(Last Updated July 6, 2012)


Tracking Policy

It is your sole responsibility to track and log all Submissions and associated materials, including the exact Submission entry fee payment received, (collectively defined as “Submissions Materials”) that you receive as part of a Submission via the Festival Services. You agree to acknowledge to Entrants and WAB the receipt of Submission Materials through the Festival Services’ tracking tool within 10 business days of receiving such materials and during your Competition’s (as defined in the Festival Participation Agreement) Submission entry period, i.e. the time period from the day you open your call for Submissions to the day your Competition begins, as instructed below. Accurate and timely tracking will also significantly minimize support inquiries from your submitters. You agree that any false reporting of received Submissions Materials will constitute a material breach of our Agreement.


Close X

More about Secure Online Screeners


CONVENIENT
Withoutabox offers the fully-bundled, online festival submission, including online data, online fee payments, online press kits, and Secure Online Screeners — so festivals have nothing at all to receive in the mail and nothing to track physically.

SECURE
All video screeners are securely hosted by IMDb. Access is restricted to the filmmaker and to any festivals to which the film is submitted. Links to the screener are only clickable through Withoutabox accounts via "signed URLs," so they cannot be forwarded or shared outside those authorized users.

HIGH-QUALITY
Judges are able to view films in full-screen and at the quality filmmakers provide, including up to 1080p HD playback.

JUDGE-FRIENDLY
Festivals that accept Secure Online Screeners generally prefer them over other formats, because multiple judges can "check out" films simultaneously, while hours are not wasted trafficking DVDs. This is especially helpful when judges are geographically dispersed or mobile.

GREEN-CONSCIOUS
DVDs, Amaray cases, and 4-color inserts are highly toxic and wasteful. Mailing them adds deforestation and global warming to the damage. More than a million DVDs are submitted to festivals every year. By participating in accepting Secure Online Screeners, you're giving the planet a needed break.

ECONOMICAL
Uploading content is free for filmmakers and fully self-service.

Payment. Funds will be paid for those entries that you have logged in via the online Tracking Tool as “blue In Consideration” by the last day of the preceding month provided that your account details are in place at the time of payment processing. (Example: August 15 payment will include submissions marked as “blue In Consideration” by July 31.)


Tracking Eligibility and Limitations. You acknowledge that your window for tracking Submissions is limited to your current Submission entry period, i.e. the time period from the day you open your call for Submissions to the day your Competition begins After the completion of your Competition, the Submissions that you received via the Festival Services will be archived in the Festival Services’ systems and while you will continue to have access to submissions data at all times, you will no longer have the ability to track or receive Submission Materials through such systems for such completed Competition. Once we release Submission payment to you for a Submission, you may no longer make changes to the status of the Submission within the Festival Services, including its tracking status, category of entry, and fees owed. It is imperative that you track submissions accurately, and per the definitions below.


Tracking Status Definitions. You agree to adhere to the following tracking statuses when acknowledging submission materials:


SUBMITTED Awaiting acknowledgement or receipt of materials
The system default is “red Submitted,” and a Submission’s status should not be changed until the status has changed per the below criteria.

You must keep the Submission status as “red Submitted” until one or more of the following conditions have been met:

  • If you receive the Secure Online Screener or Screenplay file through the Festival Services and we confirm to you the Entrant’s online payment has been received through the Festival Services, then you must change the status to “blue In Consideration”.
  • If you directly receive the Submission copy (film or screenplay) by mail and the Entrant’s online payment has been received through the Festival Services, then you must change the status to “blue In Consideration”.
  • If you directly receive the Entrant’s payment by mail and the Submission copy (film or screenplay) by mail, then you must change the status to “blue In Consideration”.
  • If no payment is required for entry to your Competition (i.e. you do not charge an entry fee, or you have granted a fee waiver), and you receive the Submission copy (film or screenplay) by mail or through the Festival Services, then you must change the status to “blue In Consideration”.

Do NOT change the tracking status of a “red Submitted” Submission if one of the following circumstances applies:
  • Secure Online Screener has NOT been uploaded, or
  • ONLY the credit card payment by Entrant has been submitted.


ACKNOWLEDGED Partially satisfied and not yet in consideration
In the event that an Entrant has submitted a Submission to the wrong category entry or sent in an incomplete Submission (e.g. payment is missing, the wrong amount was paid, or they sent a damaged screener), the Submission status should be marked “yellow Acknowledged” and you should notify Entrant of the problem. If the Entrant’s category of entry needs to be changed, contact Filmmaker Support with the request.

Once the Entrant has successfully submitted a Submission and the required payment (if applicable), you must update their status to “blue In Consideration.”

IMPORTANT: Do not use the “yellow Acknowledged” status if the only Submission Material you have received from an Entrant is their online payment and their Submission copy has not yet been received; in this case, leave the status “red Submitted.”


IN CONSIDERATION All submission requirements satisfied
Change the Submission’s status to “blue In Consideration” if the Entrant has sent in all required Submission materials, (i.e. they have submitted to the appropriate category, paid the correct entry fee, and sent in their submission copy). This informs the Entrant that their materials have been received and their Submission is in consideration.


DELETED Submission withdrawn or reversed
Only change the Submission status to “black Deleted” if you wish to delete the Submission. Note: You will not be able to delete Submissions with an online payment submitted. Contact Filmmaker Support for assistance with deleting Submissions with an online payment.


For step-by-step tracking instructions, click here.