FAQs

Presenter FAQs (7)

Presenter information – Important, please read

You’ll need to check in as soon after your arrival as possible but no later than 30 minutes before your presentation timeslot.  PantheaCon programming begins at 1PM Friday and at 9AM on every other day. Time slots are 90 minutes in length, with 30 minute breaks in between.  Lunch breaks are extended to an hour (12:30-1:30PM each day), and dinner breaks are two hours (5:00-7:00PM).

We ask that you arrive at your designated room at least 15 minutes prior to your presentation.  You will be assigned a Programming staff member – they will introduce themselves and verify the room setup with you.  Please keep in mind that they will need to locate you in a possibly crowded room, and that you may not be the only person wearing a Presenter ribbon in the room.

Please remember that fire of any kind is not allowed in the hotel.

If you have requested microphones, speakers, electrical power, or a video projector, PantheaCon’s Tech department will have a staff member in the room as early as possible prior to your presentation for setup. They may also need to be able to find you in a crowd, so please keep an eye out for them. Other important notes:

  • Although PantheaCon staff will do their best to meet your needs, we largely rely on donated and rented equipment. Due to the possibility of equipment failures and other issues, we cannot promise that we will be able to provide everything you have requested.
  • During your presentation, we ask that you not touch any of the equipment in your presentation room (microphones excepted) unless you have explicitly been given permission by a Tech staff member.
  • After your presentation, the Tech department is asking that you or someone from your presentation group remain in the room until a staff member arrives to retrieve any Tech equipment used during your presentation.
  • Feel free to email tech@pantheacon.com if you have any questions before arriving at PantheaCon.

Presenter check-in at the Green Room

First, you’ll need to go to PantheaCon Registration and purchase a Registration badge – please check the website for Registration desk hours. Pre-Registration is strongly recommended to get lower rates.

Second, with badge in hand, head to the Green Room to check in. The Green Room is located in the Capitola room near Club Max.

Please note that we need you to check in at the Green Room no later than 30 minutes before your scheduled presentation.  Failure to check in may lead to cancellation of your presentation.

If you are presenting with a group, the individual who submitted the presentation idea is considered by PantheaCon to be the group’s contact person. Any phone communication will be directed to the contact person.  He or she is also the only group member who should visit the Green Room.

To be eligible for a presenter discount, you must email presenter-discount@pantheacon.com before January 30th. In this email, please include the titles of each item which you have on the schedule.

Co-presenters – Helper Badges for those not needing a Registration badge

If one or more members of your presentation group will not be paying for a PantheaCon registration badge, you will need to submit a list of their names to programming@pantheacon.com by January 15.  At the Green Room, you will be able to pick up one Helper Badge for each name you submit – you will be responsible for ensuring that they are distributed to your group.  Helper Badges will allow your co-presenters to make their way to your presentation room during your time slot but will not grant them access to other presentations or to Hospitality Suites.

Presentation materials for your event

All materials needed for your presentation must be provided by you. PantheaCon cannot provide printed materials, chalices, vessels, electric candles, herbs, or other decorative materials for ritual or other purposes.  There is a UPS Store on-site if you need to print documents.

If you have a need to ship anything to the Doubletree for your presentation, you will need to make arrangements directly with the hotel. They will charge you according the days for storage and quantity.  PantheaCon does not facilitate these requests and is not responsible for ensuring timely delivery.  PantheaCon and Ancient Ways also do not provide storage (temporary or otherwise).

Presenter Readings at PantheaCon

The Convention offers its attendees an opportunity to obtain Tarot or other divination readings from PantheaCon Presenters. How it works:  A sign-up table is set up at the Vendor Staff table located just inside the Main entrance to the Vendor Room.  There will be binders with the specific times and tables outlined; the reading day is broken into 15 minute increments.

There several tables set up in the Bayshore Foyer (just outside the Vendor Room) for readings, and they are clearly marked. The advantage of this is that you will be able to schedule some readings for when the Ballroom is closed.

Please let Thalassa, vendors@pantheacon.com, know by February 6 whether you are interested in reading and on what day(s). The days you are available to read will be posted in the Convention newsletter and at the Information table.

In order to schedule your reading times, you must come to the Vendor Room on Friday (after 11:30 A.M., please) to sign up for the times you wish to read. Be aware that reading sign-ups will be taking place during the later part of the Vendor load-in on Friday, and your cooperation is appreciated in not coming to the Vendor Room prior to 11:30 A.M. The Vendor Room staff will be available to help you and answer questions. If you do not sign up on Friday we will assume you are not available to read.

Official reading hours are noted below but you are also free to schedule readings earlier and later – simply make a note on your signup sheets.

Friday – 1:30 to 5:45
Saturday – 10:00 to 6:15
Sunday – 10:00 to 6:15
Monday – 10:00 to 1:30

Due to the number of presenters interested in giving readings, you will only be permitted to sign up for a portion of each day. Please note that even if you are reading for free, you should clearly establish what sort of compensatory exchange you expect for your reading before starting that reading, and to note it on the sign-up sheets.

During the hours the Vendor Room is open, interested querents will be able to sign up for the readers and times they wish for their readings and go to the appropriate table for their reading at the time they signed up for.  Please be respectful of the time of your querents and fellow readers.
In the interest of clarity, be advised that PantheaCon is only making the tables available and providing the sign-up mechanism – scheduling when you will read, doing the readings at the designated times, and negotiating compensation is entirely handled by you.  Only presenters are permitted to read under the aegis of PantheaCon.

Feel free to contact Thalassa if you have further questions (vendors@pantheacon.com)

Presenter Book Signing and Selling

Presenters have the option of doing book signings/selling at PantheaCon. Your hotel room is NEVER a place to sell books – the law is very clear about this and we do not allow any vending out of rooms; however, you are welcome to sign your books.

Signing or selling at your presentation:

  • You may hold a book signing or sell your book during your presentation.
  • You can also sell your book immediately after your presentation in the hallway outside your presentation room for the 20 minutes after your presentation ends. Please be considerate to the presenters that follow you, as well as traffic patterns in the space.
  • Be sure to let the attendees know during your presentation when – and where – you will be signing your book in addition to your presentation, if you are planning on doing so.

Having your book for sale at the Ancient Ways table:

You can contact Glenn (glenn@ancientways.com) to see about having it available for sale at the Ancient Ways table.

Arranging additional book signing:

Please let Thalassa (vendors@pantheacon.com) know what day and time you are interested in book signing by February 6. This information will be in the Convention newsletter and at the Information desk so that convention attendees know that when you are signing besides your presentation time.

