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Clear out junk files and repair common Windows errorsFree Scan →Scan for outdated or missing drivers - takes under a minuteDriver Scan →Online showcases generally expect you to control, or have permission to use, every element in your web series; grant a limited exhibition and promotional license; and supply a review screener with complete metadata. If selected, you may also need a final exhibition file, subtitles or captions, stills, poster art, trailer, synopsis, credits, press information and signed releases. The exact obligations depend on the showcase, category and edition, so read the current rules before submitting.
The rights you need before submitting
Submission does not transfer ownership of your series. It does, however, require you to be able to authorize the showcase to review, screen, stream or promote the work under its rules. You should be the copyright owner, an authorized producer or a representative with written authority from all relevant rights holders.
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Copyrighted production elements
Clear music, stock footage, photographs, artwork, scripts, clips and other third-party material for the uses the showcase contemplates. SeriesFest places responsibility for music, stock footage and other copyrighted elements on the submitter and says selected projects must be cleared before public screening. Sundance gives the same practical warning: if a submitted project contains unlicensed or uncleared material, the owner must license, clear or replace it if the project is accepted.
Performances, names and likenesses
Obtain releases from performers and anyone whose name, image, voice, biography or personal story appears in the series or its publicity. The World Health Organization’s Health for All Film Festival rules specifically require originality and permissions for names, likenesses, biographies, photographs and clinical details, and reserve the right to request supporting permissions.
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Trademarks and recognizable brands
Sundance requires permission for trademarked and copyrighted material before public exhibition. A clearance review should cover logos, products, locations, artwork and dialogue that could imply endorsement or create a false association.
Warranties, indemnity and authority
Some entry agreements go beyond a simple permission to screen. Tribeca requires a release addressing clearances, warranties that the showcase has exhibition and promotion rights, and indemnity for related claims. Read who bears legal costs, whether the obligation covers promotional materials as well as the episodes, and whether liability is limited or open-ended before signing.
- Keep written licenses and releases for music, footage, artwork, performers, locations and personal stories.
- Confirm that each license covers online streaming, public exhibition, festival promotion and the territory and duration in the entry terms.
- Check that your agreement with a distributor, employer, commissioner or co-producer lets you submit the series and grant the required rights.
- Prepare to provide copies of permissions if the showcase asks for them.
What license you grant when the showcase selects you
The entry form or selection agreement normally grants a non-exclusive license. That means you keep ownership and can usually continue exploiting the series, while the showcase receives defined permission to use it for the event and related promotion. “Non-exclusive” does not mean narrow in every other respect; duration, territory, media and sublicensing can still be broad.
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1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsA typical limited exhibition license
Cue Film Fest describes a non-exclusive, worldwide, royalty-free license lasting two years for screening, streaming and promotional use. A term like this can cover the event page, online playback, trailers, social clips and archived promotional material, depending on the wording. Check whether the two-year period begins at submission, selection or the first screening.
Winner-only expansions
Winner terms may be substantially broader than ordinary finalist or exhibitor terms. The WHO Health for All Film Festival’s winner language grants a perpetual, non-exclusive, sublicensable, worldwide license to reproduce, publish, disseminate, exhibit and otherwise use the video in any format and any media, including additional events. Treat a winner agreement as a new rights decision, not as a routine extension of the submission form.
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Screening rights versus publicity rights
Separate the license for the episodes from permission to use your marketing assets. RTV’s rules identify a poster, stills, an approved trailer, synopsis, director biography, portrait, credits, production notes and the selection result as publicity materials that may be authorized separately. Ask whether the showcase may edit, translate, crop or combine those assets, and whether you must approve each use.
Private screeners are not republication permission
RTV states that sending a private screener alone does not grant republication rights. A password-protected review link lets the organizers evaluate the work; it is not automatically permission to upload the episode publicly, sublicense it or reuse it in a different program. Look for a distinct grant covering public exhibition and promotion.
| Term to compare | Questions to ask | Why it matters |
|---|---|---|
| Exhibition media | Does the license cover in-person screening, streaming, broadcast, social clips or only judging? | “Screen” may not include every online use. |
| Duration | When does the term start, and when does it end? | Promotion or archives may continue after the event. |
| Territory | Is it local, regional or worldwide? | A worldwide grant can affect other distribution deals. |
| Sublicensing | Can the showcase authorize partners, broadcasters or other events? | Sublicensing can expand who may use the series. |
| Winner expansion | Do winner or award terms become perpetual or broader than finalist terms? | Selection can trigger a materially different contract. |
What you submit for the initial entry
Review screener
Provide a working, secure link or upload in the format the showcase specifies. Sundance requires multi-episode submissions to be supplied as one continuous file or link for episodic categories and sets a 10GB ceiling. A private, password-protected screener should play without special software, expire after the judging window only if the rules permit, and identify the correct episode order.
Entry data and episode links
Rio Webfest lists the core data expected in an entry: title, production location, submission type, links to two episodes or one one-off video, a password when needed, synopsis, director, producer, cast, crew and promotional poster artwork. Have consistent spellings and credits across the form, video, poster and press kit.
Series information for programming decisions
SeriesFest uses a Secure Online Screener through FilmFreeway and asks selected projects to complete an information form containing a logline, pilot synopsis, season outline, character descriptions, producing team, goals and creator statement. Even when a showcase does not list every field at entry, prepare these materials so selection does not create a last-minute scramble.
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- Use a stable, tested screener link and supply the password exactly as requested.
- Label the file or landing page with the series title, version and running time.
- Keep the synopsis, logline and season outline spoiler-aware and factually consistent.
