Rulebook

A – GENERAL TERMS

A.1 – The regulation was written in the Italian language and in compliance with the Italian laws and regulations currently in force. The English version however refers to the correct Italian version.

A.2 – The regulation can be viewed and downloaded at the addresses: https://www.ilvolta.it or https://www.ilvolta.com and it will also be sent to the selected participants, attached to the mail of confirmation

A.3 – Attendees will be able to visit other members profiles at Volta website, in which they can find every contact’s information Furthermore, a specific system will be implemented on the website, and it will allow the participants to plan shooting directly through it. The use of the appointments system on the portal is to be considered an essential prerequisite for the participation!

A.4 – Every signed up has to declare to accept the General Terms of Contract and Provision of Services, required to the use of the website.

A.5 – All members are required to provide accurate and truthful data.

A.6 – Organizers will try to guarantee to ensure the operativity of the site, however we inform you that suspensions of the service may occur due to updates and maintenance.

A.7 – At the same time, the Organizers would like to inform that the use of the Internet and the electronic services provided could expose the participant to risks in case of malicious access by malware in the ICT system or threats of access to personal data by the third person. In order to minimize the above threat, the organizers recommend that participants use anti-virus software or software that protects their private data.

A.8 – A Facebook account is required to have access to every system created, in order to get the most out of the event.

A.9 – To ease the planning of photoshoots and the related travels, an interactive map is available on the website; the map contains directions to reach every location, as well as pictures of them, so whoever doesn’t know which one to choose, can consult the map and draw inspiration from the uniqueness and beauty of the area.

A.10 – To help photographers and cosplayers communicate, a closed Facebook FREE TALKS group will be created, so that participants can easily get in touch with each other, and get additional information they couldn’t find on the website profile. With the group, the organizers hope to create links that go beyond the event period.

A.11 – To quickly deliver every type of information, general or specific, a closed Facebook COMMUNICATIONS group will be created, to allow organizers to communicate with participants easily and immediately.

A.12 – Participants are required to join the Facebook groups of the event, especially the Communications Group.

A.13 – In case of breach notifications of this Regulation or the social standards of conduct, the organization will take immediate action. Communications of such violations must be sent to the Organization through the specific form on the site.

A.14 – The participants have to read and accept the Regulation in order to attend to Volta. Whoever proves not having read or accepted it, will not be admitted and won’t have access to the IT tools provided.

B – SIGNING UP

B.1 – The Volta web portal will be active from 14/11/2022 at 9.00pm, everyone will be able to register and download or view the event rules. A valid and active email address is required to sign in. Registration for the event will then be possible through this portal in the timing that will be communicated by the organization.

B2. – Applications to Volta 2023 will be possible for subscribers to the portal from 9.00pm the 16/11/2022, to the 9.00pm of 18/12/2022 through a form accessible only to registered users. The Organization specifies that being registered to the Volta portal does not mean being registered to the event Volta 2023 edition.

B.3 – To apply, subscribers have to fill in a registration form, in which it will be specified the will to participate to the event Volta 2023 edition and the authorization to provide personal information, disposed by the organizers only.

B.4 – By filling out the registration form each member declares that he has read and accepted the rules in all its parts, and concludes an agreement with the organization of Volta declaring his willingness to comply.

B.5 – The results of the selections will be communicated privately to all subscribers by email, at 15/01/2023.

B.6 – After subjecting the filled form, every submitter will receive a confirmation email that will contain the regulation and important communication from the organizers, accurate reading is recommended.

B.7 – It is possible to submit an application in partnership with another applicant of the same category, for example couples of photographers and couples of cosplayers, but mixed couples are not accepted (like a photographer and a cosplayer together). Moreover, selected couples should plan and participate to photoshoots together, the organization will not accept splitted shootings.

B.8 – Only a limited number of participants, equally distributed between photographers/video makers and cosplayers, is accepted to attend the event. With this in mind, the organizers reserve the right to examine every application and to decide in accordance with their own criteria.

B.9 – The results of the selections will be notified to the members on 15/01/2022. A private and strictly confidential email will be sent to all subscribers in which the results of the selections will be communicated to them. Subscribers selected as participants in the 2023 event will have 10 days to confirm or deny their participation by answering the email and paying their non-refundable participation fee to the paypal account of the event. The contribution is non-refundable if the participant withdraws from the event.

B.10 – At the same time all selected participants will receive an email with links to the secret groups of the event. And at the same time the Volta website will activate all profiles allowing the selected to view the other participants and start making arrangements.

