An open letter to those that love Fanime

Multiple FanimeCon departments have resigned due to various grievances concerning the policies and practices of the Chair Team and Board of Directors. Our primary concerns involve:

• Safety & welfare of all attendees staff against bad actors, including SH/SA.
• Updated "Code of Conduct" for both attendees & staff to current environment & risks.
• Revised and modernized staff benefits & perks to attract + retain talented people.
• Open and transparent communications methods, including feedback systems.
• An inclusive culture that encourages & supports cross department & division collaborations.

We urge you to sign our supporter form, share your story using #Fanime and #FailedByFanime on social media, or to professionally reach out to the Chair Team and Board of Directors. We appreciate your support for our cause and our community. Our hope is to foster an environment of support and community with everyone who cares about FanimeCon as much as we do. Let's continue to keep the conversation, our minds, and our hearts open.

To our dearest Friends and Fans of Fanime

As members of a vibrant community that has thrived on passion and creativity, we are writing to inform you all of a significant development within Fanime. Starting February 2nd, 2024, several departments within FanimeCon made the difficult decision to resign from their positions. This letter aims to shed light on the circumstances that lead up to this decision and our hopes for the future of Fanime.

Our commitment to Fanime has always been driven by our love and admiration for this community and the experiences we create together. However, in recent years, we have encountered significant challenges, primarily due to insufficient coordination and lack of support from the Chair Team and Board of Directors. Despite repeated efforts to address these issues internally through dialogue and proposals for improvement, we have consistently faced resistance and dismissiveness. This lack of constructive engagement has hindered our ability to effectively contribute to Fanime's mission and values.

Our grievances

The following is a list of select grievances and concerns we’ve attempted to have addressed over the years:

Communication

• Insufficient transparency in communications with general staff as opposed to other conventions of similar size and caliber, such as maintaining regular newsletters as a means to effectively communicate updates, advancements, and milestones to their staff in a consistent manner.
  • Currently, there is an unreliable and untimely system of relaying information that affects all staff, thus placing the responsibility on division and department heads to pass on the details, telephone style.
  • There is no consistent protocol for disseminating information discussed at general staff meetings, such as keeping and distributing official meeting notes.
  • There are no board meetings with the Board of Directors for staff, nor are there meeting notes that are available.
• Lack of consistent communication regarding refund or reimbursement policies and procedures has led to a substantial number of attendees and staff being denied badge refunds.
  • In 2020, when Fanime was unable to happen due to the lockdown, attendees were advised to reach out via email to Fanime in order to arrange either a badge roll over or a full refund. Many of these emails were left unanswered, leading to a wave of online posts expressing concerns about the lack of communication and resolution for attendees.
• Delay in updating policies critical for staff and guests, particularly those whose attendance would be impacted.
  • In 2022, COVID-19 policies were announced in January. After months of asking questions for clarifications, there was a major update in late March, two months prior to the convention. When inquiries were made regarding individuals unable to receive vaccines for medical reasons, such as being an infant, no update was given and attendees and staff were turned away at the door.
  • For 2024, COVID-19 policies were announced in early January, a few weeks before hotel registration was opened and notably after badge prices were increased. These policies were published with no input from the general staff.
  • Delayed policy announcements led to lost partnerships with invited guests and vendors.
  • While our group wholeheartedly advocates for upholding elevated standards of public safety protocols, we've never been approached for our input regarding policies that impact the well-being of both staff and attendees.
• Insufficient communication regarding service delays.
  • In 2023, photos from the Cosplay Gatherings Department remained unpublished and unavailable to the public for five months, despite the department having completed all necessary edits by the end of the convention. The department received no support or response to provide to attendees seeking clarification on the matter.
  • Since 2019, there hasn't been any sharing of Videos on Demand (VODs) for Gaming events, even though the department consistently provided copies of the stream recordings shortly after the conclusion of each convention.
• Limited to no opportunity for staff input and feedback on convention policies and decisions.
• Lack of a transparent method for easily identifying the current members of the Chair Team and Board of Directors that is accessible to the general public.
  • The official Fanime website’s contact page excludes contact information for efficient communication with the leadership teams, offering only a general "help" email address that frequently remains unanswered.
  • See: Fanime Contact Us Page

