Cosplay Participation Regulations

  1. Application Period
    Cosplayers can submit their applications within the following timeframe: applications open on March 3, 2025, and the final deadline for registration is April 27, 2025 (included).

  2. Selection and Confirmation

    • Selected cosplayers will receive a confirmation email on May 5, 2025, along with the registration form/liability waiver.
    • Participants are kindly asked not to disclose their participation publicly (e.g., on social media) until the organization gives final confirmation on May 12, 2025. They should also refrain from making any arrangements until official approval.

  3. Cosplan Submission

    • Applicants must submit a tentative cosplan (without specifying the exact days of use), listing a maximum of 5 character options.
    • At least one character must be ready at the time of application.
    • Each proposed character must be accompanied by a visual reference (a single image or collage), including the character’s name and the series/genre in the image description.
    • While the cosplan is not binding, participants must commit to bringing at least one of the proposed characters. Any changes to the cosplan must be communicated and approved in advance.
    • The organization reserves the right to accept or reject proposals based on its own evaluation criteria. Additionally, the organization may block proposed changes even after selection if deemed unsuitable for the environment, context, or selection criteria (e.g., excessive repetition of the same character among participants).
    • For original characters still in development: Concept sketches, technical sheets, inspiration references, and textual descriptions are acceptable, provided they sufficiently outline the project for evaluation.
    • For duo participation: Characters must be thematically connected and suitable for joint photoshoots; separate sets will not be permitted. Exceptions for specific projects must be discussed with the organization.
    • For indivisible trios: Contact the organization directly for specific instructions.

  4. Location Adaptability

    • There is no strict dress code, but participants are encouraged to choose characters that complement the event’s settings, which can be viewed on the event’s web/social channels.
    • Portfolio Submission: Up to 9 images (for duos, up to 12 images) may be included in the application. Each image must be max 3MB, with a resolution no higher than 1200x1200 px.
  5. We recommend submitting photographs that highlight both the interpretative skills of the cosplayer and the overall quality of the proposed cosplays. During the evaluation process, in addition to the submitted images, the applicant's social media profiles and/or website will also be considered, particularly in terms of content quality, consistency of publication, and previous experience in the field. However, likes and follower count will not be taken into account.

  6. Duo Participation

    • A single member must submit the application, listing their partner in the COLLABORATOR field.
    • If selected, both members must complete the registration form.
    • The applicant must be an adult (18+). Minors (under 18) may only participate if paired with an adult.
    • Independent of age, separate photoshoots for duo participants are not allowed unless specifically approved by the organization.

  7. Selection Criteria

    • Character/Genre Accuracy: The portrayal’s fidelity to the chosen character.
    • Character Type: While original and reinterpreted characters are allowed, priority will be given to those that harmonize with the event’s settings.
    • Quality of Craftsmanship: Well-crafted costumes, props, makeup, and accessories will be favored, whether self-made or commercial.
    • Interpretation/Pose Ability: As this is a photography event, the cosplayer's ability to pose and embody the character convincingly will be assessed. Interaction with photographers and adaptation to the setting are key factors.

  8. Participation Fees

    • Solo participants: €28
    • Duo participants: €50 (total)
    • Assistants: €10
    • Refund Policy (for withdrawal by September 1):
      • Solo participants: €10 refunded
      • Duo participants: €15 refunded
      • Assistant fees are non-refundable
    • To confirm participation, payment must be submitted within 7 days of selection results, following the instructions sent via email.
    • Assistant fees must be paid by September 1, 2025, and are non-refundable.

  9. Limited Spots & Safety Regulations

    • Due to technical and safety constraints, only a limited number of applicants will be selected.
    • Access to event locations is regulated by current safety and health protocols.
    • Only selected participants may enter event venues in cosplay or take part in professional cosplay photoshoots.

  10. Event Location & Logistics

    • The main location, Fortezza Verrucole Archeopark, is accessed via a 500m uphill walking path.
    • A changing area will be provided, but those with bulky/uncomfortable costumes should plan accordingly.
    • Participants must arrange their own transportation to additional event locations; no transport services will be provided.

  11. Submission of Required Documents

  • The registration form and liability waiver must be submitted by September 1, 2025.
  • Participants who fail to submit these documents will not be allowed to attend.
  • All photoshoots during the event must be conducted free of charge for both parties.
  • Event photos must include the event’s official logo, except in special cases.

    12. Familiarization with the Event Location

  • Participants are encouraged to learn about the venue by visiting fortezzaverrucolearcheopark.it and its social media pages (@fortezzaverrucolearcheopark on Facebook/Instagram).
  • A map of the locations will be provided in advance.
  • Event staff will be available to assist cosplayers and photographers in optimizing location use.

    13. Assistants

  • Participants may have up to 2 assistants, who do not need to go through selection.
  • Assistants cannot pose or take photos.
  • If an assistant is required for a specific project (e.g., as a prop holder), it must be discussed in advance with the organization. Their presence must remain strictly supportive, with minimal visibility in photos.
  • The assistant participation fee is €10, payable by September 1, 2025.

   14. Behavior and Safety Guidelines

  • Participants must behave respectfully and avoid any dangerous situations, considering the event’s locations.
  • It is strictly forbidden to position oneself on the fortress walls or engage in other risky behavior.
  • Respect for venues, people, and animals is mandatory. The organization is not responsible for any damages.

   15. Photographic Sessions

  • Participants are encouraged to use the designated locations for photography, but alternative sites may be discussed with the organization.
  • The organization is not liable for any incidents in unauthorized locations.
  • A group photo session will take place on Sunday at 12:00 PM at the fortress.

   16. Contact Information

During the event, the phone number 3792415958 will be available for essential needs, including information, clarifications, or emergencies. For urgent communications, it is preferable to use this number rather than social media chats, which may be less responsive in a short time.

   17. On Friday, the 19th, not all locations will be available. We will provide further details through the designated social media channels reserved for participants.

   18. Incomplete applications will not be considered. You may apply either as a photographer or photographer/videomaker (multimedia) or as a cosplayer. 

These applications must be submitted separately, creating two different accounts on the website (using different emails). Please indicate this in the notes field, specifying the email used for the other registration on both applications.

Based on the number of applications received and their eligibility, the organizers may admit a limited number of "hybrid" participants, meaning individuals who can participate as both a cosplayer and a photographer (or multimedia). However, being accepted in one category does not automatically grant access to the other.

During the event, any participants accepted as a "hybrid" will be required to operate in both roles, either on separate days or on the same day, provided their cosplay outfit allows them to take photos as well. Self-portraits (selfies) are not permitted.

 

PRACTICAL SUMMARY FOR COSPLAYERS

In the application form, you must provide:

  1. Full name and date of birth (if paired with a minor, also include the details of a parent or guardian in the notes field).
  2. Stage name or social media reference for the published lists—this will be the name displayed in your area on the website and on your badge.
  3. Category: COSPLAYER.
  4. Stage name of the COLLABORATOR (for pairs).
  5. Social media references (Facebook/Instagram) or website.
  6. Allergies, medical conditions, and other relevant information.

ATTACHMENTS:

    • 1 reference image per character/cosplay pair, up to 5 proposals, indicating the related work or genre, along with a single reference image/collage for each.
    • Portfolio of 9 images (12 for pairs), with each image having a maximum size of 3MB and a maximum resolution of 1200 x 1200 pixels.

 

 

 

 

STUDIUM 1984 APS - Sede Legale: Via Torre, 9 Bagni di Lucca, 55022 Lucca ITALY  C.F. 90008440464 e P.Iva 02319360463 tel. 3403586862