ELIGIBILITY
VAFF accepts:
● Independently produced films and videos by Asian North American artists (including Asian-Canadian or Asian-American artists), or
● Films or videos produced in East Asia (including People’s Republic of China, Hong Kong, Macao, North Korea, South Korea, Japan, Mongolia, Taiwan), Southeast Asia (including Myanmar [Burma], Thailand, Laos, Cambodia, Vietnam, Malaysia, Brunei, the Philippines, Singapore, Indonesia, Timor-Leste) South Asia (including Afghanistan, Pakistan, India, Maldives, Sri Lanka, Nepal, Bhutan, Bangladesh) or
● West Asian-Canadian (permanent resident or citizen of Canada only) (including Iran, Iraq, Lebanon, Turkey, Qatar, Saudi Arabia, Yemen) in English or with English subtitles, or
● Films or videos produced must have at least one member of the creative team (director, writer, producer/production company or cinematographer) or at least one of the lead actors/subjects (if Documentary) self-identify as being of Asian or part-Asian heritage.
● Please specify how your submission meets our eligibility criteria above, in your submission notes/cover letter.
● If the country you are submitting from currently has a banking embargo, in these cases, we recommend that you find friends/filmmakers in other countries to assist your payment/submission.
● Films and videos must have been completed after May 15th, 2023. Submissions completed prior to this date will not be considered. Films that have been previously submitted will not qualify for submission.
● Current VAFF Board, Executive and Committee members are also eligible to submit but their work will be reviewed by third party judges outside of VAFF and they will now be eligible for awards.
● Films that were part of or screened at VAFF’s own MAMM (Mighty Asian Moviemaking Marathon) Gala will not be considered.
● Important Note - In the initial submission phase - DCP will not be acceptable. However, if the feature film is chosen for screening, Filmmakers will later be given the option of sending in the DCP for that purpose.
Acceptable exhibition formats are as follows:
● Feature Films – Digital exhibition formats H.264 (.MOV or .MP4) /ProRes/ DNxHD files; in HD resolution (1080p or 2K) at 23.98 frame rate. Audio in 5.1 surround (and or Stereo if that is the only available mix). If possible, a BluRay disc for backup.
● Short Films - Digital exhibition formats H.264 (.MOV or .MP4) /ProRes/ DNxHD files; in HD resolution (1080p or 2K) at 23.98 frame rate. No DCP Audio in 5.1 surround (and or Stereo if that is the only available mix). If possible, a BluRay disc for backup.
● Other exhibition formats, e.g. 16mm, DVD, HDCam, Digibeta, VHS cannot be considered.
RIGHT TO USE
● All entries, selected for the Festival, grant VAFF the rights to use footage, stills, titles and information as we deem appropriate for publicity and promotional purposes.
●This requires:
The applicant must hold the necessary rights for the submission and exhibition of this work. The applicant agrees that if his/her title is selected, that any material including photographs and/or video submitted to VAFF may be used by the festival or a third party authorized by the festival for the purpose of promoting the festival (online, in print and media).
NOTE ON FEES
● OPEN CALL SUBMISSION/ENTRY FEES: VAFF does not waive entry fees.
SUBMISSION MATERIALS
Preview Screeners: Discs
● Preview screeners on playable DVD/Blu-Ray or digital file format (.MOV or MP4) on disc/drive are only accepted for feature length (over 40 min TRT) submissions.
● Submit 2 preview screeners in playable DVD/Blu-Ray or 1 copy in a digital file format (.MOV or MP4) on disc/drive. Please check that the DVD/Blu-Ray discs are playable on all consumer DVD players.
● Discs/drives must be labeled with the film title, total running time, contact name, address, phone number and email address.
● Preview screeners can be mailed/couriered to:
Print Traffic Coordinator
Vancouver Asian Film Festival
#210-10271 Shelbridge Way
Richmond, BC, V6X 2W8
Canada
Preview Screeners: Digital Files
● Preview Screener Links are accepted for feature length (longer than 40 min TRT) and shorts (up to 40 min TRT).
● For FilmFreeway, you have the option of submitting a secure screener link or uploading directly online.
PRESS MATERIALS
VAFF requests press materials and film/production details if your film is accepted for programming in 2023, for its online and print program and other festival promotion. If available, submit an Electronic Press Kit (EPK) with your signed Notice of Acceptance (NOA):
● Provide a download link, or provide a data disc or USB thumb drive with your exhibition screener (if sending a physical copy)
● Label all files descriptively e.g. “Film Title_Still 1,” “Film Title_Director Name”
If you do not have an EPK, VAFF will request the information in your NOA.
The press kit should contain:
● A film synopsis (approximately 100 words) and logline;
● Film stills (photos or hi-resolution electronic images: minimum 1200×1800 pixels @ 300 dpi) for program guide and publicity;
● An above-the-line cast and crew list;
● Director(s) biography (80 words max.) and headshot(s) (see above for technical specs);
● Press/publicity clippings and list of awards and screenings (Word or PDF)
● Official website URL; social media URL/handles
Note: Press materials and preview screeners will not be returned.
JURIED AWARDS: QUALIFICATIONS
All adjudicated awards are given to eligible Canadian films only, including including Best Canadian Short, Best Canadian Documentary Short and Best Canadian Feature, Best Director for Canadian Short, Best Director for Canadian Documentary Short and Best Director for Canadian Feature, Best Cinematography for Canadian Short, Best Cinematography for Canadian Documentary Short and Best Cinematography for Canadian Feature, Best Editing for Canadian Feature, and Best Animation for Canadian Short.
