WORLD COSPLAY SUMMIT
UK Preliminaries at HYPER JAPAN
APPLICATION FORM
Sunday, 16th November 2014
By submitting this form you agree with the terms and conditions listed in the Competition Rules. Please
read the Competition Rules carefully and fully before applying. If you are aged 17, a parent or legal
guardian must complete and sign a permission slip.
Eligibility
Applicants must be:
• Aged 17 or over at the time of application
• A permanent UK resident or holder of a British passport
• Available to come to Olympia, London on Sunday, 16th November 2014.
How to apply
Please make sure you meet all of the requirements listed in eligibility above. If you do, please complete
the form below and send it, together with your reference pictures and audio file, to
cosplay@hyperjapan.co.uk
* Application period opens: 9am, Saturday 20th September 2014
* Application period closes: 11:59pm, Monday, 9th November 2014
Important! Notes on Application
1. Participants agree to take part and be featured in marketing and publicity material for Cross Media, Hyper
Japan, Eat Japan, WCS Inc. and their partners as required, as well as external media viewable by the general
public, including but not limited to newspapers, magazines, television and websites.
2. Application forms and/or reference pictures cannot be returned under any circumstances.
3. Personal information collected via the application form will be used for no purpose other than the selection of
cosplayers.
4. All personal information collected via the application form will be protected by Cross Media and WCS Inc., and
will not be provided to any outside party.
5. Any application form found to contain false information will be removed from the selection process. Any
cosplayer selected on the basis of false information will be forbidden to participate in the event.
6. Cross Media accepts no liability for any loss, damage, costs, expenses or claims suffered or incurred by any
person as a consequence of any use of or inability to use this application process, the Hyper Japan website, or
any related media content. It is the sole responsibility of the applicant and/or parents/guardian to confirm with
Cross Media regarding any queries or questions they may have about application, selection and/or
participation.
WORLD COSPLAY SUMMIT
UK PRELIMINARIES AT HYPER JAPAN - RULES
1. OVERVIEW
The World Cosplay Summit (WCS) UK preliminaries is
a contest to select one pair of cosplayers to
represent the UK at the World Cosplay Summit 2015,
taking place in Nagoya, Japan.. The selection will
take place at HYPER JAPAN Christmas, Olympia,
London on Sunday 16th November 2014.
3. PRIZE
a)
The winning contestants will receive an expenses
paid trip to Japan, including flights, hotel, and of
course – the chance to represent their country at the
2015 World Cosplay Summit!
2. ELIGIBILITY
a)
The competition is open to teams of two
cosplayers who will be aged 18 or over by
1st July 2015.
b) Each member of the team must be a British
passport holder OR a permanent resident
of the UK. ‘Permanent resident’ status
means you have lived in the UK for at least
5 years and have the right to live and work
here without restriction.
c)
Signed parental permission is required for
cosplayers aged 17 at the time of
application.
d) Contestants must be available to travel to
the World Cosplay Summit, taking place
during the last week of July / first week of
August 2015. Dates may be subject to
change.
The organisers will provide the winning
team with flights from London Heathrow to
Japan, accommodation for the duration of
the World Cosplay Summit, some meals,
and transportation to and from World
Cosplay Summit events.
b) The organisers are not responsible for
airport transfers within the UK; excess
baggage charges; or the cost of obtaining a
visa permit (not necessary for British
passport holders but may be necessary for
citizens of other countries).
c)
Flights will be booked by the organisers. If
the winning team wishes to alter their flight
details or extend their stay in Japan, any
excess cost must be paid by the contestants
themselves.
d) Contestants are responsible for checking
and confirming details of the date, flights
and hotel sent to them by the organisers.
The organisers cannot be held responsible
for any extra costs resulting from mistakes
or misunderstandings on the contestants’
part.
4. COSTUMES AND CHARACTERS
a)
Costumes entered must be at least 75%
handmade. Any parts which have not been
made by the contestant’s themselves (e.g.
made by their friends or family) must be
mentioned to the judges during
pre-judging.
b) Only costumes based on characters from
Japanese manga, anime, video games and
sentai shows (e.g. Power Rangers) are
allowed in the contest. The two costumes
must be from the same series or source.
c)
The costume’s overall effect when seen on
the stage. This includes the way the
costume looks and moves on stage. Points
may also be awarded for any ‘extras’ added
to the costume to enhance its appearance
on stage, such as special details or effects.
d) Performance – 10 points
Performances are judged on their
originality, entertainment value, direction
and execution.
e)
Fidelity – 5 points
How the accurately the characters are
portrayed on stage during the performance.
Points will be awarded for the way
contestants act and move, and whether the
performance content accurately matches
the tone of the original source material.
