XR Submission Rules and Regulations

XR Submission Rules and Regulations

1. Submission

1.1 About DOK Leipzig

The International Leipzig Festival for Documentary and Animated Film – in short: DOK Leipzig – is an annual festival for documentary and animated film. The festival is sponsored and organized by the city of Leipzig. It commissions the non-profit Leipzig-based DOK-Filmwochen GmbH with the preparation, implementation and management of the festival.

The 65th edition will take place in Leipzig from 17 October to 23 October 2022.

1.2 About DOK Neuland

Since 2015, DOK Neuland has provided an exhibition platform for the art of immersive Extended Reality works such as 360° films, virtual reality (VR experience | VR installation | VR theatre), augmented reality works, mixed reality works, participatory films, media and web-based art, multimedia installations, apps, games, and many more that we may not even be aware of.

These bold narratives tap into the revolutionary potential that unfolds when art and technology collide. By taking advantage of the possibilities presented by new media, selected artists break with familiar storylines, expand the boundaries of our reality and, together with visitors, explore the interaction between humans and machines to create new realms of experience.

In close cooperation with the artists, we design a room installation that provides both an ample space for each individual work and an experience in and of itself. Each exhibition dares to look into the future and asks how our conventions and habits might change. We also ponder the questions of which conditions are best for experiencing new media and which spaces can do justice to these innovative works.

The physical exhibition is open to everybody and admission is free.

Submissions will be considered for our DOK Neuland exhibition and the Extended Realities Programme. As a result of the COVID-19 pandemic, we are keeping the option for an online component of DOK Neuland open. If your project is selected for the exhibition, we will discuss this with you as required.

Any number of works can be submitted by one person or company as long as the submission requirements are met.

1.3 Submission procedure

The submission form can be found in the myDOK section of the DOK Leipzig website during the submission process (1/3–1/7/2022). 

The submission form asks for all information important for the processing and evaluation of your work. The submitter must be authorized to submit the work to the festival by the rightsholders – and possibly confirm a selection in the DOK Leipzig programme.

1.4 Submission fee

Submissions for DOK Neuland are free of charge.

1.5 Submission deadline

The first and final submission deadline is 1/7/2022. A later submission is only possible after consulting the DOK Neuland department by email (xr [at] dok-leipzig [dot] de).

1.6 Premiere regulations

DOK Neuland is a curated exhibition without a premiere regulation. No specific premiere status is required to qualify for the submission. Older pieces are also eligible for DOK Neuland 2022. We are happy to celebrate any kind of premiere with you. Showing a piece before the festival is therefore no problem.

1.7 Submission copy

We ask you to provide a link that gives us access to your work in addition to a read-me document giving information on installation and computer requirements. 

If you upload your content to an online platform, please include the link in your entry form. Please name your online content the same as the title of your work in your entry form. Please ensure that when you fill in the entry form, you enter the direct link to your project. 

If you chose to give us access to your work via file transfer, please specify on the submission form which File Transfer Service you are using, including the URL. Please note if the download link changes, please notify xr [at] dok-leipzig [dot] de with the new updated version. DOK Leipzig will then download your project for viewing, but please make sure not to add download links that expire within a short time frame. You may also include any links to your work and/or installation plans (on PDF) in the form, containing measurements and associated materials and tech riders for complex installations.

Trailers and film clips will also not be accepted as submission copies.

1.8 Technical requirements and selection process

During our selection process, we’ll have access to the most current technologies as it is important for us to actually experience your pieces. This can sometimes be tricky when you are in development or beta versions. Please make sure to be available for questions after the submission deadline. 

Technical devices we will use for the selection process are Oculus Rift S, Oculus Quest (1-2), Oculus Go, HTC Vive Pro, HoloLens (1st Generation), Smartphone, Tablet. 

For those working in immersive virtual reality, please give us access to an executable file and associated content folders or APK format in the case of the Oculus Quest. If your project is a 360° film video, please include a link to access a high-quality video file. The file should be an MP4 (H.264 or H.265container) or MPK. For those submitting performances or large installations please provide documentation of the experience or a video to the direct intended project. 

The final decision of the DOK Neuland curations will be announced at the beginning of August at the latest.

1.9 Prototypes

The festival allows the submission of prototype versions. When submitting a prototype, it should be taken into consideration that the selection process does not allow for the viewing of several versions. Therefore, when submitting a prototype, it should be ensured that it accurately reflects the final version in broad outline or via additional material such as a storyboard (etc.). 

The submission form should indicate what changes are to be expected until the final version.

1.10 Language versions

For the submission, it is necessary that the work is available in German or English. If the original language of the film is not one of these two languages, the work must be provided with appropriate subtitles in German or English.

2. Data Protection Regulation

By submitting an XR work, the submitter agrees to the use and storage of the basic work information for archive and research use in our database, even if the submitted work will not be selected. Find more information about the use and storage of your data in our Data Protection Declaration.

3. Rights of use

By submitting the work, the submitter declares that he or she is the owner of the rights to the submitted work. For the purposes of these regulations, “right holder” shall mean the author of the protected object or any other natural or legal person or group of persons who have acquired an intellectual property right to the protected object, which covers the acts specified in these Regulations and for which it is possible to grant rights of use or transfer them to third parties. 

The submitter warrants that the materials provided are free from third-party rights. In the event that third parties assert claims against DOK Leipzig regarding the materials and works provided, the submitter will indemnify DOK Leipzig from these claims and will also bear the costs of the necessary legal defence incurred by DOK Leipzig. DOK Leipzig will inform the submitter immediately in the event of claims by third parties.
DOK Leipzig writes its own texts for the festival catalogue and the programme booklet. 

No XR work may be withdrawn from the DOK Festival programme after participation has been confirmed in writing via the participation form. 

The festival shall be granted the right, free of charge, unlimited in space and time (for the duration of the property right to the protected object), to use excerpts from the work of a maximum length of three minutes as well as advertising material provided by the right holder, such as trailers, photos and stills, in the context of reporting and promoting the festival and the respective work, and to pass them on to reporting media (television, radio, Internet podcasts, social media and other multimedia formats) and media cooperation partners for non-commercial use and to publish them on its website www.dok-leipzig.de, to use it in the online programme and on social media platforms for advertising purposes. In doing so, ten percent of the total running time of the work may not be exceeded. 

The festival reserves the right to use and archive selected viewing copies for internal purposes and non- commercial, non-public educational work. Commercial use of the archived view copies by the festival is excluded.

4. Final Remark

Registration for participation in DOK Leipzig 2022 is considered as acceptance of the above regulations. The festival management has the right to regulate all cases not provided for in the regulations and to allow exceptions in special and justified cases. The festival management decides on all matters not included in these regulations.

Leipzig, 25/2/2022

Further questions?

If you need assistance or have further questions on how to submit your work, please contact our DOK Neuland curator Lars Rummel: xr [at] dok-leipzig [dot] de

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