Install this theme

Big news coming tomorrow – watch this space…

That last post was to ensure people can access the rules even on mobile :)

Presents the

TRANS TASMAN COSPLAY CUP

Awards and Prizes

At each regional event the following awards are presented:

Best in Show

 Open

   Best Solo

   Best Group

   Up to 3 technical awards of excellence

   Up to 3 performance awards of excellence

 Novice

   Best Solo

   Best Group

   Up to 3 technical awards of excellence

   Up to 3 performance awards of excellence

Best in show winners will get to represent themselves at the grand final in Auckland where the Trans-Tasman Cosplay Cup will be decided. Travel, accommodation and passes will be arranged with the Armageddon Organisers. Prizes will include certificates, trophies and other considerations furnished by Trinity Treasures.

Dates:

Regional contests:

Australia

   Melbourne Sunday October 19th

New Zealand

Dunedin Sunday March 2nd

Christchurch Sunday March 9th

HamiltonSunday May 25th

Wellington Monday June 2nd

Auckland Monday October 27th

National winners chosen

Australia

  Melbourne Sunday October 19th

New Zealand

  Auckland Monday October 27th

Trans Tasman Cup winner chosen:

 Auckland Monday October 27th

Only email registrations will be accepted this year, please see the rules for more information.

This information pack will cover how what to expect from the contest and how it is run. We, the organising and judging team, will also abide by this same document to ensure all contestants are treated with respect and all effort is made to help all contestants participate within these conditions.

Please email armageddon.cosplay@gmail.com if you have any questions.

These rules and prizes are subject to change. Where possible notification of such changes will be made here or in other appropriate media.

Who can enter?

The contest is open to amateur performers, costumers and cosplayers whatever their experience level and costuming genre. To keep the playing field level however we split each regional contest into Novice and Open levels. Please refer to the rules at the end of this document for further details.

One entry per person per contest. You can enter every contest you can get to however!

What can be entered?

Armageddon is a multi genre and media event so almost anything! Whether you are inspired by retro games or anime or the latest cgi film or are a musical theatre fan or just really love that specific action figure of your favourite character, if you can make it we will see it. Again a few safety and parity considerations are taken so please check out the rules.

How are awards chosen?

Awards are based on excellence in craft whatever the kind of costume chosen. The judge has 25 years of costume theory and 20 years of costume construction (from dressmaking and tailoring to latex appliances, props, and armour) as well as a Diploma of Performance Art and several years on stage and TV experience.

The categories and awards have been chosen to best offer as fair a partition between levels of experience.

On the day:

As all registrations are electronic; a list of entries will be made available to contestants once all entries are received. This will include call times for judging, copy of the rules and a check list for the day. This is to reduce the stress of waiting and being unsure of when you will be seen.

Interview sessions:

These will be done in a private space so that contestants can talk freely with the cosplay staff and judge.

The room will be confirmed on the day so please check with the Info Booth as to where it will be located. We will also endeavour to use our social media to announce any changes and the location of judging.

Interviewing begins at 10.30am and continues until all registered contestants are seen. You must be at the doors 15mins prior to your call time as there there will be a prop check as well as head count.

Please do not be late. By giving you a call time we will be taking in to account travel times and any other personal issues in arriving at the venue. If you are late please wait outside the room and we will try to accommodate you without disruption to other contestants.

These short interview sessions are only to view the outcome of your work, your registration form should have all the necessary information on how the different elements were made. The form is your chance to brag (please do!), the interview is your chance to have a friendly chat and follow up of what you have written.

Photographs will be taken at this time to help judging as well as record your entry.

You will be free as soon as you have been seen.

Judging:

Once the contestants are seen the doors are closed and the judging process begins. The photos, registrations and notes taken during judging are all compared and awards decided. This can take several hours.

On stage:

Presentation to the public will be at a time advised in the main Armageddon schedule on the Main Stage. All contestants need to be there 15mins prior in order to make sure all technical and props and any other housework is complete.

Please note:only props, costumes and people presented in the judging will be permitted on the main stage. If any members have to drop out the remaining members will still be able to be judged and go on stage.

The rules

Only registered entries will be accepted, there is a Cosplay Parade on the Saturday of each event for exhibition only costumes and as such there will be no exhibition only entries for the contest.

