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For cons, photoshoots or other community get togethers, it can seem like a great opportunity to host cosplayers as a group to dress up, have fun and meet new people. However, the task of organizing the event may seem daunting. If you’re asking, how do you plan a cosplay meetup, we have the steps you need to get started.
Planning a Cosplay Meetup at a Con
- Register or apply – Cons often have an application to host official meetups. You can also opt for an unofficial one but check the con rules first. Be sure to apply on time and provide as much information as you can.
- Decide a theme – Things like fandoms, genres and more make for great themes. That way you help cosplayers determine what costumes to bring to the meetup. You often want the theme to be fitting to the con theme. Thus an anime con would mean picking a specific anime for the meetup theme.
- Set a time and date – The con may assign you a date and time for the meetup, so be prepared to work with that. Otherwise try to find a date and time you know you will be available at the con.
- Pick a meetup location – The con may have a dedicated space for official meetups or you may have to select a spot within the venue. It’s easier for people to attend the meetup if you choose a location on site.
- Organize photographers – If you want official photographers to take photos at the meetup make sure to reach out and organize with them.
- Plan the meetup – If you want to change sites throughout the meetup or have specific group photos with the photographers, make sure to plan for that. Figure out how long you will spend at each site and be ready to coordinate the event to keep things moving.
Planning a Cosplay Meetup at a Public Space
- Pick a spot – Find a public space that works best for your meetup and is easily accessible for cosplayers. One with public transit nearby is a plus. Make sure to visit the location and check it out before booking.
- Check location rules – Always verify the location you choose allows for meetups like this and photographers. Some may require licenses or a fee be paid. Also, check rules for props that will need to be conveyed to the cosplayers attending.
- Decide a theme – Things like fandoms, genres and more make for great themes. That way you help cosplayers determine what costumes to bring to the meetup. You often want the theme to be fitting to the location you are shooting at.
- Set a time and date – Find a date and time that works well for you, other organizers and photographers. Also check if it’s expected to have good weather if you’re planning an outdoor meetup. You should also check the date and time works for the venue incase they are hosting other events.
- Organize photographers – If you want official photographers to take photos at the meetup make sure to reach out and organize with them for the meetup.
- Plan the meetup – If you want to change sites throughout the meetup or have specific group photos with the photographers, make sure to plan ahead. Figure out how long you will spend at each site and be ready to coordinate the event to keep things moving.
- Arrive early to set up – Make sure to arrive early as the organizer to set up and ensure the space is ready to go for the meetup.
