Clearance Procedure

We are dedicated to ensuring a high quality experience for both our members and the public at every event we attend. To maintain these standards and present ourselves in the best possible way, all applications are carefully reviewed by our senior leadership team.

New applicants will be granted Provisional Membership while their application progresses through the full approval process.

Here’s how the process works:

Stage 1: 

Please ensure that all required information is accurately completed and submitted via the ‘Join Us’ form, which can be accessed through the Contact Us page on our website.

Stage 2:

Upon submission, your application will first be reviewed and moderated by our administrator. This initial review ensures that all required information has been provided. At this stage, your application will be placed on hold and considered Provisional until the clearance procedures have been fully completed.

You will receive detailed guidance outlining the specific requirements for clearance, including the photographic documentation necessary for review. Once the Membership Officer is satisfied that all criteria have been met, your clearance application will be forwarded to a member of the senior leadership team for final consideration.

Photographic Submission Requirements
As part of the clearance process, you are required to submit date-stamped photographs of your costume or prop taken from multiple angles.

Dalek Props:
Applicants will be required to provide a comprehensive set of images, including multiple angles and detailed close-ups of key components.

Costume Applicants:
Applicants will be required to provide photographs of yourself wearing the costume in a variety of poses. These images will be used to assess the overall fit, accuracy, and presentation of the costume.

Stage 3:

A member of the senior leadership team will review your application. Provided it meets the required criteria, your application will progress to the final stage, as outlined below.

Stage 4:

You will be required to attend an induction session, which will take place at an event attended by a member of our senior leadership or moderation team. The induction day will be structured into three distinct sections:

1) They will accompany you during an induction programme that is specifically tailored to your experience in costuming and prop operation.

2) As part of your induction, you will be assessed in the role of a Minder for a costume or prop similar to the one detailed in your application. The term Minder refers to an individual responsible for supervising and supporting a costume or prop wearer, ensuring both their safety and the safety of others during event navigation and public interaction.

3) You will be assessed on how accurately your costume or prop is worn, as well as how effectively you portray the associated character, creature, or item. Based on this evaluation, your costume or prop will be placed into a tier within our classification system. This system helps match members to events based on organiser requirements. Most events welcome all tiers, but some—such as filming or official appearances (e.g., BBC organised events like the Doctor Who Experience)—may require higher-tier standards to ensure consistency and quality.

4) Upon successful completion of the joining process and receipt of approval, you will be required to submit payment for your membership. Once payment is confirmed, your member profile will be activated.

Clearance Tiers: When your costume or prop has been cleared, it will be allocated a tier category as explained below:

Tier 3: Props that are exact replicas or almost identical to an on screen appearance, in both construction and appearance.

Tier 2: Props that are well constructed and immaculate, bares a strong resemblance to an on screen appearance, but may have slight differences.

Tier 1: Props that are well constructed and in great condition, but differs in many ways to an on screen appearance, or is a custom variant.