Panelist Manual
Dear C2E2 Speaker,
We’re thrilled to welcome you to C2E2! Thank you for lending your voice, talent, and expertise to this year’s program. Your session, whether it’s a panel, workshop, demo, or interactive experience, is an important part of what makes C2E2 such a vibrant and memorable show for fans.
This manual is your go‑to guide for preparing for your appearance. Inside, you’ll find the key details you need before you take the stage: what to expect onsite, how to navigate your schedule, where to check in, information about room setup and AV, and helpful tips to make your session run smoothly.
If you have questions at any point, our team is here to help. Email us at [email protected], and please include “C2E2” in the subject line so we can get you a quick response.
We can’t wait to see you at the show and to experience the incredible session you have planned!
Sincerely, The C2E2 Content Team
Before You Arrive
Download the Official C2E2 Mobile App for schedules, maps, and real-time updates.
Please review your scheduled programming time in the Mobile App or Website and plan to arrive at least 15 minutes early prior to your programming start time.
Review this Panelist Manual for room info and AV tech sheets.
Unless already requested, for any specific requests like DVD player, ELMO (document camera), please notify us immediately.
After March 20, all badge inquires will need to be handled onsite at Will Call.
- Session Schedule
- Panelist Badge Registration & Info
- Badge Pickup & Will Call
- What to Expect Onsite: Arrival, Setup & Timing
- AV / Tech
- Streaming & Popverse
- Hotels & Parking
- ADA Assistance
- Health & Safety
- Programming Hours
- Help
- FAQ
Session Schedule
ReedPop will schedule your session based on overall show needs, room availability, and program balance. While speakers are welcome to request preferred days or times, all requests are considered but not guaranteed. Final scheduling decisions are at ReedPop’s sole discretion.
You will receive your confirmed session date, time, and room assignment once the schedule is finalized. Please note that schedules may continue to shift as the event approaches to accommodate changes in programming, guest availability, and operational needs. If an adjustment to your session becomes necessary, the organizer will be notified as soon as possible.
Closer to the show, you’ll also receive information about when to arrive, where to check in before your session, and any last‑minute updates to your schedule. We encourage all speakers to review their final schedule carefully and to monitor email for any timely communications from the Content Team.
Panelist Badge Registration & Info
Badge Details
- Every speaker will need to register individually for a Panelist Badge. You’ll receive registration instructions once your session is approved. If you run into any issues, our team is happy to help at [email protected]
- Panelist Badges grant access to all show days.
Badges allow access to your panel room and the Show Floor but do not include early entry or special queuing.
Badge Pickup & Will Call
Panelist Badge Pickup — North Hall — McCormick Place
Speakers who submitted the registration form can pick up their badges at Will Call, located in the North Building Queue Hall of the McCormick Place, during the following hours:
- Wednesday, March 25 (Exhibitor Badges Only) 8:00 AM - 5:00 PM
- Thursday, March 26: 8:00 AM – 5:00 PM
- Friday, March 27: 8:00 AM – 5:00 PM
- Saturday, March 28: 8:00 AM – 7:00 PM
- Sunday, March 29: 8:00 AM – 4:00 PM
Onsite Logistics: Arrival, Setup & Room Flow
Timing is everything! Sessions must begin and end exactly as scheduled. Even if you start late, the end time remains the same. Most sessions run 45 minutes unless you’ve requested (and been approved for) a longer format.
Plan to arrive 15 minutes early to get settled, test your tech, and ease into show mode. We build 15–30 minute breaks between sessions so you have time to reset the room. As soon as the previous session wraps and the room is cleared, you’re free to begin your setup.
Complimentary Wi‑Fi is available in McCormick Place, but it is not reliable. Please avoid depending on it for your session needs. AV setups cannot be adjusted onsite.
Room load‑in & queueing:
Panelists and speakers may enter once the previous session ends. Attendees may remain in the room during setup, as most rooms are not cleared between sessions (except for Main Stage, sessions requiring reservations, and scheduled tech checks, or when Crew and Staff determine a reset is necessary).
ADA fans always enter first and receive priority seating. On the Main Stage, VIPs enter first and have designated seating and a separate queue. In panel rooms, VIPs only have guaranteed standing room and queue with all badge types.
Room Setup
- Main Stage - Theater seating. Inquire directly for more details.