1 Registering:

Registration dates:

Only email registrations will be accepted this year, please note these dates carefully.

Australia

   Melbourne Wednesday 15th October 10pm

New Zealand

   Dunedin Wednesday February 26th 10pm

   Christchurch Wednesday March 6th 10pm

   Hamilton Wednesday May 22nd 10pm

   Wellington Wednesday May 29th 10pm

  Auckland Wednesday October 22nd 10pm

Forms need to be emailed to armageddon.cosplay@gmail.com Regional time zones will be taken in to account.

Most document file types can be accepted, though .doc and .pdf are preferred. Open Office has a handy .pdf exporter.

Please use [city] Contest [your name/group name] for your email subject.

If you have not received confirmation from us by Thursday evening please email again. The email address has been dedicated to the cosplay contest for 7 years, so the use of a standard format in the subject line will help find any email sent astray by gmail.

Please note, your costume need not be complete for your form to be complete! Please do not risk missing the deadline! Please see the registration form for more info.

2 Eligibility for categories:

No professional costumers or performers may take part in this contest, it is for amateurs only. If you are working in a costume related field in retail only (not in a workroom) please contact us first.

Organisers, judges, sponsors and event hosts are ineligible as are close friends and immediate family of each.

Categories:

Solo:

One contestant per entry.

Group:

Two contestants or more. No upper limit. An entry will be judged as a group if there is more than one person involved. This includes all “extras” or helpers both on the stage and off. If they are vital to a performance they are part of the group. These “extras” and helpers must be named and participate in the preparation of costumes and props. The average score of all members will be taken as the group score.

In a group all contestants must have contributed equally to the costumes and props. This could be as individuals (each contestant made their own work) or divided by whoever has most experience in each area (i.e. one does all wig and make up, another sewing, another patterning, another painting etc.)

Open: open to all non-professionals. Newcomers are welcome to enter this class as well. If you are studying costume or costume related fields please enter in this class.

Novice: open only to those who have not won a major award in any open costume contest.

You may still enter novice if you have won up to (and including) three (3) Novice category awards of any kind. Please take in to account your personal experience as well. This is intended for those who are truly new to costuming even if they have never entered a contest. If you have several years of experience in sewing or other techniques used in costume or prop construction please enter Open.

All Novice Group members must be novices, if you have any members who have won any open awards as above you must enter the Open division.

3 Special assistance/exceptions:

Contestants under the age of 13 must have a parent or guardian accompany them in the interview round and be present at the performance. The guardian needs to be named on the registration form. They can form a group with the minor or be present purely as a minder.

Contestants who require help due to health or disability are also welcome to have an accompanying helper. Please let us know of any assistance you require and we will endeavour to help.

If you require any other considerations please let us know. The list of entries will be written up on Thursday and be available to contestants to know when they need to be available for their judging.

4 Costumes and props:

You must be the maker(s) of your costume(s) and props. If you received help this must be mentioned in your registration form. As a rough guide more than 75% (or three quarters) of your costumes and of your props must be made by members of your group. This leeway is meant to allow for the purchase of items that cannot be made or mimicked/substituted in the home easily. This would include shoes, wigs, socks, parts of props for modification such such as handles or small decorative elements, and items to support and build over.

No bought costume or props- this includes regular clothing as well as costumes be they bought second hand, off the shelf, from your own closet or commissioned work.

Please make sure that all bought items are modified and/or comprise a minor part of the costume. Even for “simple” costumes.

No costumes or props or skits that have already won an award in any other contest can be entered. However people who have won are more than welcome to enter this contest with non-prizewinning costume and props.

Costumes from all media will be accepted, this includes but is not limited to movies, anime, cartoons, manga, games, tv, musicals, comic books, card games, figurines, historic portraits etc.

Fan art or self designed costumes and props will not be accepted as reference.

Please email armageddon.cosplay@gmail.com if you have any queries.

5 Costume and prop safety

Prop weapons cannot pose a risk to yourself, the organisers, the convention centre or the general public. So we ask that your props and weapons be made of materials that will not cause harm. Plastics, papier mache, balsa and foam are ideal. Pine is acceptable for staff type or half length sword type props. Please email us if this is your main material for your prop.

