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Online showcases normally expect you to control, or have written permission for, every element in your web series and to authorize screening, streaming and promotion. At submission, you usually provide a secure screener and detailed entry data. If selected, you may need a final exhibition file, English subtitles or captions, stills, poster art, trailer, synopsis, credits, press information and signed releases. The exact license, premiere rule, file specification and publicity permission depend on the showcase, category and edition.
Rights to secure before you submit
You should submit as the copyright owner, producer with authority from the owner, or an authorized representative. Your paperwork should show that you can grant the showcase the rights stated in its rules. A festival can accept a project provisionally yet still require you to replace or clear material before public exhibition.
Music, footage and other copyrighted material
SeriesFest places responsibility on the submitter for clearing music, stock footage and other copyrighted elements before a selected project is screened publicly. Sundance gives the same practical warning: if a submitted project contains unlicensed or uncleared material, its owner must license, clear or replace it if Sundance or another entity accepts the project. A music track that was legal for a private web upload may not include the synchronization, master-recording or public-performance rights needed for festival exhibition.
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Trademarks, names and likenesses
Sundance requires permission for trademarked and copyrighted material before public exhibition. The World Health Organization’s Health for All Film Festival rules also require originality and permissions covering names, likenesses, biographies, photographs and clinical details, with supporting permissions available on request. Keep signed releases for performers, interview subjects, locations and anyone whose private or identifying information appears in the series.
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Warranties and indemnity
Tribeca requires a release that covers clearances, warranties that the organizer may exhibit and promote the project, and indemnity for related claims. In practical terms, you may have to promise that your submission does not infringe another party’s rights and agree to handle claims arising from a breach. Read the warranty and indemnity language separately from the creative submission form; they can create obligations beyond simply allowing a screening.
What license does a showcase receive?
A submission normally grants a non-exclusive permission to screen, exhibit, stream, broadcast or promote the project for the purposes and period stated in the rules. Non-exclusive means you generally keep the copyright and can license the series elsewhere, but the scope, duration, territory and media still matter.
| Showcase or rule set | License or rights language | Practical point |
|---|---|---|
| Cue Film Fest | Non-exclusive, worldwide, royalty-free license for screening, streaming and promotional use for two years. | Check the two-year end date and the broad worldwide territory before accepting. |
| WHO Health for All Film Festival | For winners, a perpetual, non-exclusive, sublicensable, worldwide license to reproduce, publish, disseminate, exhibit and otherwise use the video in any format or medium, including additional events. | Winner status can expand a temporary exhibition permission into a perpetual, multi-media license. |
| RTV | A private screener alone does not grant republication rights. Supplied poster, stills, trailer, synopsis, biography and credits may be separately authorized for promotion. | Do not assume that sending a review link permits the organizer to repost the episode or every asset. |
| VIDO TV & Film Festival | Creators retain 100% ownership of their content and underlying rights; its delivery rules still require exhibition materials and an executed license agreement. | Ownership retention and a meaningful exhibition license can coexist. |
Look for separate wording covering the screener, the final exhibition file and publicity assets. A license may permit a festival to use a trailer, still or biography even when it cannot republish the full episode. Check whether the organizer may sublicense to partners, show the work at additional events, archive it after the festival or use excerpts in advertising.
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Do you keep ownership after selection?
Usually, yes: an exhibition license is not an assignment of copyright. VIDO expressly says creators retain 100% ownership of content and all underlying rights. You can therefore continue distributing the series unless another contract limits that distribution. However, ownership does not make every use available to you or the showcase. A perpetual, sublicensable winner license such as the WHO language can let the organizer reproduce, publish and exhibit the video worldwide in any medium while you remain the owner.
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Before signing, record four boundaries in your rights log: whether the license is exclusive, how long it lasts, where it applies and what media or uses it covers. Note any winner-only expansion, archival permission, sublicensing clause and obligation to attend or provide promotional support. If the rules are silent, ask the organizer to confirm the term and permitted uses in writing.
What you submit at the entry stage
Entry requirements usually split into a review screener and information about the series. Prepare the following before opening the application.
Secure screener
Provide a password-protected or otherwise secure link, or upload the file in the platform specified by the showcase. Sundance requires a multi-episode submission as one continuous file or link and sets a 10GB ceiling for episodic categories. If a platform asks for one file, join episodes in order and include clear episode cards or title slates so reviewers can identify the sequence.
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Series and team data
Rio Webfest lists the title, production location, submission type, links to two episodes or one one-off video, any required password, synopsis, director, producer, cast, crew and promotional poster artwork. SeriesFest uses FilmFreeway’s Secure Online Screener and asks selected projects for a completed information form containing a logline, pilot synopsis, season outline, character descriptions, producing team, goals and creator statement. Keep one master document with consistent spelling, running times and credits so the application and later press materials match.
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Technical checks before upload
- Test the screener in a private browser window and on a second network.
- Confirm that the password, expiration date and download permissions work for reviewers.
- Check that the link opens without requiring your personal account.
- Verify that all episodes, audio tracks and subtitles are present and in the required order.
- Save a copy of the submitted file and the exact entry text for your records.