Operations

• Departments are forced to operate with significantly fewer resources (space, locations, availability, budget, time) than needed.
  • Arcade’s funding was reduced while being asked to bring in more game cabinets.
  • PC gaming is expected to be financially sponsored by external vendors while also being denied support in securing said sponsors.
  • Cosplay Gatherings has been repeatedly forced to change their layout and locations with minimal notice and without attempts to reach a compromise.
  • Tabletop Gaming receives insufficient support in connecting with external partners who supply the majority of the event's resources.
  • Indie Gaming is given no support in securing hardware for their exhibitors and instead are expected to ask exhibitors to provide their own without assistance in transportation or procurement.
  • Decisions crucial to the operations of both Cosplay Gatherings and Indie Gaming were delayed by leadership, significantly hindering their ability to carry out their operations effectively.
• Inconsistent management and allocation of resources, often resulting in sudden and frequent changes to department responsibilities.
• The Chair Team & Board of Directors have lost potential partnerships due to inconsistent responsiveness. This has also impacted sponsorship opportunities.
  • Leadership failed in acquiring a Nintendo Community Tournament License in a timely manner for major tournament events.
  • Fanime nearly lost the partnership deal with BART in 2023 due to delayed communications from leadership.
  • Indie Games was unable to present exhibitors due to bottlenecks in the process of onboarding, processing, and contracts.
• There is no consistent or standardized process for securing contracts with invited guests, vendors, or sponsors.
• When prompted for oversight over vital interdepartmental collaborations, leadership was unresponsive.

Staff and Attendee Welfare

• Fanime's approach to staffing benefits and incentives diverges from common industry practices compared to other conventions of similar or smaller size.
  • Other conventions typically offer free housing, meals, and staff shirts to their staffers.

• Discussions regarding better support for staffers to adhere to the 6-2-1 rule (6 hours of sleep, two meals, and one shower a day) during the convention have frequently been overlooked and dismissed.
  • Housing not being guaranteed forces many staffers to travel farther, increasing their commute time and fatigue levels.
  • The absence of staff meals provided makes it harder for staffers to eat properly, impacting their energy levels and overall health.
  • The high number of required hours further exacerbates the challenge for staffers to prioritize their well-being amidst their duties.
• There is no clearly defined protocol on how to handle incident reports, resulting in inadequate follow-up and resolution.
  • Currently, when an incident is filed, it is placed in a folder and subsequently forgotten, regardless of the severity. This includes cases of minor falls, harassment, physical assault, and sexual assault.
• The refusal to remove staff with a history of problematic behavior undermines efforts to ensure a safe and respectful environment.
  • Despite repeated conversations with the Chair Team and attempts to contact the Board of Directors, there are multiple staffers still on the roster who have been repeatedly reported for harassment and stalking at Fanime. It's important to note that some of these individuals have documented criminal records, and have faced bans from numerous other conventions due to comparable behavior patterns.
• A general lack of support for logistical and safety concerns.
  • Insufficient support and resources are provided to maintain clear walkways and fire exits, posing potential hazards in emergency situations.
  • There is a lack of support in enforcing COVID-19 policies such as proper masking, which undermines efforts to ensure the safety of attendees and staff.
  • Responsibility for addressing these issues is often forced onto already overburdened staff members, who receive little to no training or backing to effectively manage them.
  • There is a lack of consistent support in providing security, resulting in individual departments bearing the responsibility to ensure the safety and security of their own resources and staff.

Policies

• Absence of transparent decision-making processes, such as lacking channels for feedback from staff at all levels on important policies.
  • Staff were never consulted in the process of creating policies such as COVID-19 measures, major departmental changes, or department re-locations.
• Slow update and implementation of critical policies, impacting the attendance and safety of participants.
• Failure to acknowledge the contributions of various photography departments and photographers for their work.
• An unacceptably low rating on Charity Navigator, a website specifically dedicated to the evaluation of non-profit organizations.
  • See: Charity Navigator Guide on Fanime/FANS (Foundation for Anime and Niche Subcultures)

What we hope for

The impact of these and other unresolved issues extends beyond operational inefficiencies; they have also affected our community's spirit and the quality of experiences we are able to offer. Please understand, this is not a decision we have taken lightly. It comes after years of dedication and attempts to foster positive change from within.

We respectfully submit our resignation with the intention of sparking a comprehensive re-evaluation of current operational practices within the leadership of Fanime. Additionally, we urge a receptive approach to feedback mechanisms, coupled with decisive actions to address pertinent suggestions. We recommend improved treatment and provision of benefits for staff members, alongside proactive engagement with external conventions and organizations to ensure the ongoing relevance and efficacy of our conduct policies and staff vetting procedures.We advocate for these enhancements not just for the benefit of staff welfare, but also to bring awareness and change to improve the conditions for future staff and fans alike.

We remain hopeful that Fanime can address these challenges and emerge stronger. Our departure is a call to action—a plea for meaningful dialogue and reform that can reinvigorate Fanime's foundational principles of community, passion, and connection via our ever guiding motto that we’ve carried in our hearts for the last 30 years—“By Fans, For Fans.” While we are receptive to exploring potential paths forward for the benefit of the fans who wish to staff in the future, we hold on to hope that the community as a whole will continue conversations contributing to Fanime's enduring success after our departure.

How Fanime can move forward...

