Volunteer

Thank you for your interest in joining the team, as a volunteer to support the fandom arts at OtakuFest on May 17-19, 2024 at Miami Beach Convention Center in Miami, FL.

More Info About Volunteering


The EARLY deadline to be considered for volunteer opportunities is February 15, 2024

The REGULAR deadline for volunteer opportunities is March 15, 2024

The LATE deadline for volunteer opportunities is April 15, 2024

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 it, the better!

For further information before or after the festival please contact info@otakufest.com

Volunteer Areas

Some of the areas 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

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All volunteers are asked to complete a minimum of 15 hours over the course of the weekend in order to receive the volunteer benefits which include, free admission to the festival, a T-Shirt, a bonus pass to the festival for friend/family(subject to limitations) and more. Each volunteer is required to check-in and out with the track director and/or 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 15 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 the 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!

If you have any questions, please contact us at info@otakufest.com

 

Wanna Host A Panel?

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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 3 days free admission. No guarantees are made until you have been contacted by the OtakuFest team.

Guidelines

1. Registration deadline is March 31, 2024. 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 involves 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 programming@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 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 April 25, 2024. 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 backup plan, regardless of how well you or we plan.

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

 

Wanna Be A Guest?

GUEST APPLICATION

Please do not fill out both forms or you will be automatically disqualified.

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Please do not fill out both forms or you will be automatically disqualified. •

OtakuFest considers diverse 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 [Limited], writers, comic creators, and artists. The registration deadline is March 31, 2024.

If you or your client are interested in appearing as a guest at OtakuFest, please fill out the application here. No guarantees are made until you have been contacted by the OtakuFest team.

Influencer Application

Please do not fill out both forms or you will be automatically disqualified.

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Please do not fill out both forms or you will be automatically disqualified. •

Are you a passionate creator of Japanese Pop Culture content? Do you have a loyal fanbase that loves your work? If so, you might be eligible for an Influencer badge!

An Influencer badge is a special recognition for those who produce high-quality content related to anime, cosplay, gaming, tabletop gaming, K-Pop, J-Fashion, and more. With this badge, you can access exclusive perks and opportunities to grow your influence.

These badges are limited, and no guarantees are made until you have been contacted by the OtakuFest team. The registration deadline is March 31, 2024.

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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. that are a bit more on the nerdy side. 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 2024 show only. Registration deadline is March 31, 2024.

This application is for Performance Acts, which include but are not limited to: DJ’s, musical acts, dance troops, etc. 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 2024. 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

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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. These will run out quickly! Registration deadline is March 31, 2024.

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 March 31, 2024.

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:
Friday: 1:00pm – 7:00pm
Saturday: 10:00am – 7:00pm
Sunday: 10:00am – 6:00pm

If your table is unmanned for any portion of those 3 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 a 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 (May 17-19, 2024), is expecting to bring in over 18,000 attendees over the three 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 to name a few.

OtakuFest’s high-impact marketing campaign during the weeks leading up to the festival includes print, cable television, and online promotion reaching hundreds of thousands of impressions. We’ve developed generous benefits for festival sponsors that can be tailored according to each sponsor’s 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:

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

Program Guide:

  • Back cover ad– $800

  • Page 2 ad (page behind front cover) – $700

  • Full-page ad – $500

  • Half-page ad – $350

  • Quarter page ad – $250

Premiere Sponsorship Branding Opportunities Include:

  • Main Stage Sponsorship – $5500

  • Cosplay Costume Contest Sponsorship
    Main Saturday Contest – $1000
    Late Night Contest – $700
    Runway Contest – $700
    Masquerade Contest – $700

  • Video Game Zone Sponsorship – $3000

  • Tabletop Area Sponsorship – $3000

  • Full-Color 3/4” Lanyards – $3000

  • Front of Badge Ad Placement
    3-Day Weekend – $2500
    2-Day – $1500
    Exhibitor – $1000
    Guest/Staff – $500

  • Full-Color 1" Wristbands
    Friday – $2000
    Saturday – $3000
    Sunday – $2500
    All 3 Days – $6000

  • Video Gaming Live Streaming Sponsorship – $3,500

  • Social Room Sponsorship – $2,000

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

  • Company Logo w/ link on the Home Page – $300

  • Social Media post (FB, IG & Twitter) for your booth 20 days out from the event – $100

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