Red Poppy Film Festival — Terms & Conditions of Entry
1. Introduction
1.1 The Red Poppy Film Festival (the “Festival”) is organised by the Veterans Film Foundation (the “Organiser”).
1.2 By submitting a film (the “Film”) for consideration in the Festival, the entrant (the “Entrant”) agrees to be bound by these Terms & Conditions.
1.3 The Festival is an international competition event celebrating films that either:
• are made by veterans or their families;
• are made by non‑veteran filmmakers but explore the experiences of veterans, military service, war, and the effects on veterans and their families during and after conflict;
• respectfully and accurately depict military service, war, or veteran/family issues.
1.4 All films selected in the official programme will be in contention for the prestigious Red Poppy Awards.
2. Eligibility & Entry Requirements
2.1 The Festival accepts feature-length films, documentaries, and short films (“Eligible Films”) from veteran filmmakers and non‑veteran filmmakers, provided the content aligns with Clause 1.3.
2.2 The Film must:
• be the original work of the Entrant (or the Entrant must control all relevant rights);
• have all necessary clearances (copyright, music, archival, likeness, moral rights, and other third‑party permissions);
• portray veteran, military, and family experiences respectfully and accurately;
• comply with submission format, language, and technical requirements published in the Festival’s submission guidelines.
2.3 The Film may be of any national origin (international entries welcome).
2.4 Entries must be submitted by the published deadline and in the manner required by the Organiser. Late, incomplete, or incorrect entries may be disqualified at the Organiser’s sole discretion.
2.5 The Organiser reserves the right to refuse or disqualify a Film if it is (in the Organiser’s sole discretion):
• offensive, defamatory, obscene, discriminatory, or in breach of any law;
• inconsistent with the Festival’s themes or purpose;
• previously screened in the Festival’s competition section in an earlier year (unless otherwise permitted by the Organiser).
2.6 The Organiser may set premiere or screening‑status requirements; Entrants must comply where specified.
3. Submission & Selection Process
3.1 Upon submission, the Entrant must provide all required information (title, running time, synopsis, credits, country of origin, contact details, etc.) as described in the call for entries.
3.2 The Festival’s Selection Committee will review submissions and determine official selection. Decisions of the Selection Committee are final and not subject to appeal.
3.3 If the Film is selected, the Entrant agrees to provide additional materials as requested (DCP or other screening copy, press stills, poster, trailer, filmmaker bio, and any accessibility assets).
3.4 By submitting, the Entrant grants the Organiser a non‑exclusive, worldwide, royalty‑free licence to screen the Film at the Festival (including in‑person and digital components) and to use stills, trailers, and synopses for Festival publicity and promotional purposes.
4. Screening, Awards & Winners
4.1 Films selected for screening are eligible for the Red Poppy Awards in categories determined by the Organiser (for example, Best Feature, Best Documentary, Best Short, Best Veteran Filmmaker, Audience Award, and others as announced).
4.2 The Organiser determines award categories, criteria, and winners at its sole discretion. All decisions are final.
4.3 Winners may be requested to attend the Festival (in person or virtually) and participate in publicity. Failure to participate may result in forfeiture at the Organiser’s discretion.
5. Rights, Use & Promotional Materials
5.1 The Entrant retains all ownership rights in the Film, except as licensed under these Terms.
5.2 The Entrant grants the Organiser the rights necessary for exhibition and promotion as outlined in Clause 3.4.
5.3 The Organiser and its agents may use extracts, stills, trailers, credits, and biographical information, as well as the Entrant’s name and likeness, in connection with the Festival’s promotion without further compensation.
5.4 Entrants are responsible for delivering technically compliant screening materials by the deadline specified by the Organiser.
6. Warranties, Indemnities & Liability
6.1 The Entrant warrants that they have the right to submit the Film and have secured all necessary rights and permissions; that the Film does not infringe third‑party rights (including copyright, moral rights, privacy, and publicity rights); and that the Film does not contain defamatory, obscene, or unlawful material.
6.2 The Entrant agrees to indemnify and hold harmless the Organiser, its affiliates, sponsors, venue partners (including the Art Gallery of New South Wales), employees, agents, and volunteers from all claims, losses, liabilities, damages, costs, or expenses (including legal fees) arising from a breach of these warranties or from the submission, promotion, or screening of the Film.
6.3 The Organiser’s total liability in respect of any claim relating to the Festival or these Terms is limited to the amount of any entry fee paid (if applicable). The Organiser is not liable for any indirect, consequential, or special damages.
7. Data, Privacy & Publicity
7.1 The Entrant consents to the Organiser collecting and using personal data (name, contact details, film credits) for Festival administration, notification, screening, publicity, and marketing in accordance with applicable privacy laws.
7.2 The Festival may publish the names of selected films, entrants, nominees, and winners and may host Q&A sessions, social media posts, press releases, and other publicity activities.
7.3 Entrants must behave professionally and respectfully in all Festival communications and events. The Organiser reserves the right to disqualify entries whose filmmakers act in a manner detrimental to the Festival’s reputation.
8. Entry Fees, Refunds & Changes
8.1 If an entry fee applies, it is payable at the time of submission and is non‑refundable, except where required by law.
8.2 The Organiser may change Festival dates, schedule, venue, category structure, or awards at its discretion.
8.3 If circumstances beyond the Organiser’s control require postponement, cancellation, or modification of the Festival, the Organiser will make reasonable efforts to notify Entrants but will not be liable for costs or losses incurred by Entrants.
9. General
9.1 These Terms constitute the entire agreement between the Entrant and the Organiser regarding entry into the Festival.
9.2 If any provision is found invalid or unenforceable, it shall be severed and the remaining provisions shall continue in full force and effect.
9.3 The Organiser may amend these Terms from time to time; the version posted on the Festival website at the time of entry will apply.
9.4 These Terms are governed by the laws of New South Wales, Australia. Entrants submit to the exclusive jurisdiction of the courts of New South Wales.
