PAX East '25 Community Meetup Request Form

If you're a community leader who'd like to have a gathering at PAX, but you just need a place to do it, we'd like to help! We'll provide the room, a speaker, some chairs & table, and get your event on our schedule - plus we'll throw in a couple badges as well. If you'd like to apply to claim a spot in our Community Room for you and yours, simply fill out the application below. Space and time are both limited, but we'll do the best we can to help as many groups as possible. Acceptance will be on a rolling basis.

Please note: If you are interested in hosting a more formal Meet&Greet or signing at PAX, this is NOT the form. Please reach out via the email below instead.

REMEMBER: Meet&Greets, signings, and fan meetups that occur on-site at PAX must be approved by PAX. If they are not, then you will be approached by a grumpy staff member and left with disappointed fans and community members.

Email [email protected] for any questions.

Legal First Name Required
This should match your name as it appears on your legal ID.

Legal Surname Required
This should match your name as it appears on your legal ID.

Preferred Name/Handle
This name will appear on public-facing information.

Pronouns

Email Address Required

Phone Number Required
This is only for on-site emergencies.

What is the Name of you Community? Required

What's your position in the community? Required
Founder? Participant? Somewhere in the middle?

What's your best guess as to the number of active participants in your community? Required
No need to get out the abacus, we're just looking for ballpark numbers to differentiate between a half-dozen friends who probably don't need a dedicated room, and a group with a million followers who might not fit in our room.

Can you tell us a little more about your community? Required
How long has it been around, how did it get it's start, where does it normally gather, etc...

Where can we go to learn more about this community? Required
Include links below or enter them here. No Discord or private FB groups, please.

Have you ever done an in-person meet before?
The answer can totally be no... We're just asking!

What would your session be named? Required
If accepted, this is what would go on our website and mobile app. If your community has a name, it should probably just be that. If not, focus on whatever it is that brings your community together.

Who is this meetup Hosted By? Required
We realize you might be submitting this, but aren't the person who will be there IRL. Is this you? Your organization? A different person entirely? This person will be listed in the schedule as "Hosted by".

Community Meetup Description Required
This will appear in the schedule to inform attendees who your meetup is for and what the meetup is about.

Is this meetup associated with, or related to, any other PAX content? If yes, what and when is it? Required
Does this group have a booth on the Show Floor? Will there be a giveaway sponsored by a company? Is there an associated panel?

The Community Meetup Room is equipped with a combination of round tables, long rectangular tables, and 1 voice amplifier. How do you imagine the room to look during your event? Required
Please Note: Meetup hosts are expected to help move furniture if required by their requests.

Community Meetups are typically 60 minutes long. However, in certain cases we are able to allot 90 minutes for a meetup. Please indicate your requested time below. Required
When selecting more than 60 minutes, please be considerate of other attendees. There is limited space at PAX. If your meetup does need more than 90 minutes, please explain why below.

If you selected "Other" above, please explain why your meetup needs longer than 90 minutes.
Please note that submitting this explanation does not guarantee that you will be offered a meetup time that is longer than 90 minutes.

The Community Room will be open Thursday from 12pm - 11:30pm, Friday and Saturday from 11:00am to 11:30pm, and Sunday from 11:00am - 6:00pm. We will be assigning time slots for each Meetup based on availability. Do you have a preferred time? Required

Are you available to host a Meetup on Thursday, May 8?
Submitting this information does not guarantee that you will be offered a meetup during those times.

Thank you for submitting your availability.

Are you available to host a Meetup on Friday, May 9?
Submitting this information does not guarantee that you will be offered a meetup during those times.

Thank you for submitting your availability.

Are you available to host a Meetup on Saturday, May 10?
Submitting this information does not guarantee that you will be offered a meetup during those times.

Thank you for submitting your availability.

Are you available to host a Meetup on Sunday, May 11?
Submitting this information does not guarantee that you will be offered a meetup during those times.

Thank you for submitting your availability.

Anything else we should know? Required
Example: Are you hosting a fandom meetup (i.e. sit and talk) or an event (i.e. dance classes)? Is this a cosplay meetup only for cosplayers and not fans? Will photographs be taken? etc.

Safety, Security, and Wellness

The Rules of PAX can be found at https://east.paxsite.com/en-us/info/safety-security-and-wellness.html#the-six-rules-of-pax with further explanation and legal Terms of Service available here: https://east.paxsite.com/content/dam/sitebuilder/rna/pax/east/2025/docs/pax-east-terms-of-participation.pdf.

Should my Community Meetup be accepted, I acknowledge that I will abide by the Rules and policies of PAX as provided above by ReedPop and the venue.

I understand that this application does not guarantee me a Community Room slot, and instead only registers my request to host a Community Meetup at PAX.

ReedPop's mission is to create welcoming events where fans of all kinds are safe and accepted. ReedPop Community Meetup hosts and organizers are subject to our harassment policy, not only as attendees, but also during their Meetups.
Per the policy, this includes the prohibition of offensive verbal comments in relation to, but not limited to, race, gender, gender identity, national origin, sexual orientation, age, and appearance. Please mark yes if you will uphold this mission.

Complimentary Special Guest badges are given to Meetup hosts and organizers who don't already have another type of badge (Exhibitor, Media, etc.).
If any Community Meetup host or organizer is caught giving away or selling their badge, they will be banned from hosting, either a community meetup or other content, at all ReedPop shows. Badges are non-transferable. Do you understand?

PLEASE NOTE: You WILL NOT RECEIVE a confirmation email, or a copy of your responses, after submitting this form. You also WILL NOT BE ABLE TO ACCESS this form once it is submitted. If you would like to have a copy of the information submitted here, please screenshot it or write it down. Thank you!