When Fantasy Fails: The Chaos Behind Once Upon A Con 2025

Once Upon a Con (OUAC) 2025, promoted as the "nation's first fantasy book convention," promised an enchanting escape into a world of magic, grand balls, and immersive cosplay. It boasted over 275 vendors, 150 hours of panels, a Starfall-inspired masquerade ball, and a high fantasy-themed fashion show. However, for attendees eagerly awaiting a celebration of fantasy literature, the reality was a descent into chaos.

Instead of the advertised immersion, severe overcrowding, logistical failures, and a leadership in disarray plagued the event. Social media quickly filled with accounts of frustration, confusion, and disappointment. Adding to the dismay, cast members, staff, and authors reported being unpaid, and many endured hotel fiascos that forced premature departures. What was a fan-driven celebration became a stark illustration of how fantasy can fail when mismanagement takes hold.

Warning Signs and Early Troubles

Chaos engulfed Once Upon A Con (OUAC) 2025, with signs of trouble appearing even before the convention began. Second Star Events, a reputable company known for its cosplay-themed fantasy balls inspired by romantasy books like A Court of Thorns and Roses (ACOTAR), pulled out due to "inability to align with leadership" and concerns about integrity, transparency, and respect for attendees and partners. The venue also changed from Lancaster, Pennsylvania, to Maryland's Gaylord Resort, disrupting many ticket holders.

Cosplayers took to social media to expose many critical issues. Judges and staff were denied promised hotel rooms, cosplay competitions were canceled, VIP banquets vanished, and panels were mismanaged or left unstaffed. Attendees often paid for accommodations out of pocket and endured waits of six hours or more in hotel lobbies to access rooms they were guaranteed.

One cosplayer, who had promised airfare and lodging to portray Beron Vanserra from ACOTAR, arrived to find that their credit card was charged $400 per night with no assistance from the organizers. Social media was inundated with reports of missing consent bands, unsafe cosplay props, and a general disregard for safety rules.

Mismanagement Across the Board

Reports consistently highlight systematic mismanagement:

• Logistical Failures: Attendees faced excessive parking fees and confusing directions, leading to cramped and overcrowded spaces despite the venue's size.
• Financial Disarray: Autographs and other purchases were cash-only, exacerbated by non-functional ATMs. VIP "swag bags" contained "doubloons," plastic coins for exchanging books, with no clear reimbursement process. The authors and vendors also reported delayed or missing payments.
• Cancelled and Poorly Executed Events: Advertised attractions such as the cosplay competition, CaFae, and masquerade were cancelled or poorly executed. Minimal ballroom decorations further diminished the intended immersive experience.

Staff accounts corroborate these failures. Mykah (@l1zardg0d on social media) detailed their experience, describing overwhelmed volunteers who juggled multiple departments, sourced food and decor, processed refunds, and maintained accessibility accommodations. Despite a lack of resources and exhaustion, staff members worked tirelessly to salvage parts of the event.

First-Hand Accounts from Staff, Attendees, and Cast

The organizational dysfunction extended beyond logistical failures. Instagram posts from attendees like Kayleigh (@storytimewithkayle on Instagram), as well as OUAC staff and cast members, detailed the struggles of navigating an overly crowded venue, experiencing cancelled panels, and a significant lack of support from the organizers. For instance, Kayleigh, who purchased a standard $135 general admission ticket, ended up hosting an independent trivia game based on Sara J. Maas's fantasy book series, including A Court of Thorns and Roses, Crescent City, and Throne of Glass. She improvised by using random paper and pens to create questions for the game, as no panellists were present.

Mykah, conversely, recounted offering attendees the choice of rescheduling or a refund. During lulls, they were actively trying to gather panel names and times, and subsequently informing people within 10-15 minutes that their panellists would not be appearing. Mykah later apologized that the CaFae and the overall convention did not meet expectations, despite not being at fault for the issues.

These accounts collectively paint a picture of an event plagued by failures in communication, planning, and execution, forcing staff to improvise solutions with minimal to no guidance from leadership.

Community Reaction

Online reactions quickly highlighted the widespread dissatisfaction. Discussions on Reddit and TikTok detailed how attendees were left without access to scheduled panels, meals, or even their hotel rooms. Cosplayers, who had dedicated considerable time and money, found their contests abruptly canceled. Fans also pointed out issues like absent signage, inaccurate schedules, and a pervasive feeling that the "Once Upon A Con" (OUAC) organizers were overwhelmed.

Huunimoon, a frustrated attendee, advised, "If you went and feel like you wasted your time/money, please don’t beat yourself up… The organizers failed, not you!"

Elaina, one of the convention's co-chairs, issued a public apology: "I failed you as a convention chair. I tried to do too much and everything was a mess because of it. I dropped the ball, and that tainted the experience that so many of you had."

While some attendees salvaged enjoyable moments, Elaina's apology clearly underscored the profound operational failures of the event.

ACOTAR and the Fantasy Ball Renaissance

A Court of Thorns and Roses (ACOTAR) has ignited a surge in immersive cosplay balls, a phenomenon I explored in a July 2025 article. These ACOTAR-themed events are known for their meticulous planning, elaborate costumes, and interactive experiences.

However, the Starfall Masquerade at OUAC, intended to be a prime example of this trend, fell short. Attendees encountered minimal decorations, canceled performances, and a complete lack of organized oversight. This was a stark contrast for fans accustomed to the high standards of immersive ACOTAR balls. As one attendee noted, "Imagine a high school prom without decorations," describing the masquerade ballroom.

Authors and Vendors: Financial Missteps

Financial mismanagement also affected authors and vendors. T.D. Cloud noted that the "doubloon system" for authors was confusing and poorly organized, leading to unclear compensation. Vendors, too, encountered issues with unclear dock-pass rules, mismanaged sales, and frustrating refund processes.

T.D. Cloud explained the system: "VIP badge holders were given two plastic coins. Authors then hand in the coin to con-ops and are reimbursed…Whenever they decide to fulfil it."

The cumulative effect of mismanaged payments and poor communication created significant struggles for both vendors and creators, intensifying the overall frustration felt by attendees.

Lessons Learned

OUAC 2025 stands as a stark warning: creative vision and enthusiasm are insufficient without professional planning, clear communication, and robust logistical backing. While immersive fan experiences are increasingly popular, failing to deliver on fundamental expectations—such as accommodations, food, and well-executed panels—can swiftly destroy trust.

Despite the disarray, staff and volunteers showed remarkable improvisation, ensuring sessions continued, meals were served, and accessibility needs were met. Their commitment underscores the inherent resilience and dedication within fan communities, even when organizers fall short.

Looking Ahead

OUAC has established a new board and intends to host a 2026 event. Rebuilding trust among fans, authors, and vendors will be crucial. The broader lesson is simple: fantasy and cosplay conventions are intricate endeavors demanding precise coordination and respect for community expectations.

With meticulous planning, transparency, and a readiness to learn from past errors, OUAC and similar events can still deliver the immersive, memorable experiences that fantasy book enthusiasts desire.

Sources & References

• MacDonald, Heidi. When a Con is Crap: Once Upon a Con. ComicsBeat, Aug 21, 2025. Link.
• Instagram post: OUAC Account. @storytimewothakayle
• Instagram post: OUAC staff statement. OUAC Cast.
• Vocal article on ACOTAR and cosplay fantasy balls. Link.