FAQ: Submitting your interactive/immersive project

    IDFA welcomes entries of all sorts of non-fiction artworks that use emerging media to represent reality, including web experiences, digital art, games, audio experiences, immersive experiences (such as VR/AR/MR, social VR and full dome films), physical installations, live performances and immersive theatre. For film submissions, please go to the separate IDFA FAQ page on how to submit your film.

    Read the regulations

    Submission of an interactive/immersive project

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

    Payment

    12. Do you charge an entry fee?
    13. Why do you charge an entry fee?
    14. How can I pay for the entry fee?
    15. What do I do if I can't use one of the provided payment methods?
    16. Do I have to pay before a certain date?
    17. How can I become eligible for a discount code?
    18. I already paid but I want to withdraw my submission. Can I get a refund?
    19. I get an error when I attempt to pay the fee. What should I do?
    20. I submitted my form and tried to continue to the payment page, but the page does not open or I see a blank page. What do I do?
    21. Should I expect a confirmation e-mail that my payment went through?
    22. My project is being made with support from the IDFA Bertha Fund. Do I still have to pay the entry fee?
    23. My bank statement shows a payment made to a company called Adyen. Is this the payment to IDFA?
    24. Do I need to pay VAT?
    25. I shouldn't have to pay VAT since my company is based in the EU, but I am charged with VAT in the payment page anyway. What do I do?

    Submission of an interactive/immersive new media project to IDFA DocLab

    1. What types of projects can I submit to IDFA DocLab?
    IDFA DocLab is open to all sorts of non-fiction artworks that use emerging media to represent reality, including web experiences, digital art, games, audio experiences, immersive experiences (such as VR/AR/MR, social VR and full dome films), physical installations, live performances and immersive theatre. 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 July 2020. 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 Entry Regulations. We can preview interactive/immersive projects on most platforms and devices, such as MAC, PC, iOS, Android, Oculus, VIVE, Steam, PlayStation, Xbox, etc. We can also consider projects made for other platforms, devices and VR/AR headsets. For projects using custum platforms or devices, please specify what’s required in the online entry form.

    2. What types of projects can I submit to IDFA on Stage?
    IDFA on Stage is a highly selective program of unique live events in which we explore the space between documentary film and performing arts. IDFA on Stage is open to live events/performances that combine documentary film elements with music, theater, dance, new media, etc. (e.g. Live Cinema projects, Experiential Cinema projects, Immersive Theater). Priority is given to projects that have not yet been presented at other events or festivals.

    3. What program section is my project eligible for?
    Submissions may be eligible for several sections. In case of selection, IDFA’s selection committees will decide for which section(s) a project is invited.

    4. How can I submit my project?
    Please go to MyIDFA in order to submit the online entry form and pay the entry fee. Please provide us with the appropriate viewing materials via a (password protected) streaming/download link or by uploading supporting documentation. We can preview interactive/immersive projects on most platforms and devices, such as MAC, PC, iOS, Android, Oculus, VIVE, Steam, PlayStation, Xbox, etc. We can also consider projects made for other platforms, devices and VR/AR headsets. For projects using custom platforms or devices, please specify what’s required in the online entry form. In case of a performance, live event, installation, please include visual/written documentation. If applicable, please also include a technical rider or instructions on how to install the project.

    5. 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 not be finalized. Although we strongly prefer to be sent final versions, we do accept works in progress for viewing purposes. 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.

    6. I made a mistake in 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.

    7. I submitted a project. What happens next?
    Submitted projects will be considered
    (1) for the IDFA DocLab Competition program,
    (2) for our physical festival exhibition,
    (3) for our live events program,
    (4) for our online and virtual exhibition program.

    Projects selected for the competition program are eligible for one of this year's IDFA DocLab Awards. In total, € 15,000 will be distributed among the winners to celebrate artistic excellence across immersive art, digital art and interdisciplinary installations and performance.

    8. 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 8, 2021. 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.

    9. 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)
    • A high res video file of the trailer (if applicable).
    • Any of the required materials to bring your project to life during the festival. 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 or event producers.

    10. 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 physical exhibition, the online/virtual exhibition program, our live events program and/or IDFA on Stage.

    11. Will I be invited to attend the festival?
    We want to encourage everyone to attend the festival; artists involved in a project selected for the IDFA DocLab program are eligible for a free guest pass. 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. In 2021, invitations to travel to Amsterdam will also be informed by world wide travel restrictions due to the COVID-19 pandemic. Anyone who wishes to attend the festival must fill out the online accreditation form through MyIDFA.

    Payment

    12. Do you charge an entry fee?
    Yes we do. To submit an interactive/immersive new media project or a performance, the entry fee is € 50. The entry fee for students is € 20 (this is automatically calculated when filling in the entry form). All official partners of the IDFA DocLab R&D Program will receive fee waivers as part of the existing contract. If the main country or countries of production is on the IBF country list you are eligible for a discount. Please write to doclab@idfa.nl to request a fee waiver.

    13. 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 project. Unfortunately, we have to charge a fee for each submission. This fee will cover the processing, careful viewing, and reviewing of your project.

    14. How can I pay for the entry fee?
    After submitting the entry form in MyIDFA, you will be redirected to the payment page. Payments are handled by Adyen. We are offering the following methods to pay the entry fee:

    i. Credit cards: MasterCard, VISA, and American Express
    ii. iDEAL (for entries submitted from the Netherlands)

    15. 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.

    16. 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. Entries cannot be taken into consideration if the payments are completed after our final entry deadline.

    17. How can I become eligible for a discount code? If the film's main country (or countries) of production is on the IBF country list, it is eligible for either a discount or a fee waiver based on IDFA's discretion. IDFA also offers a discount for students. Requests can be made by sending an email to doclab@idfa.nl.

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

    19. 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 program@idfa.nl.

    20. I submitted my form and tried to continue to the payment page, but the page does not open or I see a blank page. What do I do?
    In order to solve the problem, we advise you to open the page in Google Chrome and make sure to pause all ad blockers that may be running on the page. If the problem persists, please send an e-mail to program@idfa.nl.

    21. Should I expect a confirmation e-mail that my payment went through? If your payment was successful, the payment page will state this. You will receive a confirmation by email after your submitted entry form has been processed by IDFA.

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

    23. My bank statement shows a payment made to a company called Adyen. Is this the payment to IDFA?
    Yes, this may be the case, as Adyen handles all IDFA payments.

    24. Do I need to pay VAT?
    In case you fill out a company which has a billing address based outside the Netherlands, 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. Please make sure to fill out the correct VAT information in the billing details on the entry form, as this cannot be adjusted on the payment page. If you forget to fill out your VAT number you will be charged VAT. If you made a mistake in filling out the VAT information, please send an email to program@idfa.nl before completing the payment, as this is the only way to still edit the information. IDFA cannot refund VAT after the payment has been completed.
    • 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.

    25. My company is based in the EU and I shouldn’t have to pay VAT, but I am charged VAT in the payment page. What do I do?
    If you've already submitted your form and continued to the payment page, you can no longer edit the billing information yourself. Please send an email to program@idfa.nl before completing the payment, as this is the only way to still add this information. IDFA cannot refund VAT after the payment has been completed.

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