Introduction  

                                  

Travelling Docudays UA International Human Rights Documentary Film Festival takes place annually between October and December, inclusive in the regions of Ukraine. The festival programme includes a selection of documentaries from the Docudays UA International Human Rights Documentary Film Festival programme, which takes place in late March in Kyiv.
In 2020, for the first time, Travelling Docudays UA will be held between September and December.


The purpose of the festival


To facilitate the respect for and protection of human rights and fundamental freedoms, to establish an understanding of human dignity as the highest value, to raise the level of civil activity in Ukraine, to promote the development of documentary filmmaking.


Mission of the Festival


We create opportunities for every person in Ukraine to watch talented and relevant human rights documentary films from all over the world. We promote an active civic position and respect for human dignity. We support the development of the Ukrainian film industry.


The Festival is non-political and non-commercial.


Organizers

- NGO Docudays;

- Ukrainian Helsinki Human Rights Union;

- Charitable Organization ‘Charity And Health Found;

- Centre for Contemporary Information Technology and Visual Arts;

- Regional partners.

Regional partners of the Docudays UA Travelling Festival


Among the organizers of the Travelling Festival in the regions can be community organizations, cultural organizations, charitable foundations, informal public associations, public bodies, and self-government bodies that share the values, goals, and objectives of the festival, support the Declaration of Ethical Principles and meet the following criteria:

 

- the applicant organization has sufficient resources to provide technical, informational, and other conditions for the films screening and events of the Travelling Docudays UA Festival in the area;

- has a proven reputation in the cultural sphere and among public activists in the region;

- has experience in holding cultural and human rights events;

- is not a satellite of any political party;

- is ready to comply with copyright laws when using films provided by NGO Docudays. The regional partners confirm this commitment in a special Agreement.

 

To acquire the status of a regional partner of the Docudays UA festival, the applicant organization must send an application to the Executive Body of the NGO Docudays and provide evidence of compliance with the above criteria. The application should be sent to Svitlana Smal, the chairwoman of the NGO Docudays, svitlana.smal@docudays.ua, Alla Tyutyunnyk, Director of Docudays UA Networks Department, alla.tyutyunnyk@docudays.ua and Tetyana Kulyk, Coordinator of the Docudays UA Networks Department, tetiana.kulyk@docudays.ua.

The decision to grant the status of a regional partner is taken by the Executive Body of the NGO Docudays basing on the recommendation of the Director of Docudays UA Networks Department.


Preparation for Travelling Docudays UA


Every March, regional coordinators, representatives of partner organizations visit the Docudays UA International Human Rights Documentary Film Festival in Kyiv. There they can review the festival programme, watch films, and attend the DOCU/CLASS documentary workshops, human rights events, and various networking meetings.


No later than the end of May, the regional partners provide the Management Team of Travelling Festival with their recommendations for the films and human rights activities to be included in the Travelling Docudays UA programme. These recommendations should be left in the questionnaire provided by the Festival’s Management Team.


Considering requests from regional partners, the Management Team of the Travelling Festival develops the Travelling Docudays UA programme, communicates with the copyright owners of selected films, and obtains permits for the screening and number of screenings in the regions of Ukraine. By the end of July, the Management Team of the Travelling Festival complies with a final list of films to be screened within the Travelling Festival and makes this list available to regional partners.


By the end of August, the Travelling Festival's Management team creates and sends to regional partners a basic package of visual materials for the promotion of the Travelling Festival: posters constructors, posters, schedules, images for social media, Travelling Docudays UA trailer.


One month before the start of the Travelling Festival, the Management Team organizes a seminar. The regional coordinators can delve into the festival's theme and programme, participate in lectures and workshops to promote the festival, and improve its quality, etc.


During the Travelling Festival preparation, the regional partners are obliged to send the relevant documents to the Management Team of the Festival, basing on which the program and principles of cooperation are formed. The regional partners will receive the documents forms no later than the end of August 2020.

 

List of documents for Travelling Docudays UA preparation

 

Document Recipient Deadlines
Festival funding application

Svitlana Smal, the chairwoman of the NGO Docudays, svitlana.smal@docudays.ua;
Denys Kostiunin,

Financial Director of the NGO Docudays,

denys.kostiunin@docudays.ua;

Tetyana Kulyk, 

Coordinator of the Docudays UA Networks Department, tetiana.kulyk@docudays.ua
Two weeks before the festival for those who start the festival in September. Four weeks before for all who plan to start the festival later than 1 October (inclusive).
Preliminary schedule of public events for approval

Tetyana Kulyk, tetiana.kulyk@docudays.ua

Ksenia Rybak,

Communications Manager,

ksenia.rybak@docudays.ua

Two weeks before the festival for those who start the festival in September. Four weeks before for all who plan to start the festival later than 1 October (inclusive).
Communication plan for approval

