Programming & Panelist Policies

To host a panel or participate as a presenter:

• Individuals must submit a Programming Application by the posted deadline.

• Applications must include a clear description of the panel topic and intended audience.

• All presenters must be approved by the Programming Team.

• Panelists under 18 require parental/guardian permission.

Submitting an application does not guarantee acceptance.

Programming must follow these standards:

• Content must be appropriate for the designated rating (All Ages, 13+, 18+, etc.).

• No discriminatory, hateful, or harassing content.

• No excessively explicit language or sexual content unless specifically approved for an 18+ block.

• No graphic violence demonstrations or unsafe props.

• No content that violates copyright, trademarks, or licensing agreements.

• Political or advocacy panels must remain respectful, balanced, and non-disruptive.

KW Comic Con reserves the right to reject, revise, or cancel programming that violates these guidelines or raises safety concerns.

Panelists are expected to:

• Arrive at the programming room 10–15 minutes early.

• Treat volunteers, staff, and attendees with respect.

• Follow event rules and all instructions from room staff.

• Begin and end their panel on time.

• Keep discussions respectful and on-topic.

Panelists must adhere to the Code of Conduct, and disruptive behavior may result in removal from programming and future bans.

KW Comic Con provides:

• A programming room

• Basic audio/visual equipment (mic, projector, speakers, screen; availability may vary)

• Volunteer support for timing and crowd management

Panelists must:

• Test any media before their panel begins

• Bring any adapters or laptops they require

• Avoid altering equipment or unplugging essential hardware

• Refrain from moving stage furniture without staff approval

KW Comic Con cannot guarantee internet access for panelists unless pre-arranged.

• Rooms have strict capacity limits set by venue safety regulations.

• Volunteers will manage seating; panelists may not override capacity rules.

• Late panelists may forfeit their time slot.

• If a panel is unexpectedly empty or the panelists fail to appear, the room will be closed until the next scheduled program.

Panelists and attendees must follow these guidelines:

• Panelists may record their own panel unless otherwise restricted.

• Attendees may only record if the panelist permits it at the start of the session.

• No recording of 18+ programming unless explicitly stated.

• No recording of content involving licensed or copyrighted material (e.g., anime/film festival screenings).

• Livestreaming by attendees is not permitted unless approved by KW Comic Con.

Panelists must clearly notify attendees if recording is not allowed.

Panels discussing sensitive topics must provide clear content warnings at the beginning of the session, such as:

• Violence

• Trauma or abuse

• Mental health topics

• Flashing lights or loud audio

• Mature themes

KW Comic Con may require warnings if staff determine they are necessary.

Panelists may:

• Mention their social media or upcoming projects

• Provide business cards or small flyers

Panelists may not:

• Sell merchandise inside programming rooms

• Conduct paid workshops or charge fees

• Promote external events that conflict with KW Comic Con without approval

If panelists wish to sell merchandise, they must do so through an exhibitor booth or Artist Alley.

Panelists must immediately report:

• Medical issues

• Disruptive behavior

• Harassment

• Technical failures

• Safety hazards

Volunteers will contact the Programming Lead or Public Safety team as needed.
Panelists must cooperate fully during evacuations or emergencies.

If panelists need to cancel:

• Notify the Programming Team as soon as possible, preferably 48–72 hours before the event.

• Panels may be reassigned, shortened, or replaced depending on scheduling needs.

KW Comic Con may remove or adjust programming at any time due to operational needs or safety concerns.