ICoN Cosplay Photo Fest - About

ICoN Cosplay Phot Fest 2024

When: September 6-8 2024

Where: nipaluna/Hobart, lutriwita/Tasmania

 This event will take place on lutruwita (Tasmania) Aboriginal land, sea and waterways. We acknowledge, with deep respect the traditional owners of this land, the muwinina people.

Queries should be directed to iconphotofest@gmail.com

COVID policy – we will be watching COVID developments closely.

Mask wearing is encouraged, especially where social distancing cannot be maintained. (Cosplayers may consider wearing a face shield for when they are not being photographed).

If you feel ill at any time, please err on the side of caution. While we cannot require you to take a RAT or PCR test, we recommend getting tested before attending the event as a mark of courtesy to your shoot partners and fellow participants.

ICON Cosplay Photo Fest is a three-day collaborative cosplay photography event which brings together photographers and cosplayers of all skill levels for a weekend of photo shoots. Each participant will be assigned a number of shoots – these will be assigned randomly.

These assigned shoots are only the beginning! We encourage all participants to organise as many other shoots during the event as they are reasonably capable of, to take advantage of the talent gathered in one place.

How does this work?

We have modelled our event on New Zealand’s Wellington Photo Fest (to the point where we’ve blatantly stolen some of their phrasing)

Each participant will be assigned a minimum number of shoots for the weekend – this is to ensure that all participants will have the same access regardless of social media numbers etc.

These pairings are random and are intended to deliberately mix up skill levels and styles. These random assignments are mandatory and must take priority over any other shoots booked throughout the event. If you cannot work with another participant for any reason, please let us know as soon as possible and we will try to accommodate where possible.

Failure to attend an assigned shoot may result in your not being able to participant in future ICON events.

How many people will be taking part?

Since our initial group of 30 participants our numbers have continued to grow. We are small but mighty! We will cap numbers at 100.

Where will the event take place?

ICON Cosplay Photo Fest will take place in nipaluna/Hobart and surrounds.

We will have a base of operations at the Old Studio Theatre University of Tasmania which will be open on the Friday, Saturday, and Sunday of the event.

A list of suggested locations will be supplied with options for those who will have access to transport (private care/hire car) and those who will predominately be relying on walking or public transport. Please note, Hobart public transport is very limited and can be unreliable. Plan accordingly.

It is up to each participant to arrange their own transport to each photo shoot location. Communicate with your shoot partner and plan ahead. It is vital that you let people know if you are running late or if you get lost!

How many shoots can I do?

After you have organised your assigned shoots, you can add as many extra shoots as you like. We do suggest that you think carefully about transport, location, logistics and time management in order to ensure that you do not over commit your time and energy.

It will be up to you to contact participants and organise additional shoots. A Facebook group will be set up to facilitate this.

You will be able to arrange extra shoots only after ALL assigned shoots have been organised.

What if no one wants to shoot with me?

Many of us know the feeling – you’re at a convention, in full cosplay and no one even asks you for a photo. At ICON Cosplay Photo Fest the assigned photo shoots ensure that each cosplayer and each photographer will have a minimum number of shoots. We hope to assign each photographer 2 shoots and each cosplayer 1 shoot – although this may change depending on how many people register. All participants are welcome to organise additional shoots.

These pairings are random and are intended to deliberately mix up skill levels and styles. These random assignments are mandatory and must take priority over any other shoots booked throughout the event.

If you cannot work with another participant for any reason, please let us know as soon as possible.

Failure to attend an assigned shoot may result in your not being able to participant in future ICON events.

Do I have to pay anything to attend the event?

ICON Cosplay Photo Fest is a free event.

Please note, there will be a participation fee from 2025.

Due to our funding all participants must be over the age of 18.

Can I charge for photography during the event?

No. ICON Cosplay Photo Fest is a free collaborative event. All assigned shoots and any additional shoots organised at this event are expected to be offered freely.

Can I bring a friend?

Please encourage your friends and family to register as cosplayers or photographers to take part in the event!!

In all seriousness, we encourage you to bring a chaperone or helper on all of your shoots. It’s always helpful to have an extra pair of hands to carry props, flip capes, smooth wig hairs, and hold reflectors.

Helpers/chaperones should be registered at the same time you apply to take part as a cosplayer or photographer.

