Film submission and selection decision
Festival staff record the submission, material version and review status. After selection, the programming team checks screening permission, the exhibition copy and the agreed screening date.
Custom Development
CRM for International Film Festivals
The programming team needs to link film submissions to selection decisions, screening materials and guest accreditation. We’ll design a CRM for selection and festival logistics, with separate workspaces for reviewers, the press office and venue coordinators.
Why program changes get lost between teams
- Thousands of film submissions arrive from around the world in different formats and with different requirements.
- The programming team needs a clear selection process with scores and comments.
- Guests, speakers and press need different arrangements, including accreditation, visas, hotels and transfers.
- Sponsors expect mentions, meetings and results reports, and it’s difficult to track what each package includes and what has been delivered.
- Coordinating volunteers and staff through chats and spreadsheets leads to confusion during the festival.
From film submission to accreditation and screening
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Screening copies and technical checks
Programming tracks the authorized film version, subtitles and file readiness. A venue change creates a task to check the new venue’s requirements.
Accreditation
The coordinator links the guest’s application to an access category and confirmed screenings. The accreditation desk checks pass status without seeing the jury’s internal notes.
Additional Features
- Confirming partner commitments
- The manager can link an agreed mention, logo placement or partner invitation to a screening or event. If a screening moves, the press office checks which materials need updating. The summary includes proof of placement and approved substitutions.
- Notifying audiences of screening changes
- The coordinator can check the new venue and time against affected ticket orders. Once approved, staff record the notification channel and message version. If a ticket needs exchanging, the team sends the case to the ticketing operator.
- On-duty teams at festival venues
- The coordinator can assign staff to pass collection, admissions and discussion support. A replacement receives the current schedule and contacts for their area. Open issues remain in the shift log for the next team.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A festival screening changes venues
The programming coordinator moves the screening to another theater. The press and technical teams are assigned to check the listings and the screening copy.
Accrediting a film director
In the film record, the coordinator links the director to the screening and discussion. Once approved, the press office sees her public biography, and logistics sees the arrival arrangements.
What to Include in the First Release
We’ll start with one festival section. Reviewers assess submissions, programming approves the slot, and the press office receives material cleared for publication. The pilot will cover replacing a screening copy and moving a screening after the schedule is announced.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can reviewers see each other’s scores?
The festival sets the rules. Scores can become visible after all reviews are submitted or remain accessible only to the program director.
How do we coordinate several screenings of the same film?
A film record can have separate screenings with their own venues, times, subtitle languages and staff responsible for checking the copy.
How do we migrate submissions and film materials after selection begins?
We’ll match submissions, file versions and reviewer assignments. On a sample, festival staff will check which version was available for review, and programming will confirm decisions and linked screenings. We’ll migrate copy links with their agreed permissions.
What affects the estimate for an international film festival CRM?
We’ll review one section from submission through screening and pass collection. The estimate depends on selection stages, access to materials, ticketing integration and the number of venues. In the pilot, we’ll check how a venue change reaches the technical team, press office and box office.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.