Event: ARCHCon Cebu 2023
Date: November 18-19 (Saturday-Sunday) 10:00 AM - 8:00PM
Venue: IC3 - IEC Convention Center, 23 Minore Park, John Paul II Avenue, Cebu City
ARCHcon Cebu, the Anime, Role-Playing Games, Comics, and Hobbies Convention is the premier event for enthusiasts in Cebu and the Visayas, ARCHcon has been providing a platform for people to showcase their creativity and innovation. On the 31st of October, ARCHcon posted their Call for Hosts. They were preferably looking for individuals who have been to previous ARCHcon events or similar local hobby events and are passionate about any of these hobby communities: Anime & Cosplay, Gaming & Esports, Tabletop Gaming, Art & Comics, Hobby Collections, J-Pop & J-Idol Culture, and Vtubing. The Role Opportunities were as follows: A set of Main Hosts, Segment Hosts, and On-the-ground Reporters in the Main Hall and another set of Main Hosts, Segment Hosts, and On-the-ground Reporters for the Game Zone.
Since it was volunteer-based we weren't given service rates in particular. But we did have an allowance for volunteer hosts who had rotating shifts between the host talents in the 2-day period (4 hours total volunteer service needed to be rendered) as follows: Main Hosts - P1,000/shift, Segment Hosts - P800/shift, On-The-Ground Reporters - P500/shift.
The Deadline for the application was on the 5th of November at 11 PM with Confirmation on or before the 8th.
When filling out the application form we were asked for our Name, Portfolio/Page/Social Media Links, Email Address, Contact Number, Preferred Method of Contact, and if we have any prior experience in hosting. We were also asked to tell them a little about ourselves (Don't forget to include your favorite hobbies that are in the ARCHcon community) and why you'd like to host for ARCHcon. I, personally, have been working on my digital résumé since June and I have prior experience in hosting conventions like Toys and Figures Convention Cebu 2022, ARCHcon Cebu 2019, Sugbo Entertainment Expo 2018, Cebu International Film Festival Film Expo and Workshop 2017, and Search for the Ultimate God & Goddess 2013. Aside from that, I also stream both on my own personal page and with Cebu X-Geeks for the following segments: CXG Ridiculously Random, CXG The Weeb Talks (specifically on the episodes about Cosplay and our 'On the Case' which dives deep into true crime cases in Japan), The Geek Panel, and CXG Social Gaming.
As soon as November 3, we got an email stating that they had received over 70 applications. In order to select the final 24 talents, they wanted to get to know our hosting ability more, especially with how we relate to their crowd. We were then asked to upload a simple video recording of how you would host on the ARCHcon stage, simulating the event proper. We were to utilize any of their segments whether it be the cosplay competitions, J-pop performances, ani-song competition, esports tournaments, or the current lineup of special guests introduction/interaction on stage. The video length was to be 30 seconds minimum and 1-minute maximum in landscape with the file format being mp4.MPEG-4,1 minute or .mov.
In the video, we had to state your name, age, and hobbies in the video before doing the host audition. Then we uploaded the files on a Google Drive Folder. Due to this, the deadline for, the auditions was extended to the 8th of November. We were also told that there would be a hosts' training for our Final 24: November 11, 2023, from 9 am-12 noon.
The inclusive benefits of being in the Top 24 were:
Travel allowance (for Cebu City area only)
Food arrangements
Small honorarium depending on the role
ARCHcon Cebu 2-day Pass
Host Rotation - for you to be able to enjoy the event as well
Holding Area
Access to the HQ
Mentorship and Training from professional hosts
For my video, I took inspiration from last year's program and wrote a basic Cosplay Competition program on Evernote which includes: the Introduction of the Segment, Introduction of the Panel of Judges, Prizes and their Sponsors, Criteria of Judging, Introduction of a Competitor, and the Closing of the Segment. I also wanted to cover the current lineup of special guest introductions so I decided to use some of their names for the judges. I knew I wanted to cosplay for my video (it helped me stand out from the other auditions and it was a subtle way to express your love for the fandom & the community. I filmed mine a few days after the Attack on Titan finale so I chose to suit up as Annie Leonhart as I had recently re-bleached my hair and thought that together with the jacket and the hoodie wouldn't be as overkill as wearing a full superhero suit). All the footage with the addition of my Personal Introduction made the video go over a minute. While Editing, I cut almost everything out including 2 of the 3 special guests I had for the Panel of Judges, the Prizes and their Sponsors as well as the Criteria of Judging, and even with all those changes I barely made it to a minute.
On the 3rd of November, we were told the line-up of the Final 24 Hosts'. Which was followed by the details of a host training session scheduled the day after. The training session was to help gauge our skill level, and based on our performance, our specific hosting role assignment.
We were asked to improv a segment on the spot. Since I went last, I initially had time to make a plan. When I had to go in front of everyone, my mind blank and I just went on with it trying my best to avoid dead air and word vomit. During our critiques, Claire, ARCHcon Cebu's Community Liaison and one of our Mentors, said something along the lines of "Danii's was kinda short but she's been here before so she's like 'Hi, I'm probably gonna be a Main Host anyways. Bye" - which was totally not the case but judging from how the day went... I felt like I just might end up being a main host.
Another thing that gave me more of a reason to think so was Josh, our other Mentor, looking me in the eye when he said "We're looking for the next generation of Cosplay Hosts". There was one other cosplayer aside from myself in the training session. Then, as we were talking about Cosplay Competitions, he looked at me again and said "Danii knows what I'm talking about". Truth be told, I don't want to be a main host. My social battery could barely handle a segment alone - but I also felt like out of everyone in the group I was the most qualified for it.
