Name
The Eeshaypher Collection (aka “The Collection” or “TEC”)
Mission
The Eeshaypher Collection is an organization dedicated to celebrating STAR WARS™ through the creation and use of set pieces and props that represent artifacts and items that relate to “Dark Side,” “Sith,” or ambiguously evil items from the STAR WARS™ universe.
Though the Eeshaypher Collection members do regularly wear costumes while representing artifacts and items at events, we are not a costuming organization. If costumes are worn, they are expected to be of a quality that would be considered “screen accurate” or would fit within the STAR WARS™ universe.
The Collection promotes interest in the STAR WARS™ universe and facilitates the use of these costumes for STAR WARS-related events as well as contributes to the local community through costumed charity and volunteer work.
Representation
The Eeshaypher Collection recognizes that the members of the Collection have no claim to the copyright and intellectual property of Lucasfilm Ltd. (LFL) except by the privileges authorized to the organization by LFL. Members acknowledge and accept that they, by authorization, portray the characters of STAR WARS when acting on behalf of the Collection. While representing the Collection, members agree to do so courteously, professionally, and responsibly at all times.
Article I: Organization
The Eeshaypher Collection is a global organization dedicated to celebrating the STAR WARS universe by providing displays of fabricated props and set pieces, showcased by members who are knowledgeable about each artifact’s provenance and significance to the story of STAR WARS. These displays should be similar to museum exhibits, with the focus on showcasing items and props that have been created to look in-universe to the STAR WARS galaxies.
Furthermore, exhibits should be constructed as though to appear in-universe to the STAR WARS setting. In other words, the draw of the exhibit should be that the props look authentic to the Star Wars galaxies; actual Lucasfilm movie or television series props used on-set should not be presented as such. Instead, the items should be presented as though part of a Dark Side collection of artifacts curated in the STAR WARS universe.
Exhibit Formation
The worldwide group is termed the Eeshaypher Collection, and regional chapters are called Exhibits. To be certified as an official Exhibit in the Eeshaypher Collection, each prospective Exhibit must have:
At least one person who is willing to submit an application for their regional Exhibit to the global organization for approval; and
At least one person who is willing to act as Curator for the Exhibit
The Curator is the person who represents the local head leadership for an Exhibit, which includes the responsibility for making sure the Exhibit is displayed at local events.
The Curator is also the Exhibit’s liaison to the global Eeshaypher Collection organization.
Each Exhibit application should indicate who is the Curator for that Exhibit; if approved, that person will then hold the position until the next election cycle.
The approval of the Exhibit’s application by the Preparator (a position in global leadership); and
A geographic area that the Exhibit would support membership for, and in which it would be displayed at events within that geographic area.
Geographic areas are decided by local Curator(s) and a representative from the global Eeshaypher Collection Board, typically either the Archivist or the Preparator. Geographic areas endemic to an Exhibit are defined at the time of the application process, but can be altered at any time by mutual agreement between the Archivist, Preparator, and the local Curator.
For an application to be successful, an Exhibit must:
Include props or set pieces that have been customized or modified in some way such as to be unique to the Exhibit.
Each prop or set piece must include figures that show the full 360 degrees view in sufficient detail (i.e., front, both sides, and back). All pictures must be logged appropriately in the online tracking system before display, including items added after Exhibit approval. Such new items will also be subject to the same picture and logging requirements.
Although items purchased at Star Wars: Galaxy’s Edge™ or similar official vendors are acceptable for being part of the Collection, there must be multiple items that are custom to each Exhibit.
Include a substantial amount of items for display, with a necessary but not sufficient requirement for the Exhibit to reasonably fill a roughly 6 feet/2 meters long table.
Include a description for how the items will be cohesively displayed (i.e., will they be laid out on table runners? Attached to stands?).
NOT include items that would be offensive to a reasonable person or that are overly political in nature, at the sole discretion of global Eeshaypher Collection officers.
Items depicting violence at the level of that found in the STAR WARS films, comic books, and television series (such as a representation of Luke’s hand in a jar), are acceptable. However, items cannot be overly gory beyond the level of violence displayed in typical STAR WARS official works (i.e., no blatantly piked heads of face characters).
Requirement for Accurate Item Logging
Once an Exhibit application is approved and a new Curator is put in place as part of that application, that Curator then assumes control for logging each item in an online system provided by the global Eeshaypher Collection.
Items MUST be logged appropriately online prior to any display of them in the Exhibit, and each item’s metadata must be kept updated in the system.
When an item is taken out of the Collection, it must be given a “Retired” status or equivalent in the online tracking system.
