Rules and regulations
1 General requirements for entry
1.1 To be admitted, each film must match the following requirements:
There is limitation regarding the production date of the film, our main focus will be on productions made within the last two years.
The documentary films: short no longer 30 minutes (including credits).
In case the film has no clearly spoken English dialogues and/or commentary, English subtitles are required.
The film format in which the film should be presented during Docfest is DCP, Blu-Ray and Mpeg-4 only. Presentation of other formats and video systems is exceptional and requires authorization of the Festival program department.
1.2 Deadlines for Docfest On Tour competition:
Deadline On tours July: May 15th, 2017
Deadline On tours October: July 1st, 2017
Deadline On tours November: August 1st, 2017
Deadline On tours December: September 1st, 2017
On these dates the submission has to be completed: entry form as well as digital screener have to be sent to Docfest the cross-border documentary film festival.
1.3 Entry fee:
Short;
Regular festival deadline: 30 euro
Student short;
Regular festival deadline: 15 euro
Euregional Student Documentary Film (feature/short):
Regular festival deadline: 25 euro
Requested materials for entry:
A completed online submission via filmfreeway.com. We accept submissions through FilmFreeway only. We only accept online screeners. No preview DVD's accepted.
A film file uploaded or an embedded URL on filmfreeway.com, which stays available until at least the first of September. Note: making the Vimeo downloadable is preferred.
Additional material such as credits, synopsis of no more than 75 words, a minimum of 2 stills, a brief director’s biography, a poster and 1 photo of the director via Filmfreeway.com.
1.4 Genre:
Documentary (and combinations within fiction, animation, experimental, virtual reality, smartphone and more).
1.5 Docfest On Tour the (cross-border) documentary film festival categories:
Short documentaries
Student documentaries
If applicable the category should be indicated on the entry form. However, the final decision on this is entirely at the discretion of the Festival programming team.
1.6
The preview files will be kept in the Festival archive and will only be used for non-circulated reference and educational purposes.
1.7
If a short film does not meet all of these requirements, it will not be eligible for selection by the Festival.
2 Selection and screenings
2.1
In case a film is selected, the organization will notify the primary contact and the director of the film 6 weeks before the screening or on the indicated notification date for the event.
2.2
For promotion of the whole selection and of each selected film, the festival website is allowed to use any still or digital film clip (less than 10% of the film’s duration up to a max of 3 minutes).The organization is also entitled to use the requested stills, poster, biography and photo of the director and credits from selected films for promotional purposes nationally and internationally.
2.3
The organization has the right to screen selected films during the Festival without paying any screening fees and for educational purposes on other events related to the festival.
2.4
The selection committee’s decision to select or reject a film is final. No correspondence will be held in regards to this decision. A selected film cannot be withdrawn from the program after accepting the selection invitation.
2.5
Selected films directors will receive an invitation for the organization and an accreditation. This invitation may not be used by a third party.
2.6
General scheduling and timetabling of the public screenings and press & industry screenings are entirely at the discretion of the organization management.
2.7
The filmmakers of the selected documentaries that will be screened through FilmFreeway will receive €0,50 for each visitor of their film during Docfest on tour.
3. Transport, insurance and return
3.1
The organization must receive the screening copy of the film 4 weeks before the Docfest on tour edition the film is selected. In case the organization wishes to use the film for a press screening or something similar, the primary contact or print-contact will be contacted prior to this date. The organization will contact whoever is designated on the entry form as the primary contact about the shipment and the exact shipping address.
When sending the film from a country that’s not part of the European Union (EU), a non-commercial/ pro forma invoice must accompany the print/data-disk, stating the name of the sender, the company, the address, the title of the film, the format, its length, the number of reels, and the description “without commercial value, for cultural purpose only” and mark “no value”, or “not more than 10 Euro / US$”.
3.2
The costs of transport of all data-disks and film prints (both from the EU as well as from outside the EU) to the festival office are the responsibility of the applicant. The organization will pay for the return of the print to the destination of choice.
3.3
Participants are entirely responsible for insurance concerning the shipment of films/data-disk to and from the Netherlands. Upon gaining possession of the films/data-disks from the courier or shipping company, the organization will only accept limited liability, extending to the time that the festival organization returns the film or video to the shipping company. The definition of this limited liability includes a refund of laboratory expenses for making a new print of the film reel(s) damaged or the duplication of the DCP or Blu-ray. This refund will be calculated according to the current Dutch laboratory prices. It does not extend to negatives, positives, or masters.
3.4
In case of faulty projection, the organization cannot be held liable for immaterial damages suffered by director, producer, or distributor. Complaints will only be considered if they are filed within four weeks following the Docfest festival.
3.5
Guests of the Docfest on tour Festival are not covered by the festival insurance. Press kits, photos, and screeners for publicity purposes and other materials are not included in the limited insurance liability.
3.6
All prints will be returned within twelve weeks after the Docfest on tour Festival. By acceptance of the selection, the participant will be asked to give the return address. It's the responsibility of each participant to inform the organization in due time on the details of the return address as well as the desired date of arrival at the return address.
4. Conclusion and contact
4.1
Participation in the Docfest on tour Festival implies acceptance of these regulations and decisions made by the management and board. The management and/or board of the Docfest on tour festival / docfest the (cross-border) documentary film festival decide in all cases where the regulations do not suffice.
4.2
The management and/or board of the Docfest on tour Festival can always decide on exceptions of the regulations.
4.3
The entrant guarantees to have cleared all (intellectual property) rights needed for screening during The Docfest on tour festival 2017 and shall indemnify the Festival against all liability towards third parties.
5 Conclusion and contact
5.1
Participation in the Docfest on tour Festival implies acceptance of these regulations and decisions made by the management and board. The management and/or board of the Docfest on tour festival / docfest the (cross-border) documentary film festival decide in all cases where the regulations do not suffice.
5.2
The management and/or board of the Docfest on tour Festival can always decide on exceptions of the regulations.
5.3
The entrant guarantees to have cleared all (intellectual property) rights needed for screening during The Docfest on tour festival 2017 and shall indemnify the Festival against all liability towards third parties.