  • A sign-up table is set up at the Vendor Staff table located just inside the Main entrance to the Vendor Room – starting AFTER 11:30am on Friday (if you arrive earlier than that you will be turned away and asked to come back later).
  • Slots are 30 minutes long.
  • The signing tables are between the Ancient Ways vending table (the next set of tables after the Vendor Staff area) and the Thalassa Prime signup area. Tales are also set up in the Bayshore Foyer right across from the entrance to the Vendor Room.

The Vendor Room staff will be available to help you and answer questions at con. In the meantime if you have any questions please contact Thalassa at vendors@pantheacon.com

Media Policies – Recording and Photography at PantheaCon

Any photography or recording (video or audio) in public convention space (i.e. anything but a private room) MUST be cleared with Glenn and Programming in advance of the convention. This includes any scheduled programming items, any recording of the Vendor areas, Registration, Suites, and Convention operations (Gryphons, Con Ops, etc). We strongly discourage asking for permission at Con – both Glenn and Programming will be incredibly busy.

We do not require formal model releases for non-commercial use, but attendees must be able to provide informed consent.  That means they need to be notified prior to any photographs being taken or recordings being made:

  1. How the photographs, video or audio recording will be used
  2. Where the media will be posted
  3. For photography, whether faces will be blurred prior to posting

Photography

We ask that photographs not have in frame any attendees who have not given their explicit permission to be photographed. Photographers have accomplished this in the past by photographing their subjects against the nearest wall.  If the organizers of a presentation are planning to photograph their audience, we ask that it be mentioned in the event description in the Program Guide, that a notice be posted on the entrance to the event, and that the presenter(s) notify the audience at the beginning of the presentation.

Party Rooms

If you want to record in a party room, please get permission from both the registered hotel guest that is responsible for the room as well as anyone who might come within range of the recording device.  We’re happy to try and work with people to accommodate requests but we want to avoid disrupting the convention itself.

General (9)

What is PantheaCon?

We are a conference for Pagans, Heathens, Indigenous Non-European and many of diverse beliefs that occurs annually over President’s Day weekend. Well over 2000 people attend more than 200 presentations that range from rituals to workshops and from classes to concerts.

Media Policies – Recording and Photography at PantheaCon

Any photography or recording (video or audio) in public convention space (i.e. anything but a private room) MUST be cleared with Glenn and Programming in advance of the convention. This includes any scheduled programming items, any recording of the Vendor areas, Registration, Suites, and Convention operations (Gryphons, Con Ops, etc). We strongly discourage asking for permission at Con – both Glenn and Programming will be incredibly busy.

We do not require formal model releases for non-commercial use, but attendees must be able to provide informed consent.  That means they need to be notified prior to any photographs being taken or recordings being made:

  1. How the photographs, video or audio recording will be used
  2. Where the media will be posted
  3. For photography, whether faces will be blurred prior to posting

Photography

We ask that photographs not have in frame any attendees who have not given their explicit permission to be photographed. Photographers have accomplished this in the past by photographing their subjects against the nearest wall.  If the organizers of a presentation are planning to photograph their audience, we ask that it be mentioned in the event description in the Program Guide, that a notice be posted on the entrance to the event, and that the presenter(s) notify the audience at the beginning of the presentation.

Party Rooms

If you want to record in a party room, please get permission from both the registered hotel guest that is responsible for the room as well as anyone who might come within range of the recording device.  We’re happy to try and work with people to accommodate requests but we want to avoid disrupting the convention itself.

How to maximize your PantheaCon experience

Greetings! PantheaCon is the nation’s largest multi-tradition pagan religious conference. Our purpose is for everyone to come together in safe place to celebrate Community.

Since we are such a popular event, here are a few guidelines & suggestions to make things easier:

  1. An oldie but a goodie: “Do onto others as you would have them do unto you”. The Golden Rule is essential in a crowded, heavily charged environment. Also, “Please”, “Thank you” and “Excuse me” go a long way towards keeping the peace. Remember, while the Convention is about you as an individual, it’s also about us as a greater spiritual Community, so please act accordingly.
  2. Please treat the all Volunteer Staff with dignity and respect. We work around the clock on site to help you have the best experience possible. Organization, very precise scheduling, limited room capacities and last minute changes are all part of being at a Conference as compared to a Festival.
  3. Read your Schedule of Events Program Guidebook, not just the Pocket Program.The large Program Guidebook has all the details for each event including whether you’ll need your ID, if cell phones are allowed, if it’s a “Closed” presentation, a “Closed” ritual, Adults only, etc. “X” marks the spot for “Closed” presentations that will start promptly, so be patiently lined up and waiting outside the room at least 15 minutes early but no earlier than 30 minutes for Big Names and/or popular presentations.
  4. Pick only 3 ‘”must see” presentations a day to have fun and play. Because of the popularity of this conference and our room sizes, you will not be able to see everything you want, so plan accordingly and go with the flow. Doing something in every other time slot is ideal because it gives you plenty of time to eat, rest and line-up. While in line, take the opportunity to meet new people, network and turn it into a fun, productive space.
  5. Remember, if you have a disability that is not immediately apparent, please let a Staff member know so we can accommodate you at the front of the line.
  6. Keep a Watch or Timepiece other than your phone with you at all times and check it frequently.We must run a tight ship time-wise so it is your responsibility to know how long it takes you to get across the hotel, where the rooms are located and allot extra time for slow elevators and servers.
  7. You MUST wear shoes in all the Common areas. This has always been Hotel policy and we need to enforce it. You seriously do not want to walk barefooted on these carpets, especially in the high traffic areas.
  8. Breathe, Ground & Center frequently. With so many openly spiritual people crammed into such a small space, it’s very important to remember to use your shields and review & reset your personal wards at various points during the day.
  9. DO NOT photograph any attendees without their explicit permission.  We take attendee privacy very seriously.  Please see your Program Guide for more information.

Again, we welcome you and thank you in advance for your awesome behavior so everyone here can have a great Con. May Peace & Cooperation prevail!

Presenter information – link to Resources

Visit our Resources For Presenters page for information and answers to Presenter FAQs.

Food options at PantheaCon

The hotel does provide several vegan and vegetarian options on the limited conference menu available at the food cart as well as in Springs, the hotel’s main restaurant. The hotel has not in the past provided a detailed list of ingredients but do feel free to ask the hotel staff. Please let conference staff know if you have trouble getting that information so we can try and remedy it with the hotel.

