Panelists Participation Policy

Effective Date: July 28, 2023

In consideration for being permitted to participate as a panelist or workshop host for a panel or workshop (a “Panel”) at any event produced by The Society for the Promotion of Japanese Animation (“SPJA”), including but not limited to Anime Expo®, anime expo® chibi, and Project Anime (each, an “SPJA Event”), you (“you” or a “Panelist”) agree to (1) the terms in this “Panelist Participation Policy” (this “Policy”), (2) SPJA’s Terms of Participation and Liability Release and Waiver (the “TOP and Waiver”), which are incorporated into this Policy, and (3) the SPJA policies located at www.spja.org/legal, (including but not limited to the Code of Conduct, Recording Policy, Privacy Policy, and Youth Protection Policy (“YPP”)) that are in effect at the time of the SPJA Event (collectively, the “SPJA Policies”). If you do not agree or do not comply with all parts of this Panelist Participation Policy, the TOP and Waiver, and the SPJA Policies, you will be denied access to and participation in the Panel and the SPJA Event. If you do not agree, please immediately exit the Panel and the SPJA Event.

1. PANEL PARTICIPATION. You are freely giving your services as a Panelist to SPJA, and you agree that participating in a Panel is an opportunity with real value. You are not and will not be eligible to receive compensation of any kind for your participation on a Panel. Panelists are not employees of SPJA and are not covered by SPJA’s employee benefits or Workers Compensation insurance. SPJA, in its sole discretion, may cancel your Panel for any reason. In addition:

a.) If you cancel your Panel fewer than two (2) weeks before the SPJA Event, SPJA may choose to give you lower priority and/or limit the number of Panels you may apply to present at future SPJA Events.

b.) Adherence to each of the procedures listed below is necessary for a safe and well-conducted Panel at the SPJA Event. If you fail to follow any of the procedures listed below, SPJA and/or its representatives at the SPJA Event may interrupt and/or cancel your Panel:

(i) You must handle all technical equipment carefully (e.g., you must not drop microphones).

(ii) You must adhere to the SPJA-approved content rating level (G, PG, 18+) of your Panel. No modification to the content of your Panel may be made after your application without approval by the SPJA Programming Department.

(iii) You must end your Panel on time. If your Panel does not end at the designated time, SPJA will stop your Panel’s sound and video.

(iv) You must cooperate fully and promptly with the requests of SPJA and Ontario Convention Center representatives, employees, contractors, and security personnel (“SPJA/Event Reps”), including by stopping what you are doing immediately at the request of such SPJA/Event Rep or the SPJA Programming Department.

2. CARE. When participating in the Panel (and at all other times while you are at the SPJA Event) you must comply with this Policy, the TOP and Waiver, the SPJA Policies, and all applicable laws, regulations, and rules, and you must conduct yourself in a safe, conscientious, and courteous manner. Your Panel shall be factually accurate and shall contain nothing defamatory or otherwise unlawful or inappropriate.

You shall not consume substances with a mind-altering or judgment-altering potential, such as alcohol, medications, or other drugs that may alter ability to participate in a Panel safely, conscientiously, and courteously. You shall immediately report any and all potential hazardous conditions or actual injuries that you observe or experience to any SPJA safety or medical volunteer, an SPJA/Event Rep, or to the police officer or other civic officer nearest to you. You shall make such a report no matter what the extent or cause of the potential hazardous condition or actual injury. Without limiting further actions by SPJA, SPJA may immediately remove you from a Panel and from the SPJA Event if you fail to comply with all of your obligations under this paragraph, this Policy, the TOP and Waiver, and any other SPJA Policies.

3. ASSUMPTION OF RISK, WAIVER, AND RELEASE. YOU PARTICIPATE IN A PANEL AT YOUR OWN RISK. YOUR PARTICIPATION IN A PANEL HAS INHERENT RISKS AND DANGERS, INCLUDING BUT NOT LIMITED TO HARM, LOSS, OR INJURY TO YOU, YOUR PERSON OR PROPERTY. AS A CONDITION OF BEING PERMITTED TO PARTICIPATE IN A PANEL, YOU HEREBY DO ASSUME AND ACCEPT THESE RISKS. BY PARTICIPATING IN A PANEL, YOU REAFFIRM THE WAIVER AND RELEASE THAT YOU MADE WHEN YOU AGREED TO THE TOP AND WAIVER AT REGISTRATION.

