HOTSW Activities & Extras

Find below a full description of the activities and extras of our Heroes of the Shadow World event in New York!

Panels

[No charge, included in all passes]

Panels are Q&A activities where fans can interact directly with the guests and ask questions. It’s also an opportunity for guests to share anecdotes and memories about the show. Panels will include a mix of cast and crew members to give fans the ultimate opportunity to ask questions about what happened on both sides of the camera.

Some panels may be moderated, which is comparable to an interview on stage.

It is expected that fans are respectful of guests’ comfort level and personal boundaries. Please refrain from asking personal questions or using disrespectful language towards any guest. All questions will be screened by event staff.

Panels may not be recorded in order to give the guests more freedom in their replies. The consequence of recording is removal from the convention and the recording must be deleted. 

Photographs may be taken, but using a flash is forbidden.

Panels will be held in English and will not be translated.

All panels are included in all passes and there is no additional charge.

Chargeable Extras

Listed below are the extras that will be available for purchase, some of which are included in various pass levels. Prices for individual guests are set by negotiations with each guest, which means the prices and availability for each extra cannot be released until the guest has been confirmed. 

Autographs

Autograph sessions offer the chance for fans to briefly interact with guests one-on-one. One ticket equals one autograph on one item authorized by event staff. Guests have the right to refuse to sign any item.

During this session, fans interact directly with guests and give gifts or letters. Please note, though, that this is not a time for lengthy conversations. Be mindful of fans waiting in line who all deserve a special moment with the guests.

Out of courtesy to the guests and their luggage limitations, please consider donating to a charity they support in lieu of a gift. If you do bring a gift, try to keep it small and easy to transport. Keep in mind they have limited space when traveling. Food items are prohibited as gifts.

Hugs are prohibited unless initiated by guests. Please do not ask or pressure guests for a hug out of respect for personal boundaries.

Audio and video recording is prohibited.

Photos and selfies are prohibited during autograph-only sessions.

Autos + Selfies

For some guests, this special extra will be available, which allows you to to take a “selfie” with the guest while receiving their autograph. Due to time restrictions the guest will remain seated and you must take the photo yourself.

Photo Ops

A Photo Op is the chance for fans to take a photograph with the guest(s) of their choice. One ticket equals one photograph per ticket holder. If a fan wants a friend to join them in a photo, each fan must purchase their own ticket.

Four varieties of photo ops will be available: Solo (single guest), Duo (two guests), Trio (three guests), and the Group Photo.

Poses are allowed, but guests have the final say in what poses they are willing to do. Please take their comfort into consideration and always act respectfully. To save time, it might be best to show guests the poses you want to do on your smartphone.

The following acts are prohibited for every guest:

Kisses

Lifting

Inappropriate touching

Hugs outside of the pose

Awkward or disrespectful poses

A professional photographer will take all photos. The photo will be printed and available for pick-up during the convention.

Following the convention, information will be provided about purchasing digital photos.

Chat Sessions

Chat sessions, also known as Meet and Greets, offer 20 fans the opportunity to spend quality time with the guest(s) of their choice. During this session, fans may chat with the guest(s) for 30 minutes.

Please note that chat sessions may revolve around a theme relevant to the character the guest portrayed, character development, or the show itself. The topic of each chat session may be chosen by the guest and will be announced prior to the chat session. Time will also be set aside for questions outside of the theme. Chat sessions may be moderated.

When asking questions, please be respectful of personal boundaries at all times. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies.

At the end of each chat session, a picture will be taken of the guest and all participants. This picture will be sent to all the chat participants in the weeks following the convention.

Hangouts

Hangouts offer 30 fans a similar experience of a chat session for 30 minutes, but with the added bonus of drinks and snacks. Feel free to interact with the guest and ask questions without the possibility of a pre-selected theme.

Please be kind, respectful, and aware of personal boundaries. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies.

At the end of each hangout, a picture will be taken of the guest and all participants. This picture will be sent to all hangout participants in the weeks following the convention.

Afternoon Tea
Death by Chocolate
Other Novelty Chat Sessions

Novelty chat sessions are 30-minute chat session with a guest in a relaxed atmosphere. Along with around 19 other fans, enjoy coffee, tea, and luxury snacks while chatting with the guest(s) and other attendees. Sessions may be moderated.

Please be kind, respectful, and aware of personal boundaries. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies.

