October 27, 28, 29 2017

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Panel and Program Guidelines

Panel/Program Idea Submission - General

Have an idea for a panel or program you’d like to see at MileHiCon--whether or not you want to be involved? Maybe a panel you think a Guest of Honor would be great on, or a science topic you’d like to hear about? We are always accepting ideas. Complete the submission form at:  https://goo.gl/forms/SbknW9hLOiGswMbr2.  Any ideas not received (by June 25) (in time to be added to the participant questionnaire) will be saved for next year.

Note: The above is for panel/program ideas to be included in the participant questionnaire. Panelists are selected by programming.

Program Proposal - Participant

In addition to a range of general interest panels, MileHiCon also schedules programs and presentations on science, art, costuming and other relevant topics. Participants are invited to propose programs that they have special expertise in that would be of interest to MileHiCon attendees--from astronomy to life drawing.  Complete the submission form listed above.

Please note that a proposal for a solo presentation on a writing or publishing topic is less likely to be selected as there are often multiple applications for solo presentations on the same topic and many qualified participants interested in speaking on these subjects.

Program Proposal - Fannish

Fannish topics are also of interest to attendees. In addition to panels scheduled via the questionnaire, there will be some programming slots for forums, roundtables and other programs. Some examples might be a Doctor Who trivia contest, a gathering/discussion for fans of Firefly / Supernatural / MST3K, karaoke, a roundtable with various local Star Trek fan groups talking about their activities, Regency dancing, etc. Complete the submission form listed above.

What’s Acceptable and When

We run panels and programs from morning to late night.  While no individual program proposal is guaranteed acceptance, we do schedule a wide variety of panel types, including those targeted toward children and adults. Panels will be scheduled at times appropriate for their content and target audience. Being flexible about possible days and times increases the options to schedule your program.

Panels suitable for adult-only audiences will be scheduled after 9 p.m. Attendees at the door will be carded to ensure only those 18 years or older can attend, so panels can—within reason—explore themes of violence and sexual content with an age-appropriate audience.

When submitting your panel/program proposal, please include information about who you think the target audience is and any restrictions on scheduling (e.g., not on Friday afternoon, after 9 p.m.).

How Panels are Scheduled

Once a panel/program idea is submitted, it will be considered for acceptance by the MHC programming committee.

General submission ideas may be added to the questionnaire and will be scheduled if there is sufficient interest and space on the schedule.

Participant program proposals on specialty topics may be accepted and scheduled on the basis of available space and providing a variety of topics and programming items for attendees. If your program is accepted, you will be notified by someone on the programming committee. In most cases, you will be expected to moderate/run your panel/program. If circumstances change and you are unable to make it to the convention, please notify us ahead of time. Failure to notify us ahead of time may result in any future program submissions being rejected.

Fannish program proposals will be accepted and scheduled on the basis of available space and providing a variety of topics and programming items for attendees. If your program is accepted, you will be notified by someone on the programming committee. Depending on the format, you will be expected to moderate/run your program. If you are unable to attend or participate in the program, please notify us ahead of time. Failure to notify us ahead of time may result in any future program submissions being rejected.

The usual panel/program timeslot is 50 minutes. There will be at least a 10 minute buffer between panels so that panelists have time to set up beforehand/tear down afterwards, or get to their next program on time. If you need more setup/tear down time or a longer program session, this must be specified and requested when you submit your program idea. Note: There are fewer opportunities to schedule longer programs, especially during peak programming hours (10 a.m.–6 p.m.).

Equipment Guidelines

Available with early request

Panelists may request that the room be equipped with a computer projector and a sound system. This should be done at the time of the program proposal, but MUST be done by September 1 before the convention.  If this request is not made ahead of time, there is no guarantee that the equipment will be available when you arrive to do your program. Letting us know when you check in at the Green Room is not soon enough as we have limited equipment and the necessary items may be scheduled during your time block. Easels, white boards, etc., are considered equipment and will not be automatically available without a prior request.

Projectors will have, at minimum, one HDMI input. RCA audio and stereo mini-jack (i.e., “headphone”) connections will be available for audio. Some larger rooms will have at least one microphone. Laptops and other equipment will not be provided. Please bring any adapters you need to connect your equipment to the equipment listed above.

DO NOT ASK HOTEL STAFF for any AV equipment or extension cords at the convention. This costs big bucks and MHC does not have the budget. We can provide most of the equipment necessary as long as requested early.

Panelists & Participants Rewards

All panelists and participants will receive identifying ribbons for their badges.

All programming participants are eligible for the reduced panelist weekend rate of $20 for a badge, and may purchase up to four badges for family members/assistants at the same reduced rate in the Summit Room. Badges beyond the allotted four will have to be purchased at the standard MHC rate at the registration desk downstairs.

Already pre-registered? You can use the badge for next year or give the badge to someone else, but we must be informed ahead of time.

Programming is allocated 100 full weekend complimentary panelist badges, which are primarily used for authors, artists, publishers and science speakers (who would not otherwise be attending the convention). Participants also may be given a one- or two-day pass or the reduced rate, depending on the level of their participation. Anyone receiving a one- or two-day badge may upgrade to a full weekend badge for $20 in the Summit room.

Fannish programming participants are eligible for the reduced rate; they must be a member of the convention for any days they are attending.

All panelist badges will be available for pickup in the Summit Room on the second floor.

Participating Sponsor

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