Tickets

Cosplay Meetups

Be the hero who unites the people. Host a Cosplay Meetup, meet other enthusiastic fans, and create the iconic photos your favorite series deserves.

Cosplay Meetups

Rise up with your Fandom

A Cosplay Meetup is an unofficial group photoshoot that is open to cosplayers and fans from a fandom/series related to animated media, anime, manga, mobile games, video games, or Japanese pop culture.

A Scheduled Meetup is a Cosplay Meetup that is accepted and confirmed to be on the Otafest schedule. These Meetups are hosted by you, the attendees!

Otafest provides the location(s) at the venue and time slots on its schedule to help you have a successful Meetup. Otafest just needs you to apply to host those Meetups that you want to happen!

If you have any questions or inquiries about Meetups, reach out to meetups@otafest.com.

Meetup Times

Meetups will be scheduled during the following times:

  • Friday: 10 AM – 8 PM
  • Saturday: 10 AM – 8 PM
  • Sunday: 10 AM – 6 PM

Times are subject to change based on number of submissions and availability.

Tips for a Successful Meetup

  • Otafest Photographer Staff may or may not be available for your Meetup. You should plan for your own dedicated photographer (such as a family member, friend, hired, not hired, etc). The photographer requires valid Otafest admission to be permitted into the venue.
  • At the start of your Meetup, please inform everyone who the main photographer is and where photos can be found later.
  • Make a prompt list prior to your Meetup. That way, no Meetup time is wasted thinking about ideas for prompts!
  • A prompt list includes: group shot at beginning of Meetup, specific solo character shots, duos, groups of characters, character(s) vs. character(s), group shot near end of Meetup, etc.
  • Characters in non-canon outfits are included in their respective character prompts unless a prompt specifies a certain canon outfit.
  • If a cosplayer has to leave early, ensure to do prompts related to their character first.
  • Ensure that every cosplayer and/or fan is included in at least one photo. However, do not force anyone to be part of a prompt or photo. Remember: COSPLAY IS NOT CONSENT!
  • You can also open the floor for prompt ideas after the original prompt list is done.
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When are Cosplay Meetups chosen?

Selections are made by the end of March. All Meetup Host Applicants will be notified as to whether they have been accepted, waitlisted, or rejected at that time. Applicants will be notified of any changes via email prior to.

Meetup Terms & Conditions

  1. GENERAL GUIDELINES
    1. Content and Conduct
      1. All Meetup content and activities must be appropriate for all ages and adhere to all Otafest Festival Policies. Coarse language, violence, nudity, sexual actions, and other 18+/M-rated content are strictly prohibited.
      2. Meetup applications for fandoms or series rated 18+/M will be rejected. This includes any depictions, references to, or imagery of underage characters in any unlawful circumstances.
      3. Remember: Cosplay is not consent. This means that a costume is not an invitation for unwanted physical contact or harassment.
    2. Punctuality and Communication
      1. The Meetup Host must check in with the Meetups Lead at the designated location 10 minutes prior to the scheduled start time.
      2. Should the Host anticipate being late, they must provide notice by emailing the Meetups Lead at meetups@otafest.com.
      3. Failure to appear for a scheduled Meetup (“no-show”) without prior communication may result in the Host being banned from hosting at future Otafest events.
    3. Scheduling and Time Management
      1. Meetups are scheduled in 30 minute or 60 minute time slots.
      2. A 60-minute Meetup may conclude after a minimum of 45 minutes.
      3. The Host must conclude the Meetup and ensure the designated location is clear by the listed end time.
    4. Substance Policy
      1. The Meetup Host and any assistants are prohibited from consuming alcohol or drugs, or being intoxicated between the scheduled start and end time of their Meetup.
    5. Code of Conduct
      1. The Host must engage in appropriate and respectful behavior towards all attendees, assistants, volunteers, staff, and members of the public.
      2. Failure to adhere to this standard of conduct may result in the Host being ejected from the event and/or banned from hosting at future Otafest events.
    6. Host Accountability
      1. The Host is fully responsible and accountable for the actions of their Assistant Host(s) and any other persons involved in the administration of their Meetup.
    7. Inclement Weather Contingency
      1. If a Meetup is moved to an indoor location due to inclement weather, all participants and Hosts must maintain low noise levels. Screaming, screeching, and high-pitched squealing are prohibited.
    8. Photography
      1. Otafest staff photographers are not guaranteed to be available for Meetups. The Host is responsible for arranging their own dedicated photographer.
      2. Any photographer requires valid Otafest admission to enter the venue.
      3. At the beginning of the Meetup, the Host must indicate to participants who the designated photographer is and where photos will be made available post-event.
  2. WAITLIST POLICY
    1. Otafest may place Meetup applications on a waitlist if scheduled time slots are full.
    2. A Host placed on the waitlist must be prepared to host their Meetup without issue or delay if notified that their application has been accepted.
  3. CANCELLATION POLICY
    1. Host-Initiated Cancellation
      1. Should a Host be unable to run their Meetup, they must notify the Meetups Lead at meetups@otafest.com and provide a valid reason.
      2. Failure to provide such notification may result in the Host being banned from hosting at future Otafest events. All cancellations are evaluated on a case-by-case basis.
    2. Otafest-Initiated Cancellation
      1. If inclement weather occurs (e.g., heavy rain, forest fire smoke) and no suitable indoor location is available, Otafest will cancel the affected Meetup.
  4. DISCLAIMER AND LIABILITY
    1. Otafest Discretion
      1. Otafest reserves the absolute right to approve, deny, reschedule, or cancel any Meetup at any time as it deems fit.
    2. Limitation of Liability
      1. Otafest accepts no responsibility or liability for the content of Meetups or the actions of any Host, Assistant Host, or attendee.
    3. Host’s Legal Responsibility
      1. Otafest does not extend any form of legal protection to the Meetup Host.
      2. The Host is solely and entirely responsible for ensuring the legality and safety of all content and activities at their Meetup.
      3. The Host should designate a secure area for cosplayers to place their belongings. Otafest is not responsible for any lost or stolen property.
      4. If a Host moves their Meetup away from the designated location after the scheduled time is finished, Otafest assumes no responsibility for any activities or incidents that occur off venue grounds.

Application Form

Click here to Apply