Film Awards Guidelines for Distributors

16 October 08

Screenings and Question & Answer Sessions

The Academy aims to screen a broad selection of eligible films, including all nominated films. Where possible, nominated films will be screened once at the Academy after the announcement of nominations or twice where a film has not been made available to the Film Voting Members as a DVD screener.

As it is not possible for the Academy to screen all films released within the awards year, Distributors are encouraged to allow Academy Film Voting Members free access to eligible films at additional outside screenings.

The following must be adhered to when organising screenings:

The provision of food is permitted, but not on a scale where it could be seen as an inducement;
The distribution of gifts to screening attendees is not permitted;
Distribution of a one- or two-sided sheet of A4 giving information about the film is permitted at screenings;
The Academy encourages Distributors to host Q&A sessions following screenings with either cast or crew members, as a valuable means of better informing members;
Q&As may be recorded and made available to the membership online as audio or video podcasts. They may also be included on BAFTA DVD screeners as extras.

All Distributors must sign a Screenings Q&A Agreement (available from the Academy), to agree:

to provide BAFTA with one copy of all Q&A footage filmed at screenings for BAFTA members that take place as part of The Orange British Academy Film Awards campaigning season, whether such screenings take place at BAFTA, 195 Piccadilly, or any other venue;
to deliver such copies on Digi-Beta by no later than one week after the Film Awards ceremony;
to allow BAFTA unlimited use of this footage - both internally and online - after the Film Awards have taken place for non-commercial purposes, in perpetuity;
to pay BAFTA a one-off fee of per film ($5,000.00 for 3 years term; $7,500.00 for 5 years term; $22,000.00 for perpetuity) if Q&A footage filmed at screenings for BAFTA Members is used commercially on a DVD of the film as an extra or elsewhere.

A Screenings Q&A Agreement must be signed and returned before the Distributor informs the membership of any Q&A events. The Academy must be kept informed of all screenings that are arranged at venues outside the Academy.

Communications

Distributors will be provided with the email addresses of all Members who have agreed for their details to be passed on. Although emails are often the best way of informing Academy Members about screening information, please be aware that some Members use dial-up connections and do not want to download large emails.

The following is applicable to email communications:

Emails must be in plain text only and not exceeding 50kb in size. Attachments are not permitted;
Emails may give details of screenings (i.e. venue, time, date) and/or information about the film(s). This may include synopsis, cast and crew, 'for your consideration' listings which reflect the BAFTA categories, quotes and other nominations/awards received;
Website links may be included in emails. A list of the features available on these websites (trailers, podcasts, etc) may also be included;
Emails thanking Members for voting are not permitted.

Please make clear in any communications to Members that the originator of the message is you and not the Academy, and please respect Members' wishes if they ask to be taken off your mailing list.

Some Distributors refer to their awards campaign offices, in print and on the telephone, as "the Academy office" or "the BAFTA office". This is incorrect and confusing to Academy Members. We suggest the more accurate "Distributor's name Awards Office".

Brochures and Other Materials

If you wish to send Members printed information about your film, the following must be adhered to:

Additional printed information must not exceed a single two-sided A4 document per film. This document can be of any shape but must not exceed the size limit. Details of screenings (i.e. venue, time, date) may be listed and/or information about the film(s). This may include synopsis, cast and crew, 'for your consideration' listings which reflect the BAFTA categories, quotes and other nominations/awards received. Where performers are listed, it is helpful to include photographs where possible;
You may combine a number of films within a booklet; the same limit of two sides of A4 per film applies, although you may add a cover. Covers may contain company details (contact numbers, etc.) but no details of the films;
It is acceptable to send soundtracks. Retail versions may be sent if available but these must contain music written or licensed for the film only; 'inspired by' albums must not be sent. Soundtracks may also be provided online as downloads;
If you wish to send screenplays, Members must be contacted in advance and asked if they would like to receive a copy. Screenplays should generally be provided as downloads but hard copies may be sent. Retail versions of screenplays are not permitted;
'Making Of' books are not permitted.

BAFTA Logos

Distributors may only use the BAFTA event logo in print and broadcast once a film has been nominated;
Logos and permission agreements will be provided by the Academy before the nominations are announced, for advance artwork preparation, but may only be used if the film receives a nomination;
The Orange British Academy Film Awards event logo changed in 2007. If you are unsure whether you have the most up to date logo, please contact us;
The official event logo must be used; use of the mask alone is not permitted.

Screeners

Whilst Members are encouraged to see all films in the cinema, as intended by the film-makers, the Academy will, with Members' permission, provide address details to Distributors so that Distributors are able to send DVD screeners to Film Voting Members. All Distributors who request this list will be asked to sign a confidentiality agreement. If a Distributor chooses to use a mailing house to distribute DVDs, the mailing house must also sign a confidentiality agreement before the list will be released. BAFTA LA and East Coast Member distribution lists will also be made available through the London office.

Prior to the distribution of screeners, Members must be given the opportunity to see films in the cinema;
Screener covers may contain artwork/quotes/other awards won. The Academy does not need sight of printed materials in advance;
Retail versions of DVDs may be sent;
Extras on DVDs are permitted, including 'making of' documentaries and recordings of Q&As;
The Academy encourages distributors to include a list of categories, with cast and crew credits, either on screener covers or on a letter enclosed with the screener. This list must reflect the British Academy Film Awards categories only. Where performers are listed, it is helpful to include photographs where possible;
DVD packaging must be limited to DVD box only. No excessive packaging is permitted;
Films cannot be distributed to the Members online via downloads.

Chapter Lists

Chapter lists will not be made available for any chapter except for the Film Not in the English Language chapter, which will be available for the first time this year.

This change has been made to help distributors to increase the number of foreign language films sent out to members on screener DVDs.

Only members of the Film Not in the English Language chapter vote for the nominations in this category, however, please note that all members vote for the winner of this category and foreign language films are eligible in all categories, so we do recommend that screeners of foreign language features should be sent to all members where possible.

Piracy/Film Theft

The Academy takes a very serious view of film theft and will work with Distributors to help prevent it. Prior to the commencement of Academy Awards screenings, all Academy Film Voting members are sent a code of conduct setting out their responsibilities regarding piracy. This code is available upon request from the Academy.

If any aspect of your campaigning is not covered in the above, please do not assume it is permitted. Please contact Deena Manley at the Academy (deenam@bafta.org) if you have any queries about these rules and guidelines. Any infringement of these rules will be referred to the Academy's Film Committee, who may impose penalties.

Return to Film Awards Eligibility and Rules .

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