No real weapons to be used as props.

No metal costumes, props or weapons. This includes but is not limited to guns and bladed weapons. Small screws, hinges and bolts may be used to hold the prop/costume together but must not be exposed or be at risk of exposure should an accident happen- such as a metal frame for support.

Projectile props may use water pistols or Nerf type guns as a base for props so long as they are made permanently non-functioning. Do not bring airsoft type weapons.

Heavy and over sized props (over 1m -in length and/or width and/or height) and costumes are allowed for the contest but as they pose a risk they must be kept in the judging room until your performance on the main stage. They will be held in the cosplay judging space to be kept safe. If you require a minder to help you on stage please have them in regular clothes so as not to confuse the audience as to who is part of the entry.

Oversized costumes and props are not only a hazard but often cannot be displayed on stage due to their bulk- the lighting is aimed at the stage not the front of it nor the aisles. Please consider your ability to negotiate steps and doorways.

Choose body make up/paint carefully, keeping in mind your health and safety as well as clothes and costumes of other attendees and guests of the Expo.

The event is billed as a family friendly event but does attract a varied audience so please choose a costume you will feel comfortable wearing in a large and diverse crowd. No costume is no costume.

6 Skits:

Skits are not mandatory but highly encouraged!

Time limits

Solos 1 3/4 (one and three quarter) minutes

Duos and trios 3 (three) minutes

Groups of four or more 5 (five) minutes.

If you have a group of 10 or more please email us at armageddon.cosplay@gmail.com to negotiate any extra time.

You may choose to go under this time.

Skits must be pre-recorded as an audio digital file and emailed with your registration form! Each judging space and each stage set up is different and to ensure we have copies of your skit and form on all potential media devices we need them sent safely via the email account.

Your skit will be faded out if it goes over time.

You must include a written copy of your skit and MP3 file with your registration form. This will not be disclosed to anyone outside the judging.

In a group everyone will be judged and the performance marks averaged over the group.

No profanity, nudity or hateful language will be accepted even when appropriate to the genre. Please email armageddon.cosplay@gmail.com if you have any queries.

7 Skit safety:

No acrobatics or weapon displays. This includes leaps, rolls, or running- our stages are used by all main stage events and so we cannot guarantee safety of you or the audience in these circumstances.

No explosive or incendiary devices will be allowed: no exceptions.

No mess is to be left on the stage, audience or judging area after your skit. No messy skits will be accepted. This includes but is not limited to food items, liquids and confetti of any sort.

If you have any set dressing it must be able to be set up and taken down as you enter and exit the stage. We do not have time or crew to help. It must also pose no hazard to the stage audience or yourselves. Email us in advance as each stage in each venue has a different configuration of stairs and stage depth/height/width.

Please consider incorporating any set up as part of your performance. These can be powerful moments to set the right mood.

8 Attendance

If you are going to be late for judging please inform another contestant or attendee to pass the message on to the cosplay organisers. If you miss the start of judging you may still be able to be seen if you make it in time for your allocated slot.

The times will be posted on the judging room door and there will be a volunteer posted outside the door to bring a message in. Please do not open the door as there will be a contestant being judged on the other side. Or the private judging process may have begun- there can be sensitive information on view!

If you miss your time slot we will endeavour to accommodate you however it is absolutely dependent on what times are available. If you miss judging entirely you will not be able to be seen. Judging ends between 1-2pm usually so do please try to make it, all efforts are made to ensure you can still participate when just plain bad luck hits!

9 Decisions made are final. No Exceptions.

The Armageddon Cosplay organisers are not responsible for your lost forms or damage to you or your costume or damage caused by you or your costume. We do make all considerations for genuinely difficult circumstances when we can.

If your registration is declined we will explain why, please understand everyone has to abide by these rules and exceptions cannot be made. Once explained there will be no further correspondence. Bullying of staff or other contestants is not accepted.

Registration form follows

_________________________________________________________

ARMAGEDDON COSPLAY REGISTRATION 2014

Forms must be emailed to armageddon.cosplay@gmail.com by Wednesday 10pm before the date of the contest! Regional time zones will be taken in to account.

Please use [City] Contest [your name/group name] for your email subject.

