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Festival submissions tracker

Festival, section, premiere rule, deadline, fee, materials and result in one table, plus a materials prep list.

The festival submissions tracker gives each festival one row: section, premiere rule, deadline, fee, materials (screener, subtitles, stills, synopsis), submission date, notification date and result. A second table tracks the submission kit — screener, synopses, stills, director bio, English credits, technical details and English subtitles.

English Excel — Festival submissions tracker (English)Print · PDF — Festival submissions tracker (English)
한국어 Excel — Festival submissions tracker (한국어)Print · PDF — Festival submissions tracker (한국어)

The Excel file includes Example and Guide sheets next to the blank form. How to fill it in

What's inside

What's inside

  • Title / running time
  • Screening history (premiere status)
  • Owner / contact
  • As of

Submissions

  • Festival
  • Section
  • Premiere rule
  • Deadline
  • Fee
  • Materials (screener / subtitles / stills / synopsis)
  • Submitted
  • Notification
  • Result
  • Notes

Submission materials

  • Material
  • Ready
  • File location / link
  • Notes

How to fill it in

What it is for

A festival submissions tracker shows on one sheet where you submitted, by when, with what, and how it turned out. It helps you order submissions so premiere rules do not clash, and prepare the materials every festival asks for just once.

When to use it

List candidate festivals when planning your strategy, then fill in submission dates as you go in deadline order. Update it as soon as results come in or another screening is booked, changing the as-of date each time.

Field by field

  • Title / running time

    What
    The work and its length
    How
    For a series, give episode length and number of episodes — festival sections are often split by length.
    Example
    The Temperature Between Us · 50 min × 8 eps

  • Screening history (premiere status)

    What
    Every public showing so far
    How
    Include public screenings and online releases. Recheck other festivals’ rules whenever this changes.
    Example
    Not yet shown publicly

  • Owner / contact

    What
    Who handles submissions
    How
    The person festivals should contact.
    Example
    Hana Kim · 010-0000-0000

  • As of

    What
    The date the sheet is accurate to
    How
    Update it whenever results or screening history change.
    Example
    2026-12-01

  • Festival

    What
    Festival name
    How
    Use the official name; put the official site address in notes.
    Example
    ○○ International Film Festival

  • Section

    What
    The section you entered
    How
    Use the section name exactly as in the call for entries.
    Example
    Series competition

  • Premiere rule

    What
    The premiere status the festival requires
    How
    Summarise what you confirmed in the official regulations. If not yet checked, write “not checked”.
    Example
    Checked in regulations

  • Deadline

    What
    Submission deadline
    How
    If the rules give a time zone, note it in notes.
    Example
    2027-01-15

  • Fee

    What
    Whether there is a fee, and how much
    How
    Copy the amount from the call for entries with its currency; note if it changes by deadline tier.
    Example
    Per call for entries (with currency)

  • Materials (screener / subtitles / stills / synopsis)

    What
    What you sent to this festival
    How
    Use the material names from the materials table below.
    Example
    Screener · English subtitles · stills · synopsis

  • Submitted

    What
    When you actually submitted
    How
    Use the date of the confirmation email.
    Example
    2027-01-10

  • Notification

    What
    When results are announced
    How
    Use the date in the call for entries; follow up if you hear nothing by then.
    Example
    2027-03-20

  • Result

    What
    Whether you were selected
    How
    Keep it short: selected, not selected, waiting.
    Example
    Selected

  • Notes

    What
    Entry number, official site, cautions
    How
    Always keep the entry number — you need it for any enquiry.
    Example
    Entry no. ○○-0000

  • Material

    What
    The standard materials most festivals ask for
    How
    Use the listed items; put festival-specific extras in the submissions notes.
    Example
    Stills

  • Ready

    What
    Whether the material is ready
    How
    Change it to ■ once the final version is in its file location.
    Example
    ■

  • File location / link

    What
    Folder or link for the material
    How
    Do not write screener passwords here; keep them separately.
    Example
    Submissions/Stills folder

Tips

  • Premiere rules decide your screening order. Plan around the festivals with the strictest requirement first and wait for their results.
  • Deadlines, fees and premiere rules change every year. Check each festival’s current official regulations, not this sheet or last year’s memory.
  • Write synopsis, director bio and statement in Korean and English once, so you are not rewriting them for every festival.
  • Make a separate screener link per festival — you can see who watched it and close it afterwards.
  • When you are selected, update screening history at once and check it does not clash with festivals still deciding.

Common mistakes

  • Losing eligibility because one festival screening was booked without rechecking another festival’s premiere rule.
  • Trusting last year’s deadline and submitting late.
  • Writing fees without a currency and miscounting overseas costs.
  • Putting screener passwords in the sheet, so they spread whenever the sheet is shared.

Filled-in example

Filled in for the fictional drama “The Temperature Between Us”. All people, companies and numbers are made up; the Excel file has the same example on its Example sheet.

Festival Submissions Tracker

Title / running timeThe Temperature Between Us · 50 min × 8 eps
Screening history (premiere status)Not yet shown publicly (as of 2026-12-01)
Owner / contactHana Kim · 010-0000-0000
As of2026-12-01

Submissions

FestivalSectionPremiere ruleDeadlineFeeMaterials (screener / subtitles / stills / synopsis)SubmittedNotificationResultNotes
○○ International Film FestivalSeries competitionChecked in regulations2027-01-15Per call for entries (KRW)Screener · English subtitles · stills · synopsis2027-01-102027-03-20WaitingEntry no. ○○-0000
△△ Series FestivalAsian seriesChecked in regulations2027-02-05Per call for entries (foreign currency)Screener · English subtitles · director’s statement2027-04-10Decide after ○○ result
◇◇ Independent Film FestivalPanoramaNot checked2027-03-02Not checkedAsk whether eps 1–2 can be entered together

Submission materials

MaterialReadyFile location / linkNotes
Screener (private link / password)■Private link per festival (passwords kept separately)
Short and long synopsis■Submissions/synopsis_ko_en.docx
Stills■Submissions/Stills folder5 of 12 marked for festivals
Director bio, filmography, photo□
Director’s statement□Submissions/statement_draft.docxEnglish translation under review
English credits□
Technical details (running time, aspect ratio, sound, year, country)□
English subtitles (subtitle file / burned-in screener)■Submissions/Subtitles folder
Open the example full size · print

FAQ

Why track premiere rules?

Some sections only accept world or national premieres, so one screening can rule out another festival. Check each festival’s regulations and recheck whenever the screening history changes.

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