B.11 – Those who will not confirm their presence within the 10 days, will be removed from the participants list.

B.12 – After the deadline, the organizers reserve the right to choose other candidates from those who have applied, in order to maintain equal proportions between attendants and to allow the best performance of the event for all.

B.13 – The organization reminds all users admitted to the event, in order to facilitate and share the planning of the sets, within the site ilvolta.com is available a portal for the management of appointments. However, leaving the participant the freedom to make individual agreements, the organization requires that appointments are reported through the system on the site. In order to make the entire event easier and more accessible to all, the use of the system is considered necessary for participation.

B.14 – The Agreement is intended only for the duration of the Volta event edition 2023 and will end with the completion of the event.

B.15 – We also remind everyone that the event is private; photographers or cosplayers who are not accredited are not accepted.

C – DURATION AND COMPLETION

C.1 – Volta 2023 will take place on the 5th, 6th, e 7th May 2023 at Volta Mantovana, and it will involve the Municipalities of Cavriana and Valeggio sul Mincio. The Gonzaga Palace (Via Beata Paola Montaldi n.14, 46049 Volta Mantovana) will work as a meeting point and headquarter.

PROGRAM OF THE EVENT

Thursday 4, May 2023

• • 15:00: INFO POINT opening! Info Point is hosted at Gonzaga Palace(Via Beata Paola Montaldi n.14, 46049 Volta Mantovana). Whoever arrives the day before will be able to proceed with the accreditation operations in advance and facilitate those who will arrive only the next day.
  • 20.30: Stay Tuned!

Friday 5, May 2023

• • 9.00: INFO POINT opening at the stables of Palazzo Gonzaga, (Via Beata Paola Montaldi n.14, 46049 Volta Mantovana). Here, you will be able to proceed immediately with the accreditation, and you will receive the participation badge.
  • 09.30: Official start of the event and access to all previously booked areas.
  • 20.30: Stay Tuned!

Saturday 6, May 2023

• • 09.00: INFO POINT and locations opening.
  • 09.00: INFO POINT and locations opening. 21.00: Dinner. For the occasion, on Saturday evening the stables of Gonzaga Palace will be closed to the public and a private dinner will be organized for all the event participants, their assistants and companions. More information on how to participate and costs will be provided later.

Sunday 7, May 2023

• • 09.00: INFO POINT and locations opening.
  • 12.00: Gathering at Gonzaga Palace for the parade and the group photo! It’s a really important moment for the organization, and every participant is expected to join! For this occasion, the locations subjected to control by our volunteers will be closed to allow them to participate in the group photo.
  • 19.30: End-event meeting at the INFO POINT.

D – MAP AND LOCATIONS

D.1 – the INFO POINT at Gonzaga Palace in Via Beata Paola Montaldi n.14 46049 Volta Mantovana will be the headquarters or official meeting point.

D.2 – Participants will be provided with an interactive map through Google Maps, that will allow them to easily reach every location.

D.3 – The point of interest in the Volta map will be linked to Google Drive, so that each location will be connected to its related pictures, previously shot by the organizers.

D.4 – During the event, the areas marked in the shared map will be available to photographers and cosplayers, and in some of these there will also be our collaborators who will limit access only to participants of the event, and who can help you in case of need and for infos.

D.5 – To reach distant locations, the photographer and the cosplayer will have to coordinate themselves. The organization allocates the responsibility for transport (to and from the locations) to the photographer, by virtue of the lower capacity of movement bound to the cosplayer’s costume; therefore it is recommended to schedule shooting in the best possible way, keeping in mind travel time to avoid delays for the current and the following shootings.

D.6 – The organization cannot take charge of driving the participants to the shooting locations; volunteers will help and support if needed, but it is always to be considered in case of extreme necessity or emergency.

E – LICENSES AND IMAGES

E.1 – The Participant declares to have -right of use- for the images that have been sent for the registration, or that is authorized to use the presented works on legal basis.

E.2 – In the case of a legal dispute, in which the organization is involved, concerning any complaint lodged by a third party against the Participants, the latter must reimburse the Organiser of the incurred costs, in particular the cost of legal representation from the time the complaint was lodged, as well as any costs of compensation.

E.3 – The event is aimed at the creation of photo images. The organization considers, given the considerable effort they require, a reasonable time for images’ delivery up to eight months. Beyond that date cosplayers who have not received what has been promised are invited to contact the organization to notify the event.