The official conference suite aka ‘The Con Suite’ clearly labels all of their food but be aware that at times there are nut products out and available.

Individual Hospitality Suites frequently have light snacks out for visitors. It is up to the individuals in those suites to determine what is served and if it is labeled. Please be polite and remember that it is supposed to be a SUPPLEMENT to your regular meals, not a replacement for them.

There is also a Trader Joe’s grocery store nearby which carries a wide stock of items, clearly labeled and frequently all organic.

Unfortunately, unless you have a need for refridgeration for medication, there are no room fridges available at the San Jose DoubleTree. Please check at the overflow hotels if you book there, to see what amenities they have available. As the list of hotels and what they offer changes frequently it is not feasible to provide a list here and hope that it stays up to date.

Hotel Parking

Parking charges for all attendees and overnight guests with PantheaCon will be $13 with validation. Only hotel guests have in-and-out privileges.

Be aware that parking is in short supply and you may have to park at a distance. Local office complexes may have parking on the weekend, but not on Friday.

If you have a handicap placard there is a limited amount of accessible spaces at the hotel but they tend to fill early. Please plan appropriately as there is insufficient parking at the hotel overall.

Volunteers

All the Volunteer info is kept here

Advertising in the Program Guide, guidelines

SIZE DIMENSIONS PRICE
Full Page 7.5″w X 9.75″h $245
Half Page—horizontal 7.5″w X 4.75″h $125
Half Page—vertical 3.5″w X 9.75″h $125
Quarter Page 3.5″w X 4.75″h $65
Eighth Page (business card) 3.5″w X 2″h $35

Please send your fees (check preferred) to Ancient Ways, 4075 Telegraph Ave, Oakland CA 94609.

Ads are only in black and white, no color business cards can be used unless they can be copied as black and white.

Ads can be submitted after October 15 in PDF format with a line screen of 300dpi to glenn@ancientways.com  No ads will be accepted after January 15. The best format is PDF. We can work with several other formats if absolutely necessary:

  • Adobe InDesign, version CS3 (INDD)
  • Adobe Illustrator, version CS3 (AI or EPS)
  • Adobe Photoshop, version CS3 (PSD)
  • TIF and BMP are also acceptable. Please do not send JPGs or
    GIFs.

All fonts MUST be converted to outlines, and photos MUST be at least 300dpi.

Professional ad design assistance is available at $75 per hour. Email glenn@ancientways.com for the designer’s contact information. We reserve the right to edit or reject any ad at our discretion for any reason.

Program Guides for previous PantheaCons

Click on the links below to access Program Guides from previous years:

Transportation (2)

Directions to the hotel

For Mass Transit Options [cryout-button-color url=”https://pantheacon.com/wordpress/at-pantheacon/transportation/1854-2/” color=”#47AFFF”][/cryout-button-color]

Airport Directions (0.5 Miles E from San Jose International Airport): Go to Airport Blvd at the light turn left. At the next light, turn onto Airport Parkway. Go two blocks and turn left at Gateway Place. Shuttle buses run from the airport to the Hotel. For pick-up use the Courtesy Phone in Baggage Claim. Advance Shuttle Reservations: 408.453-4000.

Hwy 101 South: Exit North First St./Brokaw Rd. Make the first Right onto Airport Parkway. Hotel will be on the right.

Hwy 101 North: Exit Brokaw Rd. Make the first Left onto Brokaw Rd. and proceed under Hwy. 101. Hotel will be on the right.

I-880 North: Exit First Street. Make the first Left and go 3/4 of a mile North. Turn Left on Brokaw Rd. Hotel will be on your right.

I-880 South: Exit Brokaw Road. Turn Right on to Brokaw and go 1 mile, passing First Street. Hotel will be on your right.

I-280 North: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.

I-280 South: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.

You can phone the hotel and ask them directions if you are unsure about how to get there. You can also check their website, for links to directions to the hotel.

Hotel Parking

Parking charges for all attendees and overnight guests with PantheaCon will be $13 with validation. Only hotel guests have in-and-out privileges.

Be aware that parking is in short supply and you may have to park at a distance. Local office complexes may have parking on the weekend, but not on Friday.

If you have a handicap placard there is a limited amount of accessible spaces at the hotel but they tend to fill early. Please plan appropriately as there is insufficient parking at the hotel overall.

Programming (5)

Assistance Stickers for Official Programming Items (starting with PantheaCon 2016)

Who should have an assistance sticker?

1. If you need to move with an assistive device and/or have substantially impaired mobility (strollers do not qualify).
and/or

2. If you need to sit in the front row because of severe hearing or vision restrictions.
and/or

3. If you have a service animal (comfort animals do not qualify).

How do I get a sticker?

They are available at the following locations: At registration when you get your badge, at Convention Operations, or from a member of the programming staff. They’ll be put on the back of your badge so you don’t have to advertise your status to anyone except staff when you need an accommodation.

*We will also have a programming staff member sitting outside the green room during green room hours on Thursday 6-11p, Friday 9-11a and 1-5p, and Saturday 9-11a and 1-5p if you have questions about the sticker program or process or would like a sticker.

Can a sticker be provided to a companion?

Yes, it will be marked ‘companion’ and they must be with you to get their sticker. There will be ONE issued to you to be given to a single companion. It does not provide admission to the con and your companion must have their own badge.

What about standing in line for long periods of time?

You don’t need a sticker unless you also have one of the restrictions listed above. We will have a few chairs available that you can take to your place in line and maintain your spot there. Please be understanding of our limited capacity to help you with this and manage your own care if at all possible. Most items you’ll be in line 15 minutes or less. Very popular items (usually held in the ballrooms) or ones with limited attendance (marked with a human eye icon in the program guide and listed in the item description) can be up to 30 minutes wait.

Will this help me get seatings in programming items?

For large items or ones that traditionally fill early please plan on arriving at least 15-20 minutes prior to the item. Just having a sticker doesn’t mean you automatically get in or avoid waiting like the rest of the conference. We do understand it can be hard to get across the hotel but please don’t abuse the system. We will do our best to provide priority seating for those people with stickers but it is on a first come, first served basis and we cannot guarantee seating. Once the doors have been opened for all to be admitted, we cannot guarantee anyone – even those with special needs – a seat.

What’s an official programming item?

Items that occur in the public rooms of the hotel occurring in the ballrooms and in the city function rooms.

I have a sticker and I’m going to an official programming item. Now what?