Ksenia Rybak,

ksenia.rybak@docudays.ua

One week before or earlier
Preliminary schedule of human rights events

Ksenia Shymanska,

Director of the Human Rights Department,

ksenya.shymanska@docudays.ua

Two weeks before the festival for those who start the festival in September. Four weeks before for all who plan to start the festival later than 1 October (inclusive).
Information for posters

Tetyana Kulyk,

tetiana.kulyk@docudays.ua

Two weeks before or earlier
Final schedule for public events

Tetyana Kulyk,

tetiana.kulyk@docudays.ua; Ksenia Rybak,

ksenia.rybak@docudays.ua

9 days before the start of the festival or earlier
Final schedule of public events

Ksenia Shymanska,

ksenya.shymanska@docudays.ua

Inna Kondratieva,

Content Manager,  inna.kondratieva@docudays.ua
9 days before the start of the festival or earlier
Signed Cooperation Agreement

Eduard Momotok,

Financial Manager,

eduard.momotok@docudays.ua

One week before or earlier
Films download request. With the cooperation agreement number included and signed.

Ihor Kofman,

Coordinator of the Video Library; Project Coordinator at the Docudays UA Networks Department,

ihor.kofman@docudays.ua

One week before or earlier

 

The regional coordinator agrees on the programme of public screenings and human rights events with the Travelling Festival's Management Team and provides a precise schedule of events to be published on the Travelling Festival website.


Regional coordinators must agree on a promotional plan, present ready visual materials that they plan to use on social media.

 

Not later than one day before copyrights come into force, NGO Docudays ensures that films are transferred to regional partners in digital .mp4 format as well as information materials on films, provides simultaneous translation or subtitling before the start of the film screening.


NGO Docudays enters into the Agreement with regional partners to transfer non-exclusive property copyright to the public demonstration (public screening) of films of the Docudays UA International Human Rights Documentary Film Festival. (The titles of the films and their timing are defined in Annex № 1 of the Agreement and is an integral part of it.)


Travelling Festival Programme

 

Public, specialized and closed events take place within the Travelling Docudays UA programme.


The public programme of the festival includes events that are open and accessible to all. These include film screenings, lectures, workshops, and discussions in public and open spaces: cinemas, houses of culture, galleries, bookstores, etc.


Specialized events are partially open events designed for pre-invited audiences; however, everyone has access to them.


Closed events are screenings and lectures designed for a specific audience, access to which is limited.


The hybrid format of the 17th Travelling Festival


In 2020, due to the COVID-19 pandemic, all public, specialized and closed events will be held both offline and online.

 

1.The format (online or offline) of a festival event in the region (city) is determined by the regional partner independently according to the level of the epidemiological situation in the region (city), informing the Executive Body of Docudays in the funding application.

 2. During offline events, the regional partner is responsible for compliance with all quarantine restrictions in the city (region) during the Festival.

3.The regional partner is responsible for compliance with copyright laws during online film screenings and protects the film from piracy.

4.The regional partner conducts online film screenings, distributing only links for public screening of the film, provided by the Festival's Management Team. Online film screenings of Travelling Docudays UA Festival are held in live mode.

5.To expand the audience of online public educational events, the regional partner attracts media resources and platforms for broadcasting (streaming) educational events of the festival.

 

Rules for the preparation of the Travelling Festival Public Programme


 1.The Travelling Docudays UA Public Programme Schedule should be submitted to the Coordinator of the Docudays UA Networks Department and the Travelling Festival Communication Manager at least four weeks prior to the first event. Applications submitted later will not be considered.

2.Suppose several partner organizations in one locality hold the Travelling Festival. In that case, they are obliged to create a public program schedule together, creating a promotional plan, and sharing areas of responsibility.

3.Only one organization in the city can be responsible for a public programme if it has been agreed between the partners that the others focus more on closed or specialized events.

4.The Travelling Festival Public Programme in the region must have a clearly defined period. Recommended duration no more than two weeks.

5.The regional partners of one region hold press screenings or press conferences together. The press conference is aimed to announce the festival and therefore should take place at least a week before the start of the festival.

 

Recommendations for the Travelling Docudays UA Programme

 

 1.A balance of open, closed, or specialized events should be followed.

2.It is crucial to adhere to the thematic balance when working on the festival programme and fully cover its theme.

3.Popular places in the city, which have their audience, a program of events and are engaged in the promotion, should be chosen as venues for the events.

4.It is worth examining cities' and towns' current problems to organize productive discussions with moderators and local experts. Films can always open an opportunity for professional discussions.

5.Involve experts in discussions. Pre-budget the fee for the moderator and photographer.