E.4 – The use of images is authorized for publication on personal sites and social networks or for the print for exhibitions or competitions. The sale of the images or prints is authorized by both the cosplayer and the photographer with the consent of both parties and a notification to the Organization.

E.5 – The participant hereby agrees to use his/her own image in order to promote Volta 2023 edition and other events put in place by the organization, in particular the events under the name of “Volta” which will be organised in the following years.

E.6 – For images published in digital form on social networks, is required the affixion of the event logo or an explicit reference to the event itself.

E.7 – Participants in the act of publishing photographs, movies or other material created during Volta 2023 edition will have to indicate that they were produced during the event by adding the appropriate tags (tag: #volta2023, #ilvolta, @Volta or @Volta2023) mentioning, where needed, the participation at the event, and putting on the photos published on social media the event logo provided by the organization. The same applies to all host municipalities and locations for which the organisation will provide detailed data at a later stage.

E.8 – The participants are required to provide the organization with photographs, films or other materials (even without the addition of logos if specifically requested by the organisation), when requested as soon as possible. This material can be used for promotional purposes in several ways or will be published on Volta channels. The organization undertakes to provide the necessary credits and tags always and in all cases.

E.9 – During posting of the photographs, videos or other material created during Volta, the participants must identify the portrayed subjects by inserting the reference tags of the relative page or the personal profile, as requested by the cosplayer, to credit involved people in the various social platforms.

E.10 – The organization considers an acceptable timing the delivery of at least one photo for each cosplayer with whom the photographer has collaborated within two months from the start of the event. The reasonable time for the delivery of all the shots of the event is six months, maximum within 8, a period of time in which selections will be made public for the following year.

F – RESPONSIBILITIES AND PROHIBITIONS

F.1 – The organization will not be responsible for any damage caused by third parties (including other participants) to the event attendees.

F.2 – The participant must observe habits and rules in every structure where Volta 2023 will take place.

F.3 – During the event some locations shall be with limited access, due to the fragility of the places or the state of abandonment and not security. For this reason the organization does not assume any responsibility in case of damage to people or things. Therefore participants, with valid ID, will be required to sign a discharge of responsibilities for organizers.

F.4 – Participants must immediately remedy any damage caused by them or by third parties to places where Volta 2023 will take place.

F.5 – Participants must collect their waste (for example used smoke bombs) and leave the areas in the same state as they found them.

F.6 – All participants should behave decorously and with the utmost respect for others and for the places that are available to them; the organization retains the right to send away people who have not respected these terms.

F.7 – Taking “stolen shots” from cosplayers busy in other sets is strictly forbidden. This, in order to give the possibility to create unique shots and ensure a relaxing and peaceful environment.

F.8 – We also remind you that you will not be allowed in any way to have been paid for the sets made at the location of the event, during the event. However is allowed a fair contribution to the expenses for the organization of the set (i.e. horse rental or payment of the service to the fire masters), but only as a contribution to the expenditure (shared or not), and decided by both parties.

F.9 – The use of smoke bombs is allowed only in open spaces, and prior notice to the organization. The organization will notify the authorities in charge of the controls to avoid the crime of procured alarm.

F.10 – Any type of set that harms the public decorum of the event is prohibited. Nude, lewd, erotic, etc. are strictly prohibited during Volta 2023.

F.11 – Participants are prohibited to:

1. 1. upload any content prohibited by law;
   2. act in such a way as to violate the legislation or aim at avoiding legislation;
   3. not respecting the rules of social conduct and good manners;
   4. use electronic services in such a way as to hinder operation or create problems for the service provider and other participants.

F.12 – We recommend photographers to appropriately behave at the event, full respect for the cosplayers’ person is mandatory, good conduct rules in behavior and words. Photographers are requested to avoid physical contact with the cosplayers and full respect for all the people with whom they need to interact during the event.

F.13 – All participants are strictly forbidden, during the period of the event, to make arrangements or organize impromptu sets with people not registered and who have not passed the regular selection. Such behavior or also to favor such practice will have like consequence the expulsion and the consequent ban in the next editions.

F.14 – All information provided by the organizer to the participants is to be considered confidential and private. It is therefore strictly forbidden to disclose such information without the direct consent of the organization.

F.15 – All information about participants and their contacts available on the website and through the social channels of the event are confidential and private. It is therefore strictly forbidden to disclose such information without the explicit consent of the data subject.

G – COMPLAINTS

G.1. – Any complaints regarding Volta 2023 or one of the services provided can be submitted to the organization via mail to ilvolta.com@gmail.com The organization will reply to it as soon as possible.

