Costume/Cosplay Contest Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.

6 months before the convention

• Find a judging team.
• Work with Legal to have a contract laid out for the judging team. Approval by convention heads is needed before sending/signing the contract.
• Confirm who is going to emcee the contest this year. If it will be The Kamikaze Snowmen, confirm with them(or guest department) that this will work.
• Brainstorm about ideas for prizes. Work with the merch department.
• Get a budget from the Treasurer.

5 months before the convention

• Request the convention dates off from work. It’s suggested you also take the Monday following the convention off as well.
• Email graphics@<convention email> with any graphics or posters you need at the convention.
• Write a blog/post and send it to Blogs/Social Media regarding the upcoming contest.

4 months before the convention

• Work with scheduling@<convention email> to find times for prejudging and finalize prizes for the contest.
• Send your event order to hotel@<convention email> by 3 months before con.
• You will need a table for sign up.

3 months before the convention

• If there is to be a Children’s Masquerade then meet with the Youth Coordinator to discuss Children’s Masquerade. Talk about prizes and who is going to emcee Children’s Masquerade.
• If you are doing garment bags, talk to logistics@<convention email>/merch so they can get them ordered
• Make sure to send the title of each category.

2 months before the convention

• Write a paragraph about the main programming costume/cosplay contest, kid’s masquerade (if there is to be one), locations, and hours. Send it to programguide@<convention email> and scheduling@<convention email> by the 15th of this month.

1 month before the convention

• Finalize all prizes and make sure Merchandising knows exactly what you are using and how much of it.
• Send anything you need announced during opening and closing ceremonies including slides to Ceremonies Lead by the end of this month.
• Send the judges a list of everything they need to be a part of for judging (times, rooms, days, etc)

Month of the convention

• Validate Costume/Cosplay Contest SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Work with volunteers@<convention email> if you need someone to sit at the sign up table, and line up 3-4 volunteers to help with walk through the hallway control during the costume contest on Saturday.

Responsibilities at the convention

• You will oversee prejudging, Costume Contest and Children’s Masquerade.
• Make sure judges are present & ready for all parts they are involved in.