The WE Film Festival Submissions Terms & Conditions

Transcription

1 The WE Film Festival Submissions Terms & Conditions 1 GENERAL 1.1 Changes to terms & conditions The festival reserves the right to change any part of the terms and conditions at any time. 1.2 Submitters The Submitter, the authorized representative of the project (hereafter called the "Film") being submitted to WE Film Festival for consideration for the 2016 WE Film Festival. By submitting, the submitter agrees to the terms and conditions described in this document. 1.3 Submitter s rights on the submitted film The person submitting the film (hereafter Submitter ) acknowledges that he or she has obtained consent from any and all authorized representatives of the film to submit the film to the WE Film Festival (hereafter the Film Festival ). The Submitter duly authorized, on his/her own behalf and on behalf of all other persons or entities who have any ownership rights or interests (including, without limitation, intellectual property rights) in or relating to the Film (hereafter called the Film s Owners ), to exhibit this Film at the Festival, (b) exhibition of the Film at the Festival will not violate any law or any right or consent of any person or entity; and (c) the Film is not subject to any litigation, arbitration, or other adversarial claim or proceeding, nor is the Film the subject of any threat of litigation, arbitration, or other adverse claim or proceeding. 1.4 Portals The film should be entered online through one of the portals (hereafter portals ) listed on our website: Dates The WE Film Festival will be held from 28 April to 30 April Eligibility Submission to the Film Festival is open to feature films, creative documentaries, experimental films, short films, as well as student films. Festival management reserves the right to disqualify any film it pleases. 1.7 Participation Participation in the 2016 WE Film Festival implies acceptance of the rules and Regulations mentioned in this document.

2 2 COMPETITIONS 2.1 Competition sections The Submitter accepts to have his/her film automatically included in any competition organized by the WE Film Festival, the film may not be withdrawn. If a film is withdrawn, legal action will apply to the full extent of the law. 2.2 Promotional materials Participants are urged to make available all requested publicity materials (see section 4.3) for promotion. 2.3 Competitions Being officially selected to screen at the Festival does not mean you are automatically nominated for any festival award. Of the officially selected films, only a selected few will be nominated for awards. Any nominees will be notified in due time. 3 SUBMISSION GUIDELINES AND MATERIALS 3.1 Films eligible for open submissions Production of films submitted for participation must have been completed after January Preview screeners Only online screeners and DVDs (zone/region 0) are accepted as preview screeners for pre-selection. Blu-ray and other formats are not accepted. Please clearly indicate if the submitted screener is the final version or a work in progress. If you submit online screener, it must be valid (with the same password) till April 4, If you send DVD, the cost of sending the package will be paid by the Submitter. The Film Festival reserves the right to refuse any shipments entailing additional costs. DVDs sent for pre-selection will not be returned. The Festival accepts no responsibility for damage suffered during delivery of the DVD to the Festival. Please send the package with the following customs declaration: No commercial value, for cultural purposes only. The Film Festival reserves the right to disqualify, any film whose initially submitted online screener cannot be accessed or its password is not valid or whose DVD screener does not play on an industry standard DVD player. Any shipped DVDs need to be clearly labelled with a permanent marker, for example, with the tracking ID (supplied by one of the portals), the film maker name and the name of the film. 3.3 Submission Deadlines The submission deadlines for selection purposes, which means the deadline for the Film Festival's office to receive all required submission materials, are: Early-bird Deadline: November 23, 2015 Regular Deadline: January 4, 2016

3 Late Deadline: February 15, 2016 Extended Deadline: March 21, 2016 The Film Festival is not obliged to view late entries. 3.4 Preview Copy To complete your submission the festival requires a preview copy. Please upload your preview copy to either Vimeo, YouTube, or one of the submission portal s provided screener options. When uploading your preview copy, follow the requirements and steps required by the film submission portal of your choice. All screeners should be accessible and the password should be valid until May 1st, Please note: Submitting a DCP for previewing purposes should be authorized by the Film Festival. This requires separate arrangements. In this case please contact the WE Film Festival Submission Department. In case you re not able to provide us with a digital preview copy please send your DVD to: The WE Festival FILM TEAM Capucijnenstraat 21 Maastricht 6211RN Limburg, The Netherlands If delivered by express courier: Please mention "without commercial value, for cultural purposes only" and mark "No value", or not more than "10 " None of the above listed submission enclosures will be returned, unless, previously agreed upon with the WE Film Festival Submission Department. 3.5 Selection Festival programmers select and invite all films presented at the festival. Films selected for the WE Film Festival will be announced by April 4, 2016 through both the website and Film Submission portals were available. Filmmakers selected to participate will be notified prior to this date. 4 SELECTED FILMS 4.1 Participants obligation Participation in the festival requires the unconditional adherence to its regulations as set out here. 4.2 Catalogue materials All contact persons of selected films will receive a request for catalogue materials (see section 4.3) upon confirming participation in the festival. 4.3 Required catalogue materials The catalogue materials include: Film title (English and original if any), synopsis of the film (in English), a statement of the director on the film, whether it is in colour or black and white, the biography, picture and filmography of the director, five high quality stills, the poster in high quality printable PDF from and full cast and credits list. In case an item is not available at the time of submission, it will be

