Convention Ready Checklist for Voice Actors

One of the most surprising joys of being a voice actor with credits in animation, anime and video games is the chance to engage with and share the enthusiasm of the video game and animation community, who enjoy the content we contribute to.

In the past, I experimented with a few local conventions. However, my portfolio in gaming and animation has grown, leading to an increase in convention bookings. This is largely due to friends and personal appearance representatives who have promoted my work to their networks. I've discovered that attending conventions is an excellent opportunity to step out of the booth.

Like most things, you don’t just turn up. Getting convention ready takes time, investment and organization. As with anything, preparation and advice are key, and when I looked around online, there was very little available information specifically geared towards voice actors. I have gathered together a checklist of tips for voice actors be convention ready for their appearances. 

ADVICE to get you started looking for opportunity?

My first conventions were local, achieved through contacting local game stores and convention organizers in the towns and cities near me. I’ll bet there is one in the town close to you. You can also find and follow convention postings on social media, and very quickly the algorithm will start showing you more.

Contact convention booking agents or friends already attending conventions: The majority of conventions book through a third party booking agency. For me, Alan Shires from The Voice Actor College, Mobile Moniker Celebrity Bookings and Appearances, and SBV Conventions got me referrals and saw that my body of work was convention material. 

If you know other voice actors or artists already on the convention scene, they can provide some valuable insights. I had some great advice from voice actors online. I've also been able to lean into the experience and design expertise of my media design/cosplaying eldest daughter.

PREP: Once You have a booking, what will you need?

So, in a nutshell, if you have been booked for a convention signing - here is a list of things you will need:

Prints or Merch:

 A variety of  (8 x 10 prints) (50+) with permanent gold/silver/white markers 

The printing price per copy decreases with volume. From personal experience, I would recommend a photography shop for these. Glossy and Matte finishes are both used, and you’ll get advice on both sides as to which is better. I like glossy, but it comes with the need to be wary of fingerprints.

Ask for, and get, permission from animation/video game creators to use their artwork. Most will be happy to provide it and to provide a high-quality digital image for you to use. Alternatively, you can commission ‘fan’ art, which you will pay for. Just be wary; some IP owners are very sensitive about either the use of official art or the use of fan art. Do your due diligence and honor the result of your inquiries. 

Banners :

 Cloth is preferred, sizing 4 x 6 (prices vary but $75+). Make sure you get a fabric banner that folds up nicely to put in luggage. It took me 2 tries to get one, as some printing companies consider cloth banners a fabric/plastic-infused banner that only rolls up. 

Other signs: Pricing menu & prints on offer, business cards, or any free promo merch are always a people pleaser (I have asked Game Developers if they will supply some game codes, and many have said yes, so I have a game code giveaway jar for everyone who makes a purchase).

Pricing:

Starting anywhere from $20 and up, depending on your popularity, the size of the con, and what your fellow guests are charging. I found it easier to bundle everything up (signature, photo, photo op). Some conventions also allow guests to get free autographs on their programs. 

Method of payment :

credit card block + cash float - I have a Square reader that plugs into my phone but there are many types and sizes available.     

Other:

Photo sleeves, silver & gold permanent markers, hand sanitizer, tissues, drinks & snacks, photo storage file, display poles to raise your banner, table covering, cash storage, a receipt book to track sales, phone charger, luggage or similar to store everything.

Contract:

Most conventions will require a signed contract. To make it attractive, many conventions will provide travel and accommodations to most of their guests. 

Depending on your celebrity (or that of your character), you may be able to negotiate a financial guarantee (if the guest sales targets are not met, the convention makes up the difference) or an appearance fee. Full disclosure, I’m not in that bracket! 

Advertise & Collab:

Advertise your attendance on social media, like and reshare posts that your organizer posts. Make videos telling everyone where you will be, be excited & remember you are being invited because you can help sell tickets on behalf of the event that is paying for you to be there.

THE EVENT

Your Booth:

It doesn’t usually take long to set up your booth, but at bigger conventions, you have to sign in and find your location. So, plan accordingly.

Different Conventions/Different Expectations :

Some conventions require you to have a manned booth at all times, while others have a minimum requirement for signings and photos. Many will also require you to be a guest on one or more panels. I have developed a couple of workshops that get attendees involved which is a great bonus for both you and the convention. 

Handler: 

A handler works with you to keep the line moving efficiently and to take in the payments, so you can focus on your fans. Most fans like to engage with you and chat, and if you are busy, the handler can help you manage your time. Handlers can be provided by the convention. They are usually volunteers who are tipped at the end of the event. I like to use a family member as my handler, which is great to do if you have someone who is able and willing.

In Conclusion

Being a voice actor guest at a convention is a great way to earn extra income, meet fans, travel, and raise your profile. There are opportunities to network with other guests and attendees and to make friends along the way. The bigger conventions will provide bigger opportunities, and with thousands of conventions around the world every year, it’s definitely worth a go when you are convention ready. 

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Ian Russell is a British Voiceover Artist specializing in commercial voice over, narration, video game, character voices, animation and more. He is a frequent guest speaker on conference panels and podcasts, sharing knowledge about voice over. Read More >>