Please come to the front of the line and when asked, show your sticker to the programming staff when they appear. Please tell the programming staff what accommodation you need (more time to get to your seat, a seat up front for sight/vision issues, etc, scooter parking). Programming staff are managing up to 6 items simultaneously per programming period so be patient with them if you don’t see them immediately.

Doors will open for assistance sticker’d folk and their companion FIVE (5) minutes before the posted start time of an item (ie, if an item is scheduled for 11am, then we will admit you at 10:55). Sometimes this means you will be admitted while the presenters are finishing their setup. Please respect their preparations and find your seat silently.

I’m in a special needs room.

This has nothing to do with special needs rooms. You don’t need to be in one to ask for a sticker, nor do get one automatically because you are in a special needs room. Please ask for one at registration if you need accommodation to attend items.

I’m using a mobility device and there are a lot of us in line:

For attendees with mobility devices and their companions we will pull chairs to make space for you but they will not always be up front. We frequently pull a few spaces up front, then in the middle and at the back.  Some rituals have attendees on the floor but the presenters have always accommodated attendees gracefully in the past. Every programming room has at least one mobility device and companion space in the default layout (bigger rooms have more).

This is a small room and there are a lot of us in line:

We are aware that sometimes in small rooms it is possible that accessibility sticker folk and their companions could take up the entire room. In those cases the programming staffer will make their best judgement about space and will instead do a 50/50 split to keep the item fair for everyone going by the first come, first served overall policy (so be prompt!).

I don’t have one of the restrictions listed above but I think I still need a sticker.

Please check in with a Programming staffer and let’s talk about it. We want you to have a good experience at con and are happy to answer questions about how the conference works that might make it clearer for you and for us if there is a need. On Friday and Saturday there will be a programming staffer outside the green room that qualifies for a sticker herself that is happy to answer questions. On Sunday please check in with Con Ops.

I don’t think that person deserves a sticker!

That’s none of your business. There are many invisible illnesses and we are not here to pass judgement on anyone. Sometimes people can walk in the morning without impairment but can’t in the afternoon, or they can walk but cannot stand. Or their pain levels spiked and now they need to sit. Frequently people who ask for accommodation don’t want to sit up front. They often prefer in the middle or along an aisle. Please respect your fellow attendees and their needs.

Note: This has nothing to do with: Hotel Registration lines, Starbucks, Restaurants, party rooms or elevators. This is solely to help our attendees attend official programming items. Please be responsible in your use of the sticker.

Program structure

Convention Programming

Great people come to entertain and educate us from all over the Bay Area, California and the rest of the country and from other countries too! Programming starts Friday afternoon at 1:00 pm with the opening ritual and continues through Monday afternoon till 5:00 pm. We have up to thirteen simultaneous workshops going on during the day. At night we will have about six different programs plus postings for parties.

We have ninety minute workshops starting at 9 AM and 11 AM with a 30 break between them; afternoon workshops are at 1:30 PM and 3:30 PM with a 30 minute break. There is a scheduled lunch hour from 12:30 PM to 1:30 PM and the dinner break is from 5 PM til 7 PM. Each year, we try to have the program available by Jan. 15.

For more information about what’s happening at PantheaCon this year, click here.

Accessibility for wheelchair and scooter users (and their companions)

Accessibility in Program Spaces

All program rooms have a minimum door width of at least 32″.  None of them are power assisted. The larger ‘city’ function rooms as well as the ballrooms are double doors and we usually open both at the start and end of sessions.

We have open space in each of the programming rooms for those of you with mobility devices such as wheelchairs or motorized scooters. The exact space available will vary as we have a wide variety of spaces and layouts that we use throughout PantheaCon but we hold at least two spaces for assistive devices users and their companions per room.

The seats immediately adjacent to those open spaces should be held for any able-bodied companion of those who need assistance to get around the convention.

Aisles will be as wide as possible (almost always at least 40″) to allow people and wheeled people to pass each other freely within function rooms. Please be aware that standing or sitting in the aisles is not permitted.

Many of our rooms have the doors closed until shortly before the presentation time is due to start. Starting in 2016 we have Assistance Stickers available – please see that FAQ for details around seating, lines, and companions.

Please be aware that we cannot guarantee that there is space for you and/or your companions in every event. PantheaCon is frequently overfilled and we will do our best to accomodate everyone.

Currently none of our stages are wheelchair-accessible. We are working with the hotel to remedy this.

Video content is not common. We ask that presenters provide closed captioning but it is not always possible. We encourage you to reach out to the presenter after the presentation as well as let the programming department know so we can help in the future.

ASL is available if requested at least two weeks before the conference. If it is requested by someone we will also indicate it in the program.

Lighting is always kept at a level high enough to sight read lips for workshops and lectures. Occasionally it is a bit lower for some rituals but it is never completely dark. If this is a need for you, please let the programming staff or the presenter know so we can make adjustments for you.

Fire alarms throughout the hotel are audible as well as visual.

Elevators and rooms have Braille characters.

Accessibility in the Public Hotel Spaces

The hotel’s main function space is spread across 4 areas. All of them are accessible by elevator (you may have a wait) or stairs.

The dealers room, registration, info desks, green room and ‘City’ (San Jose, Santa Clara, Monterey, Carmel, San Carlos, San Simeon, San Martin) programming rooms are on the ground floor.

The upstairs ballrooms (Pine, Fir, Oak, Cedar and Silicon Valley) are accessible by a spiral staircase as well as a public elevator. They can also be reached along the ‘overland route’ which is outdoors and on the multi-level roof of the public areas of the hotel but there are a large number of stairs and landings and should not be considered an accessible route if you have any mobility issues.

On the second floor of the hotel, reachable by the public elevators in the hotel tower are the following convention services and rooms: some hospitality suites, Gryphon’s Lair, Convention Operations (including lost and found), the Pagan Youth space. There are also a few programming rooms, most of which are the size of hotel rooms and may be allow larger chairs and scooters to fit through the standard sizes doorways: The Boardroom and Reisling.

There are also suites on the 10th floor of the hotel. A number of the suites have larger double doors and more clearance space. Some however, are regular hotel rooms, so please be aware of that when you visit them.

All the public bathrooms in the hotel (outside the Bayshore ballroom near the dealers room, upstairs near the Tree ballroom, and at both ends of the City Room programming space have accessible stalls. The doors are not assistive however, so be aware of that limitation.

Exterior doors to the hotel are mixed as to whether they have power assist or not. The main doors to the hotel entrance, are double sliding doors that open when there is someone passing in front of the motion sensor.

None of the doors to the pool deck are power assisted due to safety issues required by California state law to protect minors in a potentially dangerous area. The only accessible entrance to the pool deck is opposite the entrance to the Monterey room. All the other entrances have at least a half flight of stairs.

