PROGRAM REQUIREMENTS
INCLUSION QUALIFIER / CUSTOM FORM
BFFoundation requests this information because (i) it collects data to study inclusion and diversity representation in entertainment; and (ii) it provides confirmation that (a) the productions BFF is considering meet BFFoundation and BFFs mission and competition qualifiers and (b) the Applicant has read and agreed to the Rules.
One of the reasons BFF is unique is it was the first film festival to intentionally exhibit diverse and inclusive productions - both in front of and behind the camera.
The BFF film program highlights stories and storytellers that are underrepresented in media. These groups would include: female, non-binary, BIPOC, API, LGBTQIA+, or people with varying abilities. Our program must include prominent authentic representation of characters, stories, and storytellers in aforementioned groups, and must adhere to the below qualifiers.
BFF Program Qualifiers
In order for your production to qualify for the BFF program, it must contain two (2) or more (does not need to contain all) of the following:
• Director is an individual who identifies with an underrepresented group
• Writer is an individual who identifies with an underrepresented group
• Producer is an individual who identifies with an underrepresented group
• Lead Actor is a individual who identifies with an underrepresented group
• Lead Character/Subject is an individual who identifies with an underrepresented group
• At least fifty-percent (50%) of cast, background performers, and crew are persons who identify with underrepresented groups
• The storyline is about an underrepresented group
BFF’s definition of “Underrepresented Group”:
• Persons who identify as female, transgender, or non-binary
• Persons who identify as BIPOC, API, indigenous, or multi-racial
• Persons who identify as part of the LGBTQIA+ community
• Persons with disabilities
• Persons with varying body types
• Persons over the age of 50
Applicants are required to fill out the BFF Diversity & Inclusion Questionnaire upon entry for consideration, which is found on the FilmFreeway submission page.
The following are not requirements, but we would like to note we consider films in the following possible special showcase programs:
• Womxn Empowerment (including trans, non-binary, and non-genderconforming individuals)
• Social Change
• International Origin
• Family Films
• Generational – representation of people over the age of 50
• Films that highlight BIPOC, API, or indigenous groups and communities
• Films that highlight the LGBTQIA+ community
Films that highlight art and nature
Films that highlight cycling and outdoor recreation
Films that highlight culinary experiences
Films that highlight Juneteenth and and the black experience
• Regional Films, which are films created by filmmakers or about people from the region surrounding the festival’s host state, Bentonville. We consider filmmakers and stories from Arkansas, as well as the surrounding states, including: Missouri, Oklahoma, Texas, Louisiana, Mississippi and Tennessee.
2024 BENTONVILLE FILM FESTIVAL PROGRAMS
RULES AND REGULATIONS
By submitting a feature, short or episodic narrative or documentary (hereinafter “Film”) to Bentonville Film Festival LLC and Bentonville Film Festival Foundation (hereinafter together “BFF Organizer”) for consideration in the 2024 festival program (hereinafter “2024 Festival Program”) of the 2023 Bentonville Film Festival (hereinafter “2023 Festival”), the owner of the Film (hereinafter “Applicant”) agrees to be bound by these rules and regulations (“Rules and Regulations”).
1. FEATURE LENGTH REQUIREMENT:
The Film’s total running time must be at least fifty (50) minutes (exclusive of credits). If the Film’s final running time is projected to be less than fifty (50) minutes (exclusive of credits), the Film may NOT be submitted to the 2024 Film Festival.
However, it might meet the requirements of one of the other programs. Please email programming@bentonvillefilm.org for further details about program categories.
2. SHORTS AND EPISODICS LENGTH REQUIREMENT:
The Film’s total running time must be at no more than thirty (30) minutes (exclusive of credits). If the Film’s final running time is projected to be more than thirty (30) minutes (exclusive of credits), the Film may NOT be submitted to the 2024 Film Festival.
However, it might meet the requirements of one of the other programs. Please email programming@bentonvillefilm.org for further details about program categories.
3. SUBMISSION CATEGORIES AND ELIGIBILITY:
Narrative Feature Film: Original voices from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a Narrative Feature is any narrative work with a running time of 50 minutes or more. In order to qualify as a Narrative Feature Film, the submitted project must be either scripted or improvisational fiction.
Documentary Feature Film: Non-Fiction films from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a documentary feature is any non-fiction film with a running time of 50 minutes or more.
Short or Episodic Film: Original voices from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a Short or Episodic is any narrative or documentary work with a running time of 30 minutes or less.
Kickstart Animation Shorts/Episodics: Original voices from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a Short or Episodic is any narrative or documentary work with a running time of 30 minutes or less.
Outdoors and Adventure Shorts/Episodics: Original voices from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a Short or Episodic is any narrative or documentary work with a running time of 30 minutes or less.