G.2 – The complaint must contain an accurate description of the reported situation, the names of the reported participants, as well as the reason for the complaint and all information necessary to fully understand the situation. All complaints will remain strictly confidential within the organization.

G.3 – The organization, despite the commitment to examine the complaints as soon as possible, will analyze sent data within a maximum of 14 calendar days from the date on which it was received.

H – ASSISTANTS AND ACCOMPANYING PERSONS

H.1 – The number of assistants will be limited to THREE people for each participant; assistant will have access to all the reserved areas.

H.2 – Each participant can bring companions with them, without a limit, but they will not have access to private or limited access areas to prevent them from disturbing other participants.

H3. – Also this year a personalized event badge will also be provided to assistants.

H.4 – Participants have to register their assistants through a special form compilabile in their website profile. The registration has to be filled with assistants personal info and submitted no later than (to be defined).

H.5 – The assistant’s registration fee must be paid to Volta’s Paypal account no later than (to be defined).

H.6 – The lack of one of the requirements will invalidate the request for accreditation of the assistant.

I – AFFILIATED STRUCTURES

I.1 – A list of accredited facilities for the event will be made available to eligible photographers and cosplayers, including hotels, B&B, trattorias and restaurants in the immediate vicinity. Not bookable through Booking, Airbnb, or other online systems. These structures become available only for Volta 2023 participants.

I.2 – The accredited facilities support the event and contribute to its realization. The organization suggests participants, as far as possible, to use the accredited facilities: without them it would not have been possible to create the event.

J – WITHDRAWALS

J.1 – Volta 2023 is an event with a limited number and a very high selection. As specified in points B.9-10-11 it will be possible not to confirm your presence upon arrival of the organization confirmation email.

J.2 – After 10 days from the closing of the registrations, and the necessary repechage has been carried out, no more adjustment of the participants will be made. Therefore we invite you to withdraw within the established times.

J.3 – In case of later withdrawal or cancellation. we request a communication via email to the address ilvolta.com@gmail.com any withdrawal not communicated will be considered unjustified.

J.4 – Considering the nature of the event and the very high selection, in respect especially for those who have registered and haven’t been selected, any unjustified withdrawal or withdrawal judged by the Organization for trivial reasons, will result in a priori exclusion for the future editions.

K – EXPULSION

The Organization reserves the right to expel the Participants from the event under the conditions below.

K.1 – The Organization will make use of its right of expulsion if one or more participants violate the regulations of the Volta, the Italian regulations, or the general rules of good manners.

K.2 – The Organization will make use of its right of expulsion whether one or more participants:

1. 1. upload any content prohibited by law;
   2. act in such a way as to violate the legislation or aim at avoiding legislation;
   3. do not respect the rules of social conduct and good manners;
   4. is guilty of misconduct towards other participants
   5. use electronic services in such a way as to hinder operation or create problems for the service provider and other participants.

L – GLOSSARY

L.1 – Portal: portal means the Volta Internet page, reachable at www.ilvolta.it or www.ilvolta.com

L.2 – Organizers: means the person responsible for the event and its helpers.

L.3 – Subscribers: means all those who have filled out the registration form for the Volta 2023 event, not those who have simply registered on the portal.

L.4 – Participants: participants are those who are selected and then invited to the event via email. It is not intended those who have registered for the event and subsequently the request to participate in the Volta 2023 event.

L.5 – Interactive Map: means a special map that will be shared with the participants and will provide:

• interaction with maps to reach event locations quickly and without errors;
• interaction with Google Drive which allows you to view the photographs of the locations prepared in advance by the organization.

L.6 – Shooting: means the time frame in which the photographer and cosplayer, previously agreed between the parties, dedicate themselves to photo shoots.

L.7 – Set: see L.6 – Shooting.

L.8 – Agreement: means the agreement that is signed when it accepts the selection, in which it commits itself to respect the regulation and the guidelines of the event.

L.9 – Copyright: it is a term that identifies ownership in the common law countries, from which however it differs, under various aspects, but which specifically refers to the aspects indicated by the Italian laws. . The term, however, is also used internationally to indicate the legislation on copyright in systems not of Anglo-Saxon derivation

L.10 – Disclaimer: document provided by the organization for its exemption from any damage suffered by Participants during the event.

Smoke bombs: devices suitable for production in large or small quantities of smoke.

Paypal: is an American company that offers digital payment and money transfer services via the Internet.