Getting Film Submissions + Free Template

What entities typically benefit from a Submission Release?

Let’s look at who might need a Submission Release. 

Film festivals are the most common and obvious example. If you’re preparing to accept submissions for your next event, it’s common practice to have filmmakers submit a Submission Release along with their materials. 

Distribution companies will also typically require filmmakers to submit a Submission Release when they send in a film for distribution consideration. Similarly, production companies may require a version of this form when receiving submissions for acquisition and/or distribution. 

If you’re a smaller streaming platform accepting content submissions directly from independent filmmakers (like iNDIEFLIX, which streams indie films like the below documentary), you’ll likely benefit from a version of this form.

Some award committees might require filmmakers who submit their films for judgment to sign a Submission Release. 

Finally, if you’re inviting filmmakers to submit a film for inclusion in an exhibit or screening, you’ll want to consider adopting this form. Film archives accepting donations may also use a version of this form. 

In what cases would you need a Submission Release?

Whenever intellectual property changes hands, it’s a good idea to have some legal protections in place, both for the receiver and the submitter. 

More specifically, if your intent as an organization or individual is to program, acquire, distribute, review, or preserve films, a Submission Release can help clarify the terms of the submission, which in turn can prevent or reduce disputes down the line. By minimizing the risk of misunderstanding, you lay the groundwork for a smoother submission process, which is good news for both you and the filmmaker. 

To recap: a Submission Release explicitly lays out the terms the filmmaker is agreeing to by submitting their film to your organization.  

What should be included in a Submission Release?

Our Submission Release template is designed to be customizable to your needs. The template contains the following major sections that are typical in this type of document, but you can tailor the sections and language based on your organization or company. 

Submission requirements 

This section both lays out the requirements for eligibility and submission of the film, and clarifies that there is no obligation for you as the receiving entity to accept, screen, or award the film. 

Typically, your organization’s detailed eligibility criteria, due dates, content policy, and required non-film submission materials (such as synopsis, film poster, trailer, etc.) will be outlined on a submission platform or website. The Submission Release refers to that website for the exact submission terms the filmmaker is agreeing to. 

This section also clarifies that the decision to screen, review, award, or otherwise accept the submitted film is solely at the discretion of you as the receiver, and that the submission of a film does not create a relationship or partnership between the filmmaker and your organization. 

Submission fee and payment 

This section indicates where the filmmaker can find the submission fee amount for the genre and type of film they are submitting. It stipulates that the fee must be paid in full in order for the filmmaker’s work to be considered and states that the submission fee will not be refunded in cases of disqualification.

Grant of license 

This part of the document outlines the scope in which the filmmaker is permitting you to use their work. This includes the term and territory of the license, if applicable. For example, the license may be granted for the period of your film festival, or the geographic territory covered by your distribution company. 

It also includes the right to use clips or stills from the film in your company’s marketing materials. 

The rights of the filmmaker in relation to their film are also detailed in this section, including their right to be properly credited. 

Representations and warranties 

This section includes assurance that the filmmaker has the authority to grant rights to the film—in other words, that they are the owner of those rights (or authorized to act on the owner’s behalf). 

Also included is certification from the filmmaker that the film does not infringe on others' rights. For example, if the film contains needle drops, the filmmaker is certifying that they’ve properly licensed any music used.

Indemnification and releases 

The language in this part of the document helps to protect your organization from any third-party claims relating to the filmmaker or their work. 

The filmmaker agrees not to hold you or your company responsible for any breach of their representations and warranties in the previous section. For example, if they said they had licensed all their film’s music, but actually hadn’t, this section clarifies that you would not be held accountable for any legal or financial repercussions resulting from the unlicensed music use.  

The filmmaker also releases you from any liability caused by technical malfunctions or any injury or damage not caused by gross negligence or intentional harm. 

For example, say you had a projector malfunction at your film festival and were unable to screen several scheduled films. This section would help protect you against any claims or suits from filmmakers whose films were not screened due to this technical glitch. 

Remedies 

This section outlines options the filmmaker has if they feel their rights, as outlined in the Submission Release, have been violated by you or your organization. 

Governing law and jurisdiction

You’ll need to indicate which jurisdiction's laws will govern the agreement. For example, if your film archive organization is based in Seattle, the laws of Washington state will apply, and the state of Washington’s legal system will address any potential issues that arise. 

Signature and date

Finally, the document is completed with the signature of the submitter and recipient (or their authorized representatives) and the date of submission. 

Wrapping up

We hope you feel ready to proactively protect your organization and the filmmakers you work with by using our Submission Release template! 

Looking for more free, customizable templates? Explore our template library, which includes essential industry documents like a Certificate of Engagement, an IP Grant Agreement, and much more!