Please copy and paste the following in to your own document/email. Most document file types can be accepted, though .doc and .pdf are preferred. Open Office has a handy pdf exporter.

1 Contest:

(city and year)

2 Division:

(Novice or Open)

3 Solo/group:

4 Skit/no skit:

5 Name/Group name for the MC:

6 Your full name(s):

(for our records only):

7 Your age(s):

(for our records only):

8 Contact details:

(email for preference- mobile if desired- for our records only)

9 Character(s):

10 Series (or variant):

11 Please include the reference images you used of the characters you are portraying:

These are to refer back to and to understand what you were working from.

12 Please describe how you made your costume(s) and prop(s):

(please feel free to expand on these questions- do not feel limited by them!)

How did you interpret the design(s):

Materials chosen and why:

Techniques used and why:

Any surprises while making the items that made the work easier or more difficult?

If your entry is unfinished how do you plan to finish it? (this will be followed up in the interview)

Is there anything you are particularly proud of?

13 Did anyone help you with your costumes and/or props?:

How did they help you?:

14 Who created the skit and produced the audio file?

(Please include a written copy and digital file of your skit)

15 Have you previously won any awards for costumes, props or performance in any contest?

If so what were they:

16 Have you worked in or are you currently employed in any prop/costume related field?

Please describe here:

17 Do you have any qualifications or are you currently in any costume related study?

Please describe here:

18 If you have any special requirements please describe them here:

19 Have you fully read the rules and understood them?:

Participation in the Cosplay Contest implies an understanding and acceptance of the rules and regulations. Any breaking of the rules will result in disqualification.

20 Australia only; please confirm that you have a a valid passport for travel to New Zealand:

A representative of your group/entry will need to travel to Auckland, N.Z. In the case of winning Best in Show. We encourage winners to wear their winning entry, however understand that this may not always be desired so photographs of the winning entries will be displayed during the presentation.

Guess what? Plans are already in motion for Auckland and there are some ideas that will be floated and some ideas set but with wiggle room. So no “we now present to you a silk worm’s life cycle” to appreciate silk type stuff. Unless you want it.

I mean we nerds have means to get this information…

Anyway sometimes when ideas are presented to us they don’t always get followed up. It’s not down to being stuck to what we do but rather we collectively have a huge amount of experience and can calculate risk of someone losing an eye in under five seconds. We evaluate every venue for potential cosplay hotspots and the stage as well.

I ( neimhaille ) may not always look it but I do have a diploma in performing arts (musical theatre- just in case you ever wondered what that blasting of musicals was before or after contest- it’s destressing- I’m actually a soprano but not around show times, hello raspy belt!) and that included a heck of a lot of figuring out spaces for performance and how to make most from little. And also to chop down a 20 page script to two pages (my behbehs!) It also gave me a terrific understanding of running to time and budget.

So it may or may not be able to be explained well at the time but events happen mostly due to human power. And at a rate of about 6 people per event on site and after hours.

So it means a great deal when people embrace it all and can value and get what they need. So in anticipation of the next few shows thanks for making the show so colourful and a place for all kinds of nerding out :)

Hello everyone!

I’m taking a short mental hiatus- Sylvie is forwarding any urgent emails to me though :) So we got the prize list to our sponsors in a time manner etc. :)

I just wanted to thank everyone who registered and got to the venue on time. It’s not just to make it “easier” to judge it actually makes it possible. It would not be possible to have time to speak to everyone if we didn’t keep to time.

So thank you to everyone, the amazing volunteers and the contestants and their minders and moral support.

The dedication everyone put in was incredible. 

Wellington contest entries!

And emails have been sent out  Thank you to everyone, it’s now packing time for me and last minute “I’m going to be a walking spoiler” costume seeing as Maleficent takes up too much room to bring anything else!

If you entered but have not received the following email (with pdf schedule attached) please email us! Email programs can randomly black list or white list and it’s always at an inconvenient time 

Wellington Armageddon Cosplay Contest 2014
Armageddon Cosplay <armageddon.cosplay@gmail.com>

5:48 PM (1 hour ago)

I have attached the list of entries for this weekend, and hopefully it will help you plan your day 

For those of you who are new, the interview sessions are very informal. Just myself (Michaela) and cosplay volunteers of the event (to be confirmed).