Regional Showcase: Original voices from emerging and established filmmakers with distinct vision. For purposes of the 2024 Festival, a Short or Episodic is any narrative or documentary work with a running time of 30 minutes or less. For this category, we consider filmmakers and stories from Arkansas and surrounding states, including Missouri, Oklahoma, Texas, Louisiana, Mississippi and Tennessee.
Both U.S. and International films may be submitted in all categories. Applicants submitting Films that contain significant non-English spoken dialogue must provide on-screen English subtitles. BFF Organizer reserves the right to disqualify, without refund of any or all submission fees previously collected from the Applicant, any Film that contains significant non-English spoken dialogue that does not include accompanying on-screen English subtitles.
4. BFF PROGRAM QUALIFIERS:
As this is a top priority, please note the program requirements and qualifiers at the very top of the “Rules & Terms”.
Applicants are required to fill out the BFF Diversity & Inclusion Questionnaire upon entry for consideration, which is found on the FilmFreeway submission page.
7. APPLICANT ELIGIBILITY:
EACH APPLICANT MUST ELECTRONICALLY SIGN AND SUBMIT THE 2024 BENTONVILLE FILM FESTIVAL “APPLICANT CERTIFICATION STATEMENT” WHICH IS IN SUBSTANTIALLY THE SAME FORM AS EXHIBIT “A”, ATTACHED HERETO, BY WHICH APPLICANT ACKNOWLEDGES THAT APPLICANT HAS READ THE RULES AND REGULATIONS AND AGREES TO BE BOUND BY THESE RULES AND REGULATIONS, INCLUDING THE REPRESENTATIONS AND WARRANTIES BELOW AND THE INDEMNIFICATION PROVISIONS BELOW.
8. HOW TO SUBMIT:
• Applicants must fill out the questions and pay the submission fee on FilmFreeway. This is required even if film is not uploaded directly on FilmFreeway, so we can consider film information and inclusion qualifiers.
• Applicants may either (a) upload the screener onto FilmFreeway, (b) email a password protected streaming link of the film to BFF Organizer at the email address: programming@bentonvillefilm.org, or (c) ship to BFF’s mailing address at: 702 SE 5th Street, STE 8, Bentonville, AR, 71712. Please email programming@bentonvillefilm.org for more information. BFF Organizer is not responsible for submissions that are lost, stolen, or damaged in transit. It is the sole responsibility of the Applicant to ensure the streaming link or DVD, as applicable, is functional and active at least through April 1, 2023. Please include the entry number (the entry number is provided when you complete the FilmFreeway submission and pay the fee) and the film title clearly on the DVD or the body of the email.
9. CONTACT INFORMATION OF APPLICANTS:
Each Applicant must designate one person, 18 years of age or older, as their Applicant Representative (“AR”), and no Applicant may have more than one AR. The AR will act for the Applicant in all communications with the BFF Organizers. During the selection process, BFF Organizer will attempt to contact the Applicant’s AR using the contact information provided on the submission form to notify the Applicant of the Film’s acceptance status. BFF Organizer disavows any responsibility for, and will not be held responsible for, any failure to contact the Applicant using the contact information provided on the submission form. It is the sole responsibility of the Applicant to ensure that the contact information provided on the submission form is correct throughout the entirety of the selection period (October 3, 2023 to April 1, 2024).
10. SCREENINGS DURING THE 2024 FESTIVAL:
Applicants acknowledge that BFF Organizer has the sole right to select the submissions that will be showcased, exhibited, and/or part of the competition at the 2024 Festival and has the sole right to reject submissions. Applicants that are selected must grant to BFF Organizer the limited license to screen/exhibit the Film at the 2024 Festival, currently scheduled for June 13 - June 25, 2022, in Arkansas and on a virtual streaming platform, for zero dollars ($0). All ticket sales and proceeds are property of BFF Organizer.
11. OFFICIAL SELECTIONS TRAVEL AND FESTIVAL ATTENDANCE:
Competition feature filmmakers will receive a travel stipend of $599, as well as paid lodging in Bentonville during the festival's in person dates of June 10 - 17, 2024. Filmmakers will have a deadline for registration and travel reimbursement, which will be included in the official program invitation.
Competition shorts and episodic filmmakers, along with special showcase (non-competition) filmmakers, can reserve their lodging through a BFF block with special rates provided upon acceptance to the festival.
All filmmakers will also be invited to the annual BFF Filmmaker Retreat and special filmmaker events in the beautiful region of Northwest Arkansas during the week of the festival. Traveling to the festival is not a requirement for selection. If a filmmaker is not able to travel to the festival, we will also be offering virtual filmmaker events and engagements throughout the week in order to include everyone. Shuttle and on-ground transportation will be provided daily for select filmmaker events, screenings, and festival activities based on service schedule.
