RULES AND REGULATIONS FOR FILM SUBMISSIONS

1. Deadlines and Conditions

1.1. About the festival:
CPH:DOX – Copenhagen International Documentary Film Festival – is a part of The Foundation of the Copenhagen Film Festivals. The next edition of CPH:DOX takes place March 15-25, 2018.
1.2. Submission formats:
The festival is open to films of any duration including serials, VR and AR experiences, and other audiovisual formats.
1.3. Deadlines for submissions:
Films that have premiered after April 1, 2017, are eligible to apply. The deadlines are:
* September 1 for films completed before that date.
* December 1 for films completed after the first deadline.
Films selected for the festival are notified immediately, and all submitted films will be notified no later than Monday February 12, 2018. Please note that the festival is not able to respond with reviews and feedback to individual films.
1.4. Entry fees:
An entry fee of 150 DKK (approx. 20.00 EUR) applies to all film submissions of more than 30 minutes. The entry fee for films of less than 30 minutes is reduced to 75 DKK (approx. 10.00 EUR).
1.5. Premiere policy:
For competitions (see 2.1.), the Festival gives priority to World Premieres and, secondarily, International and European Premieres. Films that have already been shown in Denmark or on national Danish television, or have been available on VOD platforms accessible from Denmark, are not eligible for selection unless specific authorisation has been given by the CPH:DOX Programme Department. If a film is sold for distribution (cinema, TV, VOD) after the acceptance of an invitation to screen at CPH:DOX, it is mandatory for the rights holder to notify the festival.

2. Sections and Competitions

2.1. Sections and competitions:
The festival selects films for seven international competitions and for a number of non-competitive sidebars. The seven competitions are:
* DOX:AWARD
International main competition (features).
* NEW:VISION AWARD
Experimental and artists’ films (shorts, midlength films and features).
* NORDIC:DOX AWARD
Films from the Nordic countries (midlength films and features).
* F:ACT AWARD
Films from the field between investigative journalism, activism and documentary (features).
* NEXT:WAVE AWARD
Innovative films by emerging filmmakers (shorts, midlength films and features).
* THE POLITIKEN AUDIENCE AWARD
Handed out to one of 10 nominated films with potential for distribution (features).
* DOC ALLIANCE AWARD
For documentaries selected by the member festivals of Doc Alliance (features).
2.2. Prizes:
The winning film in each competition is selected by different juries with the exception of the Politiken Audience Award. Each prize goes to the director(s) of the winning films and is a cash prize of 5.000 euros with the exception of the Next:Wave Award of 2.000 euros, and the Politiken Audience Award. In addition to the prize the juries are free to hand out Special Mentions in the relevant competition categories.
2.3. Promotion:
Producers and distributors of participating/winning films are requested to include in future promotional material the mention of participation in / winning of an official competition at CPH:DOX, along with the festival’s logo, available on request.

3. Preview Links and Materials

3.1. Requested materials:
The applicant is requested to either submit an online preview link or send a DVD / Blu-ray screener of the film. Please indicate in the entry form if the submission is a rough cut or a work in progress. Please note that DVDs / Blu-rays will not be returned.
3.2. Address:
All DVD / Blu-ray screeners and other physical material should be sent to:
CPH:DOX
Att. Programme Dept.
Tagensvej 85 F
DK 2200 Copenhagen N
DENMARK
Phone: +45 3393 0734
Fax: +45 3312 0075
3.3. Proforma invoice:
For all letters sent from outside the European Union, please mention “Temporary export. For cultural purposes only. No commercial value. Insurance value for custom purpose only. No commercial transaction involved” and mark “No value”, or not more than “10 US$”.

4. Selected Films and Materials

4.1. Screening formats:
The festival is able to screen DCP, Blu-ray, 35mm and 16mm film. For short films, the festival is also able to screen h.264 files.
4.2. Requested materials:
The festival must receive a completed entry form as well as the materials requested below for all selected films in order to prepare the festival catalogue and online presentation of the programme. The requested materials should be submitted as soon as possible upon acceptance of the invitation, but no later than February 1, 2018. The festival accepts no liability for inaccuracies in submitted materials. The written programme notes are entirely at the discretion of the festival.
4.3. Catalogue and website credits:
The international festival catalogue and festival website will include the following credits: original title, international title, director, running time, country(ies) of production, year of production, premiere status, production company, producer, and sales contact including email address. For films in competition, the director’s portrait photo and filmography will be printed in the international catalogue.
4.4. Stills:
All submitted films are requested in the entry form to provide a selection of stills in high resolution (print quality) which the festival will be free to use for promotional and press purposes.
4.5. Trailer and video files:
Films selected for the festival are requested to provide a trailer and a downloadable video file of the final version of the film (preferably in the h.264 format) for internal and press use, and for CPH:MARKET (see 4.6.). All submitted films are asked to provide a trailer which the festival will be free to upload to its own channels and embed on its website. If a trailer is already publicly available, the festival will be free to upload and embed it in order to promote the film and its selection. The festival has permission to use excerpts from selected films, with a maximum of 3 minutes, nationally and internationally for promotional purposes (for short films, the total duration of the excerpts is not to exceed more than 10% of the film’s running time).
4.6. CPH:MARKET:
Titles selected for the festival’s official programme are included in the digital screening market CPH:MARKET, unless otherwise indicated on the entry form. CPH:MARKET is accessible for registered festival professionals at an on-site video library and online during the festival, as well as online for 30 days after the festival.
4.7. Subtitle policy:
Films are screened in original language versions with English subtitles unless the dialogue is already in English. Films selected for the childrens’ film section might be dubbed to Danish in case of which the producers will be contacted. If necessary, and only with the approval of the Festival, a film can be subtitled using an electronic subtitling system.
4.8. Screening schedule:
Scheduling of the public screenings and Press & Industry screenings is entirely at the discretion of the festival.
4.9. Withdrawal:
A selected and confirmed film cannot be withdrawn from the programme after January 2, 2018.

5. Dispatch of Screening Prints of Selected Films

5.1. Shipment of prints:
Detailed print shipment information will be provided upon selection of the film.
5.2. Print availability:
Unless authorized by the festival, the screening print must be made available for the whole festival period and must arrive in Denmark before Friday February 23, 2018. The sender is requested to inform the festival on the means of dispatch, date of shipment and Airway bill number. In case the festival will share the screening print with another festival it is the responsibility of the participant to inform both festivals of correct shipping addresses and all contact details.
5.3. Shipment policy:
The festival offers to cover inbound and outbound shipments of screening prints, unless the print is being forwarded to another festival which is then expected to cover the outbound shipment from Copenhagen.
5.4. Proforma invoice:
A proforma invoice must accompany the screening print stating the name of the sender, the title of the film, format, running time, and whether it is in colour or black & white. Please state: “Temporary export. For cultural purpose only. No commercial value. Insurance value for custom purpose only. No commercial transaction involved.”
5.5. Return of prints:
All screening prints will be returned within four weeks after the festival. It is the responsibility of each participant to inform the festival in due time about (any change in) the details of the return address as well as the desired date of arrival at the return address.
5.6. Print insurance:
The insurance of the copies comes into effect the moment the film has arrived at the festival’s office or has been received by the agent at Copenhagen 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.
5.7. Print damage:
Damage to a screening 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.

6. Conclusion

Entry and participation of films implies unconditional acceptance of these rules and regulations. In unspecified cases, any final decisions are at the discretion of the festival.