- S405A – Panel Room – Theater Seating - Capacity 132 - 24’x12’x24” stage
- S405B – Panel Room – Theater Seating - Capacity 132 - 24’x12’x24” stage
- S404 – Panel Room – Theater Seating - Capacity 508 - 24’x16’x24” stage
- S403AB – Panel Room – Theater Seating - Capacity 350 - 24’x8’x24” stage
- S402A – Panel Room – Theater Seating – Capacity 173 – No stage risers
- S402B – Panel Room – Theater Seating – Capacity 173 – No stage risers
- S401ABC – Panel Room – Theater Seating - Capacity 332 - 24’x8’x24” stage
- S401D – Round Tables and Chairs – Capacity 96 – No stage risers
- S503AB – Round Tables with Chairs and Power – Capacity 64 – No stage risers
- Show Floor – Family HQ Workshops – Rectangle Tables facing the front with chairs – Capacity 80 – No stage risers
- Show Floor – Family HQ Interactive – Open – Capacity Varies – No stage risers
- Show Floor – C2E2 Interactive – Open – Capacity Varies – No stage risers
AV/Tech
An ELMO document camera is available upon request. Requests must be submitted 4 weeks prior to the show at [email protected]
Laptops are provided, but you are welcome to bring your own if preferred. Please confirm in the tech sheet if your room or area has a laptop.
Please bring all presentation assets on a USB flash drive as a backup.
Adapters are not provided. If you are using your own device, remember to bring any necessary adapters (e.g., USB‑C to HDMI).
Podiums include a built‑in podium microphone.
If you encounter any technical issues onsite, please contact the crew member or AV technician assigned to your room or area.
Rooms are typically equipped with wired microphones and either a TV screen or projector. However, they do not appear on the Freeman tech sheet because they are provided directly by the McCormick building.
Streaming & Popverse
Some sessions may be filmed or recorded for ReedPop and Popverse use. Panelists cannot request filming; all recording decisions are made solely by ReedPop and Popverse. Recorded sessions may be published on Popverse platforms—including the website, YouTube, and social media—at their discretion, with some content available exclusively to Popverse members or digital ticketholders. Popverse maintains exclusive rights to recorded sessions for up to 90 days after the event.
What is Popverse?
Popverse is ReedPop’s popculture and entertainment outlet, featuring news, interviews, and coverage of comics, fandom, and conventions. It is also the exclusive home for recorded panels from C2E2 and other ReedPop shows.
Hotels & Parking
Explore discounted rates at official C2E2 hotels each located within a short distance of the venue.
Please note: ReedPop does not cover panelist lodging, transportation, meals, or related expenses.
ADA Assistance
C2E2 is welcoming to individuals of all abilities and is a fully accessible event. ADA Entrance, Credentials, ADA Desk, and Additional Services can be found at:
Health & Safety
For information about C2E2’S health and safety guidelines, please visit:
Programming Hours
Show Floor
Friday
10:00 AM – 7:00 PM
Saturday
10:00 AM – 7:00 PM
Sunday
10:00 AM – 5:00 PM
Level 4
Friday
11:00 AM – 10:45 PM
Saturday
11:00 AM – 11:00 PM
Sunday
11:00 AM – 5:00 PM
Level 4 – The Tavern
Friday
10:00 AM – 11:00 PM
Saturday
10:00 AM – 11:00 PM
Sunday
10:00 AM – 5:00 PM
Level 5
Friday
10:00 AM – 11:00 PM
Saturday
10:00 AM – 11:00 PM
Sunday
10:00 AM – 5:00 PM
Help
For time‑sensitive issues on‑site, such as a technical problem, badge issue, or being stuck in line right before your session you may contact the On‑Site Help Phone at (475) 266‑6191. This line accepts calls and texts during the following hours:
Thu: 9:00 AM–9:00 PM | Fri–Sat: 9:00 AM–10:00 PM | Sun: 9:00 AM–5:00 PM
Please note: This phone number is intended as a last‑resort option, and response times may vary. Texts are preferred.
All pre‑show questions must be directed to [email protected], with C2E2 in the subject line.
FAQ
No. The next session will need to setup. You may continue conversations outside the room if not impeding traffic or queue plans.
Email [email protected] with your change, but you still must go to Will Call with your change.
Email [email protected]
Text (475) 266-6191 Please include your name and scheduled session in your message.
We recommend that you converse directly and interact with the audience! If this was an assigned moderator, please contact your C2E2 Representative.
Arrive your session at least 15 minutes earlier or before the previous one ends. An AV tech will be in the room or floating in the area. A C2E2 crew member can also assist.
Yes, if requested in advance. Day-of layout changes cannot be guaranteed.
Yes. You must bring any required adapters (HDMI, USB-C, etc.). We do not guarantee adapter availability onsite. Your room may come with a laptop. Please refer to the Panelist Manual.
Yes. Files should be embedded in your presentation and brought on a backup USB drive. Internet streaming is discouraged due to variable Wi-Fi.
Mixer input requests must be submitted in advance and approved. Please specify your output type (3.5mm, 1/4", XLR, USB interface, etc.) before the show.
Only if requested and confirmed in advance. These are not automatically included.
Merchandise sales are generally not permitted inside panel rooms unless explicitly approved.
Small giveaways are typically allowed but must be disclosed in advance. Large giveaways will need to be organized with Staff.
Rehearsal availability varies by stage and must be confirmed in advance
Yes, but all technical requirements (inputs, mics, playback format) must be provided in advance.
Do not ship directly to the venue unless explicitly approved. If advance shipping is available, you will receive labeling instructions and a delivery deadline.