SPECIAL PROVISIONS FOR THE VES STUDENT AWARD
The VES Student Award has additional Rules and Procedures due to the nature of the award. Please read the below section carefully before submitting.
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- Students must have been registered in and attending the school during the current calendar year ending December 31, 2017
- You must send a copy of a valid and dated student I.D. card or proof of registration along with the entry form for each student being entered
- Entries must be submitted personally by the student(s) who created the Work to Be Considered or by an official Festival/Awards Office of the school. Submission forms must be signed by a submitting student in either case. If the school submits the work, they must include contact information for the students
- The VES requests that schools nominate up to four students in each submission
- Submission forms must also be co-signed by a teacher or educational adviser under whose guidance the project was created to certify that the project was completed during calendar year 2017
- Entries submitted on behalf of students by any other representatives, administrators, agents, or faculty members other than the school’s official Festivals/Awards Office will not be accepted
- All qualifying student entries will first be submitted to Autodesk for preliminary judging. The fifteen top entries selected by Autodesk will then be voted on by the VES Nomination Event judges for selection of the final four nominees
- By entering these awards you are agreeing that AUTODESK has the right to play the submitted Student Award material, without charge, on its website or a website of its designation for the purposes of promotion
- The VES shall have the unrestricted but non-exclusive right to exhibit the submitted Student Award material at any venue and in any media, including but not limited to, websites, television, visual effects anthologies and other activities in connection with the legitimate business of the VES
CONTACT PERSON AVAILABILITY
ACCEPTANCE OF STUDENT AWARD
Photoreal or Animated Student Projects
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January 1 to December 31, 2017
A Student Project is a motion media project created under the auspices of an accredited school or university.
Photoreal is synonymous to live action, the intent being that the images should appear to have been photographed in the real world, even if the actual subjects are fantastical and do not exist in the real world.
Animated refers to a project where the filmmakers have purposely chosen a look clearly distinct from photorealism for the benefit of the storytelling. The Awards consider animation to be a genre that is independent of the process by which it is created. Therefore the project may be created with traditional animation crafts, modern digital techniques, or live action photography that has been manipulated such that it does not look photoreal.
Titles, motion graphics, and logos are not eligible in this category.
WHO IS ELIGIBLE?
Slot 1: open to any significant Student contributor, preferably the VFX Supervisor
Slot 2: open to any significant Student contributor, preferably the VFX Producer
Slot 3: open to any significant Student contributor
Slot 4: open to any significant Student contributor
Slot 5: empty
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A maximum of four (4) students most responsible for the overall creative design, supervision, execution, management and delivery of the project may be included.
If a student or team of less than four students created the project, but other students contributed significantly to the visual effects or animation, then it is strongly suggested that the other slots be used to recognize their contributions.
Entrant Names; Entrant Substitutions
List entrants in the order in which they should appear in any announcements or publicity. Make sure the names are spelled correctly. Select your nominees carefully. Submitters should consider qualified artists who no longer work at the facility.
If you find that you need to make an entrant name substitution, go to https://vesawards.sohonet.com and log onto the original online submission form using the username and password issued at the time of submission. Make the desired name change and click “Submit” to complete the change.
No substitutions will be allowed after the nomination event.
If there is valid reason to question the eligibility of an entrant, the VES Awards Committee reserves the right to investigate the situation and take appropriate action. For more information on name substitutions, consult the VES Awards Policies, Section 11, Changes in Entrants and Challenges to Nominations.
Submission Forms and Submission Numbers
You must fill out a Submission Form online (https://vesawards.sohonet.com) and obtain a Submission Number to be in the Awards. Print out the completed form, have it signed, and mail, fax, or scan and e-mail it to the VES office.
- Mailing address: 5805 Sepulveda Bl. – Suite 620, Sherman Oaks, CA 91411
- FAX: 818-981-0179
- E-mail: firstname.lastname@example.org
Entry forms must be signed by:
The person submitting the entry (the student or a representative of the school's Festival/Awards office); and
The student (if a different person); and
The teacher or advisor under whose guidance the project was created, to certify the project was completed during the calendar year 2016.
