Prop Safety Policy
Purpose:
To ensure any props on site do not represent a threat to the safety of staff and attendees.
To enable swift recognition that the prop has been checked and is not a threat in an emergency situation.
How:
Staff will be engaged to check and tag props as safe to be in the venue.
Any prop deemed to be unsafe for the venue but legal can be checked and held securely to take away after the show.
Firearms active or deactivated the police should be advised to attend.
In the case of a minor presenting an unsafe prop a parent or guardian should accompany them when they remove the prop.
Public:
Props are to be presented for checking prior to entering the venue, once checked as safe they will be tagged with a cable tie no less than 4mm wide in a colour that will be advised to the security team (normally one colour per day red/yellow/orange/green/purple, low light events need to be yellow or orange)
Working Costume Team:
Props to be checked and tagged by the changing room attendant or team leader. Depending on the group, their insurance cover, risk assessment and training exceptions can be made to the standard props policy however this must be carried out at least 1 month prior to the event. Should their be a significant incident this exception can be waived at short notice.
Processes:
Bladed Props: TAGGED ON HANDLE BELOW BLADE
Metal, Stone, Solid Sharp Plastic and Ceramic Blades are not permitted.
While antique swords are within the offensive weapons act they are NOT suitable for events use. Bokken are not suitable for events. (while legal to carry to and from a recognised place of training for the purpose of training they are not suitable to bring to an event, after all samurai stopped training with them due to the risk of breaking bones)
Prop blades should be sourced from larp weapons, childrens toys, novelty/joke shop type blades or crafted from EVA, Sintra, Worbla, Foamex, Papier Mache, Balsa Wood, Cardboard, Latex or similar. The blade should not have an edge that could cut or a sharp point that could penetrate.
When posing with bladed props you should not angle the blade into the body as if you are knocked this could cause injury.
Firearm Props: TAGGED ON TRIGGER GUARD FACING DOWN
Active or Deactivated Firearms, Antique Firearms, BB guns, Airsoft Guns, Pellet Guns and Air Rifles are not permitted. Should any active or deactivated firearm be presented the police should be made aware and licensed security should be present with the weapon until they arrive, If possible relocate to a secure position.
No ammunition is permitted into the event
Firearm props should be sourced from larp weapons, childrens toys, nerf, water pistols, novelty/joke shop type or crafted from EVA, Sintra, Foamex, Worbla, Papier Mache, Latex, Cardboard, Balsa Wood or similar.
Nerf guns should be without ammunition and staff should brief that they are not to be used during the event.
All prop firearm should have a flash or blaze tip. If the user has painted prop or removed this it can be added back for the event using electrical tape. This should not cause any damage to the paint work. The staff member should issue the user with a piece of electrical tape to enable them to do this.
Throwing Props: EACH PROP TO BE TAGGED
Throwing Stars, Kunai, Nunchucks, Bola, Shuriken, Plumbata, Kestros, Chakram etc.
No weighted bullets for slings are permitted, slings without bullets are acceptable as are replica bullets made from foam or polystyrene. No bullet should weigh more than 15g. Users to be advised than loosing bullets is not permitted inside the event.
Any throwing blade should be both blunt and light. Users should be advised that throwing these weapons while inside the event is not permitted.
Nunchucks should be made of light plastic and foam, and of prop level only. Users to be advised that displays of nunchuck use must be organised in advance with senior staff and only to be carried out in designated areas, at designated times with an authorised spotter supplied by the organisers.
Bola should only have light balls and no metal chains. Examples of suitable balls to use would be tennis balls or lighter.
Plumbata must not be weighted.
Bows and Crossbows. TO BE TAGGED CENTRE OF BODY AND TOP OF STRING
Tension strung bows are not permitted into the event. Bows or Crossbows must be destrung and the string may not be taken into the event.
Arrows or Darts may not be taken into the event.
Bows and Crossbows should be sourced from childrens toys, larp weapons or crafted from light plastic, EVA, Sintra, Worbla, Foamex. WOOD IS NOT A SUITABLE MEDIUM.
Any crafted bow should be tested for string tension, an arrow when loosed from it should drop and not fly.
Staff to advise users that mock draw only is permitted (eg the arrow is not placed on the string, the string is drawn back by the fingers only and the arrow flight is palmed)
Soft ended blunt prop arrows are permitted, tipless solid arrows are not permitted.
Spears, Staves, Halberds, Polearms. TO BE TAGGED IN THE TOP 25% OF BODY
It can be difficult to make a onoe judgement fits all for this type of prop and the staff members decision along with the users ability needs to be considered. If in doubt request assistance from safety officer or cosplay coordinator.
Stick weapons over 1.8m must be able to be broken down.
They should not be topped with any metal or stone blade.
