Terms & Conditions for filmmakers

The Architecture Film Festival Rotterdam (also referred to as “AFFR” or “the Festival” below) is an annual film festival, organised by Stichting Architectuur Filmfestival Rotterdam.

The 2025 edition will take place from 8 till 12 October 2025 in Rotterdam, The Netherlands. The festival locations are Theater Rotterdam (opening night), LantarenVenster (regular festival screenings) and the Nieuwe Instituut (immersive media programme).

1. Eligibility

• The Festival is open to films of any genre, including but not limited to shorts, feature films, documentaries, experimental and animation films. AFFR also accepts immersive formats such as (interactive) VR, 360 videos, AR, video games, and multi-channel video installations. A clear relation to architecture and the built environment at large is needed.
• AFFR accepts films of any duration.
• AFFR does not require a premiere status but does take it into account in the final decision-making regarding the film selection.
• Films already released in Dutch cinemas, broadcasted on Dutch television, or available online for free are not eligible for submission.

2. Submission

• Only films that have been formally submitted via the online AFFR submission form or Film Freeway are considered for selection. We do not review or consider films that have been send to the Festival by email or other means of communication. 
• Submission of more than one films by the same party is allowed, however a separate submission form should be filled in for each film individually.
• The call for entries for films is open from 1 January till 2 May 2025. The expected notification date is beginning of August 2025.
• The call for entries for immersive projects is open from 1 January till 31 March 2025. The expected notification date is in May 2025.
• There is no entry fee for submitting a film via the online AFFR submission form. A €10 entry fee applies when submitting via Film Freeway.
• All submitted films are requested to be delivered with English subtitles (optional or hardcoded), unless English spoken.
• Although we strongly prefer to be sent final versions, AFFR accepts works in progress. The production status should be marked in the submission form and an expected finalisation date should be provided in the additional remarks. The Festival should be notified when a finalised version is ready.
• Details for the online screener should be filled out in the submission form. The screener link and password should be available and valid up until October 12, 2025. In the case that the screener platform you use defines the number of views, kindly make sure to allow no less than 20 views of the film valid until October 12, 2025.
• Upon submission, you will receive an automated e-mail confirming the entry of your film.
• By entering your film, you are confirming that you have the full legal and moral right to do so, and that the film’s team are aware of this, are in agreement, and accept the Festival’s Terms and Conditions.
• Every submitter will receive a written notification about the result of the selection. Films selected for the festival are notified immediately, and all submitted films will be notified by mid-August 2025 at the latest. Immersive projects will be notified by mid-June 2025. Rejections are usually sent in the form of a standardised notification.

3. Technical requirements

• The festival is able to screen DCP, 35mm and 16mm film.
• All films are screened in original language versions with English subtitles. All screening copies should be delivered with English subtitles (optional or hardcoded).
• AFFR requires the following information and materials for all confirmed films and immersive projects:
  • A high-res video file of the final English subtitled screener.
  • A high-res video file of the English subtitled trailer.
  • A DCP, 35mm or 16mm film print for festival screenings in cinemas.
  • For immersive/interactive projects, the exact materials needed to present your work will be decided in consultation with the exhibition production team.
• DCPs the film must be received no later than 2 weeks before the start of the festival.
• Insurance for the shipping of films to and from the Netherlands is entirely the responsibility of the participants.
• In the case of faulty projection, the festival cannot be held liable for intangible losses incurred by director, producer, or distributor.