The signers acknowledge that all entrants are eligible and agree to follow and be bound by the rules, procedures, and policies of the VES Awards.
Please assign one contact person for this entriy. This is the individual (the Submitter) to whom the username and password for uploading your electronic submission will be sent.
This contact person must be available to the Awards Committee during vetting (December through early January) to deal with any potentially disqualifying issues that the Awards Committee may uncover during vetting. He or she should know where to reach everyone named on the submission in case of questions and who can arrange to re-edit a submission if necessary.
HOW MANY ENTRIES MAY BE SUBMITTED FOR THIS PROJECT?
Only ONE submission per project is allowed in this category.
WHAT SHOULD BE UPLOADED?
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Before & Afters videos are not required to be submitted for this category but may be submitted at the option of the submitter. However, student entrants who choose not to submit Before and Afters are required to submit a short written explanation of how the work was created. Do not include the names of the school or of individual students who worked on the project in the written material, or your entry may be disqualified.
Your entry is made of two parts:
The work you are submitting for the judges to view (the Work to Be Considered).
Descriptive information about how the VFX for the project were created (the Before & Afters material).
Entrants are responsible for their own quality control. The VES accepts no responsibility for viewing materials that do not play properly, are submitted at the wrong resolution or format, or are of inferior quality (see Submission Format, below).
FACILITY IDs: Viewing materials (including Before & Afters), supplemental written materials, or slates may NOT contain the names of facilities, production company logos, logo bugs, or individuals that worked on the project. Entries containing such material will be required to resubmit without identifying marks or they may be disqualified
Work to Be Considered
This is the project material you wish to enter for an award. All Work to Be Considered must be submitted as premiered. Long single shots may be edited down for length, however you may NOT:
- Change the order of sequences from how they appeared within the project
- Change the order of or edit shots within a sequence
- Put different contextual material around the Work to Be Considered other than how it was premiered
- Add fades or dissolves to “smooth” awkward transitions created by cutting down the sequence. However, you may place a few frames of black between segments
- Use sound other than the original sound track as premiered
You should provide some contextual material surrounding the Work to Be Considered where it is available. “Contextual Material” is the shots (visual effects or otherwise) immediately preceding or following the work you are submitting. This contextual material shows how the Work to Be Considered fits into the scene, sequence, or project. Contextual Material must be short and solely to set up the effects being presented.
Before & Afters
All entries must submit Before & Afters. The Before & Afters material must be unique to this entry and tailored to the category you are entering. Where the special (practical) effects played a major role in the project, the Before & Afters should include footage demonstrating this fact. Before & Afters entered in different categories from the same project must be significantly different from one another and must specifically address the shots being submitted. Before & Afters must demonstrate how the work was accomplished through one or more of the following:
- Animatics and/or previs
- Raw plates
- Raw elements
- Work-in-progress (developmental progression of shot)
- The finished shot
- Company logos, logo bugs, or individual names identifying who worked on the entry are not permitted. Entries containing such material will be required to resubmit without identifying marks or they may be disqualified.
- Special Venue entries must include video footage of the project from the perspective of the audience.
- Real-Time entries should include video footage demonstrating game assets in their native authoring environment. Overlays showcasing hardware and software performance are also welcomed.
- You may not use the same Before & Afters material for two different categories.
Your entry may be disqualified if the Before & Afters material contain any of the following:
- Extraneous material that does not relate directly to the Work to Be Considered
- Shots or sequences that are not shown in the Work to Be Considered
- Talking heads explaining the work (voice-over narration is acceptable)
Written Supporting Material
Submitters may, at their option, provide a concise written description of how the Work to Be Considered was created. Please submit a PDF file of your written material at the time of submission by uploading the PDF by clicking on “Actions>Upload supplemental material” on the Submission Form. PDFs of nominated entries will be posted on the View & Vote website.
