Submission Form for Hosting a Special Event

Special events are typically scheduled in a separate room (NOT the Consuite) for a 90 minute to 3 hour block including setup and cleanup time. Your Special event will be displayed on the public schedule and may include a period of private setup time before-hand depending on your needs. Your event will then run one to two hours (or more) with additional time for cleanup if needed. If you anticipate needing more time than that, please include that information in the notes field below. While we cannot guarantee to accommodate you, we will do our best given our other scheduling constraints.

Please fill out the following information:

Title of Event (required):

We typically schedule rooms in 30 minute blocks. You should expect to be able to start setting up 5 minutes before your slot is scheduled, and we expect you to be packed up and out of the room at least 15 minutes before the end of your time slot. Please take this into account when selecting the amount of time needed for your special event. If you anticipate needing more than 5 or so minutes to set up, please note that below so that we can close the room for you on the schedule for setup before your actual event starts. If you select "other", please explain below.

Time Needed (required): 90 mins2 hours3 hours4 hoursother

Your Name (required):

Your Band Name (if any):

Your Email (required):

Your Phone# at con (required):

This year, OVFF will be designating masks required and masks optional areas. As a host, it is your choice as to which type of area you would prefer. We will be allocating space based on the preferences of each of our hosts for workshops, theme filks, and special events. Please note that the CD Release party on the Terrace will be designated mask optional- the preference below only applies to other special events.

Masking Preference (required): Masks RequiredMasks Optional

Want Reminder at Con: YesNo

Description (50-100 word) of Your Event (required):

Your Short Biography (50-100 word) (required. If you have hosted for us within the last 5 years, you may say "on file" if you have no changes to your previously submitted biography):

Please list any additional hosts or helpers you will have at the event:

Other notes and time restrictions. Please especially list any performances you might be a part of or any other workshops/theme filks/special events you will be involved with so we can avoid scheduling conflicts (we will try to honor your preferences as well, but no guarantees on that). Please also include the amount of time you need for setup/cleanup (if any) and length of time you would like for the actual event- we typically schedule a 2 hour block, but can change this upon request:

IMPORTANT:
If you have asked someone to "just help out" even in an unofficial capacity, we NEED to know this so that we don't schedule that person in 2 places at once.

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