Panel, Workshop & Special Activity Application

Pensacon welcomes members of the community to conduct discussion panels, workshops, and special activities.

Panels can be single-person presentations or multi-person discussions on a topic relevant to Pensacon and may take audience questions at the discretion of the moderator or presenter.

Workshops teach skills to our attendees. They are not discussion panels with an audience, but rather interactive training sessions or classes.

Special activities include demonstrations, film and video screenings, games, and other events that do not fall under the categories of panels or workshops. For performances such as musical acts or theatrical shows, see the Performer Application.

Programming is organized by track. Tracks cover both topics and formats, so choose every track that applies to your program:

• Artist*
• Audience Participation
• Comic Books
• Cosplay
• Educational/Instructional
• Film/Video Screening
• Game
• Hands-On Demonstration
• Movies & TV Shows
• Pop Culture
• Production & Performing Arts
• Props, Set Building & Special Effects
• Science & Technology
• Writing*
• Other

*Please note that Pensacon guests and exhibitors are given first priority for artist and writing panels. If there are openings in the schedule, Pensacon will then consider panels from the community on these topics.

Timeline & Application Process

Panel, workshop, and special activity applications open in October.

Applications may continue to be considered as long as space remains available. As Pensacon approaches and the programming schedule fills, the ability to accommodate specific scheduling requests, preferred days or times, and other needs becomes increasingly limited.

Successful applications move through three stages: Received → Accepted → Scheduled.

1. Received. After you submit the application, you will receive an automatic confirmation email. This only confirms that your application was received. It does not mean the program has been accepted.
2. Accepted. The Pensacon Programming team reviews each submission. If your program is accepted, the Responsible Individual (the person who submitted the application) will receive an email confirming acceptance. There is no set timeframe for acceptance decisions; some applications may need to be held while programming needs and available space are evaluated. Acceptance does not mean the program has been scheduled yet. If Pensacon is unable to accept your program, the Responsible Individual will be notified by email.
3. Scheduled. Accepted programs are scheduled as the overall convention programming develops. Once your program has been scheduled, the Responsible Individual will receive the assigned date, time, and location. Accepted programs will receive their schedule no later than February 1, 2027, so that participants can plan accordingly. Programs accepted after that date will receive their schedule along with their acceptance.

Please read the following rules thoroughly

Acceptance

1. This application does not guarantee acceptance into Pensacon. Due to limited space, the number of applications, and the topics submitted, Pensacon may be unable to accept all submissions.
2. Pensacon reserves the right to refuse to schedule or to cancel a panel, workshop, or special activity at any time.
3. Pensacon gives preference to original content. Repeat topics are not prohibited, but if you have presented a particular topic previously at Pensacon or at another convention in the Gulf Coast region, Pensacon encourages you to be creative and develop new and exciting ideas for programming.

Responsibilities

4. The person submitting this application is the Responsible Individual for the panel, workshop, or special activity. The Responsible Individual will:
   • act as signatory for any necessary paperwork;
   • share information with all participants;
   • act as the point of contact between participants and Pensacon staff;
   • ensure the equipment and technology required for the event is provided, either by participants or through coordination with Pensacon; and
   • assemble the participants for the program.
5. Keep your application up to date. Your confirmation email contains a private link to your submission. Through January 27, 2027, the Responsible Individual can use that link to update who is taking part or to withdraw the program, and can use it at any time to check the application’s status or send a message to the Programming team. After January 27, 2027, contact Pensacon staff to make changes. If you can no longer present your program, please withdraw it as early as possible so the space can go to someone else.
6. All community panels are self-moderated. Pensacon will not provide a moderator except in certain circumstances approved by Pensacon staff.
7. Panelists and workshop instructors must be 18 years old or older. Participants in certain special activities may be under 18, but they must be supervised by an adult, and their participation must be arranged in advance with Pensacon staff.
8. Participation in panels, workshops, and special activities is on a voluntary basis only, and participants are responsible for their own transportation and lodging.
9. All participants are expected to comply with Pensacon’s Statement of Values. 