Responsibility for accurate logging of each item ultimately rests with the Curator, although they may appoint delegates to help them log items.After an Exhibit is approved, the Curator also takes responsibility for approving new items to add to that local Exhibit.
If the Curator approves an item locally, they may begin displaying that item as part of the Exhibit after logging it in the global tracking system.
New items MUST be logged appropriately prior to displaying them.
The global Eeshaypher Collection reserves the right to veto any items; if this occurs, the Archivist or Preparator will contact the Curator in writing.
Within 24 hours of receipt of this communication (for email, defined as arrival time, not time at which it is opened), the item must be removed from the Collection.
Failure to either properly log items, or to remove vetoed items, is subject to disciplinary measures outlined in the Disciplinary Action section of this Charter.
Exhibit Item Ownership
Each Exhibit is made up of items and anything used to store, display, create, or otherwise interact with said items that are brought in for display (hereafter termed “item/peripheral” or “items/peripherals” as a collective term).
The ownership of each item/peripheral must be assigned to one person and must be logged as such in the Eeshayper Collection’s global tracking system; that person and that person alone is liable for and responsible for that item/peripheral.
Peripheral items may be logged as one aggregate unit for convenience, but still must be assigned ownership.
The Eeshaypher Collection does not assume any responsibility or liability for any item/peripheral associated with an Exhibit, regardless of active or approved status. To be accepted and displayed as part of an Exhibit, each item must have one owner. If the owner of an item wants to either temporarily or permanently remove the item from the Exhibit, that item must be immediately surrendered back to its owner.
The Exhibit itself has no rights whatsoever to an item; the rights to possess, use, touch, or otherwise interact with an item remain solely with the owner of the item and any parties they so delegate.
Conditions may be placed on the use of an item in an Exhibit (e.g., must be kept in a clear display case while on display), and if so, must be agreed to by the Curator and logged in the online tracking system.
In turn, upon acceptance of the item, the Curator must make a reasonable attempt to follow those restrictions.
Responsibility for and liability for the item rests with the owner of the item, not the Curator. Attempting to circumvent ownership of an item (e.g., theft or attempting to fabricate ownership while logging the item) are a serious offense under this charter and are subject to disciplinary action, potentially including immediate revocation of membership and/or Exhibit approved status.
Multiple individuals may contribute to the fabrication of each item (“co-creators”); however, only one person can be the owner of an item.
Co-creators that are not owners should be acknowledged in the log for the item.
Ownership and co-creator credit questions should be settled before the creation or acquisition of any item begins, and any owners and co-creators are responsible for settling such questions among themselves. Co-creators that are not owners should be acknowledged in the log for the item.
If the owner of an item would like for it to be displayed in an Exhibit, but does not want to retain responsibility for the item as outlined above, they are allowed to transfer ownership of the item to an active Member of the Exhibit. This transfer of ownership must be agreed to in writing by both the original owner and the new owner, and the new owner must be logged as the owner in the global Eeshaypher Collection logging system.
If an item in an Exhibit is damaged, it must be removed from the exhibit until such time as it has been repaired or replaced. The Curator must be shown proof of repair prior to display at any subsequent event. Any items/peripherals must be approved by the Curator of an Exhibit (or by the Preparator officer in the case of a new Exhibit application).
Individuals do not have a right to have their items displayed in a Collection, regardless of their Member status or of the approval status of a particular item.
Display of items/peripherals is at the discretion of the Exhibit’s Curator, albeit subject to veto by the global Eeshaypher Collection leadership.
Any potential owner of an item they would like to attach to an Exhibit is encouraged to talk to the Exhibit’s Curator ahead of fabrication or acquisition.
The Eeshaypher Collection assumes no responsibility for, monetary interest in, or liability for items/peripherals or Members.
Owners of items are solely responsible for and liable for those items.
Owners are strongly encouraged, but not required, to insure items via a reputable company of their choosing, and to follow any restrictions placed by that insurance company.
Vendors may not be promoted as part of an Exhibit display.
No Member is allowed to enter into a business contract on behalf of an Exhibit or The Collection. Individual Members may enter into standard purchase agreements for items that will then be owned by the Member and displayed as part of the Exhibit, but neither the Exhibit nor The Collection should be a party to these purchase agreements. Furthermore, these purchase agreements must not include any provisions for promotion of a company or business entity.
No written advertisements for vendors may be displayed as part of an Exhibit (e.g., an Exhibit is strictly prohibited from displaying a sign saying that a particular item was sponsored or donated by a real-world company).
