PAX West '24 Community Meetup Request Form

If you're a community leader who'd like to have a gathering at PAX, but you just need a place to do it, we'd like to help! We'll provide the room, a speaker, some chairs & table, and get your event on our schedule - plus we'll throw in a couple badges as well. If you'd like to apply to claim a spot in our Community Room for you and yours, simply fill out the application below. Space and time are both limited, but we'll do the best we can to help as many groups as possible. Acceptance will be on a rolling basis, with the first round of acceptances closing on Friday, June 21 at 5:00pm ET.

Please note: If you are interested in hosting a more formal Meet&Greet or signing at PAX, this is NOT the form. Please email [email protected] instead. REMEMBER: Meet&Greets, signings, and fan meetups that occur on-site at PAX must be approved by PAX. If they are not, then you will be approached by a grumpy staff member and left with disappointed fans and community members.

Email [email protected] for any questions.

Legal First Name Required
This should match your name as it appears on your legal ID.

Legal Surname Required
This should match your name as it appears on your legal ID.

Preferred Name/Handle
This name will appear on public-facing information.

Pronouns

Email Address Required

Phone Number Required
This is only for on-site emergencies.

What is the Name of you Community? Required

What's your position in the community? Required
Founder? Participant? Somewhere in the middle?

What's your best guess as to the number of active participants in your community? Required
No need to get out the abacus, we're just looking for ballpark numbers to differentiate between a half-dozen friends who probably don't need a dedicated room, and a group with a million followers who might not fit in our room.

Can you tell us a little more about your community? Required
How long has it been around, how did it get it's start, where does it normally gather, etc...

Where can we go to learn more about this community? Required
Website? Twitter feed? Twitch page? Reddit group? No Discord of private FB groups, please.

Have you ever done an in-person meet before?
The answer can totally be no... We're just asking!

What would your session be named? Required
If accepted, this is what would go on our website and mobile app. If your community has a name, it should probably just be that. If not, focus on whatever it is that brings your community together.

Who is this meetup Hosted By? Required
We realize you might be submitting this, but aren't the person who will be there IRL. Is this you? Your organization? A different person entirely? This person will be listed in the schedule as "Hosted by".

Community Meetup Description Required
This will appear in the schedule to inform attendees who your meetup is for and what the meetup is about.

Is this meetup associated with, or related to, any other PAX content? If yes, what and when is it? Required
Does this group have a booth on the Show Floor? Will there be a giveaway sponsored by a company? Is there an associated panel?

The Community Meetup Room is equipped with a combination of round tables, long rectangular tables, high top tables, speakers, and 1 mic. How do you imagine the room to look during your event? Required
Please Note: Meetup hosts are expected to help move furniture if required by their requests.

Is there anything else we should know about the proposed gathering itself? Required
For example: Are you hosting a fandom meetup (i.e. sit and talk) or an event (i.e. dance classes)? Is this a cosplay meetup only for cosplayers and not fans? Will photographs be taken? etc.

The Community Room will be open Friday - Sunday from 10:00am to 11:00pm PST, and Monday from 10:00am - 6:00pm. We will be assigning time slots for each Meetup based on availability starting at 11:00am PST. Do you have a preferred time when you would like Required

Are you available to host a Meetup on Friday, August 30?
Submitting this information does not guarantee that you will be offered a meetup during those times. Meetups are only 1hr long. If you require more time, please explain why in another section.

Thank you for submitting your availability.

Are you available to host a Meetup on Saturday, August 31?
Submitting this information does not guarantee that you will be offered a meetup during those times. Meetups are only 1hr long. If you require more time, please explain why in another section.

Thank you for submitting your availability.

Are you available to host a Meetup on Sunday, September 1?
Submitting this information does not guarantee that you will be offered a meetup during those times. Meetups are only 1hr long. If you require more time, please explain why in another section.

Thank you for submitting your availability.

Are you available to host a Meetup on Monday, September 2?

Thank you for submitting your availability.

Safety, Security, and Wellness

The Rules of PAX can be found at https://west.paxsite.com/en-us/info/safety-security-and-wellness.html with further explanation and legal Terms of Service available here: PAXWest24.com/Legal.

Should my Community Meetup be accepted, I acknowledge that I will abide by the Rules and policies of PAX as provided above by ReedPop and the venue.

I understand that this application does not guarantee me a Community Room slot, and instead only registers my request to host a Community Meetup at PAX.

ReedPop's mission is to create welcoming events where fans of all kinds are safe and accepted. ReedPop Community Meetup hosts and organizers are subject to our harassment policy, not only as attendees, but also during their Meetups.
Per the policy, this includes the prohibition of offensive verbal comments in relation to, but not limited to, race, gender, gender identity, national origin, sexual orientation, age, and appearance. Please mark yes if you have read this statement.

Complimentary Special Guest badges are given to Meetup hosts and organizers who don't already have another type of badge (Exhibitor, Media, etc.).
If any Community Meetup host or organizer is caught giving away or selling their badge, they will be banned from hosting, either a community meetup or other content, at all ReedPop shows. Badges are non-transferable. Do you understand?