During the training, we were told that the Main Hosts would be paired with a Veteran Host and, unlike in 2019, Segment Hosts would also be in the crowd for raffles and games. Due to not all 24 Hosts being available for the training, our Roles and Copies of the Program will be announced and given 3 Days before the event. We were also told to attend the Rehearsals the day before the event.
Here are some of the Tips we were given:
In regards to preparation, we have to take care of our body and voice (that includes keeping ourselves hydrated). I'm forever an index card girlie, but I understand the need to invest in a clipboard for papers as well as having a pen nearby. Although there is already a video for it, researching the event, the guests and judges, locations, and venue guidelines may come in handy for dead air. It is also not necessary to read all 30 sponsors - just a few. It was also suggested for us to arrive early as The program starts at 10 AM and the company call is at 9 AM. That also gives us time to talk to people in the booths for ideas on what to say if needed.
Coming in early also gives us the opportunity to befriend the technical team. They're the go-to for everything we need and vice versa. Agreeing upon cues for specific situations such as improving during a delay, last-minute additions to the program, technical difficulties on stage, and more. There will also be times when we receive notes from tech so we are still expected to keep a presence of mind and to keep performing in a way that seems natural. Despite this, we were also told not to listen to every single person's concerns. Unless it's from the stage manager or director, it should be directed to them as we need to set boundaries with specific tasks.
On stage, we are expected to treat our audience like they're our friends. We also must avoid overlapping with our co-host, giving out unnecessary side comments, and over-explaining in order to maximize time. When interacting with the audience, engaging with them, and involving them in the program helps but if no one volunteers, make sure there's no dead silence and go for the people whose friends point to them
When stalling for time, we may use the ARCHcon Cebu chant as long as it's in a 30-minute - 1-hour interval. We must also start strong and end strong. Another thing we can use to stall is reminders such as the venue guidelines, cosplay is not consent, for the cosplayers to double-check the durability of their props.
With the guests, we may respectfully push the guests to answer questions - though we must be mindful of what questions are asked. It would also be beneficial to study their previous experiences to see how they talk and interact with others as well as take note of their current interests to keep them talking. Overall, we should just be prepared for any situation.
On the 14th, we were given an update regarding our roles. The other hosts who either weren't available or weren't in town to attend the day of the host training would have to set a virtual meeting. With the date of the convention being so soon, Claire made the call to assign our roles based on the assessment while simultaneously trying to get the others to join the group chat that was created. She also sent the program for us to get acquainted with:
The online assessments took a day which includes the overall host role assignments. We were finally given our host roles together with two links: one that leads to a Google Docs form to input our preferred schedules and another that leads to a Google Drive folder for us to upload our best, hi-res photos of ourselves for the host announcement.
I chose the 10:30 AM - 2:30 PM time slot on Day 2 for a number of reasons: One of them is that the second day always has more attendees and, like Tinkerbell, I thrive when the attention is on me. The second reason is a pre-planned cosplay line-up I made with a friend of mine. Long before the host call was announced, we decided on going as Peko Pekoyama and Fuyuhiko Kuzuryū for the first day and both Stephanie Brown and Tim Drake's Robins for the second - with Robin being the bigger project of the two, I thought it would be better to go for a slot on Day 2. My last reason is my friends. Some of them can only make it on the second day and I would like to spend the rest of the afternoon catching up with them.
Later in the day, ARCHcon's production lead, who would be directing behind the tech station, sent us the link to the Program Flow via Google Sheets. He asked that we familiarize ourselves with the program, our cue, and content. We were also encouraged to pre-type your spiels there as he no longer touched on the spiels section. However, he offered his assistance if we needed info about the section so we could make an informed spiel. Based on my experience in 2019, he is completely right when he says that we should never assume the program is final. I know firsthand that many things can and will change on the day.
The day before the event (the 17) was Day 0, also known as ingress. The hosts were asked to join the technical rehearsals if they were available. Although there was another event scheduled in the main hall, the esports stage can be used for testing audio, visuals, and blocking. I had a few concerns about my program so I decided to go anyways to ask the other mentors about it yet only the scripts for the first day had been finished. There was also no news on what both the segment hosts and the crowd hosts would be assigned to do. Although I was not there for the full technical run on the morning of the 18th, it seems like they had it figured out by the time the doors opened.
During Day 2, I chose to wake up at 6 AM to make time to get ready in full costume and make-up before leaving for the event at 8 AM. When I arrived, I got to finally meet my co-host, and together with the other main stage hosts we waited until our scripts arrived. When they did, it was only the morning program (don't worry, the afternoon program arrived in the middle of the guest performances. We then ran through the scripts twice. The first time around it was quite clear how uncomfortable my co-host and I were with each other and we were suggested to plan who gets what spiel. After doing so, our second run ended up a lot better. Then it was finally time to get this show on the road..
The biggest problem I encountered was the last-minute schedule changes as they happened while the program was ongoing. Due to starting 30 minutes late, Bao The Whale was available for the Q&A livestream before the idol performances finished. We were able to get through GUMi and Pastel Mix before having to ask both KuroGuro to be on standby until after Bao and SODA KIT's were finished. Once that was settled, it was time for KuroGuro to go on stage.
Afterward, it was finally time for the segment hosts to come in for the raffles. And then I was free to enjoy the convention since Claire took over for the Voice Acting Panel!
There were definitely pros and cons to the schedule I chose: I wanted to cover more segments during the event yet I was insistent on going for a slot in Day 2 and didn't think I could keep my energy up until 8 PM. I was fully equipped to handle both Bao and the Voice Acting segment if it was both covered by the main hosts and done in an interview format. I had notes ready on the guest' backgrounds and my co-host gave tips on what questions were preferable to ask. Handling performances was a new experience for me though as it is a lot different from competitions - which is where most of my event-hosting portfolio lies.
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