The Collection does not have jurisdiction over private conversations held while not representing The Collection, and the requirements in this section should not be construed as such. However, Members are not allowed to promote companies either verbally or through written media when representing The Collection.
Article II: Membership Requirements:
Once an Exhibit is accepted, it has the option of supporting different types of Members.
Official members must meet the following general requirements:
Members must be at least 18 years old.
Membership applications are for individuals who would like to be involved in a particular Exhibit, and are therefore tied to that Exhibit.
We do not accept members at large - you must apply to be part of a specific Exhibit, and be actively involved in that Exhibit in one of the three roles outlined below.
The Eeshayper Collection is an equal-opportunity organization, and will not discriminate on the basis of race, gender, gender expression, sexual orientation, disability, religion, ethnicity, or nationalityIf a Member moves out of the geographic area covered by the Exhibit to which their Membership is attached, they are eligible to transfer their membership to a different Exhibit, based on the mutual consent of the global Registrar officer and the Curator of the Exhibit that they would be joining.
Applications for membership can either be submitted as part of an Exhibit application, or they can be submitted after the approval of an Exhibit.
Official Members include the following three categories. Members can simultaneously inhabit multiple categories; those who do so are bound by all the membership categories they inhabit, and are entitled to the privileges thereof.
Curator
The Curator provides local leadership for an Exhibit, including taking responsibility for ensuring that the Exhibit complies with global guidelines and is being showcased in its geographic region.
The Curator is also the Exhibit’s liaison to the global Eeshaypher Collection organization.
Curators are required to be personally present for at least one display event per year, barring outstanding circumstances that can be discussed on a case-by-case basis with the global Registrar officer.
The Curator must complete an Annual Census, disseminated by the global Eeshaypher Collection, indicating that they have met this requirement.
A Curator may also achieve and maintain status as a Fabricator or Docent concurrently with their leadership term, and is encouraged to do so. Once a Curator is no longer in office, they may transition to a Fabricator or Docent role (or both), as outlined below.
This procedure can be handled by the global Registrar officer.
Once a Curator has been confirmed in either/both roles, they are bound by the rights and responsibilities of those roles for ongoing membership.
Fabricator
A Fabricator is someone who creates custom item(s) for an Exhibit, and who retains ownership of those items.
A Fabricator does not need to be present physically when an Exhibit is being displayed, but is welcome and encouraged to do so.
Official Fabricator status is attained upon the successful logging of one item under their ownership that is being displayed in an Exhibit, and is maintained while:
At least one of their items is active in an Exhibit; and
The applicant maintains ownership of that item; and
They complete the Annual Census form within the timelines maintained by the global Eeshaypher Collection organization.
An application to be a Fabricator may be submitted concurrently with that of the Exhibit that will display the item(s), or after the establishment of an Exhibit that will display the item(s).
In either case, the item(s) that will certify Fabricator status must be approved by either the putative Curator or the established Curator of that Exhibit, depending on the Exhibit’s approval status.
In the case of a concurrent application with the Exhibit, the items must be approved by the global Preparator officer as well.
The application form will be available on the Eeshaypher Collection website, and will require demographic information to include at a minimum the applicant’s full legal name, preferred name if applicable, and date of birth.
If all of a Fabricator’s approved items in an Exhibit are removed through any mechanism, the Fabricator will lose their Official Member status at the time of the next Census unless the removal is due to disciplinary actions.
In the case of disciplinary actions, the Fabricator may be subject to losing their status as an Official Member immediately, at the sole discretion of global Eeshaypher Collection leadership.
Docent
A Docent is someone who serves as a guide to the Exhibit by aiding in its display to the public at events. To become a Docent for an Exhibit, one must:
Have a screen-accurate costume, whether of an original character of the applicant’s creation or of a named character from the STAR WARS universe, that could reasonably be expected to be involved in the display of a collection of Dark Side artifacts in-universe; and
Be able to discuss knowledgeably all items in the Exhibit with members of the public; and
Be involved in presenting the Exhibit to the public at least once per year; and
Complete the Annual Census form within the timelines maintained by the global Eeshaypher Collection organization.
The Eeshaypher Collection is an organization dedicated to the display of Dark Side or other arguably evil artifacts to engage the public in appreciation of the STAR WARS universe; it is not a costume-focused organization.
However, the expectation is that Docents who are presenting the Exhibit will generally look like they are in-universe, like the items in the Exhibit.
We aim to keep our costume standards in line with those of Lucasfilm-recognized Star Wars costuming clubs.
Because of the Dark Side focus, we will accept Sith, Smugglers, Underworld entities, antiquities dealers, and other characters that would have a reasonable explanation for showcasing such items.
