ASHES TO FILMS FESTIVAL — SUBMISSION TERMS & CONDITIONS
Draft v1.1
Last updated: [October 9, 2025]

These Submission Terms & Conditions (the “Terms”) are a binding agreement between the submitting party (“You” or “Applicant”) and Ashes to Films (“ATF,” “we,” “us,” or the “Festival”).

Entity definition & continuity. Until the Effective Transition Date (defined in §18), “ATF” means Creative Visions Foundation, a California nonprofit public benefit corporation and 501(c)(3) organization, on behalf of and doing business as the Ashes to Films program (“CVF”).

On and after the Effective Transition Date, “ATF” means Ashes to Films, a California nonprofit public benefit corporation and 501(c)(3) organization.

These Terms are intended to continue seamlessly across that transition.

By submitting your project (the “Project”) for consideration to the Ashes to Films Festival (the “Festival”), clicking “I agree,” or otherwise indicating assent, You agree to these Terms and to the separately posted Festival Rules & Regulations (the “Rules”). If these Terms conflict with any FAQ or marketing materials, these Terms control.

1) Eligibility, Authority & Ownership

1.1 Authority. You represent and warrant that You are duly authorized to submit the Project and to bind all persons or entities with any rights, title, or interests in the Project (collectively, “Project Owners”).

1.2 Ownership/Control. You and the Project Owners own and/or control all rights necessary to submit, have considered, exhibit, and promote the Project as contemplated by these Terms and the Rules.

1.3 No Conflicts. Submission, consideration, exhibition (in-person, online, or hybrid), and promotional use will not violate any law or infringe any third-party right, and the Project is not subject to any pending or threatened claim or lien that would impair these rights.

2) Rights & Clearances

2.1 You (and the Project Owners) are solely responsible for obtaining and paying for all licenses, permissions, releases, guild/union clearances, and consents (including music, clips, artwork, archival, trademarks, privacy/publicity, location, and any minor/parental consents).

2.2 The Project does not include defamatory content and does not infringe any copyright, trademark, privacy, publicity, or other personal/property right.

3) Submission; No Obligation; No Feedback

3.1 Submission means ATF may consider the Project; ATF has no obligation to select, program, screen, award, or otherwise use it.

3.2 ATF is not required to acknowledge receipt, provide any feedback, or return materials.

3.3 Fees. Submission fees are non-refundable, except as expressly provided in §11.3 (exclusive monetary remedy).

4) Selection, Exhibition & Deliverables (if accepted)

4.1 License to Exhibit. If selected, You grant ATF a limited, non-exclusive, royalty-free license to exhibit the Project during the Festival (including in-person screenings in [City/Region] and secure online screenings for Festival audiences) and for reasonable encore/sneak programs within [90] days after the Festival.

4.2 Formats/Deadlines. You will timely deliver exhibition-ready files and materials per the Rules (including captions/subtitles where required). Failure to comply could result in ATF rescinding your selection.

4.3 No Screening Fees. Unless ATF agrees in writing, ATF pays no screening fees. Prizes, if any, are described in the Rules and may change at ATF’s discretion.

4.4 Rescission. ATF may rescind selection or cancel any screening at any time (e.g., rights issues, safety, technical, code-of-conduct concerns, force majeure).

5) Promotional Rights (if accepted)
If selected, You (and Project Owners) grant ATF and its designees the right to use titles, names, credits, loglines, synopses, stills, key art, trailers/teasers, and brief clips (up to 2 minutes or 10% of runtime, whichever is less), and cast/crew names, likenesses, and bios for non-commercial Festival and ATF promotion across media now known or later developed, worldwide, for the Festival cycle and thereafter as part of ATF’s archival/historical and institutional promotional materials. ATF will use commercially reasonable efforts to provide customary credit.

6) Digital Access, Security & Anti-Piracy
You authorize ATF (and its platform/venue vendors) to ingest, transcode, store, watermark, geo-restrict, DRM-protect, and stream the Project for programmers/jurors and for Festival audience viewing if selected. ATF takes reasonable security measures, but You acknowledge no system is 100% secure and release ATF from liability for unauthorized access, copying, or piracy, except to the extent caused by ATF’s gross negligence or willful misconduct.

7) Community Standards
ATF is committed to a respectful environment free from harassment, discrimination, abuse, or retaliation. You agree all Project personnel participating in Festival activities will comply with ATF’s Community Agreement (in the Rules). Violations may result in credential removal, cancellation, or disqualification, at ATF's sole discretion.

8) No Agency, Partnership, or Fiduciary Relationship
Submission, selection, or exhibition of the Project does not create an agency, partnership, joint venture, fiduciary, or employment relationship between You and ATF, nor any obligation to acquire, develop, finance, distribute, or otherwise exploit the Project.

