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Here are your updated instructions for 2026 and the foreseeable future!

To answer your first question:

Yes, we are still using the forums space for pre-planning before and after this year's Cosplay Gatherings Scheduling Request Forms go live. Using the forums is a great way to coordinate Gatherings Hosts all in one place and helps the department ensure fast and accurate scheduling.

Procedure (the full, "How To")

• Check the forums posts under the Cosplay! subtopic to see if anyone else is already requesting the Gathering you'd like to lead this year: https://forums.fanime.com/index.php/board,30.0.html
  
  • Is someone already planning to host your gathering? Consider reaching out to see if they're interested in co-hosting, or for the larger events, consider whether it would make sense to host a second gathering on a different day.
• Create your own post stating your intention to host a gathering. Instructions for what to include in your post are here: How Do You Make an Official Cosplay Gathering Thread?
  
  • Note: You will need an account to post on the forums! Make sure you read all the directions– don't autoclick through the part that looks like a cell phone user agreement or you'll miss instructions for how to complete your account setup. There is a test at the end! (not joking, and I get emails constantly asking for the answer. You have to read the sign up screen)
  • Need help with your forums account? Email [email protected] and [email protected].
• Check back in on your post regularly to see if you have any important comments and to bump your post so people know you're still intending to host.
• Once the form goes live, submit your Gathering Official Form.
  Link (when it's live): https://apps.fanime.com/2026/gathering/
• Watch your email for an important announcement about Scheduling Day.
  
  • First round scheduling typically happens the day after the forms move to "Waitlist" mode. It is done in one large batch and we will need your input before the first batch is finalized and confirmations are sent out.
• Wait for your tentative confirmation email and confirm your date and timeslot. Let us know immediately if any mistakes were made with your schedule.
  
  • A "mistake" would be your application stating that you can only host on Saturday and we scheduled you for Sunday. If we need to make any changes to times or locations you've requested, we will email you on scheduling day to confirm those changes.
  • Why do we say "tentative" even after you've confirmed there are no mistakes to your schedule? Because every year there are a few adjustments that we need to make to that first schedule draft, and we may reach out to you to see if you're interested in adjusting your slot so that we can fix any mistakes found. Thank you for your help!
• Interested in Hosting more gatherings, but Scheduling Day has passed? Go ahead and follow the steps as normal and your gathering request will be put in the waitlisted folder so we can try to slot you into one of the remaining timeslots.
• Take a deep breath and get that cosplay ready!

Information About the Gathering Official Form
Link (when it's live): https://apps.fanime.com/2026/gathering/

What does the Gathering Official Form do for me?

• Request a location, time, and date for your event at FanimeCon.
• FanimeCon advertises your event before and at FanimeCon.

What information will I need to prepare to fill out the form?

• Ideal days and times for your event based on your schedule
• Contact information for all hosts
• Estimated attendance
• Background information about the event
• A link to your forum thread
• A link to your social media event (if applicable) or other platforms where attendees can reach you if they have questions
• A short advertisement for your event, to be posted to our page on fanime.com (optional)

Brand new to hosting at FanimeCon and need more guidance?

Check our other instructional threads, written just for information you'll need to complete the forms and thread:
🌟 How Do You Make an Official Cosplay Gathering Thread? https://forums.fanime.com/index.php/topic,22316.0.html
🌟 You've Made a Gathering Thread, Now– How Do You Submit a Request Form? https://forums.fanime.com/index.php/topic,22315.0.html

Have further questions? Email [email protected]

[Name of the gathering]

🌟Have you read the "Want to Host a Gathering? START HERE!" thread yet?

Starting an Official Cosplay Gathering Thread:
To start a new thread go back to the Cosplay! subtopic page and click the "New Topic" button
(Can't find the button? You're probably not registered. Go back to the "Want to Host a Gathering? START HERE!" thread.)

Create a top post for your gathering thread by providing the following information from this template:

• Name of the gathering: (This could be an Anime series, Video Game, General Topic...)
• This Gathering Includes: (You will provide an overview of what series, genre, collection, or theme you are going for. This could be an anime such as Naruto, a theme such as sports anime, or a collection such as Final Fantasy characters!)
• Day: (Please leave this blank until you receive a message from FanimeCon staff confirming your time slot)
• Time: (Please leave this blank until you receive a message from FanimeCon staff confirming your time slot)
• Meeting Place: (This is good to provide if you are meeting somewhere before the photoshoot. An example of this would be if you are meeting at the G9 location, but plan to cross the street into the park area.)
• Location: (Please leave this blank until you receive a message from FanimeCon staff confirming your time slot)
• Cosplayers: (Having a list of confirmed cosplays for your event might help with knowing what characters you need or inspire someone to join!)
• Legal Statement: FanimeCon will be taking group pictures during the Gathering/Event this year. If you do not want to be included in those pictures please step aside for those photos. By remaining with the group when the pictures are being taken you give your consent to be photographed.
• Photo Order: (Have a list of shots you are hoping to take or pairings/ships. You can always add to this all the way up to or at the convention, but having a discussion, plan, or thought upfront can help during the con!)
• Link to Facebook or other social media event: (Not necessary, but if you have an event link then this is a great idea so others can interact with you.)
• Link to other gathering relevant things: (This is for you to place any other things that relate to your event)
• News of the gathering: (You can always make replies to your thread; however, it is can be better to edit your original post and put important updates on the top post instead!)
• General Information: (Utilize the rest of the thread to discuss any other information relevant to planning, such as providing general information for your ideal scheduling slots and expectations at your event so others can coordinate and collaborate with you.)

Have further questions? Email [email protected]

[G3]

🌟Have you read the "

Want to Host a Gathering? START HERE!" thread yet?
🌟Have you read the "How Do You Make an Official Cosplay Gathering Thread?" 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]

Placeholder text, work in progress :)