Rules and Regulations 43rd International Film Festival Rotterdam
22 January – 2 February 2014
3. Submission guidelines and materials
4. Selected films
5. Shipping of prints and videos of selected films
The International Film Festival Rotterdam aims to offer a quality selection of worldwide independent, innovative and experimental cinema and visual arts. Devoted to offering a platform to and actively supporting independent filmmaking from around the globe, the International Film Festival Rotterdam is the essential hub for discovering film talent and for catching the early buzz on many world and international premieres.
The 43rd International Film Festival Rotterdam, organized by Stichting Filmfestival Rotterdam, will be held from 22 January to 2 February 2014.
Submission to the Festival is open to feature films, creative documentaries, experimental films, short films and innovative visual productions for digital media completed after 1 January 2013. Student films (with the exception of post-graduate works) are excluded from submission to the festival.
The Festival gives priority to world and international premieres; films that have already been shown in The Netherlands are not admitted. Films previously submitted to the Festival and not selected will not be reconsidered for the 2014 Festival.
1.4 Entry fee
The following entry fees are applicable to submitted films:
short films (films <60”) Euros twenty-five
feature films (films >= 60'') Euros forty-five
The 2014 International Film Festival Rotterdam will include, but will not be limited to, the following programme sections: Hivos Tiger Awards Competition, Tiger Awards Competition for Short Films, Bright Future, Spectrum and Signals. Selected films will be placed in the appropriate section by the Festival Programme Committee.
Participation in the 2014 International Film Festival Rotterdam implies acceptance of the Rules and Regulations by filmmakers, producers and their agents.
2.1 Competition sections
As part of the official programme the Festival includes two competitions to promote talented new filmmakers: the Hivos Tiger Awards Competition (for feature length films) and the Tiger Awards Competition for Short Films (for films under 60 minutes). For both competitions the selection of competing films is made by the Festival Programme Committee.
2.2 Hivos Tiger Awards Competition
Eligible for the Hivos Tiger Awards Competition are first or second time directors of a feature length film, 60 minutes or longer. The film should have its world, international or European premiere in Rotterdam. During the festival an international jury selects three winners who will each receive Euro 15.000 in cash.
2.3 Tiger Awards Competition for Short Films
Eligible for the Tiger Awards Competition for Short Films are directors with a short film less than 60 minutes. The film should preferably have its world, international or European premiere in Rotterdam. During the festival an international jury selects three winners who each will receive Euro 3.000 in cash.
2.4 Committing to the competition
After accepting the invitation to participate in the Hivos Tiger Awards Competition or the Tiger Awards Competition for Short Films, the film cannot be withdrawn; the film may not be screened at any other festival before its official presentation in Rotterdam.
2.5 Promotional materials
Participants are urged to make available all requested publicity materials for promotion.
2.6 Mentioning participation
Producers and distributors of participating/winning films are requested to include in future promotional material the mention of participation in/winner Hivos Tiger Awards Competition/Tiger Awards Competition for Short Films of the 43rd International Film Festival Rotterdam. Logos 'selected in/winner Hivos Tiger Awards Competition / Tiger Awards Competition for Short Films will be made available via our Press department.
3. Submission Guidelines and Materials
3.1 Entry Form
The film should be entered online through:
3.2 Submission Deadlines
The submission deadlines for selection purposes, which means the deadline for the Festival's office to receive all required submission materials, are:
Short films (up to 60 min.) completed before 1 July 2013: 1 September 2013
Short films (up to 60 min.) completed after 1 July 2013: 1 October 2013
Feature length films (60+ min.): 20 October 2013
The Festival is not obliged to view late entries.
3.3 Preview Copy
In order to complete the submission, the applicant is requested to send:
One DVD (region 0 or 2) your DVD must be labeled with the submission number, title, director's name, production company address and telephone number, length, subtitling (if any). Please clearly indicate if the submitted DVD is the final version or a work-in-progress.
Only for SHORT films (under 60 minutes) it is also possible to upload your film as a .MOV file through filmfestivalrotterdam.wetransfer.com
For digital preview copies only .MOV files with these technical specifications are accepted:
• Video setting: Compression: H.264
• Quality: High Bit rate: 3000
• Encoding mode: multi-pass Dimensions
• Optimized for: Streaming
• Audio Setting: Format: ACC
• Sample rate: 44.100 kHz
• Channels: Stereo (L R)
• Bit rate: 128 kbps
• Prepare for internet Streaming: Fast start
Please note submitting a 35mm print for previewing purposes should be authorized by the Festival, this requires separate arrangements. In this case please contact the Programme department.
3.4 Additional materials
Requested in the online entry form are available press notes and publicity materials such as: Synopsis of the film (in English), a statement of the director on the film, biography and filmography of the director and full cast and credits list. In case an item is not available at the time of submission, it will be requested immediately upon selection (see also regulation 4).
3.5 Submitted materials
All submissions, documentation materials and DVD’s must be sent - fully prepaid by sender - to:
International Film Festival Rotterdam
Attn: Programme Department
By ordinary (air) mail
P.O. Box 21696
3001 AR Rotterdam
By express courier
Please mention "without commercial value, for cultural purposes only" and mark "No value", or not more than "10 US$"
Karel Doormanstraat 278-B
3012 GP Rotterdam
Phone: +31 10 890 90 90
Fax: +31 10 890 90 91
None of the above listed submission enclosures will be returned.
Festival programmers select and invite all films presented at the festival. Films selected for the International Film Festival Rotterdam will be announced by 15 January 2014 on our website. Filmmakers selected to participate will be notified prior to this date.
4. Selected films
4.1 Participants’ obligation
Participation in the festival requires the unconditional adherence to its regulations as set out here.