As an introduction to those new to the contest. I have been judging since 2007 and entered the contest since 2003 and have been making costumes since 1995 (self taught in a variety of techniques from sewing to fibreglassing to fx). So please do not hold back on talking about your work! It is appreciated!

I’ll copy and paste the main parts of the rules as they have been online that pertain to the day. Confirmation of the room will be on Saturday and we will endeavour to get the information out by social media or email that day. I have data, just no twitter app right now due to app fail.

On the day:

Interview sessions:


10.30am start on the dot, sorry! We have so many entries to get through!

These will be done in a private space so that contestants can talk freely with the cosplay staff and judge. The room will be confirmed on the day so please check with the Info Booth as to where it will be located. We will also endeavour to use our social media to announce any changes and the location of judging.

These short interview sessions are only to view the outcome of your work, your registration form should have all the necessary information on how the different elements were made. The form is your chance to brag (please do!), the interview is your chance to have a friendly chat and follow up of what you have written.

I or another member of the team will ask no more than three questions for those who are nervous or more if any contestant is happy. There questions are all positive- just what you most enjoyed or if there was anything challenging, This will allow me time to look at your work and appreciate it through your eyes as well as my own. And to take notes.

Photographs will be taken at this time to help judging as well as record your entry.

You will be free as soon as you have been seen, or once all entries in the time slot have seen seen depending on how easy it is to maintain door security

There will be a netbook to play your skit on. In case of absolute tech fail, please bring a back up of your skits on a USB stick.

Judging:


Once the contestants are seen the doors are closed and the judging process begins. The photos, registrations and notes taken during judging are all compared and awards decided. This can take several hours.

On stage:


Presentation to the public will be at a time advised in the main Armageddon schedule on the Main Stage.

Given probable stage constraints we will ask everyone to be at the judging room 30mins prior to the stage time to allow you all to meet your fellow contestants and to make sure all props, costume sand skits are sorted. Then our team will help ferry cosplayers around the audience and stage so that we can present in the same order

There will be a short introduction to the contest, to explain why it is those who enter really deserve so much kudos for entering and making it through the ordeals that cosplay making is!

The order of presentation of entries will be the same as the order of judging. This is based on order of entries received.

Please note: only props, costumes and people presented in the judging will be permitted on the main stage. If any members have to drop out the remaining members will still be able to be judged and go on stage.

Once all entries are seen the sponsors will have a short message and then the awards presented. During this time winners will probably be kept close to the stage for a group photo and if room then a group photo of all contestants because we need to show how awesome you all are!

After that the Best in Show winner will need to stay for a short time to discuss with Bill their prize, everyone else is free! I recommend hot chocolate and friends as the best companions after the show.

And as a final personal note, you people are blowing my mind with the variety of cosplays and how much you are dedicating to them and what it all means to each of you.

And on an actual final note. If I have misspelled your name or character please let me know. Changing a name is easy until I leave but re-organising everyone not so much 

Regards,
Michaela de Bruce

neimhaille

Wellington update

Sorry for the spam, however as I am sitting here in Auckland with a hot water bottle to keep warm and knowing I am in a warmer climate than many, I thought I ought to remind people of a few key things:

Health comes first. The weather currently is a bit pants so please make sure you are sleeping enough, staying hydrated and generally not stressing! That includes stressing over registering or completing your cosplays for the contest.

The judging works a lot like most people would want it to: big picture first then details. Details are icing and cherries on the top.

Your forms do not need to be pretty. They just need to convey information.

I have found that it helps if I do a table. Costume items as one column and the top row a series of techniques and materials that I add to and tick off as I count down from head to toe, or from skin out, depending on what is easier to work from.

There are so many techniques that to try and create a copy paste type of form would just be incredibly intimidating! However so can a blank piece of paper or screen.

Please click the tag “forms” on this post to see a few examples and ideas. You can even copy and paste and just swap the words to your own!

Please note there is no upper limit to how much information you put in the form but that does not mean you have to aim for the upper limit!



Behind the scenes

Hey everyone, just in case anyone wondered why it is we ask for people to be on time.

What happens before during and after the Cosplay Competition

During the year files are updated, the webpage is maintained and emails responded to.


