FAQ: Submitting your work

    IDFA welcomes films and interactive/immersive new media projects

    Submission of a film

    1. I want to submit my film to IDFA. What do I have to do?
    2. What is the difference between world, international, European and Dutch premieres?
    3. Can I submit a work-in-progress?
    4. I made a mistake on my entry form. Can I get back in to change it?
    5. If selected, in which format will my film be screened at the festival? 
    6. Why do the statistics on my Vimeo link show zero views?

    Submission of an interactive/immersive new media project

    1. What types of projects can I submit to IDFA DocLab?
    2. How can I submit my project?
    3. Can I submit a work-in-progress?
    4. I made a mistake on my entry form. Can I get back in to change it?
    5. I submitted a project, what happens next?
    6. How and when will I find out if my work is selected?
    7. What do I need to provide if my work is selected?
    8. If selected, how will my work be presented at the festival?
    9. Will I be invited to attend the festival?

    Payment

    1. Why do you charge an entry fee?
    2. How can I pay?
    3. What do I do if I can't use one of the provided payment methods?
    4. Do I have to pay before a certain date?
    5. How can I become eligible for a discount code?
    6. I already paid but I want to withdraw my submission. Can I get a refund?
    7. I get an error when I attempt to pay the fee. What should I do?
    8. Should I expect a confirmation e-mail that my payment went through?
    9. My film is being made with support from the IDFA Bertha Fund. Do I still have to pay the entry fee?
    10. My bank statement shows a payment made to a company called PayPal. Is this the payment to IDFA?
    11. Do I need to pay VAT?

    Submission of a film

    1. I want to submit my film to IDFA. What do I have to do?
    In order to submit your film you need to first read our regulations carefully. In the regulations you will find the general entry requirements and the entry requirements per program section. After establishing for which program section(s) your film is eligible, please go to MyIDFA in order to submit the online entry form and pay the entry fee. Please note that it is your responsibility to make sure to include a link to an online screener with a password that is valid up until the end of the festival. 

    2. What is the difference between world, international, European and Dutch premieres?
    i. World premiere: the first screening ever.
    ii. International premiere: the first screening of the film outside the country of production. Prior to IDFA, the film has only been screened in its home country. Example: a Canadian film that has only been screened in Canada is eligible for an international premiere at IDFA.
    iii. European premiere: the first screening in Europe. Prior to IDFA, the film has been screened outside the country of production but not yet in Europe. Example: a Chinese film that has been screened in China and the United States is eligible for a European premiere at IDFA. 
    iv. Dutch premiere: first screening in the Netherlands.
    Please note that IDFA gives priority to world premieres.

    3. Can I submit a work-in-progress?
    Although we strongly prefer to be sent final versions, we do accept works-in-progress. But please note that IDFA will view any film entry (whether submitted as a work-in-progress or a final version) only once. Rejected works-in-progress cannot be resubmitted when a newer version is available, nor for the following year.

    4. I made a mistake on my entry form. Can I get back in to change it?
    Once you have submitted an entry form, you can no longer change it yourself. Just send an e-mail to program@idfa.nl, and we will correct the information in our database.

    5. If selected, in which format will my film be screened at the festival?
    Once your film has been selected, you should deliver the screening copy as a DCP (2K/4K). IDFA requires all DCPs to be in XYZ colorspace encoded in JPEG2000. Presentation of other formats and video systems requires authorization from the festival.

    6. Why do the statistics on my Vimeo link show zero views?
    We view every film submitted to IDFA, but there have been instances in which our views are not recorded on Vimeo’s statistics. Films viewed via a third party player do not always record stats in the same way that films viewed via their direct link in a web browser are counted. Our system almost always utilizes a third party player to enable us to screen submissions. The vast majority of the films submitted to us are viewed in this manner, and therefore the view statistics are not always counted properly.

    Submission of an interactive/immersive new media project

    1. What types of projects can I submit to IDFA DocLab?
    IDFA DocLab is open to all sorts of works that use new media to represent reality, ranging from digital non-fiction storytelling and art to physical installations, virtual reality experiences, live performance and multimedia projects. The IDFA DocLab program and competition are open to unreleased projects, as well as projects that have been made publicly available on the internet after August 2017. Priority is given to projects that have not yet been presented at other events or festivals. For reference, see the IDFA DocLab page or IDFA DocLab Entry Regulations.

    2. How can I submit my project?
    Go to MyIDFA, submit the online entry form and pay the entry fee. Please provide us with the appropriate viewing materials. We can view interactive/immersive projects on most platforms/devices, including MAC, PC, iOS, Android, Steam, Sony Play Station, X-box, Oculus Rift, Samsung Gear, HTC Vive or Google Daydream / cardboard. In case of a performance, installation, or for a platform not specified above, please include visual/written documentation. 

