A single Episode of a Mini-Series, Movie, or Special, intended for Broadcast or Streaming
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January 1 to December 31, 2017
An Episode is a catch-all term for these Awards which means any project that was produced specifically to be delivered to viewers via over-the-air, pay or basic cable, satellite transmission, or streamed over the Internet. Episodes must have been available for broadcast at least once, or for sale, streaming, or download to the general public for at least one week. Programs that consist of repurposed material, or are alternate “Special Edition” cuts of a program that was also broadcast or shown in theaters, are not eligible.
Unless otherwise noted in the specific category description, the following project types fall under this heading:
- Series: Multiple episodes (minimum three, except for series canceled before completing three episodes) in which theme, story line and main characters are presented under the same title and have continuity of production supervision. Visual effects produced solely for a main title sequence are not eligible, nor are clip shows, year-enders, “best-ofs” and anniversary specials that repurpose material that aired previously.
- Movie: A non-episodic program created specifically for broadcast on television, pay/basic cable, or satellite channel or streaming on the Internet.
- Miniseries: A limited-run program of at least two episodes, but less than the current standard series season, which may be a serialized drama or anthology program with stories based on a particular theme. For the purposes of these Awards, only a single episode may be submitted for consideration. Submissions combining episodes are not allowed.
- Specials: A one-time piece of entertainment programming, not including commercials, which is promoted and advertised as a “Special” but not a “Special Presentation” of an ongoing series.
- Pilots: Considered to be regular episodic programs for the purposes of these awards.
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.
Titles, motion graphics, and logos are not eligible in this category.
WHO IS ELIGIBLE?
Slot 1: the overall VFX Supervisor
Slot 2: the overall VFX Producer
Slot 3: open to any significant effects contributor
Slot 4: open to any significant effects contributor
Slot 5: the overall Special Effects Coordinator (if the practical effects played a prominent role in the project. No exceptions.)
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A maximum of four (4) individuals most responsible for the overall creative design, supervision, execution, management and delivery of the project may be included. In addition, the Special Effects Coordinator/Supervisor must be named as a fifth entrant where appropriate. The named entrants should represent a cross-section of Facilities who made significant contributions to the project. Facilities should consult with each other before submitting. Multiple entries could put all entries at risk.
All submissions are required to enter:
Entrant 1: May only be the overall project Visual Effects Supervisor
Entrant 2: May only be the overall project Visual Effects Producer:
Entrant 5:Must be the overall project Special Effects Supervisor/Coordinator, if applicable. Do not enter other artists in this spot.
At the discretion of either the overall VFX Supervisor or the VFX Producer, two additional individuals who have made the most significant personal day-to-day contribution to the design, execution, and/or technology of the Work to Be Considered. These individuals may be, but are not limited to:
In-house (Facility) VFX Supervisors, Supervisors of Digital Effects, Animation, CG, Modeling, Compositing, etc.
Any Digital Artist, Lead Animators, CG Leads, Lead Compositors, etc.
Miniatures/Physical Models Supervisors
It is the policy of the VES Awards that Special (Practical) Effects Coordinators/Supervisors be recognized for their work when the special effects contributed significantly to the overall visual impact of a production. Accordingly, the Special Effects Coordinator must be named when the contributions of the special effects are a prominent part of the project. Therefore the fifth nominee spot is set aside exclusively for the Special Effects Coordinator/Supervisor.
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: email@example.com
Entry forms must be signed by:
The person submitting the entry (who may or may not be an entrant); and
The overall project VFX Supervisor; or
The overall project VFX Producer.
In the case of submissions created under the employ of a facility, a member of the facility’s management
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.
In the case of multiple entries from the same submitting organization, instead of signing each individual submission form the overall VFX Supervisor or overall VFX Producer (or the equivalent to these job titles) may submit a single signed letter to the Awards Committee covering all of the award submissions they are authorizing. This letter must include each individual Submission Number for which they are signing. To avoid confusion, this letter should be submitted to the VES office at the same time as the entries it is authorizing.
Please assign one contact person for all your entries. 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 Episode is allowed in the General Categories. Submitters should consult with the overall VFX Supervisor or VFX Producer to avoid conflicting entries. Multiple episodes from the same Series or Mini-Series will only be allowed if the submitted teams, including the overall VFX Supervisor and VFX Producer, are entirely different.
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A two-slot special episode of a series may enter, provided that it aired in one continuous broadcast time slot with one main title at the beginning and one set of end credits at the end of the program. A two-part episode that airs on different nights or with separate end credits at the end of each part may only show work from one part for consideration. A series or mini-series may not enter different episodes in both a VFX-driven and Supporting VFX category, nor may so-called “invisible FX” from an effects-driven series be entered in the Supporting VFX category even if the VFX teams are 100% different.
If multiple entries are submitted for ONE Episode, all entrants will be notified that they must submit one joint entry or risk disqualification of all entries. If a payment has been made on a duplicate entry, the submitter may use that payment towards an entry in a different category.
WHAT SHOULD BE UPLOADED?
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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 contains 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
As in previous years, the electronic submission format is DNxHD 36 (DNxHD LB 8-bit) in a QuickTime wrapper. Note that the former Avid DNxHD36 codec is now named 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
WORK TO BE CONSIDERED MATERIAL
Upload No. 2:
BEFORE & AFTERS
BEFORE & AFTERS MATERIAL
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 firstname.lastname@example.org 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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The total fee for each entry is $400, regardless of how many individuals are named on the submission or their VES affiliation.
Each VES member is entitled to one personal Submission Voucher that will cover that member’s entry fee for one entry only or that member’s pro-rated portion of one entry if he or she is a part of a team entry.
For purposes of pro-rating, VES vouchers are deemed to have a value of $100 regardless of the category being entered. Therefore, the non-VES entrants must pay the difference between the $400 total entry fee minus the value of the VES vouchers being applied to the entry.
- Example #1: Assume that an entry in category 4 (where a total of five entrants is allowed) is using two vouchers valued at $200. That leaves a balance of $200 to be split among the remaining three entrants for a total value of $400.
- Example #2: Assume that an entry in category 12 (limited to four entrants) is using one voucher only. That leaves a balance of $300 to be split among the remaining three entrants.
Each member may make a voucher by photocopying his or her valid VES membership card and including it with the submission as his or her portion of the entry fee.
Vouchers are non-transferable.
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 email@example.com.
Technical questions about submitting should be directed to firstname.lastname@example.org.
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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 email@example.com. 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: Updated the Qualifying Projects description to reflect the correct types for this Category, the How Many Entries section to reflect the correct types for this Category, and corrected typographical errors.
2017.12.14: Updated to remove the erroneous mention of Visual Effects Driven in the Qualifying Projects section.