One Month Prior to the Event

Registrations generally start to come in, and they are read and a standard response given if accepted- if there are issues a tailored email is written which explains what is needed for the form to be accepted and
alternatives if it cannot be at all.


Wednesday Evening Before Event

Answer all registration forms in the evening, standard form to all accepted and detailed email to those not, and an explanation of why not and remedies for getting acceptance.

At midnight set vacation settings to warn that no more email registrations are to be accepted.

Put all forms into PDF format and make multiple copies for all possible tech desk requirements which change from venue to venue.

Read all the forms including the previously read forms. Highlight any issues in the new forms. Number the forms in the order they arrived. Clearly mark whether they are Open/Novice, Solo/Group, Skit/No Skit.

Make a list of the contestants and include the information as to group/Solo etc. Separate them into blocks of four-five and give each block an allotted time beginning at 11am and every 20-25 minutes after depending on size of groups and room capacity.

Print multiple copies of the list for all who will require it (door minders, Co-Ordinators and wranglers).


Friday/set up day

Get passes for everyone and meet with volunteers who are able to make it to the venue that day and take them to the judging room and main stage to show where they will be working.

Locate info desk and make sure there is room for the signs and forms.
Check judging room for suitability of judging- if fine find out where and how to set the room up for judging, see site manager for a tour of possible alternatives if there is an issue. This occurs with each venue change.

Decide on how the room will be set up for the judging.

Check room for placement of doors and how they can be made secure for the judging.

Check room for plug outlets for playing skits and viewing entries on netbook.

Check main stage for size and access, also for where the cosplayers will be staged during their wait to go on stage.

Look at tech area and find out who is working the day of the contest, if they are there intro and explanation of what is going to happen.

Do any printing that was not able to be finished before.

Rest and sleep!


Saturday/first day of event:

Arrive before the show opens to the public.

Introduce any Cosplay Team personnel to the info desk so they are aware as to whom is available to answer questions or relay message to those who can answer questions.

Have personnel available through the day to answer questions and guide through the registration process.

Be encouraging and supportive even if a cosplayer cannot enter, give them options and alternatives so they do not feel they are missing out on anything.

*LOTS OF SLEEP.


Sunday/Day of Contest

Arrive at least an hour early than the advertised start time to complete all tasks needed before the contestants are ushered in.

Let info booth know where the judging is so they can inform contestants.

Put up signs starting at info desk leading to the room if needed, and put up room signs to keep people not associated with the contest out of the room.

Set room up with chairs for contestants in one area, desk and chairs for Cosplay Team to time keep, check references and all forms, area for photography set up, space for contestants to perform in.

Set up time keeping.

Set up table/desk.

Set up media equipment for playback of skits.

Take a five minute breather to make sure everything is sorted.
Call contestants into the room at the announced start time (usually 1030am or 11am).

Props and costumes will need to be checked for rule compliance.
If contestants are not there during or before their scheduled time with no reason they will be asked to wait outside until one of the Co-ordinators can review the situation. Usually they will be checked between the allotted block times and given a timeslot that suits the situation.
If contestants send word ahead to other contestants/volunteers/Co-ordinators then they will have their spot saved- real life emergencies or unexpected situations such as traffic jams, health issues etc. do happen and we accommodate them.

If there is still time and the contestant is able to be ready by the end of the contest it is up to the Co-ordinators’ discretion as to accepting them or not. Post interview judging and preparing of prizes takes up a few hours, it is necessary to limit how far we can keep the doors open.

If anyone needs to be judged first due to health or costume weight issues then they will be allowed to do so.
Once the allotted block has been judged they will be let out and the next block let in. If there are two doors the secondary door will be used as an exit and the primary door an entry to reduce congestion.

Once all preliminary judging is complete contestants can pick up their props and rejoin the public

Sort judging forms into Novice/Open classes. Select the overall winner and set aside with title and notes on why.

Sort Novice into Solo/Group to determine the highest scores of each. Sort Open the same way.
Select Solo and Group winners from each category. From remaining entries determine technical and skit prizes- technical can be based on single items in an entry or over all work, skit awards can be based on
performance, writing and editing.