Maces, Bats, Hammers and Clubs. TO BE TAGGED ON HANDLE ABOVE HAND
Wooden, metal and heavy rubber maces, bats and clubs are not permitted,
Suitable sources are larp, childrens toys, novelty/joke shop items, crafted items from EVA, Craft Foam, Worbla Coated (but not solid), Papier Mache, Cardboard.
Stun guns, Shock Guns, Tasers, Mega Stun, Cattle Prods.
These are not permitted even if deactivated.
Acceptable materials from prop versions are Worbla, EVA, Sintra, Foamex, Papier Mache, Card etc.
Brass knuckles, Spiked Gauntlets. NOT TAGGABLE
Metal and Hard Plastic versions are not permitted. Suitable sources are childrens toys, EVA Foam, Larp, Craft Foams.
Shields:
Shields must be under 1.2m x 1.8m in size, and have no sharp edges. All mediums of craft are acceptable.
Suicide Vest Props : Not permitted
Fireball Shooters: Not permitted
Fire Poi: Not permitted
Fire Staff: Not permitted
Fire Clubs: Not permitted
Smoking items: to be checked as to how smoke is generated and output.
Chemical Smoke and Hot Smoke Not permitted, Cold Smoke - permitted.
Sundry and miscellaneous: NOT TO BE TAGGED
Frying pans, vegetables, walking sticks, rolling pins, umbrellas, raquets, books, briefcases, soft toys, ghostbuster back packs baskets or items you might carry in every day life are permitted within the size guideline of under 1.8m.
Other Items that dont need to be tagged:
Lightsabres, whips, wands, body armour.
Wings and Oversize Costumes. NOT TO BE TAGGED
Wings need to fold back if more than 1.2m wide. If they do not fold back exceptions can be made in advance if using a spotter front and rear.
Costumes with obstructed view of 30% or less need to have a spotter with them, ratio 1 spotter: 5 Costumers
Costumes with 30-50% obstructed view ratio 1 spotter: 3 costumers
Costumes with more than 50% obstructed view ratio 1 spotter:1 costumer
Oversized costumes with unobstructed view (including those on stilts and kangaroos)
1 Spotter : 4 costumers
Oversized with obstructed view (including those on stilts and kangaroos)
1 spotter : 1 Costumer
This list is not exclusive and queries outside of this need to be referred to the safety officer or cosplay coordinator.
Behavior with Props:
Staff need to advise users on entry that the event is a public area and as such sensible behavior with props is requested.
No Duelling
No Weapons Prowess Displays
No threatening behavior
When posting for photos please make sure that if you are knocked by someone else your prop will not injure the person you are posing with.
If you are carrying a large prop please be aware of others around you are work with a spotter if needed.
Rollerskates, Skateboards, Scooters, Roller blades, Bicycles, Unicycles, Tricycles to be decided per venue, often they may be carried but not used inside.
Wheelchair based costumes if oversized will require a spotter (eg Sandcrawler, Viking Longboat etc)
Costume Group Exceptions Policy
To apply for an exception the costumer must be part of an invited attending group.
The application for an exception needs to be made with a minimum of 28 days notice and with a detailed spec of the prop which requires an exception.
The group or costumer must have a mimimum 5 million performers or events liabilty policy in force, a copy of this must be provided with the application for exception.
A copy of the risk assessment for the prop and costumer specific to the event they are applying for an exception for must also be supplied.
An exception may be granted upon approval of the events safety officer and the cosplay coordinator if it is deemed the exception is to the benefit of the event and its attendees.
For each exception a ticket will be granted to the costumer detailing the prop type, costumers name, group and photo, plus the areas where the prop is permitted. This must be carried at all times on a visible lanyard.
Exceptions can be revoked at any point if it is considered the prop could cause unreasonable risk.
Q & A
Why do you have such a strict weapons policy?
Following recent public events and tragedies it has become necessary for us to create a policy that keeps our attendees, costumers and staff safe.
Why cant I use my replica gun, it isnt real?
Replica weapons are designed to look real. Should we have an emergency incident attended by the police we dont want them to have to make any fast decisions for them even harder.
( If armed police have to respond to a call out based on someone having a weapon we dont want them to shoot the wrong person)
Ive taken my prop to other events?
Different events have different policies. We have carefully considered our policy to meet the risk assessment for this venue and our insurance stipulations.
I practise kendo why cant I bring my bokken?
The event is not a place of training or education for Kendo or sword based martial arts.
Sundry Notes
It is prudent for an event to advise any attendees that they need to carry any prop weapons to the event in a discreet manner. It would be poor publicity for the police to be called out following a local resident raising an alarm.
It is important to notify the police that you will be holding an event and that cosplayers may be present. If your police community liason is not familiar with cosplay/costume event the arrangement of a meeting with the safety officer and the cosplay coordinator should be arranged so that there is certainty around what processes are to be followed.