What Pensacon Provides

9. For panels, Pensacon will provide in each room a table with seating for four (4) panelists, including the moderator (panels are self-moderated); microphones with tabletop stands; a PA and speakers; a projector and screen; and audience seating appropriate for the room. Panelists may be responsible for certain items, such as laptop computers, adapters and appropriate cables, dry-erase markers, or items specific to the panel.
10. For workshops, Pensacon will provide worktables and chairs as needed in each room. If a projector and screen are required, the Responsible Individual will need to coordinate with Pensacon staff. Workshop instructors may be responsible for certain items, such as laptop computers, adapters and appropriate cables, dry-erase markers, or materials specific to the workshop. Workshops are limited to four (4) instructors.
11. For special activities, Pensacon will provide a venue appropriate for the activity. If you have certain requirements for the type of venue (e.g., it needs to be held in a theater or on a stage, or must take place in an open-air environment), state that in the Additional Info field on the application. Activities that take place in panel rooms, such as games, are limited to four (4) presenters. If more than four (4) people are participating in an event that takes place outside of panel rooms (such as a demonstration), indicate this on the application and explain why. Requests for more than four (4) participants are subject to approval by Pensacon staff. If the request is approved, you must provide the full list of participants to Pensacon no later than January 27, 2027. Pensacon reserves the right to cap the number of participants in any event at its discretion.
12. Special items. Special items, such as dry-erase boards, easels, or equipment and technology not listed above, must be requested no later than January 27, 2027. Request them in the Additional Info field on the application. For programs accepted after that date, make the request when you are notified of acceptance. Pensacon reserves the right to deny requests for special items.

Scheduling

13. Pensacon will do its best to schedule your program according to your needs, such as avoiding conflicts with another program, but various factors may make this impossible. Be prepared to conduct your program on any of the three days of Pensacon. Scheduling is at the discretion of Pensacon staff.
14. All panels, unless otherwise noted, will be 45 minutes in length, and a 10-minute transition period will be scheduled between panels unless circumstances dictate otherwise.
15. Workshops and special activities can be of varying length. Please specify the time needed to properly conduct the event, as well as the necessary setup and tear-down time. If your event can be run at multiple times throughout the weekend, please note that on the application instead of filling out multiple applications.
16. Panelists are expected to arrive at the room at least 15 minutes early, with all necessary supplies and equipment not provided by Pensacon, and be ready to set up during the transition. Participants in workshops and special activities are expected to arrive early enough before the event to set up, and to bring all necessary supplies and equipment not provided by Pensacon.
17. The posted schedule and venues are subject to change. Pensacon will do its best to notify you of any changes as soon as possible.
18. Panels and workshops are grouped together by theme, or “track.” Special activities are listed by type (e.g., demonstration or game). Programming will take place at venues designated by Pensacon.

Passes

19. Each participant conducting one or two programs will be provided with a Pensacon day pass for each day they are scheduled. A day pass is a wristband valid for that day only, and each participant will receive only one wristband per day. Participants conducting three or more programs will be provided with a three-day pass, regardless of which days they are scheduled.
20. Each participant is responsible for picking up their own pass unless other arrangements are made in advance with Pensacon staff. By prior arrangement, the Responsible Individual may pick up passes on behalf of participants. More information will be provided upon acceptance. Be sure passes are picked up in plenty of time before the program starts so that all participants arrive on time. Dates, times, and locations of early pass pickup will be provided closer to Pensacon.
21. If you receive a volunteer, media, exhibitor, or other complimentary badge from Pensacon, you will NOT be provided with a duplicate pass; you will be given one badge from the highest applicable category.
22. Once you have received your day pass or three-day pass, you are expected to conduct your program as scheduled. Any participant who accepts a pass but does not fulfill the stated commitment to Pensacon will be responsible for the at-the-door price of the pass provided and will not be eligible to present programming at future shows. 

Content

23. Pensacon prefers content appropriate for all audiences but understands that certain topics should be reserved for a mature audience. If your content involves strong language, sexuality, or depictions of violence and/or disturbing images (such as video clips or makeup effects), this must be stated on the application. It is the responsibility of the participants to warn the audience of such content at the beginning of the program. Illegal activity (or the promotion of such) is not allowed.
24. Panels, workshops, and special activities are open to all Pensacon attendees with a VIP pass, three-day pass, or day pass for the day of the event, and may not charge additional admission fees. However, materials fees may be charged to recoup out-of-pocket expenses for workshops. All materials fees must be stated clearly in the Materials Fee field on the application.

Logistics

25. Due to limitations at the venues where events take place, parking is NOT guaranteed for participants. Pensacon suggests planning ahead for the most efficient and convenient place to park. If you have special parking needs or need to unload gear before the event, contact Pensacon staff ahead of time to make appropriate arrangements.