Allowance will be given for artistic
interpretation.
f)
Points will be deducted for teams who do
not follow the rules or who arrive late
without pre-warning the cosplay team.
The characters represented must be of
Japanese origin. For example, characters
from Disney or Star Wars which have been
featured in a Japanese game are not
permitted.
d) Costumes based on original designs, fan-art
and live-action movies are also not allowed.
e)
f)
Costumes must be family friendly. We do
not recommend excessive nudity, uniforms
or symbols which may offend members of
the public, or characters based on dating
sims or similar adult games. For more info,
please contact the HYPER JAPAN Cosplay
Team cosplay@hyperjapan.co.uk
The winning team must each bring three
costumes with them to the Summit – one
for the Osu Cosplay Parade, one for the
WCS Championship competition and one
for photo shoots and media interviews.
6. PRE-JUDGING
All contestants are asked to attend a pre-judging
session at HYPER JAPAN on the day of the contest.
a)
Each entry will be given a separate timeslot
for their judging session via email.
Contestants must be ready in their
costumes and arrive at the cosplay desk at
least 10 minutes before the time given.
5. JUDGING
a)
The jury will be made up of media guests
and respected cosplayers. The judges will
take into account Craftsmanship, Costume
Stage Appearance, Performance and
Fidelity when choosing the winning team.
b) Craftsmanship – 10 points.
Points are awarded for detail, technical
ability, resemblance to the original source
and how neat and well made the costume
is. Make-up, wigs and handheld props are
judged as part of the costume.
c)
Costume Stage Appearance – 5 points.
b) Each team will have a chance to show their
costumes to the judges and explain how
they made it.
6. PROGRESS BOOK
All contestants must prepare a progress book, to be
brought with them on the day and given to the
judges during the pre-judging. This is just so the
judges can find out more about how your costume
was made.
a)
The book should contain 5 progress photos
per costume, and some notes to show how
the costume was constructed.
confetti are allowed in a small quantity.
Each piece must be at least 1 inch (2.5cm)
in length. You may NOT throw any materials
which dirty or damage the stage – banned
materials include foil confetti, real flower
petals, liquids (including dripping fake
blood), glitter, sequins and powder.
b) Contestants can add extras to the book,
such as extra photos, pattern or fabric
samples, if they wish.
c)
Progress books must be in hard copy (i.e.
printed or written). Digital formats will not
be accepted.
d) The progress books will be used by the
judges during the whole selection process
and may be sent to the WCS or ECG
organisers. We can’t guarantee that
progress books will be returned to the
contestants.
Contestants who can’t make a progress book (for
example, if they are entering a costume which has
already been constructed) may still enter but they
must contact the HYPER JAPAN Cosplay Team in
advance cosplay@hyperjapan.co.uk
g) Please note that use of the voice(s) of
voice actor(s) from original films,
games or anime is prohibited as an
audio accompaniment for both the UK
preliminaries and finals.
h) It is not permitted to use video footage with
your performance.
i)
Performances must be suitable for a family
audience. No swearing or sexual references.
j)
Please refrain from using derogatory
comments or gestures during your
performance which relate to real-life
individuals or companies.
k)
HYPER JAPAN reserves the right to refuse or
interrupt any performance which infringes
on decency, safety or copyright regulations.
l)
Performances and costumes entered at the
WCS Championship may be the same as, or
different from, those entered at the
national qualifier. Where giving the same
performance, participants should work on
the content to improve it for the finals.
7. PERFORMANCE
a)
Each team will have 2 minutes 30 seconds
to perform on stage.
b) Contestants must be able to perform and
operate their costumes and props by
themselves, without the help of others.
c)
Contestants may have 1 helper to
accompany them during pre-judging but
helpers are NOT allowed backstage during
the contest (except in the case of
contestants with a disability).
d) The HYPER JAPAN Cosplay Team will be
responsible for setting up cosplayers’ props
on stage, and adjusting lighting and sound
etc. Please list the details of your
performance on the entry form, including
any props or equipment used.
e)
f)
Any props or special effects used must
comply with health and safety regulations.
Banned effects include pyrotechnics,
liquids, sharp/breakable objects, metal
weaponry and laser pointers.
Streamers, feathers, faux petals, and paper
m) Any changes made to costume or
performance MUST be agreed with both the
HYPER JAPAN Cosplay Team and WCS
organisers.
8. AUDIO
a)
Each entry must provide an audio file for
their performance, emailed to
cosplay@hyperjapan.co.uk together with
their application.
b) Only MP3 audio files may be used. Other
file types will not be accepted.
of reckless behaviour or misconduct.
c)
For speaking performances, it’s
recommended to make a high quality
recording of your dialogue. However, if
microphones are needed on stage, up to
two handheld microphones may be used.