Some awards may include a cash prize if funding is available. To qualify for any of the above awards, filmmakers must meet the following criteria:
● The director, producer or writer must be a Canadian citizen or Canadian resident;
● One of the key members (director, writer, producer or cinematographer) or one of the lead actors/subjects (if a documentary) must self-identify as being of Asian or part Asian heritage;
● Current VAFF Board, Executive and Committee members are also eligible to submit but their work will be reviewed by third party judges outside of VAFF and they will now be eligible for awards.
● Both dramatic narrative and documentary genres accepted;
● How the submitted works have been funded or majority financed - for example from institutions (public or federal organizations, film schools, broadcasters etc.) will be taken into account when judged.
● The film must not have been broadcast on television or have received commercial theatrical distribution prior to the festival screening;
● Films and videos must have been completed after March 15th, 2023. Submissions completed prior to this date will not be considered. Films that have been previously submitted will not qualify for submission.
● Films that have been self-distributed online, across all and any media platforms, will be ineligible.
In addition, newly adjudicated awards to all narrative short.
SHER VANCOUVER Best 2SLGBTQ+ Film Award for Short and a newly award this year Best International Short Award.
The award winner will be determined by an adjudication panel of industry professionals and announced during VAFF28
People’s Choice Awards
The People’s Choice Awards are presented at the Closing Night Awards Ceremony November 17, 2024. The audience selects the best Overall Feature, Overall Short, and Overall Performance for Feature and for Short. Online voting will be open from November 7 through November 16 inclusive, throughout the November 2024 Festival.
The award is open to all eligible films by filmmakers from all countries.
NOTIFICATION OF FESTIVAL SELECTION
● You will be notified of festival selections on or around mid-late August, 2024
● If selected, a Notice of Acceptance (NOA)—including a request for press kit information and festival attendance RSVP—will be sent to you.
● The NOA must be completed, signed and returned by the deadline date listed in the NOA document, or your position in the festival may be offered to another film.
TERMS AND CONDITIONS
By submitting your entry to the Vancouver Asian Film Festival, you represent that you have the authority to do so and that you have reviewed all the VAFF submission rules and information as stated on FilmFreeway and published PDF document.
You agree to hold VAFF harmless and without liability for the statements you make, and you assert that there are no assigned rights, agreements, distribution agreements, production deals or any other arrangements whatsoever attached to this work - that would in any way interfere with the showing or screening of your entry to the public by VAFF.
We cannot offer any exception to current policies regarding submissions. Absolutely no fee waivers. No submissions past the late deadline. Absolutely no refunds. Please read through our submission criteria carefully. Please contact us if you need any further clarification.
Exhibition Screeners: Digital Files
● Send digital file download link to printtraffic@vaff.org
● The Instruction of the upload link to the virtual screening platform will be sent directly to the submitter.
Exhibition Screeners: Hard Copy Shipping Policy and Guidelines
● Ship exhibition prints (Blu-Ray or DCP) to VAFF, prepaid, to arrive no later than September 30th, 2023
● If exhibition prints/files are coming from other festivals, VAFF must receive print traffic contact information of the prior festival two weeks prior to VAFF’s start date.
● If VAFF is to send the exhibition print/file to another film festival, this outbound address must be given to VAFF one week prior to the start of VAFF or it will be sent back to the print source.
● Exhibition Prints/Files can be mailed or couriered to:
Print Traffic Coordinator
Vancouver Asian Film Festival
#210-10271 Shelbridge Way
Richmond, BC, V6X 2W8
Canada
● The filmmaker is responsible for providing any required paperwork for the shipping of his/her films, particularly those coming from outside of Canada.
● VAFF TYPICALLY PAYS FOR ONLY THE RETURN OR OUTBOUND* SHIPPING COSTS OF THE SCREENING FILM/VIDEO. INBOUND SHIPPING CHARGES WILL BE COVERED BY PRINT SOURCE OR PRECEDING FILM FESTIVALS. *If by special arrangement VAFF pays for inbound shipping, the outbound shipping cost must be covered by the print source or the forwarding contact/festival.
● VAFF does not insure the films during the festival or during shipping. This is the filmmaker’s responsibility. VAFF takes no responsibility for loss or damage to films in transit.
● Do not send the original, or your only copy, of your film/video.
● If shipping a disc or hard drive/thumb drive, use bubble wrap envelopes or stiff cardboard backing rather than fiber-filled packages or envelopes.
● Please ensure the file/print is playable before sending to VAFF. Please also include any relevant screening notes with your film, if possible.
● Please label your films as “For cultural and educational purposes only.”
● If the film is coming from outside of Canada, please identify on the package that it is a temporary importation and that the films will be returned to the original country.
● If your film is being shipped from outside of Canada and you are declaring the value of your film as above CAD $20, this may delay your film at Canada customs, so please send it two weeks earlier than planned.
● Always use a tracking number, regardless of whether the film is sent by post office or courier*. *If you are sending by a courier, we recommend using FedEx. Many filmmakers have encountered border delay issues and poor or lack of communication with UPS.
● Any costs incurred by VAFF as a result of the filmmaker not following the provided shipping guidelines may result in charges to the filmmaker to recover these costs.
QUERIES: CONTACT INFORMATION
● Programming/Curation: programming@vaff.org
● Submissions: submissions@vaff.org
● Notice of Acceptance (NOA) will be sent out by Festival Attendance/Liaison on or around mid August 20243
● Print Traffic (contact only after August 15, 2024): printtraffic@vaff.org
● Any enquiries should be addressed to programming@vaff.org after September 15, 2024