9) Indemnification
You agree to defend, indemnify, and hold harmless ATF and its directors, officers, employees, volunteers, contractors, advisors, agents, licensees, sponsors, venue/platform partners, and representatives (collectively, “ATF-Related Parties”) from and against all claims, losses, liabilities, damages, costs, and expenses (including reasonable outside attorneys’ fees) arising out of or related to:
(a) Your breach of these Terms or the Rules;
(b) any allegation that the Project or its exhibition/promotion infringes or violates any third-party right; or
(c) Your acts/omissions in connection with the Festival;
except to the extent arising from ATF’s own gross negligence or willful misconduct.

10) Disclaimers; Limitation of Liability

10.1 As-Is. THE FESTIVAL, PLATFORMS, AND SERVICES ARE PROVIDED “AS IS.” ATF MAKES NO WARRANTIES (EXPRESS OR IMPLIED), INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR QUIET ENJOYMENT.

10.2 Limitation. TO THE MAXIMUM EXTENT PERMITTED BY LAW, ATF-RELATED PARTIES WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOSS OF DATA, PROFITS, GOODWILL, OR REPUTATION, EVEN IF ADVISED OF THE POSSIBILITY.

10.3 Cap & Exclusive Monetary Remedy. SUBJECT TO §11.3, IN NO EVENT WILL ATF-RELATED PARTIES’ TOTAL LIABILITY EXCEED THE SUBMISSION FEE PAID FOR THE PROJECT.

11) Waiver of Claims; Exclusive Monetary Remedy

11.1 Waiver. You (and Project Owners) waive any claim arising from the submission, consideration, selection, non-selection, programming, scheduling, marketing, or exhibition (or failure thereof) of the Project.

11.2 No Injunctive Relief. You waive any right to injunctive or equitable relief to restrain the Festival or its promotion.

11.3 Exclusive Monetary Remedy. If any claim nonetheless proceeds, the sole and exclusive monetary remedy shall be a refund of the submission fee actually paid for the Project, to the fullest extent permitted by law.

12) Minors
If You are under the legal age of majority in Your jurisdiction, a parent or legal guardian must submit on Your behalf and agree to these Terms. ATF may require written proof of consent.

13) Privacy & Data
ATF will process submission data in accordance with its Privacy Notice: https://www.ashestofilms.org/festival-submission-privacy-policy and applicable law (including the CCPA/CPRA where applicable). You confirm you have all necessary rights to provide any personal data contained in your materials and acknowledge that platform vendors may process data to enable submissions, review, and exhibition logistics.

14) Festival Benefits & Third-Party Obligations
Any “festival benefits” You promise to Your collaborators (e.g., tickets, credits, stipends) are Your responsibility, not ATF’s; ATF does not assume or administer third-party obligations.

15) Participation Agreement
If selected, You (and Project Owners) will sign ATF’s Festival Participation Agreement (technical deliverables, cue sheets, accessibility/captions, PR coordination, premiere status, ticket allotments, content advisories, etc.). Failure to sign or deliver on time may result in rescission.

16) Dispute Resolution; Governing Law; Class-Action Waiver

16.1 Governing Law. These Terms are governed by the laws of the State of California, without regard to conflict-of-law rules.

16.2 Binding Arbitration (JAMS – Los Angeles). Any dispute, claim, or controversy arising out of or relating to these Terms, the Rules, the Festival, or the Project shall be resolved by final, binding arbitration before JAMS in Los Angeles County, California, under the JAMS Streamlined Arbitration Rules & Procedures then in effect. One arbitrator shall be appointed. No punitive/exemplary damages may be awarded. The substantially prevailing party is entitled to reasonable outside attorneys’ fees and costs. Judgment on the award may be entered in any court of competent jurisdiction.

16.3 No Class Actions; Jury Waiver. You agree to bring claims only in Your individual capacity (no class, consolidated, or representative actions) and waive any right to a jury trial.

17) Force Majeure; Format Flexibility
ATF is not liable for delay or nonperformance due to causes beyond its reasonable control (acts of God, fire, flood, epidemic, war, labor issues, government actions, power/network failures, venue/platform unavailability). ATF may modify Festival dates, format (in-person/online/hybrid), or programming. If ATF cancels the Festival in its entirety and does not reschedule within 12 months, ATF may, at its sole discretion, refund or credit submission fees.

18) Entity Continuity; Assignment & Novation (Pre-Consented)

18.1 Definitions. “ATF Entities” means CVF and Ashes to Films. “Effective Transition Date” means the date ATF posts public notice on its website and/or sends email notice to the address in Your submission that the Festival and Ashes to Films program will henceforth be administered directly by Ashes to Films, a California nonprofit public benefit corporation.