9. SETS AND PROPS
a)
Contestants can use large and small props
as part of their performance.
13. IMAGE COPYRIGHT
a)
b) The total maximum weight allowed for each
team’s costumes, props and sets combined
is 40kg. The maximum size for each piece of
set is 210 x 210 x 90cm. There is no
maximum size for costumes or handheld
props.
c)
Props and sets must be pre-assembled
backstage by the contestants themselves.
Each individual piece must be small and
light enough to be carried on stage by 1-2
people.
d) Props can be carried around HYPER JAPAN,
as long as they are no longer than 1.5m,
made from a lightweight material and have
all sharp edges rounded off.
e)
a)
b) All image rights relating to any and all
media coverage during the WCS
promotional period and leading up to the
event itself, including but not limited to
material from media interviews, newspaper
and magazine PR, and participation in
promotional events, belong to WCS Inc. and
TV Aichi.
c)
After the World Cosplay Summit, media
material including but not limited to images
and photographs of participating cosplayers
taken during the Summit may be used for
TV programmes, websites, DVD production
and other purposes. No fee will be paid to
the cosplayer(s) portrayed for use of such
media. Cosplayers are required to sign the
necessary waiver.
a)
Parental permission for filming and
photography is required for entrants aged
17 at the time of the competition.
Gun and blade replicas, as well as props
which are larger / heavier than this, can be
used on stage but must be stored at the
Cosplay Desk until the time of your
performance.
13. CONDUCT
All contestants are asked to act in a
respectful manner to staff and other
contestants before, during and after the
event. Any form of physical violence, verbal
or online harassment, vandalism or theft
will result in immediate disqualification.
b) Contestants are asked to be aware of their
surroundings and behave with caution,
especially while on stage and when carrying
props. The organisers are not responsible
for any injury or damage caused as a result
All images and photographs of the
preliminary selection at HYPER JAPAN are
the property of Cross Media and the HYPER
JAPAN Cosplay Team. No fee will be paid for
the use of such media for promotional
purposes (e.g. TV programmes, websites,
newspapers, magazines, leaflets etc).
14. DISCLAIMER
a)
Cross Media, WCS Inc. and the HYPER
JAPAN Cosplay Team reserve the right to
amend or update the rules at any time.
b) Cross Media, WCS Inc. and the HYPER
JAPAN Cosplay Team reserve the right to
refuse applications for any reason and
without explanation.
WORLD COSPLAY SUMMIT UK PRELIMINIARIES
ENTRY FORM
Fields with an asterisk* are compulsory.
TEAM AND COSTUME INFORMATION
Team Name (if applicable)*
Character(s)*
Series / Source*
If you would like a short introduction
read out, please write it here:
PERFORMANCE INFORMATION
Please give details of your
performance, including accurate
timings, script and as much detail as
possible (you can use extra sheets if
necessary)*
Please list all props and set pieces
used in your performance (including
approximate size, if known)
Will you need microphones?
1.
2.
3.
4.
Y/N
Up to 2 handheld mics are available for
use on stage.
ENTRANT DETAILS: Team Member 1
Name*
Preferred nickname (if
applicable)
Address*
Email*
Nationality*
If you have a disability or
any requirements which
may affect your
Tel*
Date of Birth*
performance on stage,
please list here.
About Yourself
ENTRANT DETAILS – Team Member 2
Name*
Preferred nickname (if
applicable)
Address*
Email*
Nationality*
If you have a disability or
any requirements which
may affect your
performance on stage,
please list here.
About Yourself
Tel*
Date of Birth*
CHECKLIST (please read carefully and tick all boxes)*
We will ask you to sign the form on the day for our records.
I understand that photographs/video taken of me during the HYPER JAPAN UK Cosplay Award can
be used wholly or in part by Cross Media, wcs Inc. or TV Aichi for any reasonable use. Use of the
photographs/video may also be sold, granted or transferred to third parties at the discretion of Cross
Media.
I have read this form carefully and fully and acknowledge myself to be bound to the terms and
conditions contained herein and in the accompanying rules and guidelines.
I have attached an audio file (MP3) and a labelled reference picture of each character.
On the day of the competition, I agree to bring a progress book (including costume reference
pictures and progress report) and any other supporting documents as required. I understand that my
application will be invalid unless I present all the required documents.
Signed:
(Team Member 1)……………………..…………………………………………….
(Team Member 2)……………….……….…………………………………………….
Date…………………………………………
Date…………………………………………
HOW TO APPLY
1. Complete your entry form and send it in by email together with your
reference images and audio file.
2. Send to: cosplay@ hyperjapan.co.uk
3. The title of your email must read: WCS UK Application