Write awards on the forms of the winning forms and include why.
In Melbourne decide on the representative for Australia.
In Auckland decide on the representative for New Zealand and then the Trans Tasman Cup winner.
Arrange to get any prizes not yet collected from the organisers of the event.
Sort out awards and customise certificates as appropriate.
Write legible thank you letters for the winners based on the notes on the forms and seal in envelopes with the award on the front.
Send someone to the main stage to check on the condition of it 30 minutes prior to the start of the presentation of the contestants. If it needs tidying/cleaning find staff to arrange this, notify Co-ordinators in all cases.
Tidy room, sort prizes into appropriate transport and take to the main stage.

15 minutes prior to presentation the contestants will need to be arranged in the same order as before.

Once the audience has left from the previous main stage presentation and the new audience for the cosplay contest is entering the aisles need to be checked to keep them clear as well as the area between the first row of seats and the stage. They need to be clear for fire safety and to ensure photographers do not take inappropriate photos from below the contestants. Official photographers will be allowed to take photos but they must not get in the way of contestants or audience alike.

Prizes are arranged backstage or to the side where they are not seen by the audience and can be easily collected for prize giving.
Co-ordinators go on the stage and give a welcome to the audience. If need be reiterate safety and respect messages to the audience. A very brief explanation of cosplay and the work the contestants put into each
show and the order of events follows and then a round of applause for the contestants before the contest presentation begins.
The contestants will be called up to the stage in order and if they have a skit they perform it, and if they have no skit they will pose in the centre of the stage for about 10 seconds before they are thanked and the next
contestant is called on.
Once all contestants have presented their works the Co-ordinators go back on stage to thank them and call
for applause for them.

Sponsors are then invited to discuss their role in the competition.

The prizes are explained and the first set of prizes awarded will be Novice. This starts with the tech and skit prizes then solo and group.
Next is the Open class in the same order.
Before the Best in Show is announced it is explained that they will represent that region at the next stage of the contest (For Australia or New Zealand) and that they will be flown to attend that event in person. The prize includes considerations to attend Auckland to represent their city.
Announce best in Show.
If in Melbourne or Auckland bring out other regional winners before announcing the National representative.
If in Auckland then also introduce the Australian representative and have them come to the stage while introducing them and give them a chance to display their costume.
Announce the Trans Tasman Cup Winner.
Get all other winners up on the stage: regional first then all others and then get the rest of the cosplayers to fit
in on or near the stage as best they can and call for more applause for them.
Thank the audience, the cosplayers, volunteers and event organisers and end with a goodbye from the team.
Get any contact information from the Best in Show winner-unless in Auckland, no need- to pass on to Bill to arrange travel.
Tidy all paperwork, and tech.

*Collapse.

Duties and roles required:


Some of these may be taken over by more than one person of one person may take on different roles.

Wrangling
Making sure contestants are where they need to be in the morning and before the presentation. A list of all the entries will be provided.
Morning: Outside the judging room at start time.
Presentation: 15 minutes prior to presentation, usually along stage left audience aisle but will be confirmed at the event.
Weapons prop-checking:
Assess whether a cosplayers props and costumes meet the rules or not. If in doubt as one of the coordinators for clarification. There will be a copy of the rules available.
This will occur prior to judging and before presentation.


Technical
Play pre-recorded skits for the contestants during judging. Also will go to tech desk to play skits in order for the presentation. A list of all the entries will be provided.
For the presentation two microphones are needed, they will either be at the tech desk or on the stage- ask at the tech desk. The co-ordinators will be able to get them once they know where they are.


Time keeping
The order of entries and order of blocks of entries will be  pre-determined. Time keeping is vital to allow this to happen.


Door minding/Security
Aka the Gate Keeper- very important role(s)
Keeping those without permission outside the doors and making sure the doors do not get rattled and bangeddistractions take away time from judging and also make the contestants feel less secure.

Ideally two minders for the main door, one inside to relay messages from outside to the Team and one outside to prevent anyone from knocking on the door, rattling the handle or bursting in during a skit. If a second door is available it can be used for the exit if it is lockable from the inside- the inside door minder can open it for the contestants to leave with the outside door minder.
If the main door is lockable only one person on the inside is needed. If it is not lockable then they can be outside to prevent the door being opened at all.


