[OpEd] Ghosted: We Deserve Better Than a No Reply

This is an open letter to convention organizers – specifically those on guest relations and programming.

I’m not calling out a particular convention or naming names. After discussing this with likeminded colleagues who have appeared at conventions as guests of honor and panelists, there are folks who contribute to a fan convention’s programming who have noticed a pattern of unprofessionalism.

Conventions thrive with programming and guests. Program participants, or panelists provide educational information sessions, professional development, specific knowledge that can be shared about a fandom, or are here to provide entertainment. Panelists and program participants whether for education or entertainment give life to conventions. Fan driven content in the program schedule gives fandom conventions a unique fingerprint and an identity.

It goes without saying that convention guests – be it cosplay guests for judging or tabling – can also boost a convention’s marketing efforts. Cosplay guests will post a “check out the con I’m going to” update on their social media accounts in hopes to meet their fans, share costuming professional development in panels, or provide insight and their years of expertise in cosplay contest judging. Simple as that.

Whether it be for panels, performing, or judging, these events require time from the participant’s daily life. Outside of cosplay and providing educational and informational panels, we have lives. In general, cosplay is a hobby. As much as I would love to be a lecturer on anime and fandom history, hosting panels at conventions is not my day job. Conventions require time off from our day job as most of them can be either a 3-5 day commitment; travel time included. We need to let our employers know ahead of time and make any additional arrangements if we plan to be out of town for a period of time. Every employer is different. Some are okay when given a last minute notice, while others may require advance notice especially if the role would require coverage.

We do appreciate applications being open for panelists, performers, and cosplay guest spots months in advance prior to the convention.

And we are okay if you tell us No.

Or even if you tell us if we are on the Waitlist. Just let us know what your waitlist policy is and if there is any way we can still show interest in being on a Waitlist or being removed from a Waitlist.

Telling us No, or giving us a “Thank you for your application, our pool was very competitive this year and it was a difficult decision. We appreciate your time and your contribution to the community, but we have decided to move forward with another candidate” in an email is okay. Yes, rejection hurts. That’s a normal human emotion. But we will get over it and likely will apply again…well, that is…

Telling us No means we can move forward with other arrangements made. We can write the event off for the year and make a decision if we still want to check it out as an attendee and then have time to purchase a badge since programming participating is oftentimes compensated in the form of a weekend badge.

I actually do appreciate it when a convention tells me No. I know it’s not the end of the world. Instead of hosting the panel I wanted to, I can probably check out another colleague’s panel, spend extra time in the vendor hall, or check out a local attraction in the area.

A No means you’re giving me grace and peace of mind.

However!

A lack of a timely reply is deeply concerning.  I can’t plan anything whether or not I move forward if I am not given a reply. As a panelist, I need to know this in advance to ensure that my panel crew is also aware because this is also their time too. Entertainment themed panels also need to know their status in advance so they know their fellow panelists/performers  can commit whether it’s an idol performance or a comedy show. As a panelist, I also need to know this for marketing purposes so I can advertise my panel / event in advance.

A lack of reply is Ghosting.

Ghosting is unprofessional. Period.

Even if your event is made of staff volunteers, it’s still someone’s job to monitor inboxes, forward emails to appropriate contacts, and to respond to emails in a timely manner. When you decide to volunteer for a staffing position, you also assume the responsibility of your duties assigned to you. Conventions either need to start hammering this into their staff. We all hate the idea of being ghosted on a date, but on a professional level where it requires moving parts such as taking time off, travel, and providing content for an event, it hits differently.

I simply ask for conventions big and small, fan run and professionally run, etc to consider sending rejection emails (even form templates), instead of the  “If you don’t get an email, then you didn’t get in” mindset. Rejection is part of life, and we know that. I’ve had panels and guest requests rejected all the time, but I move forward and focus on the next one. It’s okay to email us with a rejection. Just give us a deadline of when we can expect to hear you by. 

Because when your habit is ghosting your applicants, it goes to both the panelist and cosplay communities. We might not be sharing it on social media, but we do  talk amongst ourselves and will take cues from mistreated applicants. We simply ask for accountability and professionalism on your behalf. Bad news is better than no news.