Guidelines for Written Material:
- Put the Submission Number on every page
- Keep the number of pages to a minimum; judges are given only one minute to review your material
- Use large type for easy reading in subdued light
- Do not use binders or folders
- Written material may not include the names of individuals or facilities that directly worked on the visual effects.
- Reprints of magazine or web articles are not allowed
- Please name the PDF file the same as the submission number of your submission (e.g. 01-9999).
All sound used in the Work to Be Considered portion of the entry must be the original sync sound as premiered. Entries may be submitted MOS, but they must be clearly labeled as such on the slate. However, the Before & Afters material may have alternate audio, including relevant commentary. Commentary may not include the names of facilities or individuals that did the work, be self-congratulatory, or otherwise off-topic.
Use only the official VES Awards Slate that was automatically generated when you created your submission. If revised materials are submitted, they must be clearly labeled “Revised” on the slate and given a revised submission date.
Submitting Viewing Materials
Viewing materials should be submitted in electronic form whenever possible. We strongly discourage submission in physical media form.
When you first made your submission you created a unique username and password to use for electronic material submissions. Use the same username and password for all your submissions. But keep in mind that each individual entry will also be given a unique file name that corresponds to only one specific Submission Number.
Submission Format: DNxHD 36 / DNxHD LB 8-bit
The electronic submission format is DNxHD 36 in a QuickTime wrapper. Note that this year Avid has changed the name of the codec from "DNxHD 36" to "DNxHD LB 8-bit".
Updated upload instructions can be found in the Online Submission Guide at https://vesawards.sohonet.com/awards/guide/
The submission/encoding format is easy to use, and is compatible with all major computing platforms (PC, MAC, Linux). It has been designed to be practical on all but the slowest of Internet connections.
All viewing material must follow these guidelines:
- 1920 x 1080p, 23.98 fps DNxHD 36 8-bit video (DNxHD LB 8-bit video)
- Color levels per Rec. 709/BT.709
- Reference black is defined as 8-bit value 16, and reference white is defined as 8-bit value 235
- Note: all entries will be displayed as above in video range. DO NOT submit materials in full RGB range or they will look incorrect. The VES does not have the capability to correct material submitted in full range.
- Audio in 16-bit 44.1KHz
No exceptions to these requirements.
The VES is not responsible for any artifacting present in video files used for online voting that may be caused by interlaced footage.
The entry must be uploaded in two parts:
- The Work to Be Considered (the entry) is one upload; and
- The Before & Afters material is the second upload.
Use the VES slate on both uploads and follow the upload order below in assembling your submission:
Upload No. 1:
WORK TO BE CONSIDERED
YOUR ENTRY (See category sections for length limits)
Upload No. 2:
BEFORE & AFTERS
BEFORE & AFTERS MATERIAL (See category sections for length limits)
Do not combine your uploads. Viewing material deviating from these format specs will not be accepted.
File Naming Conventions
Your uploaded submission(s) must be named as follows:
For Part 1: Work to Be Considered
- Entry ID.mov (This is the original project material)
For Part 2: Before & Afters
- Entry ID.beforeandafters.mov (This is your Before & Afters file)
For example: For Submission ID 02-0003, name your files as follows:
- Work to Be Considered: 02-0003.mov
- Before & Afters: 02-0003.beforeandafters.mov
WHAT ARE THE IMPORTANT DATES?
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You must upload your viewing materials and optional supplemental written material between November 6 and November 30, 2017
If your project premieres after the November 30 deadline, you must complete a submission form, pay the entry fee by the deadline, and submit a Petition to email@example.com stating the facts concerning the delayed release date. The Awards Committee will consider your petition, and if it is granted, viewing materials must then be submitted at the earliest practicable date, but in no event later than December 22, 2017 except for projects with a release or air date later than December 15.
