BAY AREA KEI

Panelist Applications Close: October 1st, 11:59 PM Pacific Time

Thank you for your interest in being a panelist for Ursa Major 2025! Please read the policies and guidelines below before submitting a panel application form.

• Due to time constraints, we can only fit a limited amount of content into our programming. We will jury submissions based on (but not limited to) these criteria:

  • Experience in hosting previous panels or workshops

  • Expertise on the proposed topic

  • Uniqueness of topic

  • Opportunities for social engagement

• We are looking for a wide range of content, including:

  • Craft workshops

  • Hands-on tutorials

  • Niche J-fashion subjects

  • Game show-style panels & other activities

• While we welcome introductory panels on various J-fashion styles, we are not prioritizing any Lolita 101 content.

• Applicants may submit as many panel application forms as they like. We may choose all or none of your submitted panels. Please submit a separate form for each panel application!

• Panels and workshops may be hosted in a variety of different formats or layouts. Please let us know your needs and we will try to accommodate you in our space to the best of our abilities.

Panels and workshops will take place between Friday, December 12th to Sunday, December 14th. We will do our best to accommodate panelist schedule preferences as much as possible. Please make a note of any potential conflicts in schedule in the panel application form.

Are panelists eligible for a badge reimbursement?

Yes, panelists must present a minimum of one (1) hour of content to be reimbursed for a full weekend badge. Panelists will receive a badge reimbursement submission form via email from Ursa Major staff after the event.

Do I have to purchase a badge in order to participate as a panelist?

No, panelists do not need to purchase a badge in order to present a panel. Any panelists without a badge may enter the panel room to present their panel, but may not participate in any other badged activities.

If I host more than one hour of panel or workshop content, can my reimbursement be applied to someone else's badge?

No, even if a panelist hosts more than one hour of content, they may only apply their reimbursement to their own badge.

If I host an hour-long panel but only purchase a single-day badge, do I receive the equivalent of a full weekend badge back?

No, panelists may only be reimbursed the total amount that they paid for a badge.

If I purchase a VIP Shopping ticket or Swap Meet table, will my reimbursement cover that as well?

No, we are not reimbursing panelists for VIP Shopping tickets or Swap Meet tables.

Can I receive reimbursement for the cost of my materials?

Unless previously discussed, Ursa Major is unable to reimburse panelists for the cost of any prizes or materials used during a panel.

What is the timeline of reimbursement?

The deadline to submit the reimbursement form for Ursa Major 2025 on December 21st, 11:59 PM Pacific. All badge reimbursements will be processed by December 27th. If you do not receive your reimbursement by December 27th, please contact us at bayareakei@gmail.com.

How many panelists may participate in a single panel?

There may be up to four (4) panelists for a single panel. For application purposes, one individual in the group will be designated as the "panelist" while all other participants will be referred to as “co-panelists”. The panelist on record will serve as the sole representative for all discussion, planning, and scheduling with Ursa Major staff, and is expected to communicate with co-panelists regarding necessary at-con information and instruction from Ursa Major staff.

What happens if my panel is selected and I have to cancel?

Please contact us at bayareakei@gmail.com ASAP if you need to cancel your panel. Panels that have been canceled by the panelist are not eligible for badge reimbursement. If Ursa Major staff cancel a panel, panelists will still be reimbursed as if the panel did occur.

We will have the following spaces available:

OSAKA

Available on Friday, Saturday, and Sunday

The Osaka room is located downstairs on the garden level of Hotel Kabuki and will have a more traditional panel layout, consisting of a table at front of the room with chairs and microphones for panelists, a video projector, and chairs in rows facing the panelists.

IMPERIAL BALLROOM A

Available on Friday and Saturday

Imperial Ballroom A is located downstairs on the garden level of Hotel Kabuki, and will have large round tables with chairs and microphones. There is no video projector. This space can accommodate workshop-style panels and larger social gatherings.

SAKURA A

Available on Sunday

Sakura A is located on the lobby level of Hotel Kabuki. The space will include large round tables with chairs, a table at the front of the room, microphones, and a video projector. This space can accommodate workshop-style and roundtable-style panels.

PANEL ROOM EQUIPMENT

If you have tech requests, make sure to include them into your application. We will accommodate requests to the best of our ability.

• Please indicate if you need a video projector, sound system, and/or microphones.

• Panelists are responsible for providing their own laptops. Some HDMI input adapters may be available for use, but they are not guaranteed. We advise panelists to bring their own display adapters if needed.

• Panelists are not allowed to alter the A/V setup. Please ask for assistance from Ursa Major staff if any minor adjustments are needed.

• Ursa Major does not provide panelists with prizes to distribute for panel games or participation. Any and all prizes must be provided by the panelist.

• Food or drinks cannot be served to members of the audience during a panel, or be given away as prizes.