Performance and Hospitality Rider Corporate and Promotional Events
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The 501st Legion is an all-volunteer costume organization focused on professional costuming, spreading the love of Star Wars to fans around the globe, and to charity work on local, national, and world-wide levels.
The 501st Legion cannot make a guarantee of our ability to provide specific characters, or numbers of personnel for any given event.
All 501st Legion members make use of Lucasfilm, Ltd. copyrights and trademarks with permission from Lucasfilm, Ltd. and hold no ownership of these intellectual properties and cannot grant any rights to the same properties.
All 501st Legion members will comport themselves with the highest standard of professional behavior.
The Event Sponsor (hereafter referred to as "the Sponsor") is the event coordinator, venue, or other entity, organization, company, or individual requesting an appearance by members of the Legion.
The majority of the Legion membership is not SAG or Equity members or Extras. Radical changes in call times, daytime rehearsals, etc., all put extra stress on Legion members. Legion members are volunteer performers and should not be asked to stage extensive scenes or other heavily choreographed action.
Corporate and Promotional Event Definition
A corporate or promotional event is any event sponsored by a corporate, advertising, promotional or marketing firm for the purpose of promoting a product, sale, or media release.
The Legion does not participate in political or protest events.
Typically, the product or event must have some relationship to the Star Wars franchise and may require permission and sanction by Lucasfilm, Ltd. If the Legion has any question of the validity of the product or event, the Legion reserves the right to contact Lucasfilm, Ltd. regarding the event.
Legion members will be happy to sign nondisclosure agreements upon request. Please provide a copy of the agreement to the Legion and the local event coordinator for review a minimum of one week prior to the event.
Charity Event Requirements may be found here http://www.501st.com/databank/CharityEventRider
Private Event Requirements may be found here http://www.501st.com/databank/PrivateEventRider
- Corporate character requests shall be reimbursed at a reasonable work-time-lost day rate commensurate with local character appearance fees charged by other character providers within the same locale and not more than standard extras fees for SAG or AFTRA. This is requested per-character.
- A donation to a charity made in the name of the Legion may be requested in lieu of or in addition to individual character payment, and is in line with our mission to work for charity in conjunction with our activities.
- For a list of charities the Legion has worked with in the past, please see refer to our charity list. Please discuss preferred charities with your local Garrison point of contact.
Travel and Expenses:
The Sponsor may be asked to compensate participating members for travel and expenses including but not limited to fuel, meals, and lodging. The Sponsor may elect to provide travel, lodging, and meals directly if they so choose. Traveling with elaborate costumes creates many challenges. Additional baggage fees or insured express shipping may be required to deliver costumes to and from the event location if the member is traveling by air.
501st Legion members are volunteers with real-life responsibilities including jobs and families. Radical changes in call times, daytime rehearsals, etc., all put extra stress on Legion members. The limitations of our costumes require the following:
- A minimum of two weeks lead time for planning. 30 days is preferred.
- Both the Sponsor and the local Garrison will provide a specific contact person for relating all information back and forth.
- Frequent breaks in a climate-controlled (if possible) area every 30 minutes to 2 hours (depending on the character(s) present).
- Access to water.
- Access to restrooms.
- Access to a changing area that is secure or lockable, clean, well-lit, private, furnished with tables and/or chairs/stools. (e.g. a break room or conference room). A bathroom or storage closet is not acceptable.
- Free or compensated parking that is close to the venue (less than 5 minutes walking distance).
- A safe environment that is well-maintained and well-lit for our members to be featured or to interact with the public.
- Allowances for handlers from within our own group to be present for the safety of our members.
- Security is to be handled by the Sponsor, not the Legion members.
- We are unable to perform complicated skits, battles, or extensive choreography. Therefore, appearances should be planned with this restriction in mind.
Legion Support Personnel
Many of the costumes owned by the Legion members have limited visibility and freedom of movement. As such, it is common for the Legion to bring support personnel or handlers to events. The handlers assist the costumed characters in dressing prior to the event and act as extra eyes and ears for the costumed characters. Our handlers are typically Legion members, family members, or potential new members who are working on attaining membership in the Legion.
Handlers may be costumed characters without helmets such as Imperial Officers or Imperial Crew. Handlers may also be dressed casually, or in a Legion or Garrison shirt. Please advise the Legion's contact person assigned to your event of the level of formality of your event so that Legion handlers may dress appropriately.
While handlers are there for the safety and security of the costumed characters, the Sponsor is ultimately responsible for the security of the event including patron interaction.
The Sponsor is responsible for notifying and coordinating the event with local venue management, ownership, and security.
|Note in some commercial, common-use, and civil properties (e.g. shopping malls), the venues or local jurisdictions forbid the wearing of masks or carrying replica weapons in public. The appearance of costumed characters and the policy of the venue or local jurisdiction regarding masks or replica weapons must be clarified and cleared by the sponsor not less than one week prior to the event.|
The Sponsor agrees to allow full access to the performance venue and pre-performance facilities to the Legion members acting as costumed characters or handlers a minimum of one hour prior to the event. This requirement may be adjusted depending on the scope and scale of the event and as agreed upon by the Sponsor and the local Legion event coordinator.
Autographs and Photographs:
Autographs are often requested of the Legion members. It is the typical of the Legion to grant these requests. Members typically sign in a manner consistent with the character being portrayed. For example, "TK-1234 Stormtrooper" or "Darth Vader – SL-0000." The Legion does not require the purchase of an item or a donation to sign an autograph. The Sponsor agrees not to require purchases or donations in order to receive an autograph or take a photograph with a costumed character.
- A secure or lockable changing facility
- Access to restroom facilities
- Bottled water
- Meals and snacks if the event is scheduled to run more than four hours.
- Donations commensurate with the number of troopers and duration of the event in the name of the 501st Legion to a reputable charity.
- Clear, clean tables
- Chairs or stools
In general, a good rule of thumb would be one 2’ x 6’ or 2’ x 8’ table with chairs for every 3 to 4 characters. Due to restricted mobility, most armored characters cannot sit down in their costumes. High stools such as bar stools are excellent seats for Stormtroopers if they are available.
- Event tickets or passes (musical, theatrical, film or exhibit events)
- Snacks or meals if the event is scheduled for more than two hours.
- Access to non-public restroom facilities
Revised 7-27-2011 Crimson