Terms

I. General

1. HER Docs Film Festival, hereinafter referred to as the Event, will be held on October 1-6, 2026 in Warsaw.
2. The organizer of the event is the HER Docs Foundation.
3. The aim of the Event is to showcase, present and promote documentary, experimental films, animations and video artworks by persons identifying as women (cis, trans) and nonbinary persons.

II. Sections

1. The Event may present films in selected thematic sections.
2. Films presented during the Event do not compete for awards and are presented only in non-competitive sections.

III. Film selection

1. You can submit short documentaries, short animated films, short experimental films and short video artworks. Films up to 30 minutes are considered short films.
2. We accept submissions for films directed or co-directed by persons identifying as women (cis, trans) and nonbinary persons.
3. Preferred films:
   • films before their Warsaw theatrical premiere;
   • films produced in the last 2 years, no earlier than 2024.

4. The person submitting a film to the Event may be its creator, director, producer, school or other entity with the right to do so. Any claims arising from unauthorized submission of a film are the responsibility of the submitting person.
5. The Organizer decides whether the film will be accepted for the Event.
6. The selection of films for all screenings of the Event includes films submitted within the deadline and under the terms set out in these Rules & Regulations.
7. Submitting a film is free of charge.
8. Films should be submitted via the submission form published on herdocs.pl
9. The application must be submitted no later than June 30, 2026.
10. Films other than Polish and English-language spoken and/or subtitled should be submitted in their original language version with English subtitles.
11. Review copies:
    • The Organizer only accepts online screeners, i.e. public or private links to the film, with or without a password, with unlimited time and territorial access (e.g. Vimeo, YouTube, etc.). During the selection process, passwords cannot be changed. If you change your password during the selection process, please inform us immediately and provide the new password by e-mail.
    • Links requiring file downloads (e.g. WeTransfer, MyAirBridge, etc.) will not be accepted.
    • The film for selection must be submitted online via the submission form (see section 3.8.).

12. The Organizer will notify the applicant about the selection results by e-mail immediately after its completion, no later than 14 days before the start of the Event.
13. The Organizer does not bear any costs related to carrying out the work or traveling to the Event.
14. The organizer reserves the right to interrupt, cancel the selection process and change the list of qualified films.
15. Qualified films are made available to the Event Organizer free of charge.
16. After receiving information about the film’s qualification for screenings as part of the Event and its acceptance by the submitting person, the submitting person may not withdraw the film from the Event program.
17. No more than 2 screenings of one film may take place during the Event. Any additional screenings require the separate consent of the person submitting.
18. The list of films selected for the Event program will be published on the website https://herdocs.pl/en after the selection is completed, no later than 14 days before the start of the Event.
19. After receiving information about the film’s qualification for the Event program, the submitting person is obliged to provide film materials according to the detailed list provided by the Organizer, including:
    • materials related to the film (including high resolution stills from the film, synopsis in Polish and English, photos and biography of the director(s), dialogue list in the original and English language, technical information, trailer);
    • a screening copy in a format, resolution and image quality allowing projection in cinema conditions, with the preferred copy format being ProRes high res full HD.

20. In the case of films of exceptional artistic value, the Organizer may waive from the regulatory requirements.
21. The Organizer decides on all matters not covered by these Rules & Regulations.

IV. Tickets, Prices and Discounts

1. Admission to film screenings held as part of the Festival is subject to the presentation of a valid ticket or accreditation, except for events where admission is free of charge.
2. Ticket prices for individual events are specified in the current Festival price list, available on the Festival website and at ticket sales points.
3. Discounted tickets are available to seniors (pensioners and retirees), persons with disabilities, and students and pupils.
4. Persons belonging to the groups specified in paragraph 3 are entitled to purchase a discounted ticket upon presentation of a valid document confirming their eligibility for the discount. The Organiser may also request such a document upon admission to the screening.
5. Persons with disabilities who require the assistance of a support person while attending the Festival may purchase a ticket for one accompanying person at the price of PLN 1. A ticket for an accompanying person may only be purchased together with a ticket for the person with a disability whom they are assisting. The accompanying person shall be entitled to a seat at the same screening and under the same conditions as the person they are accompanying. In order to use the accompanying person ticket, the Organiser may request a document confirming the person’s disability. The Organiser shall not require disclosure of information concerning the type of disability beyond what is necessary to confirm eligibility. Each person with a disability is entitled to purchase a ticket for one accompanying person, unless the nature of the event or the participant’s specific needs justify another arrangement agreed with the Organiser.
6. Discounts may not be combined with other promotions, discounts or special prices, unless otherwise decided by the Organiser and specified in the price list or event information materials.
7. The Organiser reserves the right to set separate ticket prices for selected events, in particular special events, accompanying events, premiere screenings, and events organised in cooperation with Festival partners.
8. Information on the ticket price for each event shall be provided in the event description.
9. Admission to debates and meetings with women filmmakers held after screenings is free of charge.
10. In the case of free-admission events, the Organiser may introduce a requirement for advance seat reservation. A reservation does not constitute a ticket purchase and does not guarantee admission after the event has started.

V. Additional rights of the Organizer

1. The submitting person consents to the publication of information about the film on the festival’s website, in official publications and press materials.
2. The person submitting the film grants the Organizer the right to use:
   • copies of the film for film screenings as part of the Event,
   • provided promotional materials (high resolution stills from the film, photo and biography of the director(s), synopsis in Polish and English, trailer, presskit/EPK) for publication (prints, website of the Event, catalogue, program of the Event) and for purposes of the event promotion in the media and on social media. The submitting person consents to the Organizer editing the submitted materials.
   • fragments of the film shown in television broadcasts related to the Event (trailer or fragment up to 2 minutes from the film) and in activities related to the promotion of the film and the Event.

3. The Organizer has the right to use fragments of the film and promotional materials to promote subsequent editions of the Event on the terms described in point. 5.1. To the extent specified in subsections a) and b), the person submitting the film appropriately grants the Organizer a license or allows the Organizer to exercise derivative rights to the work free of charge.

V. Final provisions

1. In case of doubt, the final interpretation of the Rules & Regulations rests with the Organizer.
2. Please send questions regarding submission and selection of films to: info@herdocs.pl. 
3. Submitting a film to participate in the Event is tantamount to:
   • acceptance of the principles of the above Rules & Regulations,
   • participants’ consent to the processing of their personal data by the Organizer for the selection and marketing purposes of the Event. / Personal Data Protection Act of 29/08/1997, Journal of Laws No. 133 item 833 as amended.

4. The Event Organizer is not responsible for any infringement of third party rights resulting from the use of the submitted works, unless the infringement is solely the fault of the Organizer. In this respect, the person submitting the film releases the Organizer from liability.
5. In case of doubts as to the interpretation of the provisions of the Rules & Regulations, its Polish language version shall prevail.

VI. Use of image

1. Participation in the Event is tantamount to consenting to photographing and filming persons participating in the Event for promotional purposes and posting their image on the Organizer’s website and on social media (YouTube, Instagram, Facebook, Snapchat, Twitter and others) managed by the Organizer.
2. The above consent may be revoked at any time by submitting such a request directly to the Organizer in the form of:
   • e-mail sent to info@herdocs.pl,
   • in writing sent to the address of the Organizer’s registered office: Fundacja HER Docs, ul. Foksal 3/5, 4th floor, 00-366 Warsaw.