Frequently Asked Questions - FAQs

As a volunteer‑run charity cosplay group, we attend events to support good causes and raise funds for our Charity of the Year. We do not charge appearance fees and do not profit from our appearances.

To ensure our members are not personally out of pocket when travelling with large props, costumes, and display equipment, all reasonable expenses are requested to be covered by the event.

We provide an itemised expenses invoice after each event, within agreed budget, which will detail travel, accommodation, and any other agreed costs. This ensures full transparency for organisers and protects our volunteers from personal expense.

When an Event Supports a Charity or Good Cause
If your event directly supports a charity or good cause, we simply ask that all essential expenses are covered. Any additional voluntary donations towards our Charity of the Year are always appreciated and can also be included on the invoice if requested.

When an Event Is Not Charity or Good Cause Focused  (like Conventions)
For non‑charity events, we will agree a charitable donation amount in advance. This donation is collected and donated by Charity Dalek Squad on the event’s behalf to our Charity of the Year.

The agreed donation will be itemised on the same invoice as the expenses, clearly separated for your records.

We regularly publish details of all events we are attending, whether we are hosting or supporting, on our website and social media platforms.

To view upcoming events, simply click on the ‘What We Do’ tab above and select ‘Upcoming Events’.

For the latest updates, behind-the-scenes content, and announcements, we also encourage you to follow us on our social media channels.

The number of Dalek props we can provide for an event depends on several factors, including the nature of the event, its location, the amount of notice given, and the availability of our members. While we always aim to deliver an engaging and memorable experience, our ability to do so is subject to logistical considerations.

Naturally, we strive to make a strong impression and will endeavour to bring as many Daleks as possible—within the limits of what the event can accommodate.

Event Notice and Scheduling
To ensure we can support your event effectively, we ask for as much advance notice as possible. Our members volunteer their time and often travel long distances with large props and equipment, so early planning is essential for coordinating availability, transport, and logistics.

Some periods of the year are especially busy, and our calendar can fill quickly. Six months’ notice is preferred, as this greatly increases the likelihood that we can attend and prepare appropriately.

We encourage you to contact us as soon as your event details are confirmed, even if only the date and location are finalised. Early communication helps us plan accordingly and ensures we can provide the best possible experience for your event.

Event Planning and Coordination Process
Following your initial enquiry, you will be contacted by one of our friendly and knowledgeable Event Administration Officers. They will begin by assessing the feasibility of our participation, taking into account the type of event, its location, and the proposed date.

This initial assessment helps us determine the level of support we can offer and whether the event aligns with our members’ availability and the group’s operational capabilities.

Once preliminary interest is confirmed, we move into the planning phase, which typically includes the following stages:

1. Initial Consultation
We will arrange an initial call or email exchange to gather key information about your event, including:
- Event objectives and audience
- Venue details and layout
- Expected attendance
- Timings and schedule
- Type of participation requested (e.g., static display, interactive performance, stage appearance)

2. Internal Coordination
We will circulate the event details to our members to confirm availability and interest. Based on responses, we will determine:
- The number of members and props (e.g., Daleks, costumes) available
- Any logistical challenges or special requirements
- Whether the event is suitable for full or partial attendance

3. Planning Calls
Once attendance is confirmed, we will schedule one or more planning calls to discuss:
- Logistics: Arrival times, parking, unloading zones, and access routes
- Facilities: Changing areas, rest spaces, and storage for props
- Safety: Crowd control, accessibility, and emergency procedures
- Engagement: How we will interact with the public, participate in programming, or support your event goals

4. Site Visit or In-Person Meeting (for Larger Events)
For larger or more complex events, we may request a site visit or face-to-face meeting in the lead-up to the event. This allows us to:

- Walk through the venue layout
- Identify access points and potential obstacles
- Finalise logistics and scheduling
- Ensure mutual understanding of expectations and responsibilities

5. Final Confirmation
In the final days before the event, we will confirm:
- The list of attending members and props
- Arrival and setup times
- Contact details for on-the-day coordination
- Any last-minute updates or requirements

The specific needs of our team will vary depending on the type of event, the number of members attending, and the nature of our participation. These details will be discussed thoroughly during the planning stages to ensure a smooth and successful experience for all involved.

However, as a general guide, the following provisions are typically required:

Venue Suitability for Dalek Props
Dalek props are large, motorised or manually manoeuvred units that require specific access and logistical considerations. To ensure their safe and effective use at your event, we will discuss the following factors with you in advance:

Step-Free Access: All performance and display areas should be accessible via ramps or lifts, with no steps or narrow doorways.

Wide Corridors and Doorways: A minimum width of 1.5 meters is recommended to allow safe navigation.

Smooth, Level Flooring: Uneven surfaces, gravel, or thick carpeting can hinder movement and pose safety risks.

Loading and Unloading Access: Close proximity vehicle access is essential for unloading and transporting props into the venue.

Facilities for Attending Members
To support our members during the event, we kindly ask for your consideration in the provision of the following facilities:

Private Changing Area: A secure, private space where members can change into costume and store personal belongings.

Rest Area: A quiet area where members can take breaks, hydrate, and recover between appearances—especially important for those in heavy or heat-retaining costumes.

Storage Space: A safe and accessible area for storing large props, such as Daleks when not in use, and for maintenance tools and personal belongings.

Providing these facilities helps ensure the wellbeing of our members and the smooth running of our participation at your event.

Outdoor events
Please note that the guidance provided above primarily pertains to indoor events. Attendance at outdoor events will be discussed on a case-by-case basis, as additional considerations, such as weather conditions, ground surfaces, shelter for props and members, and access to facilities must be taken into account.

We will work closely with you to assess the suitability of the outdoor environment and determine whether our participation is feasible and safe for both members and equipment.