Gophering
Some events are much busier than others and messages/items need to be relayed from part of the site to another while other vital tasks are performed by the co-ordinators. This may be anything from locating
equipment to finding St John staff.
May be required to find other event/site staff to deal with stage issues such as clearing up mess from the previous stage event.


Stage hands
Awards and such need to be handed out and the stage may need to be cleared of sofas etc. also checking the
stage is safe for contestants and staff alike.


Photographer
Needed to take photographs between each entry during the judging. These are used as a reference for judging. The photographs need to be clear views of the front of the contestants at least.

Most people who volunteer will only be asked to help with the on site workload (security and tech and gophering) so as to enable them to be able to enter future contests without any conflict- all commentary on judging is confidential and contained to a very few people.

Hamilton and Wellington fast approacheth!

And like many of you I am not yet ready and wondering why oh why did I choose this. Of all things. Why?

Anyway, a few tips for those wanting to participate in the contests but are starting to get in to headless chicken mode. Because; This Is Cosplay.

~ If you get your forms in early we can guide you if there is more info needed that would help you (please note we want to help you, but that means we need info, nothing personal just what you did.)

~ Every time we receive a form that is not quite complete or needs more info we do give a second chance :) The only time we can’t is on the Wednesday night when all the flurry of getting forms fully sorted.

~ However if you get a “sorry” email on Wednesday but you know you can fix an issue and get the form returned that night, then please do. With E forms only this year there is a tiny bit more leeway with cut off for those who have genuinely tried :)

~Please use MP3 and MP$ for skits. these are wonderfully easy to cross platforms and even play via a phone if need be :)

~ Please use PDFs for your form. Once upon a time in the dark old days PDFs were very hard to make from anthing other than specific software. Now Open Office, Adobe and MS Word/Office allow pdf exporting! So does Chrome I think. Basically it saves time which allows for more entries to be read more fully.

~ We can’t guarantee stage types/heights/widths for each show. As a rough guide they are usually about 3m wide. And 2m deep. In Auckland the stage is very raised while at every other venue it is much smaller.

Cheers,

from neimhaille

Hamilton and Wellington Armageddon coming up!

So we are starting to get forms rolling in :) This is awesome, people have also been asking questions, also fantastic!

Please do not be afraid of either asking questions or sending big big forms. Seriously. Yes, there are busy times. Yes there can be a lot to read but never ever be afraid of being verbose or including lots of pictures.

I think there has been one form that broke gmail’s data limit and I had to download it from a cloud. But you know what? That is not only fine but pretty awesome. That rocks.

Never be afraid of doing too much in a form. Ever. As a really long time costumer and cosplayer (my cosplay.com profile says I joined in Jan 2003 and I already had been making stuff for.. some.. time.. before that…) I just love reading your forms. Really. There is nothing about cosplaying and costuming that is not interesting to me.

The things that went right? I’m cheering along side. The things that went wrong, I am so there. Oh yes. Fileting a finger? Yup. Lost a toenail due to footwear? Yip. Got fibreglass in my hair because I was up way too late and my armour just fell off the support and I didn’t have time to put on full gear before it started to set up and possibly be ruined and then I flaked and put my hands to my face?

Yup.

Felt like a boss after sewing through 8 layers of fabric and not destroying my overlocker. Yeah!

That said I do know that filling out a form while in the throes of actually finishing a costume can be the last thing you want to do or think you have time for. Been there back when I was competing in the contest and more recently for a few other contests. So a few hints:

In progress photos really do tell a story. They do not have to be perfectly lit or in frame. Again most of the time when I think to get a photo it’s well past dark and nothing looks good. A caption helps  to identify what’s going on of course :)

Costume diaries. Social media can be super handy for jotting down daily progress without eating in to your costume making time. A few lines and a photo can help you keep track of what you are doing. And you don’t have to share it publicly :) And you can tag and then copy paste right in to your form and edit it a little for easier reading.

You can also share with a forum or community and copy paste.

But please do not just include a link to an online diary/forum thread etc.. I do have a fair amount of editing once forms are in to make them portable and transferable across several devices (to have back ups and alternatives for any sort of technical failure.) So having to copy paste and convert and read takes up time I could just be reading your forms and processing all the information :)

~Cheers,

Michaela de Bruce