Costume standards will be published on the Eeshaypher Collection website, and may be updated periodically as outlined in the Policies and Amendments section.
For an applicant to become a Docent Official Member, they must submit an application including:
At a minimum, front, back, left side, and right side photographs to constitute a full 360°, head-to-toe view of the costume, along with close-ups of any intricate details; and
One photograph of the applicant in costume to be published on the Eeshaypher Collection’s website; and
A filled out application form provided on the Eeshaypher Collection website. This will consist of demographic information, including at a minimum the Exhibit or potential Exhibit that the applicant is applying for, the applicant’s full legal name, the applicant’s preferred name if applicable, the applicant’s date of birth, the applicant’s chosen character name, and a brief biography of the character that the applicant is portraying. The biography of the character must be less than 300 words. The character name and biography will be displayed publicly along with the applicant’s chosen in-costume photo.
If an application is submitted concurrently with an Exhibit application for that Exhibit, then the Docent application will be judged by the global Registrar officer. The potential Docent’s application approval is contingent on the approval of the Exhibit by the global Preparator officer.
If a potential Docent is applying for an established Exhibit, then their membership application is judged by both the Exhibit’s local leadership (either the Curator or a delegate member of their choosing) and the global Registrar officer. Both parties must agree on approval for the application as Docent to be accepted.
Each Exhibit is composed of its local Members, including the Curator who acts as a liaison and representative to the global organization: The Eeshaypher Collection. Global leadership consists of The Board, which consists of the following positions:
The Archivist
The original Founder of the Eeshaypher Collection, and global head of this organization.
This position will be held in perpetuity by Erich Shafer, the originator of this group, for so long as that named individual wishes to hold this appointment (that specific individual will hereafter be referred to as “The Archivist Eternal”).
The original Archivist will hold The Archivist title and role until such time as they either submit in writing to the Board a notice of vacating their position or become permanently incapacitated.
At such a time, the original Archivist may either designate a successor to the title and role of The Archivist, or if unable or unwilling to do so, a global election will be held to determine the successor.
Any subsequent person will then hold the title of The Archivist, and the original Archivist will be titled The Archivist Eternal. The role of The Archivist will be to provide global leadership to The Eeshaypher Collection. The Archivist will both chair and be a voting member of the Board.
The original Archivist, while they retain the title and role of The Archivist and at their sole discretion, may also act in the stead of any other member of the Board when it comes to performing their duties with respect to The Eeshaypher Collection.
The original Archivist, while they retain the title and role of The Archivist, may also appoint members of the Board instead of holding global elections. Subsequent Archivists may act in the stead of other members of the Board when that member of the Board designates them to do so.
Once an Archivist comes to their title and role through a global election, this position will thereafter become an annual elected position, voted upon by all Exhibit Members.
To be eligible to be elected as The Archivist in a global election, a candidate must be a Member in good standing of an Exhibit.
The pool of candidates will further be narrowed to just those who have had Curator experience past or present, unless the field includes no such eligible candidates who are interested in the role.
The Preparator
The Collection Approval Officer, responsible for overseeing the approval of new Exhibits.
The Preparator is a voting member of the Board and is responsible for approving new Exhibits, including approving or rejecting any item/peripheral associated with any potential or active Exhibit.
They will also ensure compliance with logging requirements for each item/peripheral, and their role will also include veto power at any time over any item/peripheral associated with an Exhibit.
If The Preparator decides to veto an item/peripheral from an active Exhibit, they must inform the Curator of that Exhibit in writing with
the exact item/peripheral that must be removed from the Exhibit
what remedial actions may be taken for the Exhibit to be able to resume showing the item/peripheral, and optionally
by what date/time the item/peripheral must be removed.
this date/time must not be fewer than 24 hours from the time of receipt of the notice (if via email or other electronic means, this will be the time that the message is sent, not the time the message is read).
If no date/time is given, the notice period is assumed to be 24 hours. The Preparator will mark the item/peripheral as having a Retired status if the Curator has not already done so at or after the 24 hour mark.
The Preparator will also hold responsibility for maintaining the global logging system and any logistics pertaining to that system.
The Preparator, or their authorized representative including The Archivist, is expected to respond to Exhibit applications within 31 calendar days from receipt of the potential Curator’s application with either an acceptance notice, a conditional acceptance based on the completion of certain tasks or the receipt of additional specified information, or a rejection with feedback on why the application was denied.
If the Preparator needs longer than this time frame to respond, they must inform the applicant in writing before the 31 days have passed.
If costume applications for Docent Membership are submitted with an Exhibit application, the Registrar will judge those costume applications and generate a report as described in the description of the Registrar’s role.