In addition to festival opportunities this year, all BFF Alumni Filmmakers are automatically considered for future alumni opportunities and year-round engagement with our foundation, which also includes the Coca-Cola See It, Be It Filmmaker Fellowship, Mars Wrigley Filmmaker Grant, year-round artist development programs and access to Bentonville Way Entertainment opportunities through BFFoundation.
12. EXHIBITION DELIVERABLES:
In order for a Film to be showcased at the 2024 Festival, BFF Organizer will need certain deliverables, such as a downloadable file, DCP or Blu-ray Disc (“Exhibition Deliverables”), exact deliverables depend on the screening venue. BFF Organizer will notify the ARs of the selected films with details of the format, due dates, and delivery instructions. The Exhibition Deliverables must be delivered on time to BFF’s mailing address: 702 SE 5th Street, STE 8, Bentonville, AR, 71712.
13. PUBLICITY DELIVERABLES:
If a Film is selected for the 2024 Festival, Applicant will deliver Publicity Deliverables to BFF Organizer. BFF Organizer will notify the ARs of the selected films with details of how to deliver and the due dates of the Publicity Deliverables. “Publicity Deliverables” are: the trailer of the Film, the Film’s digital poster (if available), at least two stills from the Film, headshots from the films cast and crew, a 24x36 physical poster for display, and a stack of 5x7 posters for handouts.
By submitting a Film to the 2024 Festival, Applicant permits BFF Organizer and Festival
Entities to use the following:
the Film’s title, the Film’s synopsis and other Publicity Deliverables, and any of the principal cast members’, director(s)’s, writer(s)’s, producer(s)’s, crew members’ names, voice, biographical information, and/or likeness, in the following media:
BFF’s Website, BFF’s Social Media (including twitter, instagram, facebook, youtube, vimeo), and press releases throughout the universe, in perpetuity, without compensation, permission, or notification, solely for the purpose of advertising, publicizing, and promoting the Bentonville Film Festival and the Film’s screening at the 2024 Festival.
Applicant represents and warrants that all Publicity Deliverables delivered to BFF Organizer are legally cleared for such above mentioned purposes.
“Festival Entities” shall mean: Bentonville Film Festival, BFFoundation, Geena Davis Institute on Gender in Media, and the 2024 Festival sponsors, and their respective advertising and promotion agencies, and any other entity involved in the development, administration, promotion, or implementation of the Festival.
14. BFF PRIZES:
The culmination of the Bentonville Film Festival is the award ceremony. The competition juries composed of individuals from the worldwide film community with original and diverse points of view select films from each of the 6 categories to receive a range of awards. Decided by Festival goers’ ballots, Audience Awards are bestowed upon films in each of the Festivals 6 categories. The Bentonville Film Festival provides the following awards:
• Grand Jury Prize: Narrative Feature (U.S. or International)
• Grand Jury Prize: Documentary Feature (U.S. or International)
• Short Film Grand Jury Prize
• Episodic Series Grand Jury Prize
The winning films will be formally announced at the close of the 2024 Festival.
The Bentonville Film Festival works to, but can not guarantee, offers for theatrical, television, digital and/or retail home entertainment distribution for the winning films.
A BFF representative will contact the AR of the winning film(s) within fifteen (15) days from the close of the 2023 Festival to present the distribution offers.
PRIZE RESTRICTIONS:
• The BFF 2023 Festival Distributors each have their own specific distribution agreements and cannot pre-determine the material terms, including but not limited to the number of screens, markets, dates of releases, amount of advances, etc.
• The BFF 2023 Festival Distributors will require additional deliverables, including but not limited to:
- Original audio and video files used during production
- Final audio mix and/or separate audio tracks for dialogue, music, and effects
- Chain of Title: All documents showing chain of ownership from source material to Applicant.
- Production contracts and releases.
- Music cue sheet.
- Music clearance documentation.
- Errors & Omissions Insurance.
• Unless an exception has been explicitly granted in writing by a BFF 2024 Festival Distributor, a distribution prize may be revoked if the distribution agreement is not fully executed within sixty (60) days of the close of the 2024 Festival.
15. Errors and Omissions Insurance:
If Applicant’s Film is selected to screen at the 2043 Festival, Applicant must sign a non-exclusive limited film festival screening license agreement to allow BFF Organizer to screen the Film at the 2024 Festival and Applicant must have Errors & Omissions insurance (E&O) for the Film and add the BFF Festival Entities as an additional insured. The E&O must have minimum limits of at least $1,000,000 for any claim arising out of a single occurrence and $1,000,000 for all claims in the aggregate and a deductible no larger than $25,000.