18.2 Advance Consent to Assignment/Novation. You irrevocably consent in advance to (a) assignment by CVF to Ashes to Films of all ATF rights under these Terms and the Rules, and (b) delegation and assumption by Ashes to Films of all ATF duties/obligations hereunder, effective as of the Effective Transition Date, without further action by You.

18.3 Release & Survival. On and after the Effective Transition Date, You agree to look solely to Ashes to Films for performance of ATF obligations arising after that date, and CVF is released from such post-transition obligations (but not from obligations or liabilities, if any, that accrued before the Effective Transition Date). Ashes to Films assumes and succeeds to all such obligations on and after the Effective Transition Date.

18.4 Notice Mechanics. Website posting and/or email notice to Your submission email address constitutes sufficient notice of the Effective Transition Date.

18.5 No Prejudice. The transition does not affect Your rights or ATF’s rights accrued before the Effective Transition Date; all submissions remain valid, and selections/awards (if any) continue under Ashes to Films thereafter.

19) Miscellaneous

19.1 Entire Agreement; Order of Precedence. These Terms plus the Rules are the entire agreement regarding submission; in any conflict, these Terms control.

19.2 Severability. If any provision is unenforceable, it is modified to the minimum extent necessary to be enforceable; the remainder remains in effect.

19.3 Assignment. Subject to §18, ATF may assign these Terms. You may not assign without ATF’s prior written consent.

19.4 Amendments; Notices. ATF may update these Terms by posting a revised version with a new “Last updated” date; updates apply prospectively. Notices may be sent to the email provided in Your submission.

19.5 Electronic Acceptance. You consent to transact electronically, and agree that clicking “I agree,” uploading, or submitting constitutes Your electronic signature.

Contact: [info@ashestofilms.org] • [2801 Ocean Park Blvd #1223, Santa Monica, CA 90405]

ASHES TO FILMS FESTIVAL – SUBMISSION RULES & TERMS
Effective Date: October 10, 2025
Organizer: Ashes To Films (“ATF”), operating under fiscal sponsorship with Creative Visions Foundation (“CVF”) and transitioning to an independent 501(c)(3) nonprofit.

A. DEFINITIONS
Project: The film, video, or episodic work submitted.
Applicant: The individual or entity submitting the Project, authorized by all owners of the work (“Project Owners”).
Festival: The Ashes To Films Festival, which may take place in person, online, or hybrid at dates and locations determined by ATF.
Selected Work: A Project formally invited by ATF for screening.

B. MISSION ALIGNMENT
Ashes To Films celebrates creative resilience—stories by artists, communities, and individuals who persevere through adversity.
Projects are not required to be about disaster or recovery, but should center on resilience,, perseverance, or renewal in spirit, process, or theme.

C. ELIGIBILITY & CATEGORIES
Eligible categories (select one):
Narrative Feature (Must be at or over 50 min)
Documentary Feature (Must be at or over 50 min)
Narrative Short (Must be under 40 min)
Documentary Short (Must be under 40 min)
Animation Short (Must be under 40 min)
Episodic Pilot / Series (Cannot exceed 60 min per submission)
Work in Progress (Must be under 15 min)
Completion Date: Projects completed on or after January 1, 2024 are eligible. Older works may be considered at ATF’s discretion if substantially revised or restored.
Language/Subtitles: Non-English dialogue must include English subtitles burned into the picture.
AI Disclosure: If AI-generated imagery, voices, or music appear in the Project, Applicants must disclose this in their submission notes and confirm they hold all necessary rights.

D. PREMIERE & PRIOR EXHIBITION
Shorts, features and episodic projects: no premiere requirement.
Online availability does not automatically disqualify a Project.
ATF may reassign categories and programs at its sole discretion.

E. WORKS-IN-PROGRESS, TRAILERS & PROOF-OF-CONCEPT SUBMISSIONS
Ashes To Films welcomes serious works-in-progress that reflect the same level of commitment and creative intent as completed films.
These may include proof-of-concept shorts, trailers, select scenes, or rough-cut excerpts from projects currently in production or post-production.
To be eligible:
The Applicant must have principal photography completed or underway.
The submission must include edited, viewable footage (not pitch decks, slide shows, or concept teasers).
Total runtime may not exceed 15 minutes.
The Applicant must provide a brief Artist Statement (100–150 words) describing the project’s current stage and vision for completion.
All submitted materials must be cleared for temporary public exhibition (temp music and temp VFX permitted with rights notice).
ATF reserves the right to evaluate Works-in-Progress separately and to select only projects demonstrating professional quality, intent, and feasibility. Submissions that appear incomplete, preliminary, or lacking production readiness may be declined without refund.
Selected Works-in-Progress may be showcased in a dedicated program block or accompanying Q&A or pitch-style session at the Festival’s discretion.

