TERMS & CONDITIONS FOR SUBMISSION
OF FILMS THROUGH FILMFREEWAY.COM
I. APPLICATION OF THESE TERMS & CONDITIONS
1. The following terms and conditions (the “Terms”) govern the submission of a film, series, music, performance (the “Film”) to River Arts International Festival. (“RAIF”), through filmfreeway.com (“FilmFreeway”), for consideration for the 2024 River Arts International Festival (the “Festival”). To the extent that this document is inconsistent with any other document prepared by RAIF or anyone else, this document will take precedence. Any questions about these Terms should be directed to submissions@tiff.net.
II. SUBMISSION AGREEMENT
1. By submitting a Film to RAIF for Festival consideration, the submitter (the “Applicant”) represents that they have:
(i) read, understood and agreed to the Terms, and
(ii) obtained consent from any and all owners, creators, writers, producers, and/or other authorized representatives or rights holders of the Film whose consent is required to submit the Film to RAIF (the “Film Owners”).
2. Submission fees are in US dollars and are non-refundable.
3. RAIF may disqualify or reject but is not required to do so, any submission that it determines, in its sole and absolute discretion, would not be in RAIF’s best interest to include in the Festival, including, but not limited to, any Film that is not in compliance, in whole or in part, with these Terms, and may do so without refunding any submission or other fees paid by the Applicant or returning any materials submitted by the Applicant. Without limiting the generality of the foregoing, if any person connected to the Film is involved in, or alleged to be involved in, any situation or occurrence which subjects such person to public scandal, disrepute, widespread contempt, or public ridicule, that violates RAIF’s Code of Conduct, or that will tend to shock, insult or offend the community or public morals or decency, or prejudice RAIF in general, then RAIF shall have the right, in its sole discretion, to take any action it deems appropriate, including but not limited to excluding such person from attendance at the Festival and/or disqualifying the Film from participation in the Festival.
III. SUBMISSION CATEGORIES AND ELIGIBILITY
4. Submission categories:
Category / Description / Preliminary Eligibility Requirements
Feature Film: Submissions are open to US and international filmmakers. Feature-length films must be family-friendly with runtimes of 40 minutes or more (including credits). Films that are not in English must have English subtitles. Selected films will have an opportunity to premiere their film at RAIF and receive a share of the profits.
Documentary Film: Submissions are open to US and international filmmakers. Documentary films must be family-friendly with runtimes of 40 minutes or more (including credits). Films that are not in English must have English subtitles. Selected films will have an opportunity to premiere their film at RAIF and receive a share of the profits.
Short Film: Submissions are open to US and international filmmakers. Short-length films must be family-friendly with runtimes of 15 minutes or less (including credits). Films that are not in English must have English subtitles. Selected films will have an opportunity to premiere their film at RAIF and receive a share of the profits.
Music Artist: Submissions are open to US and international music artists. Family-friendly video of a live performance with runtimes of 20 minutes or less. Selected Artists will have an opportunity to perform at RAIF and receive a share of the profits.
Music Video: Submissions are open to US and international filmmakers and music artists. Music videos must be family-friendly with runtimes of 10 minutes or less (including credits). Films that are not in English must have English subtitles. Selected music videos will be shown at RAIF.
Featured Song: Submissions are open to US and international music artists. Audio format of a song that is family-friendly with runtimes of 10 minutes or less. Selected featured songs will be played at RAIF.
5. The Festival is organized into a series of programs, which are subject to change from year to year. RAIF may slot selected Films into programs at its sole and absolute discretion.
6. A Film eligibility will be dictated on the following:
a. All Films must be completed after November 1, 2020
b. A Film containing inappropriate subject matter, excessive language, graphic violence, or nudity will not be accepted.
c. All Film entries must be age-appropriate with a PG, PG-13 rating.
d. RAIF reserves the right to reject any film that contains inappropriate material or would be offensive in this family-friendly environment.
7. All Films must be submitted as online screeners via FilmFreeway (as described below).
8. If an Applicant’s Film is officially selected by RAIF for the Festival, such Applicant must supply RAIF with a copy of the Film by Octobert 18, 2024, in a DCP or MP4 format, as specified by RAIF upon invitation.
9. Please note the below delivery requirements, as applicable, for Films officially selected by RAIF for the Festival. Note that delivery requirements differ based on the format of the Film.
a. All non–English-language Films will be required to provide content with English subtitles. RAIF encourages these productions to use subtitles for the D/deaf and hard of hearing (SDH).
b. All English-language Films or multilingual Films that include spoken English dialogue is asked to have closed captions in English. RAIF encourages these productions to also include open captions (OC).
c. Music Videos are asked but not required to have closed captions or subtitles.