    3. Can I submit a work-in-progress?
    We do not select unfinished projects, but do recognize that at the time of submission your project might be a rough draft. Although we strongly prefer to be sent final versions, we do accept works-in-progress. If your project is a work-in-progress at time of submission, please provide extensive visual and written documentation, including the date you will send us the final version as well as the contact details of the person providing it. Please note that we will not consider multiple iterations of the same work.

    4. I made a mistake on my entry form. Can I get back in to change it?
    Once you have submitted an entry form, you can no longer change it yourself. Please send an e-mail to doclab@idfa.nl, and we will make your changes in the database.

    5. I submitted a project, what happens next?
    Submitted projects will be considered
    (1) for the IDFA DocLab Competition,
    (2) as an installation for our festival exhibition,
    (3) as a performance at our live cinema events and/or
    (4) for the IDFA DocLab Online Database.
    Projects selected as part of the competition program are eligible for the IDFA DocLab Award for Digital Storytelling as well as the IDFA DocLab Immersive Non-Fiction Award.

    6. How and when will I find out if my work is selected?
    When a project is selected, the festival will notify the applicant, director, creator and/or producer no later than on October 12, 2018. Once your work has been selected, you may use the IDFA logo and the relevant IDFA laurel for publicity purposes. The files will be sent to you in digital form.

    7. What do I need to provide when my project is selected?
    Once a project is selected, you will be asked to provide the following:

    • Stills (jpeg, high resolution, at least 5Mb each).
    • Separate electronic press kit (EPK) with a passport-sized photo of the film’s director(s), a synopsis, a list of credits, biography and/or filmography. Additional material is welcome. 
    • A high res video file of the trailer (if applicable).
    • Any of the required materials to bring your project to life in the festival exhibition. This could be the link to a website, the final build of a VR project/game, or the pieces of an installation. This will be done in close cooperation with one of our exhibition producers.

    8. If selected, how will my work be presented at the festival?
    If selected, your work will be showcased as part of the annual IDFA DocLab Exhibition and/or one of the Live Cinema Events.

    9. Will I be invited to attend the festival?
    We want to encourage everyone to attend the festival and artists involved in a project selected for the DocLab program are eligible for a free guest badge. In some cases, we will also offer help with accommodation and travel expenses, however this support is limited and priority will be given to persons involved in specific festival events. Anyone who wishes to attend the festival must fill out the online accreditation form through MyIDFA.

    Payment

    1. Why do you charge an entry fee?
    IDFA greatly appreciates your submissions, and we sincerely hope that you see IDFA as a valuable launch pad for your creative documentary. Unfortunately, due to rising costs, we require a fee for each submission. This fee of €50 plus VAT will cover the processing and viewing of your film.

    2. How can I pay?
    We are offering the following methods to pay the entry fee:
    i. Credit cards: MasterCard, Visa and American Express
    ii. PayPal (digital wallet where you can securely store all payment options such as your bank account and credit card; if you don’t have a PayPal account yet, please go to www.paypal.com/int)

    3. What do I do if I can’t use one of the provided payment methods?
    If you don’t have the ability to use one of the above methods of payment, please send an e-mail to program@idfa.nl.

    4. Do I have to pay before a certain date?
    Payment should take place as quickly as possible and within two weeks after the submission of our online entry form. Entries will not be processed and taken into consideration until your payment has been received.

    5. How can I become eligible for a discount code?
    Discount codes are only available if someone from the IDFA staff has reached out to you. If you haven’t received a code already, you are not eligible.

    6. I already paid but I want to withdraw my submission. Can I get a refund?
    Unfortunately, we apply a no refund policy.

    7. I get an error when I attempt to pay the fee. What should I do?
    If you get an error while trying to pay, please send an e-mail to support@idfa.nl

    8. Should I expect a confirmation e-mail that my payment went through?
    If your payment was successful, you will receive a confirmation by e-mail.

    9. My film is being made with support from the IDFA Bertha Fund. Do I still have to pay the entry fee?
    If your film is being or has been made with support from the IDFA Bertha Fund, please send an e-mail to idfaberthafund@idfa.nl.

    10. My bank statement shows a payment made to a company called PayPal. Is this the payment to IDFA?
    Yes, this is possible, as PayPal handles all IDFA payments.

    11. Do I need to pay VAT?

    In case you fill out a company which is based outside the Netherlands as the billing address, you will not be charged additional VAT by IDFA, but you will have to pay your VAT duties in your own country.

    • If this is within the European Union, you need to fill in your VAT details in the billing address field. For general VAT rules within the EU please go to EU Tax and Customs info.
    • If your company is based outside the EU, IDFA will not charge VAT but you will need to check your tax regulations in your own country and act accordingly.

    All Dutch submissions and all submissions done by private persons only (with no company attached) will need to pay VAT and will be charged in the IDFA invoice.