What selected projects must deliver
Selection normally triggers a second, more formal delivery phase. VIDO’s published package is a useful model: a final exhibition file, preview clip, posters, stills, synopsis, cast and crew credits, closed captions and an executed license agreement. It also requires English subtitles for all submitted content. SeriesFest similarly says selected entrants may need exhibition copies and press or publication assets, and that rights clearances must be complete before public screening.
| Deliverable | What to prepare | Why it matters |
|---|---|---|
| Final exhibition file | The approved master in the showcase’s requested codec, resolution, frame rate and audio layout. | Review screeners are often not suitable for a public venue or platform. |
| Subtitles and captions | English subtitles when required; closed-caption files or a captioned master when specified. | Language access and accessibility are separate requirements from a transcript. |
| Poster and stills | High-resolution poster art plus selected production stills, with permission for promotional use. | Organizers use these in schedules, web pages, social posts and press materials. |
| Trailer or preview clip | An approved short clip with music and image rights cleared for promotion. | Promotional use may be licensed separately from screening the series. |
| Synopsis and credits | Logline, short and long synopsis, director and producer details, complete cast and crew credits. | Accurate metadata prevents errors in catalogues and introductions. |
| Press information | Director biography, portrait, production notes, goals and creator statement where requested. | These materials support announcements, interviews and selection publicity. |
| Signed documents | Executed license agreement, releases and any requested clearance evidence. | The showcase may not publish or screen until the paperwork is complete. |
RTV identifies poster, stills, an approved trailer, synopsis, director biography, portrait, credits, production notes and the selection result as publicity materials that may require explicit authorization. Treat each asset as its own rights item: a photographer, actor or composer may have rights in a still or trailer even when you own the series copyright.
Subtitles, captions and other accessibility requirements
Do not wait for selection to discover that your master cannot meet the language rules. Sundance requires on-screen English subtitles at submission when a project contains significant non-English dialogue. VIDO requires English subtitles for all submitted content and lists closed captions among possible delivery materials. Subtitles translate or transcribe dialogue; closed captions additionally identify relevant sound, speakers and other audio information for deaf or hard-of-hearing viewers.
Audio description, accessible transcripts, caption file formats and reading-speed limits vary by showcase. Treat them as technical deliverables, not optional marketing extras, and request the final specifications after selection. Keep subtitle and caption files synchronized to the final locked picture; a late edit can shift every cue.
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Premiere status and prior online release
An existing YouTube or other online release does not automatically disqualify a web series. Sundance applies category-specific public-availability cutoffs, while Rio Webfest’s published rules focus on entry data and episode links. The decisive language may concern world, national, regional or online premiere status, and it can change between editions or categories.
Check the current rules for the exact edition before submitting. Record the date and territory of every public release, including a trailer or pilot posted separately. If a form asks whether the series is publicly available, answer precisely rather than describing an unlisted screener as a public release. Ask the organizer in writing when the wording is ambiguous.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.A comparison checklist for any showcase
Use this checklist to compare programs without assuming that one festival’s terms apply to another:
- Authority: Can you prove ownership or authorization for the series and every incorporated element?
- Clearances: Are music, footage, performances, trademarks, names, likenesses, photographs and sensitive information covered?
- License: What are the duration, territory, media, purposes, exclusivity and sublicensing rights?
- Winner expansion: Do winner terms become perpetual, worldwide or applicable to additional events?
- Publicity: Are the poster, stills, trailer, synopsis, biography, portrait and credits licensed separately?
- Availability: What premiere, prior-release and blackout rules apply to this category?
- Files: What screener size, upload method, exhibition master, audio and naming specifications are required?
- Accessibility: Are English subtitles, closed captions, audio description or transcripts required, and at which stage?
- Operations: What are the deadlines, fees, attendance expectations and promotional obligations?
A practical rights-and-deliverables workflow
- Create a rights spreadsheet listing each song, clip, image, performer, location, trademark and personal-data element.
- Attach the relevant license or release, noting territory, term, media and promotional permission.
- Export a compliant screener and test its link, password, subtitles and audio.
- Prepare standardized metadata: title, logline, synopses, episode order, running times, credits and team biographies.
- Read the current edition’s submission, premiere and license clauses together, not as isolated checkboxes.
- If selected, lock the exhibition master before creating captions, subtitles, stills and the trailer package.
- Return the signed license and any clearance evidence by the stated deadline, retaining the version you signed.
- Track the license end date, permitted territories and any continuing archival or promotional use.
Common problems and how to fix them
A song is cleared only for social media
Replace it or obtain a license that covers public exhibition, streaming and promotion. Do not rely on a platform’s automatic music license to cover a separate festival screening.
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The screener works for you but not for reviewers
Use a private test account or browser, remove account-only access, extend the link through the review period and provide the password exactly as the form requests.
The final file has no captions
Commission or create synchronized captions from the locked master, then test speaker identification and sound cues before delivery. Keep the caption file and a captioned reference export.
You supplied a trailer without a separate permission
Confirm that the trailer’s music, artwork and performances are cleared for promotional use and that the showcase’s license expressly covers those assets.
You discover an earlier public release after submitting
Tell the showcase promptly, identify the date and territory, and ask whether the category’s premiere rule still permits the entry. Do not quietly alter the release record.
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