Cosplay Participation Regulations
1. Cosplayers may submit their applications by the following deadlines: applications open on May 11, 2026, and registration deadline on July 10, 2026.
Registration: Applications must be submitted via the website lafortezzadelcosplay.it, following the instructions in the registration menu.
For further information:
2. Selected cosplayers will receive a confirmation email and the registration/release form on July 20, 2026. Participants are kindly requested not to publicly disclose their participation (social media) until the organizers have confirmed their participation. Participants are also asked not to make any arrangements until the organizers have confirmed their participation (July 27).
3. In the application, participants must submit a proposed cosplay plan (without order of use) with a list of options for up to five characters, at least one of which must be completed at the time of application.
Visual feedback must be provided for each proposed character (attaching one reference image/collage per proposal to the application), indicating the character's name and the series/genre it belongs to in the image description. This cosplay plan will not be considered binding, but will be evaluated as such. The participant agrees to actually bring one, or preferably two, of the proposed costumes to the event (unless specifically requested by the organization). Any changes to the proposed cosplay plan must comply with decorum and location-appropriate criteria. Nudity or costumes that do not meet the above criteria are prohibited. The organization reserves the right to request the removal of inappropriate costumes, even in the case of agreements already in place, and will notify the cosplayer privately if deemed necessary. To access some locations, a review of the character will be mandatory. During the selection process, the organization may approve or reject individual proposals based on unquestionable internal evaluation criteria. It reserves the right to exceptionally block any changes to proposals, even after the selection process, if they are deemed inappropriate for the environment or context, or do not meet the selection criteria, including the redundant presence of the proposal in question in the submitted plans. If you have any questions, please do not hesitate to contact the organization.
For original projects yet to be created: sketches (technical specifications), inspirational references, and any textual descriptions are also acceptable, as long as these data together describe the project completely enough for evaluation.
For paired entries: proposals must feature characters that can be combined in the sets; separate sets will not be permitted. For any exceptions for specific individual projects, please contact the organization, which will evaluate them on a case-by-case basis.
For a non-separable trio: please contact the organization directly for specific instructions.
4. The proposed cosplay must be suitable for the available locations. We invite you to choose characters that are well-suited to the proposed spaces, which can be viewed on the event's website and social media channels.
Please attach up to 9 presentation/portfolio images with technical specifications, each max 3MB, max 1200 x 1200 px resolution (for couples, up to 12 images).
5. We recommend including photographs that highlight the cosplayer's interpretive skills as well as the overall quality of the proposed cosplays. In addition to the submitted photos, the evaluation will also take into account the cosplayer's social media profiles and any website, including their editorial staff, their consistency of publication, and their previous experience in the field (likes or number of followers will not be taken into account).
6. It is possible to participate as a cosplaying couple. In this case, the application must be submitted by only one member of the couple, indicating the other in the "COLLABORATOR" field.
The subsequent registration form must include the complete information of both participants (if selected). The person completing the application must be at least 18 years of age. Minors under 18 may only be admitted if paired with an adult. Regardless of age, separate sets for two participants as a couple will not be permitted, unless specifically agreed upon with the organizers.
7. Cosplayer selection criteria:
CHARACTER/GENRE FAITHFULNESS: adherence between the performer and the proposed character.
CHARACTER TYPES: There is no specific dress code, and original or reimagined characters will be accepted, but given the nature of the event, characters that can blend harmoniously into the proposed environments will be preferred.
QUALITY PRODUCTION: Preference will be given to cosplays that are meticulously crafted, from costume to props, makeup, and accessories, regardless of whether they are self-produced or commercially available.
PERFORMANCE/POSING SKILLS: Since this is a photography event, attention will be paid to the posing skills demonstrated in the cosplayer's portfolio. The cosplayer must demonstrate the ability to consistently portray the chosen character, interact effectively with photographers, and communicate with the environments in which they will be placed.
8. The registration fee for the event is €30.00 per participant, which must be paid by July 27th. For couples: €55.00 in total. The assistant fee is €10.00 in total. There will be no refunds for cancellations.
