Panelist Manual

Panels & Screenings (newyorkcomiccon.com)

ReedPop will schedule your panel based on availability and needs of the show. Panelists may request specific days and times. All requests will be considered, but final scheduling will be at ReedPop’s sole discretion. Please be advised that panel schedules may change. Panel organizers will be notified of required schedule changes.

• Unless on Empire Stage, there are 15-30 min breaks in between each panel. 

• Arrive to your Panel Room at least 20 minutes in advance of your start time to ensure a smooth setup and tech check.  

• It is crucial for panels to start and end on time. If your panel starts late, it still ends on time.

• Each panel is 1 hour in duration. Unless otherwise noted.

• As soon as the panel before yours concludes, you may begin setting up your panel.

• Excluding Main and Empire Stages, we do not clear panel rooms unless otherwise noted.  

1. Windows PC laptops are available in the panel room.
2. Bring your presentation/assets on a USB flash drive.
   • All files regardless of type should follow the logic of: SESSION-DATE_SESSION-TIME_SessionName_VERSION
     • EXAMPLES: 06.10.22_0900_406_v1.mov
3. Do not forget any adaptors you may need if you bring your own laptop.
   • Example: USB-C to USB or USB-C to HDMI
4. Presentations should be created is a 16:9 aspect ratio and preferred output resolution is 1920x1080. It is also recommended that if the panel has multiple presentations that they are combined onto one computer for the session.
5. Limited Rehearsal and Tech Check times are available, please consult the Content Team at [email protected] with NYCC in the subject line. The deadline to request a tech check is one month before the show.

We ask and encourage that the panel organizer supports their own giveaway. However, NYCC crew will be in the area and can step in to help. Please do not rely on them to fully manage your giveaway, but they are happy to help. Typically, we set up a table for giveaways and people grab one as they exit.

Please read the following document to ensure all your giveaway items arrive and are in place for your panel at NYCC. You are responsible for all shipping, material handling, and labor charges for the delivery of your giveaways. NYCC is not responsible for lost or undelivered items. 

If you do not have a Freeman account, you will need to set one up here. 

There are two options for shipping your panel giveaways:  

• Direct to show site.
• To the advance warehouse. We suggest advance warehouse if possible! 

1. If shipping direct to show site SHIPMENT MUST ARRIVE AFTER OCTOBER 15, 2024 
   • Provide this information about delivering to Javits to your carrier. Your carrier will need to provide this information before they are on Javits property for delivery.  
   • Use this shipping label on all your boxes/cartons/etc. and include the following: 
     • Panel Name 
     • Room Number 
     • Date of Panel 
     • Time of Panel 
       • Freeman will receive shipments at exhibit facility beginning Oct 10. 
       • Shipments arriving before this date may be refused by the facility. 
       • Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. 
       • Certified weight tickets must accompany all shipments. 
       • If required, provide your carrier with this phone number: (888) 508-5054. 
       • Any materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.  
       • Refer to the material handling form for charges for the service. 
       • Be aware that disposal of giveaways is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your giveaways 
2. If shipping to the advance warehouse SHIPMENT MUST ARRIVE BETWEEN SEPTEMBER 20, 2024 – OCT 8, 2024
   • Provide this information about delivering to the advance warehouse to your carrier.  
   • Use this shipping label on all our boxes/cartons/etc. and include the following: 
     • Panel Name 
     • Room Number 
     • Date of Panel 
     • Time of Panel 
       1. Ship early to avoid delays and save money. 
       2. Freeman will accept crated, boxed or skidded material beginning September 20 at the warehouse. 
       3. Material arriving after October 8 will be received at the warehouse with an additional after deadline charge. 
       4. Note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or un-skidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108"H x 93"W. 
       5. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 2:30 PM. 
       6. Certified weight tickets must accompany all shipments. 
       7. If required, provide your carrier with this phone number: (888) 508-5054. 
3. When your items ship, please send the below information to [email protected]   
4. Please note – if you do not send this information preshow, we cannot confirm your boxes have arrived on site.
   • Panel Name
   • Room Number
   • Date of Panel
   • Time of Panel
   • Tracking Numbers
   • Onsite Contact for delivery of materials (name/phone/email)
   • Leftover giveaways, will they be tossed or mailed back?
   • Return address if keeping leftovers. Please note that you are responsible for any shipping fees. 

An overview of the floor plans at the Javits Center: 
Floor Plans - Javits Center

NYCC will film and livestream all panels taking place on the Empire and Main Stages. These panels will livestream on ReedPop’s Popverse site for free as they are happening. After the panels livestream, they will be available as VOD on the Popverse site to Popverse subscribers and NYCC digital ticketholders. Other panels will not be recorded, and Panelists/Organizers may record their own panel if aisle ways and egress’ are not blocked. Handheld devices only. No large rigs or tripods. 
 
Panels may be filmed/recorded for ReedPop and Popverse purposes only. Panelists cannot make requests to have ReedPop film/record their panels. The decision on which panels are filmed is the sole decision of ReedPop and Popverse. Filmed/recorded panels are to be published on the Popverse website, YouTube, and social media pages at its discretion, and some of which may be for paid Popverse members and/or digital ticketholders only. Popverse has exclusivity rights of filmed/recorded panels for up to 90 days from the date of the panel.  

What is Popverse?
Popverse is a comics + pop culture entertainment website focusing on that delectable media people come to conventions for, with breaking news, expert commentary, and engrossing conversations with people behind the things we all love. Popverse is the exclusive home for filmed panels from New York Comic Con, Emerald City Comic Con, C2E2, MCM Comic Con, and other ReedPop shows. For more information about Popverse, click here. 

Fans must request ASL Interpretation for panels. If you would like to request ASL Interpretation for any performance, please contact us at [email protected]. Keep in mind, requests must be made no later than three weeks before the event to allow for sufficient processing time.

For more information about ADA, please visit: ADA Assistance Program (newyorkcomiccon.com)

Our event name should be written out as New York Comic Con in the first mention and abbreviated to NYCC after that. There is never a hyphen between the words Comic and Con. Any other spellings or abbreviations of our name are incorrect.

Any use of the New York Comic Con logo on printed or digital materials MUST be approved by the NYCC team prior to being printed or promoted. Please e-mail us a sample of how you plan to use the logo and we will provide feedback quickly. 

Logo Download and Brand Guidelines (newyorkcomiccon.com)

Have an emergency on-site? Tech issue? Panelist Badge Issue? Stuck in line before your panel? Please don’t hesitate to contact (475) 266-6191. Inquires made to this phone number will only be accepted on-site during show days and load-in and load-out. Inquiries are preferred via text message and may have a delayed response time. However, a quick response is the priority. Inquiries pre-show must be made by email to [email protected]. Please include NYCC in the subject line.