This is a first step towards making the convention easier to access for everyone. Thank you for understanding as this is our third year with these seating arrangements and no doubt there will be education and learning involved for everyone as we continue to refine our process. Any programming staff you see at the convention will be happy to answer questions or help you as best we can as our process evolves.

Are ASL interpretation/Vision Impairment aides available?

ASL or American Sign Language Interpreting will be offered again this year. If you need this service, please let us know which events you want to have interpreted as soon as you can and we will make every effort to accommodate your request. A schedule of the events with ASL will be available as soon as we can organize it.

We will also have some accessibility services for the vision impaired this year. The Information table near Registration will have people on call to help attendees. Again, please let us know as soon as you register so we can make the best accommodations we can within our limitations.

Program Guides for previous PantheaCons

Click on the links below to access Program Guides from previous years:

Accessibility (11)

Assistance Stickers for Official Programming Items (starting with PantheaCon 2016)

Who should have an assistance sticker?

1. If you need to move with an assistive device and/or have substantially impaired mobility (strollers do not qualify).
and/or

2. If you need to sit in the front row because of severe hearing or vision restrictions.
and/or

3. If you have a service animal (comfort animals do not qualify).

How do I get a sticker?

They are available at the following locations: At registration when you get your badge, at Convention Operations, or from a member of the programming staff. They’ll be put on the back of your badge so you don’t have to advertise your status to anyone except staff when you need an accommodation.

*We will also have a programming staff member sitting outside the green room during green room hours on Thursday 6-11p, Friday 9-11a and 1-5p, and Saturday 9-11a and 1-5p if you have questions about the sticker program or process or would like a sticker.

Can a sticker be provided to a companion?

Yes, it will be marked ‘companion’ and they must be with you to get their sticker. There will be ONE issued to you to be given to a single companion. It does not provide admission to the con and your companion must have their own badge.

What about standing in line for long periods of time?

You don’t need a sticker unless you also have one of the restrictions listed above. We will have a few chairs available that you can take to your place in line and maintain your spot there. Please be understanding of our limited capacity to help you with this and manage your own care if at all possible. Most items you’ll be in line 15 minutes or less. Very popular items (usually held in the ballrooms) or ones with limited attendance (marked with a human eye icon in the program guide and listed in the item description) can be up to 30 minutes wait.

Will this help me get seatings in programming items?

For large items or ones that traditionally fill early please plan on arriving at least 15-20 minutes prior to the item. Just having a sticker doesn’t mean you automatically get in or avoid waiting like the rest of the conference. We do understand it can be hard to get across the hotel but please don’t abuse the system. We will do our best to provide priority seating for those people with stickers but it is on a first come, first served basis and we cannot guarantee seating. Once the doors have been opened for all to be admitted, we cannot guarantee anyone – even those with special needs – a seat.

What’s an official programming item?

Items that occur in the public rooms of the hotel occurring in the ballrooms and in the city function rooms.

I have a sticker and I’m going to an official programming item. Now what?

Please come to the front of the line and when asked, show your sticker to the programming staff when they appear. Please tell the programming staff what accommodation you need (more time to get to your seat, a seat up front for sight/vision issues, etc, scooter parking). Programming staff are managing up to 6 items simultaneously per programming period so be patient with them if you don’t see them immediately.

Doors will open for assistance sticker’d folk and their companion FIVE (5) minutes before the posted start time of an item (ie, if an item is scheduled for 11am, then we will admit you at 10:55). Sometimes this means you will be admitted while the presenters are finishing their setup. Please respect their preparations and find your seat silently.

I’m in a special needs room.

This has nothing to do with special needs rooms. You don’t need to be in one to ask for a sticker, nor do get one automatically because you are in a special needs room. Please ask for one at registration if you need accommodation to attend items.

I’m using a mobility device and there are a lot of us in line:

For attendees with mobility devices and their companions we will pull chairs to make space for you but they will not always be up front. We frequently pull a few spaces up front, then in the middle and at the back.  Some rituals have attendees on the floor but the presenters have always accommodated attendees gracefully in the past. Every programming room has at least one mobility device and companion space in the default layout (bigger rooms have more).

This is a small room and there are a lot of us in line:

We are aware that sometimes in small rooms it is possible that accessibility sticker folk and their companions could take up the entire room. In those cases the programming staffer will make their best judgement about space and will instead do a 50/50 split to keep the item fair for everyone going by the first come, first served overall policy (so be prompt!).

I don’t have one of the restrictions listed above but I think I still need a sticker.

Please check in with a Programming staffer and let’s talk about it. We want you to have a good experience at con and are happy to answer questions about how the conference works that might make it clearer for you and for us if there is a need. On Friday and Saturday there will be a programming staffer outside the green room that qualifies for a sticker herself that is happy to answer questions. On Sunday please check in with Con Ops.

I don’t think that person deserves a sticker!

That’s none of your business. There are many invisible illnesses and we are not here to pass judgement on anyone. Sometimes people can walk in the morning without impairment but can’t in the afternoon, or they can walk but cannot stand. Or their pain levels spiked and now they need to sit. Frequently people who ask for accommodation don’t want to sit up front. They often prefer in the middle or along an aisle. Please respect your fellow attendees and their needs.

Note: This has nothing to do with: Hotel Registration lines, Starbucks, Restaurants, party rooms or elevators. This is solely to help our attendees attend official programming items. Please be responsible in your use of the sticker.

Transportation to the hotel

In general:

  • If you are arriving by lift-equipped van there are spaces large enough for your vehicle in self-park. Parking does fill up quickly during PantheaCon and there are extremely limited placard designated spaces.
  • There are limited numbers of accessible parking spaces near the entrances.
  • There is a convenient drop-off and pick up point, adjacent to the main doors that is covered and has automatic door sensors. The doors are double wide sliding glass.
  • The hotel is reachable by public transportation (#10 bus, and we are about 10 minutes from light rail.

