Regulation

1. Event Description

First of all, we would like to thank Cuffy, Nevers and all locations welcoming Focus Cosplay without whom this event would be impossible. We would also like to warmly thank Sadalsund and his family for making us available the Tour de Cuffy. 

Focus Cosplay is a private Cosplay Photography event, accessible only after selection. It is a non-profit event, but entry is charged to cover organizational costs.

The event will take place on October 1st & 2nd 2022, at the Tour de Cuffy near Nevers and in these surroundings. For this first edition, the event will be limited to approximately 55 participating cosplayers and photographers all together.

2. Agenda

a. Friday 3rd June : The event will be announced via the opening of the website and on social networks. 

b. Thursday 16th June : The application form will open on the event's website.

c. Tuesday 5th July : Close of registrations

d. Friday 15th July : Announcement of the successful participants for Focus 2022, each of the applications will be examined by the organizers according to criteria which will remain at the discretion of the organization. An email will be sent to all those selected to announce the good news and indicate the procedure to pay the registration fee of €20 in order to confirm their presence.

e. Friday 31st July : Deadline for each participant to validate their presence. Please note that after this date, anyone who has not paid their registration fees will be considered to have canceled their acceptance and the place will be offered to the next candidate in line. 

f. Wednesday 10th August : Announcement of participants on the official website and invitation of them to available discussion groups (Facebook and / or discord), this will allow them to more easily receive official information about the event, and to exchange with other participants details to organize their photoshoots during the event.

g. Wednesday 31st August : After the validation of the participants (July 15th), an assistant registration form will be sent to participants and they will have until the date mentioned to register their assistant. The participation fees of the assistants will then be requested at the same time, for the amount of 20€ . Each participant is entitled to only one assistant.

3. Event Schedule

a. Friday 30th September 

1. 1. 1. 4pm : Opening of the information point for registration and collection of badges.

b. Saturday 1st October

1. 1. 1. 9am : Opening of the information point.
      2. 7pm : Closing of the information point.
      3. 8pm : Evening at the Château de Cuffy, more information to come.

c. Sunday 2nd October

1. 1. 1. 9am : Opening of the information point.
      2. 1pm : Group photo (MANDATORY)
      3. 7pm : Closing of the information point.

4. Focus Cosplay

As part of the event, the organization facilitates your access to places which will be accessible to you on presentation of a valid badge during the event period. Some places will be public and may be open to visitors, other places will be private and may or may not have exclusive access for the event. Only participants (cosplayers and photographers) as well as assistants will be allowed on the photoshoots. An interactive map will be available, allowing you to prepare your schedule in advance. Some places may require additional entrance fees.  

Liability: under no circumstances can the organization be held liable for damage caused by participants or third parties. Participants must respect French law, as well as the various regulations of the structures in which they may be accommodated.

5. Cosplayers

As part of the event, and for its propriety, cosplayers undertake : 

a. To come in cosplay and respect the cosplays scheduled in agreement with the photographers.

b. To wear decent attire outside of photoshoot locations (this is French law)

c. Do not do nude, ‘lewd’, erotic or pornographic photoshoots

d. In general, any inappropriate behavior will not be tolerated 

e. Not to make make-up aimed at reproducing the skin tone of an ethnic group other than that of the cosplayer

f. Not to degrade the premises and return it to the state it was in before coming 

g. To respect the schedules agreed with the photographers and to warn the photographer in case of delay or cancellation 

h. Given the non-profit aspect of the event, cosplayers undertake to distribute the work done free of charge on free access distribution platforms 

i. The sale of prints resulting from the work carried out during the event is allowed but must be carried out in agreement with the photographers. These prints must not be exclusive, but should also be available on free access social platforms 

j. To publish on social networks the photos and videos produced on the event with the Focus Cosplay logo on the content, as well as to identify the Focus Cosplay pages as well as the following hashtags #FocusCosplay and #FocusCosplay22

We remind you that it is forbidden for cosplayers to take photos themselves (except for backstage, selfies and vlogs) and to organize photoshoots with photographers who are not part of the official selection, under penalty of being expelled / banned.

As part of participating in the event, you agree to appear in videos and other posts made by the organization on social networks.

In the same way, you agree that the content produced during the event will be shared on the organization's social networks. For any other distribution of your image, a specific request will be made to you. 

A discharge of responsibility and a form must be signed by the cosplayers and returned on the day of the event in order to obtain a valid event badge which will give access to the event and its locations. 