This report will then be included with the Preparator’s response to the Exhibit application.
If the Registrar or their representative is not able to complete this report in a timely manner, the Preparator is expected to still respond to the overall Exhibit application in a timely manner, but may mark Docent Member costume applications as pending.
The Preparator is expected to inform the Board of any new applications for Exhibits within 1 week of when the application was submitted, in order to collect any additional feedback and make sure the Registrar has seen any costume applications.
The Registrar
The Membership Officer, which includes responsibility for costume approvals for Docent Membership.
The Registrar is a voting member of the Board and is responsible for overseeing the lists, roles, and responsibilities of Members worldwide.
One especially noted role of the Registrar is that they are the global costume judge for Docent Member costumes.
Upon the application of a candidate Exhibit, they will judge any costumes that are attached with that Exhibit application and provide either acceptance notifications or feedback for how to make the submitted costumes acceptable for qualifying Docent Member status.
This should be completed within 31 days of receipt of the Exhibit application by the Board; if this is not possible, the Registrar must notify the Board of the expected delay within that 31 day period. Note that a submitted costume application, even if accepted by the Registrar, will be conditional on the acceptance of that Exhibit application overall.
For accepted, active Exhibits, if a prospective or current Member applies to either become a new Docent or wishes to have a new costume approved as an existing Docent, The Registrar will have the power to veto that costume application, provided that they give the applicant feedback on why the costume was vetoed including any remedial steps that might be taken to bring the costume to an approved status.
The Registrar may either be appointed by the original Archivist while the original Archivist holds the title and role of The Archivist, or they may be elected by a global vote of official Members of The Eeshaypher Collection.
Once The Registrar position has been decided by a global election, the position will become one that is elected annually.
Additional Voting Members of the Board
Upon mutual consent of both The Archivist and the majority (>=50%) of the voting members of the Board, additional voting members of the Board may be selected either through a named appointment or through a global election of Official Members.
Such members will be called Board Members at Large, unless otherwise encompassed by an approved Charter Amendment.
They will be eligible to vote in Board elections, and their terms will last for one calendar year at a time.
Only one new Board Member at Large can be added at one time; in other words, a newly approved Board Member at Large must be seated and eligible to vote in a Board meeting before another one can be added.
Additional Non-Voting Members of the Board
Upon either the approval of the Archivist or the majority (>=50%) of the voting members of the Board, the Archivist, Preparator, or Registrar may select additional non-voting, observer members of the Board to help carry out their duties.
How these additional non-voting members of the Board are selected will be at the discretion of the voting member who proposed them for that role (hereafter termed the “nominator”), and these non-voting board members will continue in their roles upon mutual consent between themselves and their nominators while their nominators are voting members of the Board.
Their nominator may delegate tasks within their domains of responsibility to these non-voting Board members; however, responsibility for ensuring any tasks get done ultimately lies with the nominator.
Article IV. Elections
Global Voting Board Member Elections
If an election is needed to replace a voting member of the Board, the eligible pool of candidates will be official Members of The Eeshaypher Collection worldwide who meet the following criteria:
They must have logged at least 1 event over the previous year, as would be logged on the annual Census,
They must be at least 21 years of age, and
They must have been an active member of the club for at least 6 months or have held/currently hold a position of local leadership.
Should an election become necessary, club members will be notified at least one week prior to the start of the nomination period.
For an Archivist election, the pool of candidates will be those who have currently or previously served as Curators, unless no such candidates are available or willing to run.
A potential candidate must express their desire for the role, and another Member must endorse them.
Each Member may only endorse one person for each role.
Endorsements and a candidate’s desire to run must be expressed publicly in the forum of the Board’s choosing to be eligible.To the extent possible, elections for voting members of the Board will be batched together and will be scheduled by the current voting members of the Board.
Elected voting Board member positions will have terms of one year and must have a new election at the expiration of the one year term.
Newly elected voting Board members will be invested in their roles one week after the conclusion of the global election. At that time or before, any person new to their role will be given access to any online systems or similar that are crucial to them fulfilling their new responsibilities.
The voting members of the Board will also establish any details for voting logistics, including what forum the votes will take place in and the exact timing for each stage of the election.
An election must consist of at minimum:
At least a 1 week period for candidates to express interest in a role and for candidates to receive endorsements; and If and only if there are contested elections with multiple eligible candidates who have passed the endorsement and eligibility requirements, a period of at least 1 week for all Official Members worldwide to vote on these positions.
The positions will be elected by whosoever receives the most votes in a contested election.