4.2 Catalogue materials
All contact persons of selected films will receive a request for catalogue materials upon confirming participation in the festival.
4.2.1 Required catalogue materials
In order to compile the Festival Catalogue, for each selected film the Festival must receive a duly completed entry form and requested materials: DVD, synopsis of the film, biography and filmography of the director and a full list of artistic and catalogue credits. The requested materials should be sent/submitted as soon as possible upon acceptance of the invitation, but no later than 1 December 2013. The Festival accepts no liability in the event that its publications reproduce inaccuracies in submitted materials.
In principle the catalogue will include the following technical and artistic credits: original title, international title, country(ies) of production, year of production, premiere status, format, length, director, production company, producer, sales company, print source, screenplay, cinematography, editing, production design, sound, music, principal cast.
4.2.3 Catalogue writings
Catalogue writings are entirely at the discretion of the Festival.
4.3 Publicity Materials
The publicity contacts of the films participating in the Festival will receive a request from the Press office to send publicity materials. These materials will be used in Festival publications and for distribution to the press and Festival guests.
After official selection of a film the Festival is qualified to use excerpts from the film, with a maximum of 3 minutes, nationally and internationally for promotional purposes (for documentaries and short films, the total duration of the excerpts is not to exceed more than 10% of the film running time). In the event that excerpts are not available, and it’s being understood that under no circumstances the entire print may be lent out, the Festival is qualified to copy, under its strict supervision, one or more excerpts from the film for promotional use prior to and during the Festival only.
For promotion of the entire selection and of each selected film, the Festival website is allowed to use any photo or digital film clip (less than 3' duration).
4.4 Video Library / Preview platform
Selected films will be made available during the Festival in the Video Library and for a set amount of time on our Preview platform. Both are accessible only for the Festival Organization and registered guests, through our own (closed circuit) server or on DVD. By accepting to be part of the Festival the rights owners grant permission for their film to be included on the Preview platform and in the Video Library, unless otherwise stated on the online entry form. For this purpose all participants will be requested to make available either a DVD or a QuickTime h.264 version of their film for encoding purposes.
4.5 Press & Industry screenings
During the festival and in collaboration with the Programme Department the Film Office will organize press & industry screenings for feature length films. Rights owners of films included in the Video Library and Press & Industry screenings will receive detailed viewing reports and attendants lists afterwards.
General scheduling and the timetabling of both public screenings and press & industry screenings are entirely at the discretion of the Festival Management.
Selected films will be screened in their original version. In principle, if not with English dialogues, films must be subtitled in English. If necessary, and only with the prior approval of the Festival, a film can be subtitled using an electronic subtitling system. In this case it is imperative, before shipping the print, to send the English dialogue list (including time codes) together with the final version of the film on DVD to the Festival. Any cost made for translation, producing time coded files or DVD’s need to be covered by the rights holder of the film.
Film formats and video systems that can be presented during the Festival are: 35mm, 16mm, DCP (dci compliant), HDCAM (all frame rates and not to be mistaken with HDCAM SR or DVCAM).
A DCP (Digital Cinema Package) should be delivered on a EXT2/3 formatted CRU dataport Sata drive. If the package is encrypted, a DKDM should be provided. Sending in separate KDM’s is not accepted.
Presentation of other formats and video systems or delivery through any other type of disk, formatting or licenses requires the authorization of the Festival. Without this authorization the Festival retains the right to exclude a film from the programme.
5. Shipping of Prints and Videos of Selected Films
5.1 Shipping instructions
Detailed print/video/DCP shipment information will follow upon acceptance of the film.
5.1.1 Availability of screening copy
Unless authorized by the Festival, prints/videos must be made available for the whole festival period. A DCP can be returned upon request right after ingesting and testing.
In case you send a DCP take into account that the Festival needs time for testing and ingesting, and must therefore be available December 15, 2013. In case an encrypted DCP will be delivered, the DKDM time-window should be valid from 15 December 2013 till the 3rd of February 2014.
Prints/videos must arrive in the Netherlands before 5 January 2014.
The sender is requested to inform the Festival on the means of dispatch, date of shipment and Airway bill number.
The film must be sent prepaid by sender. No collect shipments are accepted unless authorized by the Festival.
The Festival will only pay for the return transportation charges, excluding any additional costs for tax and custom clearance in country of return.
5.1.3 Pro forma
A pro forma invoice must accompany the print/video stating the name of the sender, the title of the film, format, length, number of reels (if applicable) and whether it is in color or black and white.
5.2 Print return
All prints will be returned within four weeks after the Festival. DCP’s can be returned upon request right after ingesting and testing. It is the responsibility of each participant to inform the Festival in due time on (any change in) the details of the return address as well as the desired date of arrival at the return address. In case there is no confirmation of the address within two weeks after the Festival, the screening copy will be returned to the print source of the film (as listed on the entry form). The Festival is not liable for any inconvenience this may cause.
The insurance of the copies comes into effect the moment the film has arrived at the Festival office or has been received by the shipping agent at Amsterdam Airport. The insurance remains in effect until the film is reshipped. In case of damage to or loss of a film during the Festival, the Festival is only responsible for the costs involved in making a new print or replacing the damaged reel(s) based on the current laboratory rates for ordering a standard print.
5.4 Damage claims
Damage to the film print must be reported to the Festival in writing within a month after return and prior to any following screening. Any claims will be judged by the reported state of the print. The insurance does not cover any damage during normal screening use.
Entry and participation of films implies unconditional acceptance of the regulations. In unspecified cases, the Festival Management will make a final decision.
Download the Rules and Regulations 2014, PDF
Last updated 31 July 2013