The day after the soft-close date, our department has Scheduling Day, and puts the entire schedule together with all available information. It's a lot of work! And sometimes we will need your help and input to get it all right, so please be on the lookout for communications about this important date!
• Once we are fairly confident that everyone has an appropriate slot, Hosts receive tentative confirmations of their day, time, and location.
• Sometimes, a scheduling error is made or we realize an activity or Guest of Honor relevant to a series has events during its' Gathering. It's possible we will be contacting you in an effort to shift our schedule and make sure everyone fits! Thank you for your assistance!
• We continue to take waitlist applications as they come in to fill in any gaps in the schedule. We do not currently have the final cutoff date for these last minute applications, but we will keep taking them until our final schedule is due to the scheduling department.
• Once it is too late for us to edit our schedules further, the Forms will then close and stop taking submissions. This is the point everything is locked in and "Official".
• Once edits are done by our Editorial department, blurbs collected in the submission form will be posted to https://www.fanime.com/events/cosplay-gatherings-listing/. (This page may not end up looking exactly like 2025, as it has been requested that we reduce the number of places that scheduling information is posted.)

Have further questions? Email [email protected] ([email protected])