If only one eligible candidate is in the running after the first one-week period, that person will take the role.
If no eligible candidates are found, the role will remain with the incumbent. If the incumbent is unable or unwilling to fulfill the duties of this role, the Archivist will assume the role and will be considered to have two votes on the Board.
If the Archivist role cannot be seated, the Board can elect either a voting or non-voting member of the Board to the role if that person accepts it.
Local Exhibit Elections
At the time that an Exhibit is formed, the submitting member(s) are encouraged to develop their own self-governance policies and put them in writing on the global tracking system.
Members may only run for leadership and vote in their Home Exhibit, regardless of their participation in other regions.
Each Exhibit is required to have its own Curator; the Curator can appoint additional local leadership positions as needed.
The responsibility for the Exhibit ultimately rests with the Curator, and the Curator is responsible for holding any elections or transfers of power for their own Exhibit.
There is no mandated leadership organization or election cadence required for an Exhibit, apart from the requirement for a Curator that is fulfilling their Charter-defined role.
If any dispute arises, the voting members of the Board may mediate the conflict, and may expand the vote or delegate to other Eeshaypher Collection Members.
Article V. Merchandise and Branding
The Eeshaypher Collection is a not-for-profit club based on property owned by Lucasfilm LTD, and is not authorized to profit off the sales of merchandise bearing images or ideas from STAR WARS™.
Sales of Exhibit Item
Exhibit Items may never be sold at events where the Exhibit is being displayed publicly.
Items may be sold in private sales outside of a display event or online, which The Eeshaypher Collection assumes no role in or liability for, but items cannot be advertised as being for sale at Exhibit displays.
This prohibition includes telling any member of the public that an Item may be sold.
Each Exhibit display event is treated equivalently to a showing at a museum, where items are showcased for the benefit of the public and not as an auction house.
This rule will be strictly enforced, and violations will subject Members to disciplinary proceedings up to and including expulsion or the dissolution of an Exhibit. The Eeshaypher Collection does not endorse or manage the creation or sale of items, item replicas, props, displays, costumes, or costume parts or materials by anyone for sale to others.
The Eeshaypher Collection will not intervene in private sales or transactions of non-Collection merchandise or products. However, repeated failure to honor agreements may result in disciplinary action.
Merchandise
The Eeshaypher Collection merchandise is herein defined as any items bearing The Eeshaypher Collection logo or branding, or any such merchandise item bearing the logo and branding of individual Exhibits.
The Eeshaypher Collection owns all rights and designs for any content created for the organization’s use.
This merchandise will be sold only to Members of The Eeshaypher Collection, and optionally other members of Lucasfilm-recognized STAR WARS™ costuming clubs.
Club merchandise can only be sold for the cost of producing and shipping the items. Shipping costs include postage, packing material costs (if special envelopes/materials are required), and PayPal payment processing fees. No profit can be made from regular sales.
Merchandise is not to be sold to the general public unless authorized and approved by both The Eeshaypher Collection Board and Lucasfilm Ltd.
All merchandise must be approved by The Eeshaypher Collection Board prior to entering a contract, beginning production, or collecting money for said merchandise.
Merchandise cannot contain any profanity, obscenity, or other features or statements that may be discriminatory or offensive. Merchandise must be family friendly.
Merchandise must not be tied to any outside commercial entity or venture.
To receive approval for distribution, the organizer should prepare a proposal with completed design and manufacturing plan, including but not limited to the proposed vendor’s contact information, estimated number of pieces, and overall production costs before shipping.
The Board reserves the right to veto any plans for merchandise.
Merchandise not abiding by these guidelines will be considered unauthorized and its sale shall be forbidden.
Producing or distributing unauthorized merchandise may be subject to disciplinary action by The Eeshaypher Collection.All merchandise MUST include an LFL legal line somewhere on the design as listed: © & ™ LFL
Merchandise may be given as gifts to Event Coordinators/ Representatives, charities/community organizations, and other Exhibit Supporters.
The Board may publish additional guidelines for merchandise/public relations materials If published, those guidelines must be followed for any plan submission going forward.Per Lucasfilm guidelines, merchandise to be sold above-cost for charity MUST be approved through both The Eeshaypher Collection Board and Lucasfilm LTD.
These merchandise items follow the same sale guidelines as outlined above, but may also be sold at a single on-location event.
Lucasfilm LTD does not allow the sale of club merchandise for profit.