To confirm participation, the participation fee must be sent as confirmation within the required timeframe, using the details that will be emailed directly to those selected. The assistant fee must be paid by September 1st.
9. To ensure the event's success, only a limited number of participants will be admitted, selected from applicants based on a series of technical and safety criteria. Access to the venues is permitted in accordance with the health and safety regulations in force at the time of the event. Access to the facilities involved in the cosplay event or for professional photography of cosplayers during the event will be permitted only to selected participants and will not be possible otherwise.
10. The main location, Fortezza Verrucole Archeopark, can be reached via a slightly uphill footpath of approximately 500 meters. A changing area will be provided, but for those with particularly bulky or uncomfortable costumes, we recommend planning ahead and considering the presence of one or more assistants. To reach the secondary locations, you must make your own transportation; the organization will not provide transportation.
11. Participants agree to provide the registration/image release form to the organizers within a reasonable timeframe of confirming their participation. Failure to provide the completed form will result in the event being denied. Please also note that all photo shoots organized during the event must be free of charge for both parties (no remuneration), and the photos produced must display the event logo (except in specific circumstances).
12. Given the event's unique location, we encourage participants to learn more about
the main location by visiting the website fortezzaverrucolearcheopark.it and our Facebook/IG channels @fortezzaverrucolearcheopark to gain a clear understanding of the site, its history, logistics, and accessibility. Our staff will be available to cosplayers/photographers to remind them of and outline the opportunities the locations offer. A map of the locations will also be provided in advance.
13. Participants may use an assistant (maximum two per participant). These assistants do not need to go through the selection process and will receive an assistant pass, but will not be allowed to take photos or pose. Please note that assistants are not permitted to pose, but if an assistant is needed to support a specific project, please contact the organizers in advance and propose the project. The organizers will then decide whether or not to grant such an assistant's involvement. In any case, the assistant's presence must be primarily for support purposes, possibly partially or face-to-face, and for a single, specific set. The reduced participation fee for those participating as assistants is €10.00. Confirmation of the assistants' presence must be communicated no later than September 1, 2025, along with payment of the corresponding fee.
14. Please maintain appropriate behavior appropriate to the environment and avoid dangerous situations that may arise given the nature of the locations involved. In particular, positioning yourself on the Fortress walls or in other similarly risky situations is strictly prohibited. Maximum respect is required for the locations, people, or animals involved in the photography activities. The organization is not responsible for any damage to property or persons.
15. Participants are encouraged to shoot in the designated locations for safety and organizational reasons. However, if they are interested in shooting in unscheduled locations, they can contact the organizers to verify there are no impediments. The organizers disclaim any liability for the use of these locations not indicated on the official map. We will ask you to participate in a group shoot, which will take place on Sunday at 12:00 pm at the Fortezza.
16. During the event, the telephone number 3792415958 will be available for any urgent needs, inquiries, or clarifications. For urgent communications, it's best to use this number rather than social chat, which may be less responsive in short timeframes.
17. Not all locations will be available on Friday the 19th. We'll provide details on the designated social media channels reserved for participants.
18. Incomplete applications will not be considered. You can submit your application as a photographer, multimedia photographer/videographer, or cosplayer. These applications must be completed separately by creating two accounts on the site (with different email addresses), indicating this in the "Notes" field and specifying the email address used for the other registration on both applications.
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PRACTICAL SUMMARY FOR COSPLAYERS:
The application must include:
Name, surname, date of birth (for couples with a minor, please also include the information of a parent or legal guardian in the notes field);
Article name or social media handle for publishing lists, which will be the name you will use in your area on the website and on your badge;
COSPLAYER category;
COLLABORATOR'S Article name (for couples);
Link to your Facebook/Igbo social media handle or website
Allergies, medical conditions, and any other information.
ATTACHMENTS:
- 1 reference image for each character/character pair in the cosplay plan, up to 5 submissions, indicating the work or genre referenced, and a single related reference image/collage;
- Portfolio of 9 images with technical specifications, each max 3MB, max resolution 1200 x 1200 px. (Couples up to 12)