4 requested immediately upon selection. The Festival accepts no liability in the event that its publications reproduce inaccuracies in submitted materials. These materials will be used in Festival publications and for distribution to the press and Festival guests. If any trailer is available for the film, please send it, otherwise see section 4.6. All images must be in quality high enough to be presentable. 4.4 Credits In principle, the catalogue will include the following technical and artistic credits: original title, international title, country(ies) of production, year of production, premiere status, format, length, director, production company, producer, sales company, print source, screenplay, cinematography, editing, production design, sound, music, principal cast. 4.5 Catalogue writings Catalogue writings are entirely at the discretion of the festival. The festival is not liable for how the film will be presented. 4.6 Excerpts After official selection of a film the Festival is qualified to use excerpts from the film, with a maximum of 3 minutes, nationally and internationally for promotional purposes (for documentaries and short films. The total duration of the excerpts is not to exceed more than 10% of the film running time). In the event that excerpts are not available, and it s being understood that under no circumstances the entire print may be lent out, the Festival is qualified to edit, under its strict supervision, one or more excerpts from the film for promotional use prior to and during the WE Film Festival only. 4.7 Promotion For promotion of the entire selection and of each selected film, the Festival website is allowed to use any photo or digital film clip (less than 3 minutes in duration). 4.8 Programming General scheduling and the timetabling of both public screenings and press & industry screenings are entirely at the discretion of the Festival Management unless specifically stated by the Festival Management after request. 4.9 Subtitling Films submitted for pre-selection and selected films must be presented and will be screened in their original version. A film can be without subtitles if the original version is English. A film must be with English subtitles if the original version is in any other language. Any cost made for translation, producing time coded files or DVD s need to be covered by the rights holder of the film.

5 5 SHIPPING OF PRINTS AND VIDEOS OF SELECTED FILMS 5.1 Shipping instructions The following section only applies to physically transported films Detailed print/video/dcp shipment information will follow upon acceptance of the film. 5.2 Availability of screening copy Unless authorized by the Festival, prints/videos must be made available for the whole festival period. A DCP can be returned upon request right after ingesting and testing. In case you send a DCP, take into account that the Festival needs time for testing and ingesting, and must therefore be available 22 March In case an encrypted DCP will be delivered, the DKDM time-window should be valid from 22 March 2016 till the 7rd of May Prints/videos must arrive in the Netherlands before 4 April Shipment The sender is requested to inform the Festival on the means of dispatch, date of shipment and Airway bill number. The film must be sent prepaid by sender. No collect shipments are accepted unless authorized by the Festival. The festival will not pay for return transportation charges Pro forma A pro forma invoice must accompany the print/video stating the name of the sender, the title of the film, format, length, number of reels (if applicable) and whether it is in colour or black and white. 5.4 Print return All prints will be returned within four weeks after the Festival. DCP s can be returned upon request right after ingesting and testing. It is the responsibility of each participant to inform the Festival in due time on (any change in) the details of the return address as well as the desired date of arrival at the return address. In case there is no confirmation of the address within two weeks after the Festival, the screening copy will be returned to the print source of the film (as listed on the entry form). The Festival is not liable for any inconvenience this may cause. Any charge for the return shall be paid for by the submitter 5.5 Insurance The insurance of the copies comes into effect the moment the film has arrived at the Festival office or has been received by the shipping agent at Amsterdam Airport. The insurance remains in effect until the film is reshipped. In case of damage to or loss of a film during the Festival, the Festival is only responsible for the costs involved in making a new print or replacing the damaged reel(s) based on the current laboratory rates for ordering a standard print. 5.6 Damage claims

6 The Festival will not be held liable for any damage caused to the film before reception. The Festival will not be held liable for any damage caused to the film after and prior to screening as well as, after return. Damage to the film print must be reported to the Festival in writing within two weeks after return and prior to any following screening. Any claims will be judged by the reported state of the print. The insurance does not cover any damage during normal screening use. 6 CONCLUSION Entry and participation of films implies unconditional acceptance of the regulations. In unspecified cases, the Festival Management will make a final decision. Last updated DATE SUBMIT YOUR FILM Please note that submission closes on March 26, 2016 CONTACT contact@we-festival.org film@we-frstival.org The WE Festival FILM TEAM Capucijnenstraat 21 Maastricht 6211RN Limburg, The Netherlands