F. SUBMISSION MATERIALS & TECHNICAL REQUIREMENTS
Submissions must be made via FilmFreeway.
Screener links must be password-protected (Vimeo, YouTube, Frame.io, etc.) and remain active through the selection period.
Keep links and passwords current; inaccessible links may be disqualified without refund.
ATF is not obligated to review updated cuts after submission.
Submission fees are non-refundable.

G. SELECTION & NOTIFICATION
Selections are made at ATF’s sole discretion.
ATF is not obligated to provide feedback or comments.
Notifications will be sent via the email listed on the submission form; Applicants are responsible for keeping contact info current.

H. REQUIRED DELIVERABLES IF SELECTED
If invited, Applicant must provide:
Exhibition file (DCP or Apple ProRes 422/4444, stereo or 5.1)
Trailer and up to 5 stills (300 dpi)
Synopsis and credits
English captions/subtitles if requested
Proof of rights and permissions
Failure to deliver required materials by deadline may result in removal from the program without a refund.

All final exhibition files and deliverables for selected films must be received by December 21, 2025to guarantee inclusion in the festival program. Projects that fail to meet this deadline may forfeit their screening slot.

I. RIGHTS, CLEARANCES & WARRANTIES
By submitting, Applicant represents and warrants that:
They own or have secured all rights and permissions for music, footage, images, performers, and trademarks.
The Project does not violate any copyright, trademark, privacy, publicity, or contractual rights.
Applicant shall indemnify and hold harmless ATF, CVF, and their officers, directors, employees, contractors, sponsors, and venues from any claims or liabilities arising out of the Project or its exhibition.

J. LIMITED LICENSE TO ATF (SCREENING & MARKETING)
If selected, Applicant grants ATF a non-exclusive, royalty-free, worldwide license to:
Exhibit the Project in-person and/or online during the Festival (with geo/time restrictions).
Use up to the lesser of 10% of runtime or 3 minutes for marketing trailers and press reels.
Use still images, titles, and credits for promotion and archival purposes.
All other rights remain with the Project Owners.

K. ONLINE EXHIBITION & SECURITY
ATF may present virtual screenings using third-party platforms with digital rights management (DRM). ATF will take reasonable precautions against piracy but cannot guarantee complete protection and is not liable for unauthorized third-party use.

L. CODE OF CONDUCT & SAFETY
Festival participants must maintain professional conduct. Harassment or abusive behavior may result in removal from Festival activities without refund or further notice.

M. YOUTH & STUDENT WORKS
If a filmmaker is a minor, a parent or legal guardian must complete and sign all agreements on their behalf.

N. AWARDS
ATF may present jury and/or audience awards. Categories and criteria may change year-to-year. Awards have no cash value unless explicitly stated.

O. UNION & RESIDUAL OBLIGATIONS
Applicant is solely responsible for any guild, union, or residual obligations triggered by submission or screening. ATF assumes no such liability.

P. PRIVACY & DATA
ATF collects and uses submission data solely for festival administration and communications. Data may be shared with jurors and partners as necessary. For privacy requests, contact info@ashestofilms.org.

Q. DISQUALIFICATION
ATF may disqualify any Project (without refund) for ineligibility, incomplete materials, technical issues, legal risk, or unprofessional conduct by Applicant.

R. FISCAL SPONSOR → SUCCESSOR NONPROFIT TRANSITION
While ATF operates under Creative Visions Foundation (CVF), all licenses, permissions, and indemnities granted to “ATF” are deemed granted to CVF for the benefit of ATF.
Upon ATF’s transition to its own 501(c)(3) (the “Successor”), all such rights and obligations shall automatically transfer to the Successor without further action.
Applicant hereby consents to this assignment and acknowledges that the Successor will retain the same rights and duties hereunder.

S. GOVERNING LAW & DISPUTE RESOLUTION
Governing Law: State of California.
Good-Faith Resolution: Parties will attempt to resolve disputes informally within 30 days of written notice.
Arbitration: Unresolved disputes shall be resolved by binding arbitration administered by JAMS Los Angelesunder the JAMS Comprehensive Arbitration Rules before a single arbitrator.
Injunctive Relief: Either party may seek temporary relief in Los Angeles County courts to protect intellectual property pending arbitration.
Attorneys’ Fees: Prevailing party is entitled to reasonable fees and costs.
No Class Actions: All disputes must be brought individually.

T. ENTIRE AGREEMENT & SEVERABILITY
These Rules and Terms constitute the entire agreement between ATF and Applicant regarding submission and screening. If any provision is found invalid, the remainder shall remain in full effect. ATF may update these Rules with reasonable notice on its website.

U. ACCEPTANCE
By submitting a Project, the Applicant acknowledges that they have read, understood, and agree to be bound by these Rules and Terms and that they are authorized to grant the rights stated herein on behalf of all Project Owners.