At the end of each session, a picture will be taken of the guest and all participants. This picture will be sent to all participants in the weeks following the convention.

Crew Workshops

Workshops give fans an immersive experience of interacting with crew members that worked behind the camera to bring the Shadow World to life. Each workshop revolves around a theme specific to a crew member’s area of expertise. Fans will get a chance to ask questions, participate in crew lead activities, and/or demonstrations for 30 minutes to 1 hour (depending on the type of workshop).

Please be kind, respectful, and aware of personal boundaries. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies.

Welcome Breakfast Buffet

Be the first to welcome the cast and crew on Friday while enjoying a continental breakfast buffet. For 45 minutes fans will have a chance to interact with guests and other fans in a relaxed setting. Tickets are extremely limited as only 100 will be available.

Please be kind, respectful, and aware of personal boundaries. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies.

Wrap Party

The convention weekend will close out with a wrap party to celebrate the cast, crew, fans, and the incredible memories made at Heroes of the Shadow World. Cast and crew will be available for the first hour to interact with fans (no guarantees on which guests will attend) and every attendee will receive a cocktail on arrival.

Please be kind, respectful, and aware of personal boundaries. Personal questions are completely prohibited. Audio and video recording is prohibited, as are photos and selfies. Audio and video recording is prohibited, as are photos and selfies.

Cosplay Contest

You always wanted to be your favorite character of Shadowhunters?

You are creative and have designed your own Shadow World cosplay?

You created your own Shadow World Character?

You can’t sew for the life of you, but are a talented performer?

If you answered one or more of the above questions with an enthusiastic yes, then we have great news for you:

Our Heroes of the Shadow World Cosplay Contest will shine a spotlight on you and your talent!

The Cosplay Contest will take place on Saturday evening and can be attended free of charge by all pass holders during the in-person convention.

How to join the contest?

You can find an overview of our passes and make a purchase HERE.

Make sure that your performance and cosplay follow the rules. 

WEAPONS

  • NO weapons, NO weapon replicas, NO weapon props are allowed into the convention area. No exceptions.

That includes:

  • Every weapon that is forbidden by law
  • All blunt, sharp, choking, shooting and thrusting weapons
  • Any kind of pyrotechnics

CLOTHES / COSPLAY

  • Stings attached to your costume must be blunt and can not be longer than 2 inches/5 cm.
  • Metal, wooden or plastic chains must be attached to the material of your costume without the option to remove them.
  • Cosplays/ clothes should not have sharp corners and edges.

 PROPS

Wings (or other huge attachments) are not allowed if:

  • They take away the sight of the people sitting behind you in the panel room
  •  You can’t walk through a door without taking them off
  • They are made of wood, metal, plastic or other hard materials

Steles are only allowed if they are not usable as blunt or sharp weapons.

If you you need one of these items for Cosplay Contest, we may be able to store it and give it to you for the contest only.

Please get in contact with us via mail before the con and let us know the exact size, material and sort of Prop you would like to use, and we will tell you if it is possible.

Golden convention rule: Please keep the enjoyment and safety of all attendees in mind.

  • No obscene, sexual or offensive action can be shown
  • No excessive violence (a fight sequence is allowed)
  • No use of (fake) blood, confetti, glitter or anything that will mess up the stage
  • No racist, illegal, dangerous or hateful behavior

If you break any of the convention or cosplay rules, it can lead to your exclusion from the convention. 

If you are not sure if something you would like to bring or do on stage is allowed, please get in touch with us so we can help you out with your questions.

Email: nyshadowcon@jalmics.com

How to win the contest?

A Jury (members yet to be announced) will hand out awards in three different categories: 

For this category, it doesn’t matter if you created your costume yourself or bought it. The only thing that matters is your performance.

Note: Doing only a catwalk will not be enough to win this category.

For this category, only your skills of creating the cosplay and the result count. It doesn’t matter if you do a catwalk or a performance. Just blow us away with the Cosplay. 

Note: Everybody who didn’t design/craft their Cosplay themselves is excluded from this category.

For this category you must craft your Cosplay yourself AND do a performance.

If your Cosplay looks perfect and your performance was mind blowing, then you will have the chance to become ‘Hero of the Shadow World’

Note: Everybody who didn’t craft their cosplay themselves and/or does a catwalk only is excluded from this category.

What are you waiting for? 👀

Join us and become the new Hero of the Shadow World !

Participant Form