 

San Jose Airport:

  • The San Jose airport lists that it has wheelchair-accessible vehicles form taxi and door-to-door shuttle services at both terminals. The hotel is .5 miles from the airport.
  • The #10 bus to Metro Stop
  • To the best of our knowledge the hotel shuttle is not wheelchair accessible.
  • The drop off in front of the hotel is wheelchair accessible and covered by a large roof.
  • The #10 bus
  • A $5 taxi ride (approximate)

San Francisco Airport

  • Approximately 35 miles from the hotel (40 minutes)
  • $5 on the bus, $35 by super shuttle, $8 from light rail, $100 by taxi (all prices approximate)

Oakland Airport

  • Approximately 30 miles from the hotel (40 minutes by car)
  • $8 by bus, $40 by super shuttle, $120 by taxi
  • Note you can do BART to light rail for approximately $15  (all prices approximate)

Accessible hotel rooms at the San Jose DoubleTree (host hotel for PantheaCon 2016)

If you need an accessible hotel room because of health limitations please be aware there are a few room in the main hotel set aside for that purpose. They have as of July 2014 the following amenities as defined by their website (please contact the hotel directly if you have specific questions as we are not qualified to answer all your questions:

Guest rooms have entry or passage doors that provide 32″ of clear width.

The swimming pool had a chair lift added in February of 2013.

Accessible: conference rooms, business center, concierge desk, exercise facility, hotel restaurant, parking (can be limited during the convention itself due to overcrowding), and registration desk.

Closed captioning on the televisions.

TTY for guest use.

Features that are NOT available:
Valet only parking

Service Animals

Service animals are welcome at PantheaCon. California state law allows service dogs in any public area. We do ask that you indicate your animal is a service animal with a vest (if at all possible) so that staff as well as your fellow attendees know that the animal is working.

PantheaCon staff is permitted to ask by law two questions about your animal – if your animal is required because of a diability and what work or task the animal is trained to perform.

Your service animal must be on a leash or otherwise under the control by you. PantheaCon can be a very stressful situation for humans, who understand what is happening, it can be even moreso for companion animals. Please keep that in mind when you attend.

You are NOT required to provide documentation about your service animal.

If however, your animal is out of control or the animal’s owner does not take effective action to control it, or the animal is not housebroken you will be asked by staff to take remedial steps which could ultimately include removing the animal from the convention premises if it is deemed necessary.

This policy has been strongly informed by the Disability Rights of California’s PDF (dated 2011) and as of July 2013 can be found here: http://www.disabilityrightsca.org/pubs/548301.pdf

A consolidated listing of California’s guide dog laws is here:

http://www.animallaw.info/statutes/stusca_civil_54_55_2.htm

The conference takes place within the city limits of San Jose, California and is in Santa Clara county.

We welcome feedback and suggestions about this policy.

Nursing moms

The only available public (and semi-private) space at the hotel for nursing mom’s is on the ground floor of the hotel, outside the Bayshore Ballroom in the ladies bathroom (next to Registration and the Dealer’s Room). There are several comfortable chairs with small tables.

Wheelchair or scooter rental

At this time there is no capacity to provide wheelchair or scooter rental at the San Jose DoubleTree hotel. However, there are local rentals that can deliver scooters to the hotel for pick up.

Gender Neutral Bathrooms

Effective PantheaCon 2016 the Doubletree hotel is allowing us to designate the bathrooms on the ground floor behind the elevator lobby (the closest function room is Monterey) as gender neutral for the duration of the programming period (Friday at 12:00pm to Monday at 12:00pm. The other public bathrooms in the hotel are still single gender designated.

Accessibility for wheelchair and scooter users (and their companions)

Accessibility in Program Spaces

All program rooms have a minimum door width of at least 32″.  None of them are power assisted. The larger ‘city’ function rooms as well as the ballrooms are double doors and we usually open both at the start and end of sessions.

We have open space in each of the programming rooms for those of you with mobility devices such as wheelchairs or motorized scooters. The exact space available will vary as we have a wide variety of spaces and layouts that we use throughout PantheaCon but we hold at least two spaces for assistive devices users and their companions per room.

The seats immediately adjacent to those open spaces should be held for any able-bodied companion of those who need assistance to get around the convention.

Aisles will be as wide as possible (almost always at least 40″) to allow people and wheeled people to pass each other freely within function rooms. Please be aware that standing or sitting in the aisles is not permitted.

Many of our rooms have the doors closed until shortly before the presentation time is due to start. Starting in 2016 we have Assistance Stickers available – please see that FAQ for details around seating, lines, and companions.

Please be aware that we cannot guarantee that there is space for you and/or your companions in every event. PantheaCon is frequently overfilled and we will do our best to accomodate everyone.

Currently none of our stages are wheelchair-accessible. We are working with the hotel to remedy this.

Video content is not common. We ask that presenters provide closed captioning but it is not always possible. We encourage you to reach out to the presenter after the presentation as well as let the programming department know so we can help in the future.

ASL is available if requested at least two weeks before the conference. If it is requested by someone we will also indicate it in the program.

Lighting is always kept at a level high enough to sight read lips for workshops and lectures. Occasionally it is a bit lower for some rituals but it is never completely dark. If this is a need for you, please let the programming staff or the presenter know so we can make adjustments for you.

Fire alarms throughout the hotel are audible as well as visual.

Elevators and rooms have Braille characters.

Accessibility in the Public Hotel Spaces

The hotel’s main function space is spread across 4 areas. All of them are accessible by elevator (you may have a wait) or stairs.

The dealers room, registration, info desks, green room and ‘City’ (San Jose, Santa Clara, Monterey, Carmel, San Carlos, San Simeon, San Martin) programming rooms are on the ground floor.

The upstairs ballrooms (Pine, Fir, Oak, Cedar and Silicon Valley) are accessible by a spiral staircase as well as a public elevator. They can also be reached along the ‘overland route’ which is outdoors and on the multi-level roof of the public areas of the hotel but there are a large number of stairs and landings and should not be considered an accessible route if you have any mobility issues.

On the second floor of the hotel, reachable by the public elevators in the hotel tower are the following convention services and rooms: some hospitality suites, Gryphon’s Lair, Convention Operations (including lost and found), the Pagan Youth space. There are also a few programming rooms, most of which are the size of hotel rooms and may be allow larger chairs and scooters to fit through the standard sizes doorways: The Boardroom and Reisling.

There are also suites on the 10th floor of the hotel. A number of the suites have larger double doors and more clearance space. Some however, are regular hotel rooms, so please be aware of that when you visit them.

All the public bathrooms in the hotel (outside the Bayshore ballroom near the dealers room, upstairs near the Tree ballroom, and at both ends of the City Room programming space have accessible stalls. The doors are not assistive however, so be aware of that limitation.

Exterior doors to the hotel are mixed as to whether they have power assist or not. The main doors to the hotel entrance, are double sliding doors that open when there is someone passing in front of the motion sensor.