IV. PROCESS FOR SUBMISSION
1. All Films submitted under these Terms must be submitted in accordance with the procedure outlined herein. RAIF may, in its sole discretion, but is not required to, disqualify or reject any Film that is not submitted in accordance with the Terms herein.
2. To submit a Film for Festival consideration, an Applicant must: (a) complete the registration process at FilmFreeway and pay the required fee as outlined in Section V.(2) below, and (b) provide to RAIF an online screener (the “Submission Screener”) via FilmFreeway for review by RAIF programming staff. RAIF does not accept submissions in any other manner or format, including: DVDs, content burned to Read/Write (RW) discs, Blu-ray discs, external online links, downloadable files, or trailers.
3. Applicants should test their Submission Screeners thoroughly before submitting them and ensure their Submission Screener remains active on FilmFreeway until September 15, 2024. The Applicant has sole responsibility for ensuring that the Submission Screener plays in its entirety. The Submission Screener must contain English subtitles if the original language is not English. If RAIF is unable to view the Submission Screener, RAIF may attempt, but is under no obligation, to contact the Applicant in order to obtain a replacement Submission Screener.
4. RAIF will not review multiple versions of a submitted Film. Only one version of the Film may be submitted.
5. RAIF is under no obligation to contact the Applicant should the Applicant not have adhered to the Terms. Submission fees are non-refundable.
V. SUBMISSION DEADLINES AND FEES
1. In order to be eligible for consideration, Submission Screeners must be submitted online via FilmFreeway, with a FilmFreeway registration completed and all fees paid, by the deadlines outlined below.
2. Submission fees and deadlines for 2024 are as follows:
Deadline/Category/Fee
Early-Bird Submission Deadline & Fee (USD) - June 30, 2024 (11:59 pm ET)
Feature Film - $30.00 / $25.00 for Students and Filmfreeway Gold Members
Documentary Film - $30.00 / $25.00 for Students and Filmfreeway Gold Members
Short Film - $15.00 / $10.00 for Students and Filmfreeway Gold Members
Music Artist - $25.00 / $20.00 for Students and Filmfreeway Gold Members
Music Video - $15.00 / $10.00 for Students and Filmfreeway Gold Members
Featured Song - $15.00 / $10.00 for Students and Filmfreeway Gold Members
Standard Submission Deadline & Fee (USD) - September 20, 2024 (11:59 pm ET)
Feature Film - $75.00 / $65.00 for Students and Filmfreeway Gold Members
Documentary Film - $75.00 / $65.00 for Students and Filmfreeway Gold Members
Short Film - $35.00 / $30.00 for Students and Filmfreeway Gold Members
Music Artist - $60.00 / $50.00 for Students and Filmfreeway Gold Members
Music Video - $35.00 / $30.00 for Students and Filmfreeway Gold Members
Featured Song - $35.00 / $30.00 for Students and Filmfreeway Gold Members
3. RAIF may accept late submissions at its sole and absolute discretion, but an additional submission fee may apply.
4. RAIF may revise submission deadlines in its sole and absolute discretion at any time.
5. Submission fees are non-refundable.
VI. SELECTION
1. RAIF will consider for inclusion in the Festival all eligible Films that have been submitted by the above applicable deadline and in accordance with these Terms. RAIF reserves the right to consider for inclusion in the Festival, and include in the Festival, Films received at any time and through any means, channel, or process, including means, channels, or processes other than those outlined in these Terms. Nothing in these Terms or otherwise requires RAIF to select for Festival inclusion any of the Films submitted through the process outlined in these Terms.
2. All selection decisions are at the sole and absolute discretion of RAIF, and are final, unreviewable, and not subject to appeal. RAIF is not required to provide any feedback, comments, or reasons, or any other information, regarding the selection or non-selection of any submitted Film or the process by which Films are or have been selected or not selected. RAIF is not responsible or liable for its selection decisions; for the contents of any internal comments or feedback regarding the Film that are or may be obtained from the Applicant or anyone else; for any communications by any representative of RAIF relating to the Film or the Festival selection process; for the manner in which the Film shall be, is, or was considered and reviewed; or for any failure on the part of the Festival to provide the Applicant or anyone else with information concerning RAIF’s consideration and/or review of the Film.