NOTE: Unavailability of personnel to prepare submission materials in time to meet the entry deadline is not a valid reason to be granted a deadline extension
16th ANNUAL VES AWARDS TIMETABLE
Period of Eligibility for Entries
Jan. 1 – Dec. 31
Rules & Procedures Posted
Entry Forms Available, Submissions Open
Upload Viewing Materials
Nov. 6 – Nov. 30
Bay Area, London, Montreal, New York, New Zealand,
Sydney, Vancouver, Toronto Nominating Panels
Contact Local Sections for Dates
L.A. Nomination Judging Panels Meet and Vote
On-Line Viewing & Voting (Members Only)
Jan. 25 – Feb. 8
16th Annual VES Awards Gala
WHAT ARE THE ENTRY FEES?
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Payment must be received by the VES no later than 5 PM PST, November 30, 2017. Entries are not complete and will not be vetted until payment has been made.
HOW DO I SUBMIT?
Submissions may only be made through this VES Awards website by following the directions below.
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- Designate ONE person to be your primary “go to” person for all VES Awards matters. This person is the official Submitter. He or she must sign the Submission Form.
- The submission form will be available starting on or about October 9, 2017 on this site.
- Click on "Submit an Entry" below.
- After clicking "Submit an Entry", click on “Create New Submission.” Instructions will take you through the complete registration and submission process and will guide you on how to prepare your materials for upload.
- Give each entry a distinct project title (preferably the project’s main title) and entry name on both the entry form and on the slate (e.g., Main Title of Project: Avengers; Name of Clip: Hulk Smashes Loki).
- When you have completed the Submission Form, click ”Submit”. A unique submission number will be automatically issued. At the same time, slates will be automatically generated for your viewing materials.
- One submission per form. Do not combine multiple entries on a single submission form.
- Print your completed Submission Form, making a note of the official Submission Number. Do not lose this login information or share it with an unauthorized individual. You will need this information later if you have to make changes to your submission.
- Have your printed entry form signed by the appropriate individuals and send one copy of the form to the VES, 5805 Sepulveda Bl., Suite 620, Sherman Oaks, CA 91411 by the submission deadline of November 30, 2017 along with your payment.
- Entry fees should be paid by using the online credit card authorization form in the section “Submit an Entry”.
- Use the Submission Number in all correspondence relating to your entry.
- Upload your viewing materials in Submission Format: DNxHD 36 (aka DNcHD SB 8-bit), as specified above, no later than Thursday, November 30, 2017.
EXCEPTIONS AND PETITIONS
Exceptions to the rules may be requested by petition. The Awards Committee considers all petitions on their merits and may grant them at its sole discretion. Use the official petition form for that purpose found on the Entry site, which is available after you've created your submission.
HOW DO I GET SUPPORT?
Questions about these Awards should be directed to firstname.lastname@example.org.
Technical questions about submitting should be directed to email@example.com.
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SohoNet provides a 24/7 support operation for all aspects of the electronic submission process:
For general inquiries and non-urgent problems, send an email to firstname.lastname@example.org. The subject line should begin with VES. Please provide a contact phone number and time zone/hours when you will be available.
For urgent issues on uploading, please call one of the following 24/7 support lines, making clear that you are calling about the VES electronic submission process
Please have your submission number available when calling.
- USA: +1 310 449 8610
- UK: +44 (0) 207 292 6909
- Australia: +61 1800 77 5280
WHAT IS THE FINE PRINT?
The VES Awards Policies contain the technical details used by the Awards Committee to govern the VES Awards process. Feel free to browse them in the links below.
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- Naming of key personnel
- Submission guidelines
- Payments and refunds
- Nominating procedures
- Review and oversight
- Final Voting
- VES Awards winners
- Name changes, substitutions, and challenges
- Press releases
- Rules for the protection of the physical award
- Ownership and clearances
- Certificates and commemoratives
- Promotional Screeners
The VES Awards Committee may need to revise the text on this page. If we do, we will note any revisions below:
2017.10.02: Corrected minor typographical errors