 

Requirements for the promotion of festival events

 

 1.Before the Travelling Docudays UA promotional campaign, the regional partner team member responsible for promoting creates a detailed communication plan and sends it to the festival Communication Manager for approval.

2.The promotion of Traveling Docudays UA should take place in advance and cover the festival's entire programme.

3.The promotion should cover both offline and online means of communication.

4.Public announcements about the festival must cover the festival's theme and be meaningful, accessible, concise, and correct.

5.Public reports about the festival may not distort information, provide false information,  discriminate, insult, or contain subjective allegations.

6.The visual materials about the Travelling Festival that are publicly available correspond to the festival's visual concept and the developed design, including fonts and image sizes.

7.Following the Travelling Festival events, the regional partner should send at least two photos from festival events and at least two texts about the Travelling Festival in their region to the Content Manager and the Communications Manager of the Festival. The submitted materials must meet the requirements of the Festival’s Management Team.

 

About copyright compliance

 

1.The number of screenings of one film within the Travelling Festival framework should not exceed the number specified in the Agreement between the NGO Docudays and the regional partner.

2.Upon expiring the license for the public screening of films within the Travelling Festival, the regional partners undertake to remove the films provided to them from all digital media where they are stored.

 

About holding Travelling Docudays UA

 

The regional Coordinator ensures early promotion and high-quality screenings of films from the Travelling Festival programme and promotes effective discussions after the screenings, organizes, and conducts legal education events.

 

During the preparation and holding of the Travelling Festival, the regional Coordinator can ask for advice and support regarding the programme, promoting the festival from the Coordinator of the Docudays UA Networks Department and the Communications Manager.


The Travelling Festival does not envisage income from its holding, but to reduce the cost of renting cinemas, the organizers have the right to grant permission to cinema owners to sell entrance tickets under the condition that the ticket price does not exceed the cost of technical support for screenings. In this case, the organizers are not entitled to receive income from the sale of entrance tickets.

 

Travelling Docudays UA monitoring


During the Travelling Festival, the Management Team can organize monitoring trips, carried out by members of the Management Team, aimed to evaluate the quality of the festival's preparation and the festival itself by regional partners. Monitoring involves examination and attending Travelling Festival programme in different regions and further  evaluation according to the following criteria:

 

 1.The relevance of the selected content: the programme should cover the festival's theme in an accessible and comprehensible way.

2.Correspondence of the programme to the target audience.

3.Choice, the arrangement of the place for high-quality screening.

4.Choosing popular locations for holding cultural events in the city/town.

5.Early and high-quality promotion of the festival involving offline and online communication tools.

6.Intense and diverse programme based on the understanding of the local context, its issues, and potential, relevant discussions and training, legal education events.

7.Involvement of relevant experts and partner organizations in events.

8.Coordinated work between regional partners within one region.

9.Ability to plan and take into account the available opportunities for events.

 

Reports


At the end of the Travelling Festival, the regional partner should provide relevant reports on the festival.

 

Timing and reports formats


Document Recipient Deadline
Final report

Tetyana Kulyk, Coordinator of the Docudays UA Networks Department, tetiana.kulyk@docudays.ua;

Svitlana Smal, the chairwoman of the NGO Docudays, svitlana.smal@docudays.ua

10 days after the end of the festival in your area
Media report Ksenia Rybak, Communications Manager  ksenia.rybak@docudays.ua 10 days after the end of the festival in your area
Social media report Ksenia Rybak, ksenia.rybak@docudays.ua 10 days after the end of the festival in your area
On termination of cooperation with regional partners

 

The executive body of the NGO Docudays may terminate cooperation with the regional partner for the following reasons:

 

 1.The regional partner violates the concluded Cooperation Agreement.

2.The regional partner does not meet the deadlines for submitting documents during the preparation of the Travelling Festival.

3.The regional partner does not meet the deadlines for submitting reports to the Executive Director of NGO Docudays, the Coordinator of the Docudays UA Network Development Department, and the Travelling Festival's Communication Manager.

4.A partner organization representative does not participate in a seminar on the preparation, organization, and holding of the Travelling Festival for more than a year.

5.The regional partner does not adhere to the Declaration of Ethical Principles and does not share the festival's values.

6.The regional partner does not meet the quality criteria for holding the Travelling Festival developed by the Travelling Festival's Management Team and approved by the Executive Body of the NGO Docudays.

7.The regional partner does not adhere to the approved schedule of events and communication plans except for unforeseen circumstances that affect the schedule of events and which the regional partner cannot control. The Regional Coordinator should immediately notify the Travelling Docudays UA Management Team of unforeseen circumstances.

 


 

 


 









 




XVII
Travelling Docudays UA International Human Rights Documentary Film Festival
September — December 2019