16. REPRESENTATIONS AND WARRANTIES:
Applicant represents and warrants that (a) he/she/they has/have the full right, power, legal capacity, and authority to license to BFF Organizers the Film’s rights for the purpose of exhibition at the Festival and to license clips of the Film and publicity photos to the Festival Entities for advertising the Festival for no compensation to Applicant or any third party; (b) the Film, and all parts thereof, does not violate any third party’s copyright or other intellectual property or other rights and does not violate any individual’s right of privacy or publicity; (c) the Film, and all parts thereof, is in compliance with any and all relevant laws, rules, regulations, whether state, federal, international, local, and those imposed by any union, guild, or labor organization; (d) Applicant will not submit to BFF Organizer (whether through FilmFreeway, email, dropbox, BFF’s website, etc) the Film and/or any parts thereof (including but not limited to trailers, clips, publicity photos, loglines, summaries) if such materials violate any third party rights and/or any laws; (e) if any third party fees become due such as union or guild fees, then Applicant will pay for such fees and costs. Additionally there is no claim or litigation pending or threatened with respect to the Production that would adversely affect the BFF Organizer.
17. INDEMNIFICATION:
Applicant agrees to release, hold harmless and indemnify Festival Entities from and against any and all liability, loss, damage, cost and expense, and causes of action (however named or described) with respect to or arising out of (i) Applicants’ Film, and/or (ii) any breach or alleged breach, or claim by a third party with respect to any warranty, representation or agreement made by the Applicant.
18. DISPUTE RESOLUTION:
Entrant expressly acknowledges and agrees that the Bentonville Film Festival shall be entitled to injunction or other equitable relief (“Relief”) to restrain, prevent or enjoin any breach of this agreement by Applicant. Without in any way limiting the provisions or scope of the agreement set forth above, Applicant further agrees that any claim, dispute or controversy arising out of, in connection with, or otherwise related to the Film, the Festival, or these Rules and Regulations, including, without limitation, any claim or cause of action of any nature arising from the actual or alleged breach, termination, enforcement, interpretation or validity of these Rules and Regulations, as well as the determination of the scope or applicability of this agreement to arbitrate, will be governed by the internal, substantive laws of the State of Arkansas and will be subject to and submitted to exclusive, binding arbitration before a single arbitrator in Bentonville, Arkansas which shall be the sole and exclusion forum for determination of such claim, dispute or controversy. Such arbitration will be administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures then in effect. The arbitrator will be selected by mutual agreement of the parties or, if the parties are unable to agree on an arbitrator, will be appointed by JAMS pursuant to its Arbitration Rules and Procedures then in effect. The arbitrator shall issue a written award and shall have the right to award monetary relief, however, that the arbitrator shall not have the power to award punitive or exemplary damages, nor shall the arbitrator have the power to order the Festival Entities to include the Film in the Festival or to award other injunctive or non-monetary relief to Applicant. The arbitrator shall have the power to award, and shall be required to award, to the substantially prevailing party in any such arbitration, its reasonable attorneys’ fees, costs and expenses incurred in connection with the arbitration (including, without limitation, reimbursement of that party’s share of the arbitrator’s fees and JAMS administrative charges). The arbitrator’s award shall be final, binding and non-appealable. Judgment on the arbitrator’s award may be entered in any federal or state court of competent jurisdiction in the United States. Applicant hereby waives, forfeits and relinquishes, any right or entitlement that Applicant might otherwise have had to bring or litigate any claim or claims encompassed by this paragraph in any federal or state court against the Institute, the Festival, or any Festival Entity, and further waives, forfeits and relinquishes any right to a trial by jury with respect to such claim or claims.
19. MISCELLANEOUS:
Applicant hereby acknowledges that Applicant has the right to consult with an attorney of his/her/their own choosing with respect to these Rules and Regulations. Applicant hereby acknowledges that above Rules and Regulations does and shall supersede any information obtained elsewhere, including, but not limited to, information contained in any Frequently Asked Questions (FAQ) documents and/or rules and regulations documents from prior years. Applicant acknowledges that no oral representations, inducements, promises or assurances of any kind, and no representations, inducements, promises or assurances not set forth in these Rules and Regulations, have been made to Applicant.
20. NOTICES:
All legal notices to BFF must be in writing and delivered by hand delivery or postage prepaid delivery service with delivery confirmation (e.g., certified mail, registered mail, FedEx, etc.) to the following address: BFFOUNDATION, 702 SE 5th Street, Suite 8, Bentonville AR. 72712
All submissions must be delivered to FilmFreeway, sent to the email programming@bentonvillefilm.org, or to the following address: BFFoundation, 702 SE 5th Street, Suite 8, Bentonville AR. 72712
All exhibition copies must be delivered to the same address provided above.
For any questions regarding submissions to the competition, please email programming@bentonvillefilm.org.
BFF Organizers may add to or amend these Rules and Regulations at any time. You are advised to repeatedly consult https://filmfreeway.com/BentonvilleFilmFestival to review the latest rules.
These Rules and Regulations were last updated on September 25, 2023. BFF Organizers have the right to further amend these rules at any time in their sole discretion.
