501st Legion Performance and Hospitality Rider Private Events
The 501st Legion (hereafter referred to as “the Legion”) an all-volunteer fan-based organization dedicated to celebrating the Star Wars universe through costuming — most notably the costumes and characters of the Stormtroopers, Clone Troopers and other villains from the Star Wars saga. The Legion seeks to promote interest in Star Wars through the construction and exposure of quality costumes, and to facilitate the use of these costumes for Star Wars-related events as well as contributions to the local community.
The Legion recognizes it holds no claim over the costumes and characters it portrays, and that their use is a privilege extended by Lucasfilm Ltd. (LFL). Legion Members acknowledge and accept that while in costume, we represent the Star Wars brand and will do so professionally and responsibly at all times.
The Sponsor (hereafter referred to as “the Sponsor”) is the individual or group requesting an appearance by members of the Legion.
The Sponsor understands and acknowledges that the Legion is an all-volunteer organization, and as such makes no guarantee of the Legion’s ability to provide specific character types or quantities.
Private Event Definition
A private event is any event requested for a nonpublic or non-promotional function. Private events include (but are not limited to): birthday parties, weddings, award ceremonies, retirement parties, and hospital visits. It should be noted that the Legion does not participate in events which might be considered political or religious in nature.
The Sponsor shall provide a local contact to be the local Legion Garrison Command Staff or Garrison Event Coordinator not less than two weeks prior to the event. Large venue events and events requesting more than 12 Legion members may require more lead time.
The Sponsor shall provide free parking and secure changing facilities for Legion members including costumed characters and handlers.
The Sponsor agrees to allow full access to the performance venue and pre-performance facilities for Legion members attending as costumed characters and handlers a minimum of one hour prior to the event.
Duration of Appearances
While helmeted or masked Legion members may be able to provide an appearance of more than 30 continuous minutes, the decision to do so lies solely at the individual Legion member's discretion and provisions should be made in scheduling to accommodate the physical limitations of some Legion costumes. Appearances longer than 30 continuous minutes should allow for breaks in locations permitting the helmeted or masked Legion member to remove costume parts in privacy and away from public view. Non-masked or non-helmeted Legion members with fewer costume restrictions may be available for longer durations, but always at the discretion of the Legion member working in coordination with the Sponsor or its representatives.
Legion Support Personnel
Many of the costumes provided by the Legion are restrictive in vision, hearing and mobility. As such, the Legion often provides additional "handlers" to assist the costumed Legion members in dressing prior to the event and during the appearance. Handlers may be additional costumed Legion members without helmets or masks (Imperial Officers, for example) or "plain clothes" personnel. Please advise the Legion contact of the level of formality of your event so the Legion handlers may dress appropriately and determine the number of handlers necessary for your event..
Costumed characters that typically require handlers are any helmeted or masked costume such as Darth Vader, Stormtroopers or any other costume involving a helmet or full face mask. The local Legion event coordinator will discuss the number of handlers they feel is appropriate for your event.
While handlers may be provided by the Legion for the safety and security of the costumed characters, the Sponsor is ultimately responsible for the security of the event.
If the event request is for a location other than a private home, 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, i.e. malls and restaurants, the venues or local jurisdictions forbid the wearing of masks or carrying of prop replica weapons in public. The appearance of costumed characters and the policy of the venue or local jurisdiction regarding prop replica weapons must be clarified and cleared by the Sponsor not less than one week prior to the event.|
For the safety of both the Legion members and the general public, it is recommended that a minimum “performance area” be set aside for indoor promotional events of approximately 25 square feet per character, while this area need not be rigidly maintained adequate space is required for helmeted and caped characters (Stormtroopers, Clonetroopers, Darth Vader, etc).
|Example: Hospital Visits – Hospital rooms are small. Please arrange hospital visits to common areas often available in hospitals such as day rooms or gardens.|
|Example: Private Homes – Please consider the area available. Darth Vader and a few Stormtroopers can completely occupy the average living room.|
Autographs and Photographs:
Autographs are often requested of the Legion members during appearances. It is the policy of the Legion to grant these requests. Members typically sign in a manor consistent with their character for example; TK-#### Storm Trooper or Darth Vader – SL-####.
Special note for children’s events: The local Garrisons my provide special treats for the children at the event such as “Honorary Stormtrooper Certificates” activity books, temporary tattoos, autographed photos, stickers and other small Star Wars or Legion related material. Please feel free to discuss these items with the local Garrison event coordinator.
As a rule, the Legion and its members DO NOT charge a fee for appearances. However, a donation in the name of the Legion to a reputable charity commensurate with the number of characters requested and the event duration is greatly appreciated. If the Sponsor does not have a charity of choice, the Legion can suggest one. For a partial list of charities the Legion has worked with in the past please visit http://501st.com/charity.php.
Travel and Expenses:
If the event requires Legion Members to travel in excess of 50 miles (80 km) the Sponsor may be asked to compensate the participating membership for travel expenses including but not limited to fuel, meals, and lodging. Traveling with elaborate costumes often requires additional baggage fees or insured express shipping to deliver costumes to and from the event location, particularly if traveling by air. The Sponsor may elect to provide travel, lodging and meals directly if they so choose.
If the Sponsor is unable to meet the minimum requirements as outlined in this document, the participating Legion members, at their own expense, reserve the right to waive any of the above requirements or stipulations when working with the Sponsor, local venue management and security.