4. Selection

• All films and immersive media works entered into our selection process will be given equal opportunity. Works are reviewed by the Head of Programming, the Festival’s film and debates programmers and an extended network of Critical Viewers, who support the AFFR’s programming team.
• When a film is selected for the AFFR, the primary contact must confirm the participation of the film in the programme in writing, submit the final festival version of the film (see Section on Technical Requirements) and provide the festival with the supplementary information and publicity material (pressbooks, posters, stills, clips, trailers, etc.). See Section Marketing & Publicity for details.
• When a film is selected, AFFR expects that all connected rights are already secured or will be secured by the time of the Festival. This includes, but is not limited to, the informed consent of the people and the entities portrayed in the film, and clearance of any material not originally produced for the film (e.g., archival material and music) within the generally acceptable norms of the film industry, the law, and fair use principles.
• If the rights for a film already confirmed for AFFR are transferred from one rights holder to another before the festival, the original rights holder with whom the Festival has confirmed the film is obliged to inform the new rights holder of the participation of the film in the Festival, including any conditions under which the film was originally confirmed. Any legal uncertainties and possible sharing or transfer of screening fees, accreditations or other valuables must be negotiated between the former and new rights holders. Additional conditions on the part of AFFR cannot be added by the new rights holder without the approval of the Festival.
• When a film is selected, the screener provided for review during submission may be used by the Festival’s staff, partners and press (within industry standard embargo terms) while developing written material and deciding on talks, events, and special programs.
• As a standard, the festival has the rights to up to 5 screenings of all selected films, during the festival period at the festival location(s).
• Films selected for the Best of AFFR programme accept to also be part of the Festival’s touring program – Best of AFFR on Tour – in the Netherlands between November 2025 and June 2026. As part of this agreement no additional screening fees will be paid for up to 5 screenings.
• AFFR is entitled to screen all selected films a maximum of 5 times for promotional purposes within the Netherlands within one year after the Festival. As a part of this agreement no screening fees are applicable.
• AFFR is entitled to keep the high-res video files and DCPs of selected films in its archive for non-circulating use and educational purposes.
• No film may be withdrawn from the festival programme after its participation has been publicly announced.

5. Prizes and Awards

• All feature length films in the programme are eligible for the Audience Award.
• The Audience Award is announced on the last day of the festival based on the results of the public voting. There is no monetary prize attached to the Audience Award.
• A selection of films reviewed by the programmers will be placed in the competition for the King Kong Award.
• The King Kong award is awarded by an external professional jury. It is announced on the last day of the Festival, and is accompanied by a 5.000€ prize.
• The decision made by the jury is final.
• AFFR does not pay screening fees for any films selected for the King Kong competition program.

6. Marketing & Publicity

• AFFR is allowed to use publicity materials for all marketing purposes before, during, and after the festival. This includes using stills, trailers, and clips for promotion of the Festival and the organisation of AFFR in general. Parts of some of the trailers may be used in the festival trailer.
• Upon confirming participation to the festival, the film’s primary contacts, will be offered the opportunity to verify and/or complete the submitted information. This includes the list of credits, stills, premiere status, synopsis, biographies, social media handles etc.
• AFFR requires the following information for all confirmed films and immersive projects:
  • Film stills (jpeg or png, minimum 1920X1080px., at landscape format, clean of any text, logos or other form of layout). Please ensure that all relevant credits are mention and that all the copyrights of the film stills are cleared upon sharing these with AFFR.
  • Completed credit list
  • Portrait photos of the director(s) (jpeg or png, minimum 1920X1080px., at portrait format, clean of any text, logos or other form of layout). Please ensure that all relevant credits are mention and that all the copyrights of the film stills are cleared upon sharing these with AFFR.
  • Social media handles
  • Additional promotional material, such as posters, may be submitted at the discretion of the submitter.
• Written copy in the programme folder and on the festival website will be based on the submitted information but are entirely at the discretion of the festival. AFFR accepts no liability in the event that its publications reproduce inaccuracies in submitted materials.
• The festival’s laurels are available on request for films confirmed for the festival. Producers and distributors of participating / winning films are requested to include in future promotional material the mention of participation in / winning of an award at AFFR, along with the festival’s laurels.

7. Festival & Attendance

• The Festival programming and schedule is entirely at the discretion of the Festival.
• AFFR invites all directors of selected films to attend the festival and discuss their film in Q&As or other debate programmes.
• The Festival does not cover travel expenses but will do its utmost to provide free hotel accommodation for directors not based in the Netherlands whose films are part of the festival program.
• Per selected film up to thee festival passes can be granted which give access to all screenings and special events during the Festival.

Entry of works in the Architecture Film Festival Rotterdam implies acceptance of these terms and conditions. In unspecified cases, any final decisions are at the discretion of the festival. The festival staff reserves the right to make exceptions to these terms and conditions. In that case, the submitter will be duly notified.

For questions on submitting a film contact submission@affr.nl

For questions on selection, screening rights, and festival arrangements, contact our Head Film & Print Research, Renate Bergsma, renate@affr.nl

For questions on marketing and publicity, contact press@affr.nl