This is a list of recommendations that we are providing to ensure a thriving future for Fanime:

Immediate (Before 2024 con)

• Acknowledgement in a public space that current staff benefits are inadequate.
• Acknowledgement in a public space that leadership’s current method of communication is severely lacking
• Acknowledgement in a public space that leadership’s decision-making has gravely impacted staffers from being able to fulfill their duties.
• Update code of conduct with clear definitions and examples of harassment and unacceptable behavior, clear and accessible procedures for reporting incidents of harassment, and details of the process for investigating and resolving reports of harassment.
• Immediate termination and banning of staff/volunteers/attendees with a documented history of violations of the code of conduct:
  • “Do not verbally attack, abuse, harass, or threaten anyone’s race, religion, political views, gender, orientation, age, or other protected attributes. Personal attacks and harassment are not allowed. Bigotry, homophobia, transphobia, racism, sexism, and other forms of prejudice are not allowed.” - current CoC
• Enhancements to the accessibility of public meetings such as having a dedicated person to monitor Zoom quality and using more audible equipment.
• Establish a system to distribute comprehensive meeting notes to all staff, ensuring that those unable to attend remain informed about the discussions held and decisions made during the meeting.
• An easily accessible archive of said notes.
• Increase staff housing discount to 30~40%.
• Provide a free staff shirt to every staff on day 0 so staff can wear it for visibility at con during shifts.

Near future (Before 2025)

• Implement a system for transparent discussions regarding executive decisions at least twice a year, welcoming anyone interested in the information, including the public.
• Resolve the non-profit delinquency status.
• All benefits improved for staff; bare minimum is free housing, shirt, and staff feed.
• Move all staff housing to be located within a reasonable distance from the staffer's primary duty location: Marriott, Hilton, Hyatt, and DoubleTree for Silver Island staff.
• Ensure there is a large enough staff housing block to accommodate all staffers who need housing.
• Upon acceptance into staff, a copy of the Code of Conduct and staff expectations must be given via email, and reviewed once more before badge pick-up with the option to receive a hard-copy.
• Establish a dedicated Staff Relations Division to oversee staff welfare.
  • The Division must develop a transparent incident handling process featuring open communication every 2-5 business days with clear timelines.
  • Establish a new department dedicated to Incident Handling, focusing on recording, investigating, and communicating with relevant parties.
  • Designate a new department responsible for managing the distribution of staff benefits.
  • Create a new department focused on Accessibility.
  • Staff Relations Division staff need to remain unbiased so should not be cross staffing with other departments.
• Ensure that all convention policy decisions impacting attendees and staff are announced no later than four months before the convention, before hotel blocks are announced. This includes explanations of new or established procedures and requirements, barring any changes in federal, state, or local policies.
• Create an open channel for staff and attendees to submit feedback, accompanied by a transparent process for reviewing and addressing the feedback.
• Permit staff membership of the nonprofit.
• Enable leadership changes through democratic voting by general staff in both the Chair Team and the Board of Directors.
• Codify all new changes into the bylaws.
• Create a staff guideline outlining behaviors and expectations.

How you, the fans, can help!

Whether you're a dedicated staffer, enthusiastic attendee, valued vendor, or steadfast supporter, we cherish every voice. Join us by adding your name to the list of signees, and in spreading awareness by using #Fanime and #FailedByFanime across social media platforms to share your own unique experiences. Below, you'll find a form to sign in support of this statement. Additionally, if you wish to show your support for our shared goals, we invite you to reach out to the Chair Team and the Board of Directors via [email protected] and [email protected]. These email addresses are provided for constructive communication, not harassment, and we ask for those who reach out to remain professional and encouraging. If you wish to contact us, please don't hesitate to reach out to us at [email protected]

Our hope is for community-wide conversations which will lead to growth and healing, to support this convention that we all love so much. We believe that together, united as one, the Chair Team and Board of Directors can be convinced to take our concerns to heart, working towards resolutions and being the leadership that Fanime needs for it to continue to be a place of joy and connection for years to come.

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Edit log

• 1 March 2024
  • Removed policies entries about a contradiction between Props policy and Dealer Rules
    • Dealers Department reached out to clarify their rules
  • Updated the accuracy of the 2022 COVID policy timing from being announced in March to being announced in January with clarifications not until March after many questions asked
    • The less clear announcement in January within another post was pointed out to us
• 2 March 2024
  • Modified public signature sheet and form to remove after submission editing and require approval of why people signed and added a message to the form to reflect this
• 4 March 2024
  • Addition of this Edit log to show we are willing to be sure information is accurate
  • Updated comparison chart benefits for Otakon, Anime Central, and Anime Boston and added a note for authorized representatives to reach out if there's any inaccuracies
    • Contacted by representatives of these shows to clarify their benefits
  • Moved public signatures to a separately linked page instead of embedded
    • This was a format request by both supporters and members of FailedByFanime
• 5 March 2024
  • Added Guest of Honor as form submission option
    • We realized this option wasn't offered for any Guests of Honor who wished to sign
  • Updated edit log formatting
• 15 March 2024
  • Updated the introductory section format to be listed points to enhance clarity
• 4 April 2024
  • Updated comic to remove typo in email address listed.