None of the doors to the pool deck are power assisted due to safety issues required by California state law to protect minors in a potentially dangerous area. The only accessible entrance to the pool deck is opposite the entrance to the Monterey room. All the other entrances have at least a half flight of stairs.

This is a first step towards making the convention easier to access for everyone. Thank you for understanding as this is our third year with these seating arrangements and no doubt there will be education and learning involved for everyone as we continue to refine our process. Any programming staff you see at the convention will be happy to answer questions or help you as best we can as our process evolves.

Are ASL interpretation/Vision Impairment aides available?

ASL or American Sign Language Interpreting will be offered again this year. If you need this service, please let us know which events you want to have interpreted as soon as you can and we will make every effort to accommodate your request. A schedule of the events with ASL will be available as soon as we can organize it.

We will also have some accessibility services for the vision impaired this year. The Information table near Registration will have people on call to help attendees. Again, please let us know as soon as you register so we can make the best accommodations we can within our limitations.

Food options at PantheaCon

The hotel does provide several vegan and vegetarian options on the limited conference menu available at the food cart as well as in Springs, the hotel’s main restaurant. The hotel has not in the past provided a detailed list of ingredients but do feel free to ask the hotel staff. Please let conference staff know if you have trouble getting that information so we can try and remedy it with the hotel.

The official conference suite aka ‘The Con Suite’ clearly labels all of their food but be aware that at times there are nut products out and available.

Individual Hospitality Suites frequently have light snacks out for visitors. It is up to the individuals in those suites to determine what is served and if it is labeled. Please be polite and remember that it is supposed to be a SUPPLEMENT to your regular meals, not a replacement for them.

There is also a Trader Joe’s grocery store nearby which carries a wide stock of items, clearly labeled and frequently all organic.

Unfortunately, unless you have a need for refridgeration for medication, there are no room fridges available at the San Jose DoubleTree. Please check at the overflow hotels if you book there, to see what amenities they have available. As the list of hotels and what they offer changes frequently it is not feasible to provide a list here and hope that it stays up to date.

Hotel and Lodging information

Click here for Hotel and Lodging information. You can also find this link under the Resources menu at the top of the page.

Registration (3)

Membership refund/transfer policy

Refund Policy

We have a policy of full refunds. Requests must be made in writing.  Send an e-mail request to registration@pantheacon.com or by USPS mail to:

Ancient Ways 4075 Telegraph Ave Oakland, Ca 94609

Please include name, confirmation #, amount and method of payment.

  1. Refunds will only be made to the person who paid for the membership and the request must come from them.
  2. Refund requests received before February 1st will be processed immediately.
  3. Refund requests received after February 1st  but before the conference will be processed after the conference.
  4. Any refund requests received after the Conference will only be honored if the badge was not picked up and the request is postmarked by March 16th.
  5. Refund requests received after February 1st will only be honored if the badge was NOT picked up at PantheaCon.
  6. No refunds will be made during the Conference.

Transfers of PantheaCon Memberships

Memberships in PantheaCon maybe transferred to another person until February 1st. The request must be by in writing by e-mail or  by USPS from the person who PAID for the membership.  You need to supply the Legal name, address, badge name, phone # and e-mail address (if available) of the person you wish to transfer the membership to.

NO transfer requests will be accepted after February 1st.

You CANNOT transfer the membership onsite.

If someone cannot come, you must request in writing by USPS or e-mail a refund by March 16.

No refund request will be considered after the March 16th deadline

Carbon Offset program for PantheaCon

The conference staff invites you to help ‘Green’ PantheaCon!  You may purchase carbon credits to neutralize your PantheaCon carbon footprint.

‘Carbon credits’ are units of exchange that give a financial value to the cost of global warming-related air pollution. They also work as mini investments, funding such things as the removal of carbon from our atmosphere and the development of environmentally sustainable technologies. By purchasing carbon credits, a person essentially pays for the cost of their contribution to global warming, aka their ‘carbon footprint.’

We recommend that individuals donate $2 to $20 as they register, either with online payments at PayPal or at on-site registration.

PantheaCon has chosen the Carbonfund.org group to send your donations offsetting your footprints left in getting to this event.  The following description is from the Carbonfund.org website – for much more information go to their website.

Carbonfund.org supports renewable energy, energy efficiency and reforestation projects globally that reduce carbon dioxide emissions and the threat of climate change.  Carbonfund.org is a 501(c)(3) nonprofit organization. Please join us today.

Carbonfund.org supports three types of carbon offset projects: renewable energy, energy efficiency and reforestation. Each type plays an important role in the fight against climate change.  The projects Carbonfund.org supports meet the same high standards that thousands of companies, organizations, and governments rely on to ensure quality environmental protection.

  • Renewable Energy – supports clean, renewable energy development.
  • Energy Efficiency – reduces existing energy use, much of which comes from coal, oil, and natural gas.
  • Reforestation – absorbs existing CO2 emissions, which helps to reduce the excess greenhouse gases that humans have added to the atmosphere.

The key criteria Carbonfund.org looks for in projects are:

  • Real: The project must generate the expected carbon offsets and reductions.
  • Surplus: It must be additional to any mandated or regulated offsets, reductions or green power requirements.
  • Verifiable: It must be certified to ensure against double counting.
  •  Permanent: It must permanently reduce carbon dioxide emissions.
  • Additional: And it must be above and beyond business as usual, as defined by each certification body.

Other key criteria include location, technology, price, market transformation potential, certification, etc.

Carbon Offset Standards

The hallmarks of quality carbon offsets are third-party certification standards, verification, and auditing. All Carbonfund.org offset projects are verified by a third party to the highest certification standards. This sort of review, coupled with an annual third-party audit of our finances and portfolio, ensure that our donors are supporting only high-quality, transparent carbon offset projects.

1. How exactly does the process work? Nonprofit organizations with special experience in a particular field, such as reforestation, develop a certification standard in that field, usually after an extensive discussion period to solicit input from other leading organizations. The standard then lays out in detail what criteria a project needs to meet to ensure real, measurable, permanent, additional greenhouse gas reductions. Once the standard is established, a project developer can choose to have its project verified according to the standard. To do this, it hires a third party verifier to investigate whether their project satisfies all the standard’s criteria. The verifier submits its report for review by the certification body. The certification body reviews the report, and, if it meets the criteria, issues its seal of approval. The project is now certified.

2. Is certification the same thing as verification? No. Certification refers to the standard itself. Verification refers to the process of determining whether a project meets that standard.