4. YOUTH PROTECTION POLICY. By participating in a Panel, you represent and warrant that you are not disqualified under Section 5 of the YPP, and you agree that if anything changes prior to the Panel that would disqualify you under Section 5 of the YPP, you will inform SPJA and will not participate in the Panel or in the SPJA Event. You will make an effort to view the YPP training videos before the Panel. Abusive behavior, such as verbal abuse, inappropriate sexual remarks or touching, threats of violence, or any other violation of the Code of Conduct will not be tolerated and may result in expulsion from the Panel or the SPJA Event.

5. PHOTOGRAPHS AND GRANT OF RIGHTS. By participating in a Panel, you grant SPJA the right to create photographs, video, digital, audio, or other recordings, including the Live Simulcast & Broadcast (“SPJA Recordings”) of your presentation and grant SPJA the right to reproduce, display, distribute, perform, digitize, transmit, broadcast and otherwise use the SPJA Recordings in any and all media and manners now known or hereafter discovered throughout the world in perpetuity, in whole or in part, modified or altered, either by themselves, or in combination with other photographs, recordings or materials, without payment of royalties, license fees, or any other compensation. Additionally, you give SPJA permission to use your name, likeness and biographic information to use, promote or exploit the SPJA Recordings or any derivative work of the SPJA Recordings. SPJA will hold the copyright to the SPJA Recordings. To the extent you have any rights in the SPJA Recordings, you hereby assign all your rights, title and interests in and to the SPJA Recordings to SPJA. You shall provide SPJA with a good quality copy of distributed Panel materials, if any, and any PowerPoint, video, or media included in your Panel for its archives.

6. INTELLECTUAL PROPERTY. You shall not use content from anime creators or other content owners in a Panel without their permission. You shall obtain all necessary clearances and agreements for any third party intellectual property presented or distributed in your Panel and the rights granted to SPJA herein. You will retain any existing intellectual property, such as trademark and copyright, that you may have in the material you present or distribute for your Panel.

7. GENERAL TERMS. No waiver or amendment of any provision of this policy will be effective unless in writing. ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS WILL BE GOVERNED BY CALIFORNIA LAW, EXCLUDING CALIFORNIA'S CONFLICT OF LAWS RULES, AND WILL BE LITIGATED EXCLUSIVELY IN THE FEDERAL OR STATE COURTS OF LOS ANGELES COUNTY, CALIFORNIA, USA; YOU CONSENT TO PERSONAL JURISDICTION IN THOSE COURTS. The language in all parts of this policy shall be construed as a whole in accordance with its fair meaning, not for or against any party, and without regard to any statutes that provide for the language of an agreement to be construed against the drafter. If any provision herein is determined to be unenforceable, that provision shall be severed, and all other provisions shall remain in effect. This policy shall bind and be for the benefit of yourself, SPJA, and each of the respective party’s heirs, fiduciaries, successors, and assigns. You have not relied upon any promise, representation, or warranty in acknowledging this policy. This policy will continue in full force and effect even after the conclusion of the Panel and the SPJA Event.

MODIFICATION OF THIS POLICY, THE TOP AND WAIVER, AND THE SPJA POLICIES. We may revise and update this Policy, the TOP and Waiver, and our SPJA Policies from time to time at our sole discretion. We will notify you when we make changes to this Policy, the TOP and Waiver, or the SPJA Policies by posting on this page and by revising the “Effective Date” date at the top of this page. All changes are effective immediately when we post them and apply to your participation in a Panel and to your access to and participation in SPJA Events. Please check back frequently to see any updates or changes. If you do not agree with any of the policies as modified, please do not participate in the Panel and exit the SPJA Event.