- Check that every person listed in the credits has approved the spelling and role.
Deliverables after selection
Selection usually triggers a second, more technical delivery stage. VIDO’s published package is a useful example: final exhibition file, preview clip, posters, stills, synopsis, cast and crew credits, closed captions and an executed license agreement. It also requires English subtitles. SeriesFest similarly warns selected entrants to provide exhibition copies and press or publication assets and to complete rights clearances before public screening.
Final exhibition file
Do not assume the judging screener is the exhibition master. Ask for the required container, codec, resolution, frame rate, audio layout, maximum file size, naming convention and delivery deadline. If the showcase has not published specifications, request them in writing after selection. Keep an unchanged master and make a delivery copy so a technical conversion does not damage your archive.
Subtitles, captions and accessibility files
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. These are not interchangeable: subtitles generally translate or transcribe dialogue, while closed captions also identify relevant sound effects and speaker information. Ask whether the showcase wants captions burned into the picture, a separate timed-text file, or both.
Audio description, sign-language interpretation and other accessibility formats are showcase-specific. Do not promise a format you cannot deliver; ask for the final accessibility specification, file standard and deadline once selected.
Publicity and press package
Prepare high-resolution poster art, still photographs, an approved trailer or preview clip, a short and long synopsis, director biography and portrait, cast and crew credits, production notes and a creator statement. Supply only images and text you have permission to license for promotion. If the showcase asks for an approval process, identify one person who can respond quickly without changing the rights grant.
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Executed agreements and supporting clearances
Return the signed license or release by the stated deadline and retain a fully countersigned copy. Keep a rights folder containing music cue sheets, performer releases, location permissions, stock licenses, trademark permissions and any chain-of-title documents. A showcase may request evidence before confirming a public screening.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Premiere status and prior online release
An existing YouTube, Vimeo or website release is not automatically disqualifying. Sundance applies category-specific public-availability cutoffs, while Rio Webfest’s published rules focus on entry data and episode links. The decisive language is usually “world premiere,” “international premiere,” “not publicly available,” or a date-based availability rule in the current edition.
Questions to answer before entering
- Does your category require a premiere, or merely accept completed online series?
- Does “publicly available” include an unlisted link, a paid platform, social clips or only a full episode?
- Is the cutoff measured on the submission date, selection date or screening date?
- Must you take episodes offline during the showcase or only avoid new public releases?
- Do winner terms permit additional events that could affect a later premiere elsewhere?
Save a copy of the current edition’s rules and ask the programming contact for a written answer when the wording is ambiguous. Do not hide an earlier release; inaccurate premiere information can create a contract or eligibility problem.
A practical submission workflow
- Map ownership. List every episode element, owner, license, territory, term and permitted use.
- Clear gaps. Replace or license uncleared music, footage, images, performances, marks and personal material before public screening.
- Read the entry grant. Mark exhibition, streaming, promotion, duration, territory, sublicensing, indemnity and winner clauses.
- Build the screener. Combine episodes as required, test playback, verify captions or subtitles and stay under stated limits such as Sundance’s 10GB ceiling.
- Standardize metadata. Finalize title, logline, synopsis, episode links, credits, production location, director, producer, cast and crew.
- Submit and archive. Save the confirmation, submitted file, rules and signed form.
- Prepare the selection package. Export the exhibition master, preview clip, poster, stills, press copy, subtitles, captions and agreements in the requested formats.
- Confirm publication. Approve the exact assets and release dates the showcase will use, especially if publicity rights are separate.
Common problems and how to prevent them
“I own the series, so every element is cleared.”
Ownership of the finished episodes does not necessarily include music, stock footage, performer likenesses, trademarks or personal information. Maintain element-level permissions and verify that online exhibition is included.
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The screener works, but the exhibition file fails
A review link can hide codec, audio, caption or size problems. Request technical specifications early, run a full playback check after export and deliver a checksum or confirmation if the showcase uses one.
Publicity assets create a new clearance issue
A still or trailer can contain a recognizable person, logo, artwork or song that is absent from the final episode. Clear promotional files separately and provide an approved substitute when necessary.
A broad winner license is accepted without review
Perpetual, worldwide and sublicensable terms can outlast your other distribution plans. Compare the winner agreement with existing contracts and obtain legal advice when the grant covers reproduction, publication or any media rather than a defined event.
Accessibility is treated as an afterthought
English subtitles may be required at entry, and closed captions may be required at delivery. Budget time for an accurate transcript, caption timing, speaker identification and quality control instead of generating a file minutes before the deadline.
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What the published rules do not establish
Official rules reviewed for these showcases do not provide a reliable cross-showcase average for selection rates, audience exposure, license fees or creator earnings. Treat any claim about typical reach or payment as program-specific unless the showcase publishes verifiable figures. The enforceable facts are the eligibility language, rights grant, technical specification, deadline and signed agreement for your edition and category.
Quick Recap
Creator’s final checklist
- Authority to submit and grant exhibition and promotion rights.
- Music, footage, artwork, trademarks, performances, names, likenesses and personal-story permissions.
- Review screener that meets episode, link, password and file-size rules.
- Accurate title, logline, synopsis, season outline, character descriptions and complete credits.
- Premiere and prior-release status checked against the current category rules.
- Final exhibition file in the requested technical format.
- English subtitles where required; closed captions or other accessibility files where requested.
- Poster, stills, trailer, synopsis, biographies, portraits, production notes and selection-result permissions.
- Signed license, release, warranty and indemnity terms reviewed and retained.
- Deadlines, attendance, fees and promotional obligations recorded on one delivery schedule.
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