3. Does the certification process ensure that my donation results in “additional” greenhouse gas reductions? Yes. Additionality refers to whether your donation really helps reduce more carbon dioxide emissions, or whether those reductions would have happened anyway. Each certification standard includes an objective set of criteria to ensure additionality.

4. Why are there so many different certification standards? There are different standards for different types of project. The experts who know how to ensure a high-quality reforestation project are quite different from those who know how to ensure a high-quality wind project.

5. Is one certification standard better than another? Experts from each of the certification standards never hesitate to say why their standard is the best. The truth is that the major certification standards out there agree on far more than they disagree. While some details may vary, there is broad-based agreement on what criteria need to be met to ensure a high-quality carbon offset project. We encourage you to read about the different standards below.

How to register/pick up your badge(s)

The Convention Registration desk will open on Thursday at 6 PM to 10 PM and opens at 8 AM on Friday. After you register you will receive a Program Guide that includes a map of the hotel showing locations of our hospitality room, vendor rooms, where the events will be held, and other useful information, like places to eat. If you have preregistered you will need ID to pick up your badge and program.

Hotel and Lodging (8)

Care and Feeding of the hotel

The Doubletree Hotel is the host space for PantheaCon.

Traditionally the hotel staff has been very happy to have us and been responsive to our requests. Please be kind to them and don’t forget to tip the service staff. However……

The hotel is an  older hotel with an older A/C heat system in the common spaces including the programming/function rooms. We do our absolute best to keep the rooms in a comfortable range but this isn’t always *your* comfortable temperature range. It’s not unusual for the rooms to be cool in the morning and warm to overly warm by afternoon. With every space filled to capacity the A/C cannot keep up if we don’t start it early and even then it doesn’t always keep up. Programming staff are open to comments about it and will do what they can but we can’t always make a shift, especially quickly (under two hours). We encourage everyone to bring a layer or two that you can put on and shed at need throughout the very long day.

If you notice something broken, please do let the PantheaCon staff (or a hotel staffer if you see them) know. We’d rather hear about it 20 times than not at all.

If you are staying in the hotel and there is a problem with your room your first call should be to the front desk but if that doesn’t resolve it to your satisfaction within a few hours/half a day we want to know! Please stop by Convention Operations so we can try to help. We can’t promise a fix, especially with the hotel at capacity but we’ll do everything we can and definitely be generating a list to share with hotel management both during and after the event.

Information on the hotel restaurant menus will be posted in January.

Directions to the hotel

For Mass Transit Options [cryout-button-color url=”https://pantheacon.com/wordpress/at-pantheacon/transportation/1854-2/” color=”#47AFFF”][/cryout-button-color]

Airport Directions (0.5 Miles E from San Jose International Airport): Go to Airport Blvd at the light turn left. At the next light, turn onto Airport Parkway. Go two blocks and turn left at Gateway Place. Shuttle buses run from the airport to the Hotel. For pick-up use the Courtesy Phone in Baggage Claim. Advance Shuttle Reservations: 408.453-4000.

Hwy 101 South: Exit North First St./Brokaw Rd. Make the first Right onto Airport Parkway. Hotel will be on the right.

Hwy 101 North: Exit Brokaw Rd. Make the first Left onto Brokaw Rd. and proceed under Hwy. 101. Hotel will be on the right.

I-880 North: Exit First Street. Make the first Left and go 3/4 of a mile North. Turn Left on Brokaw Rd. Hotel will be on your right.

I-880 South: Exit Brokaw Road. Turn Right on to Brokaw and go 1 mile, passing First Street. Hotel will be on your right.

I-280 North: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.

I-280 South: Take 87 North (Guadalupe Parkway) towards downtown. Exit Skyport Drive. Make the first Right onto Skyport Drive. Turn Left at the next light, Technology Drive. Pass Airport Parkway. Hotel is on your right.

You can phone the hotel and ask them directions if you are unsure about how to get there. You can also check their website, for links to directions to the hotel.

Food options at PantheaCon

The hotel does provide several vegan and vegetarian options on the limited conference menu available at the food cart as well as in Springs, the hotel’s main restaurant. The hotel has not in the past provided a detailed list of ingredients but do feel free to ask the hotel staff. Please let conference staff know if you have trouble getting that information so we can try and remedy it with the hotel.

The official conference suite aka ‘The Con Suite’ clearly labels all of their food but be aware that at times there are nut products out and available.

Individual Hospitality Suites frequently have light snacks out for visitors. It is up to the individuals in those suites to determine what is served and if it is labeled. Please be polite and remember that it is supposed to be a SUPPLEMENT to your regular meals, not a replacement for them.

There is also a Trader Joe’s grocery store nearby which carries a wide stock of items, clearly labeled and frequently all organic.

Unfortunately, unless you have a need for refridgeration for medication, there are no room fridges available at the San Jose DoubleTree. Please check at the overflow hotels if you book there, to see what amenities they have available. As the list of hotels and what they offer changes frequently it is not feasible to provide a list here and hope that it stays up to date.

Hotel Parking

Parking charges for all attendees and overnight guests with PantheaCon will be $13 with validation. Only hotel guests have in-and-out privileges.

Be aware that parking is in short supply and you may have to park at a distance. Local office complexes may have parking on the weekend, but not on Friday.

If you have a handicap placard there is a limited amount of accessible spaces at the hotel but they tend to fill early. Please plan appropriately as there is insufficient parking at the hotel overall.

Hotel and Lodging information

Click here for Hotel and Lodging information. You can also find this link under the Resources menu at the top of the page.

What are the check-in/check-out times at the Doubletree?

Like most hotels, the Doubletree check-in time is 3 pm with check-out at 12 noon. You can ask for early check-in and late check-out and also store your bags with the bellman. If you are planning to split the room rate tell them at check-in so check-out is swift and easy.

What are the hotel rules?

We are sharing with people who may be unfamiliar with our varied ways — Be cool. The elevators, hallways and pool are always “Public” areas. If you are wearing something scanty, please wear a cover-up for when in these shared areas. Costumes are okay, but nudity is not.

Keep “weapons” secure and unobtrusive. No crashing in public areas. There are lots of places to meet and visit. The Coffee Shop has a fair amount of staff turnover, so there may staff waiting on you who will not be used to large ‘fluid’ groups of people at tables — tip generously.

Be as honest as possible about how many people are in the room, but the hotel has a strict “4 people to a room” policy.

Tip early and often. This will help ensure good service, extra towels and pillows etc. (Write “for the maid” on hotel stationary envelope with $ inside and leave by the phone.)

Roll-aways can be available at a $20 per night charge, if you ask early. They allow these in King or Queen Rooms.