Participation Rules Photographers and/or Videomakers

1. Application Process

   • Photographers/videomakers can submit their applications within the following timeframe: application opening on March 3, 2025, and final submission deadline on April 27, 2025 (included).

   • How to apply: Applications must be submitted via the website www.lafortezzadelcosplay.it by following the instructions under the "registration" menu.

   • For further information: This email address is being protected from spambots. You need JavaScript enabled to view it.

2. Selection Process

   • Selected participants will receive a confirmation email along with the registration form and release form by May 5, 2025.

   • Participants are kindly requested not to publicly disclose their selection (e.g., on social media) until officially confirmed by the organizers.

   • Additionally, participants should not make any external arrangements until official confirmation from the organization on May 12.

3. Application Requirements

   • Photographers: Must submit up to 9 sample photos (preferably cosplay-related and with varied compositions) along with links to their social media profiles or website.

   • Couples: May submit up to 12 images total.

   • Technical specifications: Each image must not exceed 3MB and a maximum resolution of 1200x1200 pixels.

   • Videomakers: Must provide links to their published work (preferably on YouTube) featuring their original videos, preferably cosplay-related. Additionally, one video may be uploaded to the participant's profile if selected.

   • Photographer & Videomaker Candidates: Must submit 9 photographs and video production links. They must also select the "MULTIMEDIA" category on the application form.

4. Selection Criteria

   • Portfolio Evaluation: The selection will consider both submitted material and online presence (social media, websites, publication frequency, and experience). Likes and follower count will not be considered.

5. Team Participation

   • Participation as a duo is allowed. One applicant must submit the form, listing the second person as a "COLLABORATOR." The full details of both participants must be provided in the registration form if selected.

   • The main applicant must be an adult. Minors (under 18) can only participate as part of a duo with an adult.

   • Separate sets for duo participants are not allowed unless approved by the organizers in exceptional cases.

6. Photographer Selection Criteria

   • Quality: Photos will be evaluated based on photographic composition principles such as the rule of thirds, leading lines, framing, contrast, lighting (natural or artificial), depth, post-processing consistency, and storytelling ability.

   • Photographic Style: All photography styles are welcome, but priority will be given to applicants who submit images that highlight both the subject and the surrounding environment, especially those with specific cosplay photography experience.

   • Digital Art: Photographers who incorporate digital art into their work must ensure their artistic style is consistent with the settings and themes, not just the character portrayed.

   • Videomaker Evaluation: Videos will be judged on the same criteria as photography, in addition to narrative coherence, music/dialogue synchronization, and editing aesthetics.

7. Participation Fees

   • Individual participation: €28

   • Duo participation: €50 total

   • Assistant participation: €10

   • Partial refunds available for cancellations before September 1 (€10 for individuals, €15 for duos; assistant fees are non-refundable).

   • Payment deadline: May 12, 2025 (within 7 days of confirmation email).

   • Assistant fees must be paid by September 1 and are non-refundable.

8. Event Access

   • A limited number of participants will be selected based on technical and safety criteria.

   • Only selected participants will be allowed professional access to the event locations.

   • All access must comply with current health and safety regulations.

9. Main Location

   • The primary event location, Fortezza Verrucole Archeopark, requires a 500m uphill walk. Participants should plan accordingly and consider bringing assistants.

   • Participants must arrange their own transportation to secondary locations.

10. Obligations & Rights

• Participants must submit their signed registration/release form by September 1, 2025. Failure to do so will result in disqualification.

• No payment is required for shoots: All event-related photoshoots must be done free of charge for both parties.

• Event Branding: All published images must include the event logo unless otherwise specified.

• Photo Submission: Photographers must submit 1 to 3 images per set to the organization by December 31, 2025, for promotional and documentation purposes.

11. Location Familiarization

• Participants are encouraged to research Fortezza Verrucole Archeopark before the event via its website and social media (@fortezzaverrucolearcheopark).

• The event staff will provide a detailed location map in advance.

12. Assistants

• Each participant may bring up to two assistants (maximum).

• Assistants cannot take photos or pose unless explicitly approved for a specific project.

• The assistant fee is €10, payable by September 1.

13. Conduct & Safety

• Participants must behave respectfully towards locations, staff, other attendees, and animals.

• Safety restrictions: Standing on fortress walls or engaging in risky behavior is strictly prohibited.

• The organizers are not liable for damages to persons or property.

14. Alternative Locations

• If a participant wishes to shoot in unofficial locations, they must obtain prior approval from the organizers.

• The organization is not responsible for any issues arising from the use of non-official locations.

15. Group Photo

• A group photo will take place on Sunday at 12:00 PM at the fortress.

16. Emergency Contact

• A dedicated phone line (3792415958) will be available during the event for urgent matters.

• Social media messages may have delayed responses.

17. Friday, September 19

• Not all locations will be available on this day; details will be provided via official event channels.

18. Application Completeness

• Incomplete applications will not be considered.

• Participants may apply both as a photographer/videomaker and as a cosplayer, but must create separate accounts and emails for each role.

• Hybrid participation will be limited and subject to approval. Acceptance in one role does not guarantee acceptance in the other.

By participating, all applicants agree to comply with these rules and guidelines.

PRACTICAL SUMMARY FOR PHOTOGRAPHERS

In the application form, you must provide:

1. Full name, place of origin, and date of birth (minors may only participate if paired with an adult).
2. Category: PHOTOGRAPHER or MULTIMEDIA (if photographer/videomaker or only videomaker).
3. 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.
4. Stage name of the COLLABORATOR (for pairs).
5. Social media references (Facebook/Instagram) or website (for videomakers, also YouTube).
6. Attach 9 photographs (12 for pairs) of your own work, preferably related to the cosplay field, and an optional portfolio (for videomakers, a link).
7. Allergies, medical conditions, and other relevant information.

ATTACHMENTS:

• Up to 9 photographs of your own work (or links to videos), each with a maximum size of 3MB and a maximum resolution of 1200 x 1200 pixels.
• For videomakers, it will be possible to upload a single video.