Public Relations Materials:
All public relations materials such as fliers, banners, business cards, postcards, FAQ sheets, applications, etc., whether printed or digital should follow these guidelines:
All Public Relations Materials must be approved by the Board prior to fabrication
Contain only approved exhibit names and logos
Carry an LFL legal line somewhere on the design as listed: © & ™ LFL
Must not be tied to any outside commercial entity or venture.
Article VI. Handling of Monetary or In-Kind Donations
The Eeshaypher Collection is a not-for-profit organization. We encourage Exhibits to do good works and give back to their local communities. As such, Exhibits and The Eeshaypher Collection global organization may accept and collect donations for charitable purposes.
These donations for a particular charitable organization or cause must be transferred to that charitable organization or cause, as soon as practicable, according to local laws.
Written records of such donations must be kept, including the data of fund collection, the amount collected, the date such funds are transferred to the charitable organization or cause, and any confirmation number associated with such a transfer.If any funds or in-kind donations are collected or distributed in a fraudulent or predatory manner, an Exhibit may have its ability to collect monetary or in-kind donations revoked.
This decision will be made by The Board of The Eeshaypher Collection.
Likewise, anything that contravenes the not-for-profit status of The Eeshaypher Collection may cause revocation of an Exhibit’s ability to collect funds.
Additional punitive measurements may be allowed, per the Disciplinary Actions of this Charter.
Article VII. Disciplinary Actions
Code of Conduct:
The Eeshaypher Collection expects its Members to act professionally and responsibly when representing the Collection. We want to foster an environment where both Members and the general public feel safe and respected by our interactions with each other and with the larger community.
To this end, harassment, abuse, and violence towards any other person are strictly prohibited. Furthermore, all Members are expected to act professionally towards other Lucasfilm LTD recognized costuming clubs and not cause undue strife.
How each infraction will be addressed depends upon the severity, magnitude, and prior disciplinary actions against the member. Repeated failure to comply with the Code of Conduct may result in expulsion from the club.
If a Curator feels that a Member must be fully suspended or expelled from The Eeshaypher Collection, they must consult with the Board.
The Board retains the sole power of expelling Members.
In the event that a Board member is the one with alleged misconduct, a complaint may be brought to the remaining voting members of the Board, who will act as a complete Board for this specific case.
If a case is brought forward, the Board will examine the evidence, talk to witnesses, and reach out to the individual the case was brought upon.
If proven guilty, the potential/pending member will receive a letter detailing our decision, – along with the local commanding officers of fan organizations if the Board deems necessary, detailing our decision.
Retaliation against Members who bring complaints to either their Curator or the Board is strictly prohibited. Possible retaliatory incidents must be reported to the Board without delay, and are subject to disciplinary action.
If a disciplinary case is brought against a potential/pending member of The Eeshaypher Collection with significant evidence, The Collection is within its right as a private entity to refuse membership for a certain individual for a predetermined amount of time.
Types of Offences
Minor Offences, which can be handled on a local level, include but are not limited to:
Inappropriate behavior at an event
Inappropriate contact with an event host
Submitting false testimony or accusations
Displaying items which have not been approved by the local Curator
Failure to comply with Exhibit requirements; such failures would include, but are not limited to:
Submitting or displaying an inappropriate item (i.e. item from another property, item outside the acceptable content guidelines, etc)
Not disclosing the Fabricator/Provenence
not submitting an item to the Curator for logging,
failing to repair an item
Violation of LFL/Club-mandated social media policies
Examples of Major Offenses, which must be brought to the attention of the Board, include but are not limited to:
Abusive behavior in person or online, including but not limited to official Club pages, groups, and social media
Intentional damage or theft of Exhibit artifacts
Harassment of any kind, including verbal, physical, and sexual harassment
Violent actions towards fellow members of The Eeshaypher Collection or other Star Wars costuming clubs
Violent actions towards a member of the public
Attending an event while under the influence of alcohol, marijuana, or similar drugs Using charitable funds for anything other than direct donation to the named charity for an event
Any conduct that damages, or could damage, The Eeshaypher Collection’s relationship with other Lucasfilm LTD recognized costuming clubs, Disney and its subsidiaries including Lucasfilm LTD including employees, management, or talent of said companies, and the public at large
This includes, but is not limited to, financial impropriety, public disparagement, harassing of talent, violation of merchandising rules, or failure to follow regulations regarding the exhibition of Items.
These infractions could lead to punishments including individual expulsion(s) or the disbandment of an Exhibit, upon the vote of the Board.
Harassment
Harassment is herein defined as:
Joking remarks or other abusive conduct (including verbal, non-verbal, or physical conduct) that demeans or shows hostility toward an individual because of his/her/their race, color, religion, national origin, gender, age, marital status, sexual orientation, gender identity, disability, veteran status, genetic information, or any other prohibited basis and that creates an intimidating, hostile, or offensive environment.