Are there any age restrictions?

Due to the nature of this event, participation is strictly 18+ only.

Your event is 18+ - does that mean that I need to do boudoir or other adult photography?

Not at all! Due to our funding we cannot have minors at our event. And to be honest, I don’t feel comfortable with the idea of sending minors off on photo assignments without a chaperone.

Unless you already have a working relationship with a particular cosplayer or photographer, we do not encourage boudoir or other adult photography at ICON.

I don’t live in Tasmania! Can I take part?

Yes! As long as lutriwita/Tasmania’s borders are open you are welcome to join us.

Please note that we are unable to take any responsibility or liability if your travel plans are disrupted due to border closure, quarantine, or flight cancellation. We recommend that you take out travel insurance. You are responsible for your own accommodation and transport.

• To minimise the risk of COVID transmission, all participants (cosplayers, photographers, helpers, chaperones, drivers) are expected to be in good health.

• Masks should be worn in accordance to Tasmanian mandates. If mask wearing rules are relaxed, you are still encouraged to wear them during all photo shoots and events, save when a cosplayer is posing during a photo shoot.

• Assigned shoots take priority – if you are unable to complete an assigned shoot for any reason please let the organisers know. If you neglect your assignments in favour of shooting with other participants you may be banned from future events.

• Communicate clearly and promptly with your shoot partners about how many photos to expect, and when these will be delivered.

• We recommend that image previews/teasers be delivered to cosplayers within three weeks after the event, and for final sets to be edited and delivered by three months after the event. If you are unable to meet this guideline, please communicate to your shoot partner. Cosplayers, please respect the fact that your photographer may have other work to complete and respect their given timeline.

• Failure to deliver images without explanation may result in you being banned from future events. If you are unable to deliver images for any reason, please communicate this to your shoot partner and to the organisers.

• Please keep track of time - if you are running late for a shoot for any reason let your shoot partner know as soon as possible.

• Realistic military attire and realistic firearms must not be worn or used as part of ICON Cosplay Photo Fest.

  Tasmania has strict gun control laws.

  Fantasy weapons including unrealistic firearms are allowed, but please be careful using these props in public spaces.

  Realistic looking weapons, including gel blasters should not be brought into Tasmania and may infact be illegal.

  Tasmania has strict restrictions on the use of knives in public places so it is best to use prop blades (foam or wood).

  Keep all prop weapons covered and secured when not in use so as not to alarm the general public.

  ICON Cosplay Photo Fest will not take any responsibility if you are detained for any reason

• Cosplay Photo Fest aims to provide a safe space for all, and we will not tolerate harassment, discrimination or hate speech of any kind. Inappropriate conduct will result in your removal from the event and a ban from future events.

• Please respect each other’s pronouns and preferred names. If someone asks you not to use their real name when publishing your images please respect this.

• Raceface (blackface, brownface, yellowface, racebounding, racebending etc) make up or costume will absolutely not be tolerated. This includes both makeup (including body paint) and masks.

  Face taping is allowed, but be careful not to change the shape of your eyes.

• Costumes must not be offensive or discriminatory in nature – any imagery or symbols related to hate groups (including historical figures – eg. Swastikas, Nazi uniforms etc) are not permitted at the event. It is recommended that you do not wear realistic military or first responder uniforms as part of ICON.

• Do not solicit nudes or lewds from participants. This includes after the event has concluded.

• In line with funding, we ask that you do not stage boudoir or erotic photo shoots.

• Any shoot concept or imagery that conflicts with Tasmanian or Australia law is prohibited, and no responsibility will be taken by the organisers for participants who land themselves in legal trouble.

• It is recommended that you take out travel and/medical insurance. In the event of an emergency ICON will make every attempt to contact your Emergency Contact as supplied but can not take any further or financial responsibility.

• Respect the locations you work in. Clean up after yourself – do not leave anything behind at shoot locations and do not remove anything from any location. Be respectful of those around you including your fellow ICON participants and the general public.

• You are not expected to pay anything to participate in shoots during ICON Cosplay Photo Fest. However, you may wish to hire private venues out of your own pocket; this is not compulsory and should be arranged in consultation with your shoot partner(s).

• ICON Cosplay Photo Fest reserves the right to post work created at the event for promotion purposes. Cosplay, photographer, and editor credits will be posted.