Flame Con 2025 Accepted Programming Guide

Registration vs. Check-In

Registration is where you claim your Flame Con panelist badge. The programming team does not have access to the Flame Con ticketing database; therefore, we can not verify if you are on site to present your panel/performance/workshop.

Programming Check-In is where you confirm your presence for your panel, workshop, or performance. Failure to check in with the programming team will result in the cancellation of your event and make you ineligible to apply for a panel at Flame Con 2026.

Check-In Process:

Since the registration area can be crowded, heading to the Programming Check-In Room after claiming your badge ensures the programming team knows you have arrived safely and are ready to present your panel/workshop/performance. The Programming Check-In Room also serves as a green room for all panelists and performers. There will be a Flame Con volunteer present in the room, so if you have any questions, this is the place to ask!

Please note, if you leave personal items in the Programming Check-In Room, you do so at your own risk. Flame Con and Geeks OUT are not responsible for any missing, stolen, or misplaced personal items. There is a FREE coat/bag check located right next to the programming check in room.

On the Day of Your Panel, Workshop, or Performance

Claim your badge at the Flame Con Registration Desk.
Proceed to Programming Check-In.
If you are a performer and need time/space to warm up, the green room is available (not for storage or personal belongings—use the free coat/bag check).
If you need to complete an A/V or sound checks, coordinate with our team before the event to ensure the proper staff is on hand.
Arrive at your assigned room at least 15 minutes before your scheduled event.
A Flame Con programming volunteer will be present to assist you.
Any technical issues must be addressed by hotel staff. The Flame Con volunteer will fetch the appropriate staff member if needed.

What is the difference between panels and workshops?

Panels: your audience should leave thinking of having a discussion about what was presented. Panel questions may be based on curiosity and explorations of the themes being discussed and presented.

Workshops: your audience should leave with specific actions in mind based off of the hands-on activity and/or demo that was presented. Workshop questions may be based more on specific problem solving using the presenter’s experience and skills. Be sure to also consider what power hookups and/or tools you will be bringing to your workshop.

What to Bring

Backup copy of your panel presentation (flash drive and/or spare laptop)
Any necessary handouts/supplies (for workshops—Flame Con does not provide materials or printing services)

Running Your Panel/Workshop

Have a copy of your presentation on a flash drive or spare laptop in case of technical issues.
If your panelists need to prepare for questions, send them in advance.
Be sure to confirm your panelists pronouns and/or name pronunciation.
For audience Q&A, ensure enough time is scheduled and provide clear guidelines before opening the floor.
Repeat audience questions so everyone can hear them.
Be mindful of time—volunteers will provide a 5-minute warning and 1-minute warning to wrap up.

We are running on a tight schedule and will be stopping all panels/performances/workshops on time.

We want all our panelists who intend to present workshops to be aware that NOT ALL PROGRAMMING WILL BE PROVIDED WITH AV (microphones, projector, screens). Programming for panels will be prioritized for AV needs over workshops. Additionally, all workshops must supply their own materials/supplies that will be needed.

Running Your Performance

There will be time between scheduled performances for blocking and tech checks.
We provide wireless microphones with stands, but not body mics.

Thank you for being part of Flame Con 2025! We appreciate your contributions and look forward to an amazing show!