 

6. Photographes

During the event, the most important thing is that all participants feel comfortable. No deviation from this context will be tolerated :

a. It is forbidden to take photos on the spot, without the consent of the subject

b. It is forbidden to carry out nude, lewd, erotic or pornographic photoshoots 

c. Whenever possible, always ask for consent before physical contact with participants

d. Do not degrade the premises and keep it clean by removing all litter or rubbish brought by yourselves 

e. Respect the schedules agreed with the cosplayers and warn in case of delay or cancellations 

f. In view of the non-profit aspect of the event, the photographers undertake to distribute the work carried out free of charge on the distribution platforms 

g. In the same way, photoshoots should not be remunerated

h. The photographer undertakes to present his work to the cosplayer concerned once any adjustments or edits have been made and prior to any distribution 

i. The sale of print resulting from the work carried out during the event must be carried out in agreement with the cosplayers and the organizers 

j. To publish on social networks the photos and videos produced on the event with the Focus Cosplay logo on the content, as well as to identify the Focus Cosplay pages as well as the following hashtags #FocusCosplay and #FocusCosplay22

Please look to edit all expected images taken during Focus within a reasonable amount of time from the event taking place. We understand that it is necessary to take the time required to obtain the desired result, for this, the photographers have to return all the photos within 6 months. 

The use of smoke bombs is authorized only in outdoor areas. We will ask the photographers to warn us when using White smoke lasting more than 20 seconds at least 2 hours before (the best being to warn us in the morning or even at the beginning of the weekend) in order to warn the local authorities/rescue. The use of smoke bombs must be supervised by the presence of a fire extinguisher (ABC) on site ready for use and which must be brought by the photographer. Responsibility for the safety of any participant using a smoke bomb will be upon themselves and we request that all safety measures be taken (such as wearing gloves when handling smoke grenades), smoke bombs once consumed should not be left behind. 

Photographers undertake to provide photos / videos in HD if the organization requests it. In all cases, the photographer retains copyright and ownership of his works. However, the organization reserves the right to distribute the works produced during the event as part of the event's promotion on social networks and the Focus Cosplay website.

For other uses of the works produced during the event, a specific request will be sent to you. 

A discharge of responsibility form must be signed by the photographers and returned on the day of the event in order to obtain a valid event badge which will give access to the event and its locations. 

 

7. Assistants

a. Each participant is entitled to ONLY ONE assistant. The registration of the assistant will take place Wednesday August 31st. Each assistant will have to pay a participation fee of 20€.

b. You will be asked to send an email to register the assistants in a second step, after the validation of the participants. This must include all the information necessary for registration. 

c. A discharge of responsibility form must be signed by the assistants and returned on the day of the event in order to obtain a valid event badge which will give access to the event. 

d. The assistants are there to accompany and help the selected. (photographers or cosplayers). Under no circumstances are they allowed to come in costume or take official photos. However, backstage photography and videos are permitted and strongly encouraged 

 

8. ALL Participants

Participants designate all photographers, cosplayers and assistants who participate in the event.

a. Participants must be adults (+18 years old at time of registration).

b. Participants must respect the rules of the place and must not degrade the locations in any way. No waste should be left on site. 

c. Participants must respect the law in force and must behave and dress decently in public. 

d. Within the associative and voluntary framework of the event, no remuneration should be requested between the participants, only a contribution to the costs necessary for the planned photoshooting may be requested. This includes the price of entry to certain places if they are paying, the purchase of additional consumable type equipment (smoke bombs, etc.). Travel costs to the event or accommodation do not fall within this scope. 

e. Anyone who does not respect the rules herein will be sanctioned, ranging from a warning, expulsion from the event to a permanent ban from all future events. The sanction will be decided collectively by several members of the organization.

f. In the eventuality of expulsion, the participant will have their badge withdrawn and will not be able to continue to participate in the event. In the event of permanent ban, the participant cannot be selected or even assist a selected participant in the following years. 

 

9. GDRP

a. As part of the selection, a certain amount of personal data will be collected when entering it in the required form(s). These will only be used within the framework of the event and potential renewals in the following years. The participant's email will only be used for important official communications and will not be shared with any third party entities . 

b. No data based on technologies for observing the activity of people will be collected or processed. 

c. No personal data will be collected from third party companies or partners. 

d. No data will be sold or exchanged with third party companies or partners. 

e. At any time, participants can send an email to contact@focuscosplay.fr to request the complete deletion of data concerning them. 

 

Filling the registration form will be considerate as an agreement of the present regulation.