3. RAIF will notify all Applicants who have been selected to participate in the Festival on a rolling basis, but no later than October 4, 2024. All Applicants who are not selected to participate in the Festival will be contacted by email by October 4, 2024 and RAIF is under no obligation to inform Applicants of their submission status before this date. RAIF will contact Applicants using the contact information provided by the Applicant in the FilmFreeway registration form. Applicants are responsible for providing correct and functional contact information. RAIF is not responsible for any missing or incorrect Applicant contact information or failed attempts to contact Applicants using the contact information provided by the Applicant.
VII. INTELLECTUAL PROPERTY, LEGAL CLAIMS, AND INDEMNITIES
1. By submitting a Film to RAIF, the Applicant and Film Owners (collectively, the “Submitting Parties”) hereby warrant and represent that: (i) the Film is wholly original and is not copied from and does not include any other work that is the subject of copyright or other protection, unless such work is in the public domain or the Submitting Parties have obtained any and all consents, releases, licenses, and other authorizations or waivers of any kind necessary for the inclusion or reproduction of any person, character, location, thing, trademark, sound recording, musical composition, or other work in the Film; (ii) the Film does not defame any person or violate the common law or statutory rights, including, without limitation, the rights of privacy and publicity or any other right of any person; (iii) the Film is not the subject of litigation or any dispute that may give rise to litigation; (iv) there are no agreements, nor will there be any agreements made subsequent to the date of this Film submission, that would or could have the effect of impairing the Submitting Parties’ ability to provide the Film as contemplated herein, or otherwise conflict with any provision of these Terms; (v) the Submitting Parties have the full right, power, and authority to submit the Film to RAIF for Festival consideration, and to grant all of the rights granted hereunder and in the FilmFreeway registration form, including, without limitation, the right to screen the Film in Festival venues and/or digitally on any of RAIF’s online platforms (if any); (vi) there is no prior obligation or impediment which would in any way impair or restrict the Submitting Parties from fully performing all obligations pursuant to the submission and these Terms; and, (vii) neither its performance hereunder nor the exercise by RAIF of the rights granted hereunder will violate any applicable laws or regulations.
2. The Submitting Parties agree to indemnify and hold harmless RAIF, its licensees, successors, and assigns, and its and their members, officers, directors, employees, agents, representatives, associates, volunteers, and affiliates (each, a “Releasee”), from any claim, suit, action, or other proceeding brought against a Releasee and from any losses, costs, or damages, including the Releasee’s full legal fees and costs, which it may have suffered or incurred or may suffer or incur, directly or indirectly based on, in connection with, or arising from the use and exhibition of the Film submitted by the Applicant, including, without limitation, the decision to exhibit or not exhibit the Film, which decision shall be in RAIF’s sole and absolute discretion, or the breach or alleged breach of any representation, warranty, or other agreement made by the Applicant in these Terms, or in the Applicant’s FilmFreeway registration form.
3. RAIF takes reasonable anti-piracy and security precautions. While in RAIF’s possession, all Films are securely stored and regularly inventoried. Access to Films is limited to RAIF staff who require access in order to screen and consider submissions. No duplication and loaning of Films is permitted. By submitting a Film to RAIF, the Submitting Parties hereby release RAIF from any and all liability in the event of loss, theft, unauthorized access or copying, or any breach of copyright of the Film while it is in RAIF’s possession.
VIII. SAFETY AND RESPECT
1. A cornerstone of RAIF’s belief system is that everyone has the right to respect and fair and equitable treatment from others. RAIF does not tolerate violence, mistreatment, or harassment — verbal, physical, sexual, or otherwise — towards staff, volunteers, delegates, audience members, or attendees at any of RAIF’s festivals, conferences, or events, or in any correspondence with staff, including during the submission process. RAIF staff and volunteers are committed to ensuring the best possible experience for all attendees. If the safety of RAIF guests is in question, RAIF will take immediate steps to ensure the matter is addressed.
IX. SCHEDULING
1. In accordance with the regulations of the International Federation of Film Producers Associations (FIAPF), RAIF may schedule Films for up to five (5) in-person screenings (including public and Press & Industry) over the course of the Festival. Any additional public, Press & Industry, or private screening will be done only with consent from the Applicant. The time(s), date(s), and locations(s) of all in-person Film screenings will be selected by RAIF in its sole and absolute discretion and are subject to change at any time with no notice to the Applicant.
X. SCREENING PROTOCOL
1. RAIF expects that the Film's director(s), and any other guests/talent participating in the Festival with the Film will be present for the first public screening of the Film, including, where applicable, the in-person or digital publicity events, and including but not limited to an introduction (preceding the screenings) and a question-and-answer session (following the screenings).
2. The Film will be presented in a physical screening venue in accordance with health and safety guidelines and recommendations made by RAIF and government health officials at the time of planning.