Unwanted, abusive, or constant attention, both verbal and physical, at club sanctioned events.
Unwanted physical contact of a non-sexual nature. Constant poking, tickling, teasing, massaging, and other contact of any kind that is not done to intentionally cause harm or injury.
Unwanted advances and attention, physical or verbal, towards another member or bystander in a non-consensual sexual capacity. This includes but is not limited to: the use of pet names, comments of sexual nature, and unwelcome physical contact.
Any sexual abuse or harassment should be reported to the Board without delay.
Such conduct is grounds for immediate suspension of the abuser/harasser from Membership pending an investigation by the Board.
In such cases, the Board may keep the complainant anonymous to the accused at the request of the complainant; however, the complainant’s identity must be made known to at least one member of the Board.
In cases of sexual harassment and/or abuse, the Board may keep certain parts of the investigation private to itself to protect the complainant.
In other cases that are handled by the Board and that do not involve sexual abuse or harassment, both the accused and the complainant will be provided with the key findings of any investigation.
Criminal Behavior and Disclosure
TEC maintains a zero-tolerance policy regarding criminal behavior.
If any Member is convicted of a criminal offense (at the level of a felony or higher in the United States or an equivalent level in other countries or municipalities), that member may (but not must) be expelled from The Eeshaypher Collection.
A Member who is charged with a felony-level criminal offense must immediately inform their Curator and the Board.
Failure to do so is grounds for immediate expulsion on its own, as is failure to inform the Board (and Curator, if applicable) of prior criminal convictions or ongoing criminal proceedings during application for entry to Membership.
Either the Board or the Curator may call for a temporary suspension of the Member until criminal proceedings are finished.
If the Curator is the Member involved in criminal proceedings, they must immediately inform the Board and abide by the Board’s decision with regards to any disciplinary proceedings from The Eeshaypher Collection.
Reciprocity:
If a Member has been suspended or expelled (or the equivalent) from another Lucasfilm LTD recognized STAR WARS™ costuming club, or is undergoing an investigation under another STAR WARS™ costuming club’s disciplinary procedures, that Member must inform both their Curator and the Board.
This obligation extends to informing the Board of any prior or current disciplinary proceedings at the level of suspension or expulsion during application for Membership to The Eeshaypher Collection.
The Board reserves the right but not the necessity to uphold reciprocity with the other clubs by suspending or expelling that Member, including without further investigation.
Failure to inform the Board of such disciplinary proceedings is grounds for expulsion from Membership.
In situations where a Member of The Eeshaypher Collection member is also a member of another Star Wars costuming club (including but not limited to the Rebel Legion, 501st Legion, Mando Mercs, Saber Guild, etc.), and that costuming club has taken disciplinary action against the Member (i.e. probation, suspension or expulsion), that organization may request that the The Eeshaypher Collection also consider upholding and imposing the same action in this organization.
Reciprocity of disciplinary action would not be automatic and would only be considered on a case-by-case basis, where the circumstances of the case as requested and action were serious enough to warrant suitable disciplinary action.
This reciprocity would be enacted if it is in the best interest of The Eeshaypher Collection, namely due to the necessity of safeguarding Member well-being, the safety and well-being of its members, The Collection’s reputation, and its and in the best interest The Collection’s relationships with sister organizations.
In this situation, formal charges from a The Eeshaypher Collection Member would not need to be filed, and there would not need to be a formal hearing.
The Board will review and vote regarding this request by simple majority. If suspension or expulsion is approved, the Board will determine the length and details regarding participation at events and notify the Member in question, local leadership, and the original requesting club.
Article VIII. Policies and Amendments
We anticipate that the needs of the Eeshaypher Collection may change, and this Charter was designed to be amended, as deemed necessary, by the Board and with sufficient notification of Collection Membership.. Charter amendment proposals, which could include suggestions for changing election policies, item fabrication and costume requirements, may be suggested by any Member of the Eeshaypher Collection at any time by putting a request in writing to the voting members of the Board. Charter amendment proposals may be batched together to be considered at one time, and the expected time between such meetings should not exceed six months. Within this timeframe, voting members of the Board should vote on the amendment; the vote may be expanded to either non-voting members of the Board, the collection of Curators, and/or general Membership at the Board’s discretion. The applicant should receive written notice of the outcome of such a vote. Any successful amendments will go into effect within 24 hours of the vote unless otherwise specified. Changes to the Charter should also be updated publicly within that time frame, and a general notice sent out to all Members about the amendment.