WELCOME
to the information session on the
Films on the Move
(call CREA-MEDIA-2024-FILMOVE)
We will start promptly at 15.00 pm
Please mute your microphone and switch off your camera
29/11/2023
European Education and Culture
Executive Agency
European Education and Culture Executive Agency
Disclaimer on Data Protection
This info session will not be recorded. Voice and face are on a
voluntary basis, in case attendees intervene during the session.
Please refer to the Data Protection Notice of the event for more
information.
- Stats on previous call 2023 (total ddl1 & 2) & Key aspects
new call 2024 - Muharrem
- Reminders for the application process - Piera
- Award criteria and relevant tips & Focus on budget –
Gregory
- Q&A
Agenda of the meeting:
Total key data in 2023
• 49 proposals submitted – 7% inadmissible/ineligible
• 31 proposals awarded
• 20 European SA supported
• 568 national distributors supported
• Average number of territories in grouping 18
• Total requested amount: 35M €
• Total awarded amount: 17.3M €
Stats Results 2023
Selected distributors (568) per country (32 territories):
Stats Results 2023
0
5
10
15
20
25
30
ES IT NL SE BE EL HR HU CZ PL PT RS DE DK SI ME MK AT BA NO LT RO EE FI LV SK BG IS FR LU AL IE
Number of distributors per country
0
5
10
15
20
25
30
AT BE DK FR PL
Selected SA per country 31
Film Nationality :
Stats Results 2023
Gender balance of film directors :
52%
48%
Share of women directors
Men
Women
0
5
10
15
20
25
FR ES PL IT IS EE AT DE NO
Total grant distributors per territory:
Stats Results 2023
-
500.000
1.000.000
1.500.000
2.000.000
2.500.000
3.000.000
3.500.000
4.000.000
IT DE ES NL BE PL FR SE AT DK HU NO CZ FI LT PT EL RO RS SI HR EE SK BG LV IS BA MK ME IE LU AL
Total distributors grant per country
KEY ASPECTS - Timeline
Grant Agreement signature
2/3 months after evaluation
results
Information on evaluation results
July & December 2024
Deadline
14/03/24 & 18/07/24
Evaluation
March – June &
July – October 2024
Publication
26/09/2023
KEY ASPECTS - Details
Available budget: 16M €
Ddl1: 40%/ Ddl2:60%
> Duration = 12-24 months
(extensions are possible, if duly justified and through an
amendment)
Starting date of period of eligibility:
at grant signature
(retroactivity possible if duly justified: at the earliest from the date of
submission)
COORDINATOR
Must be directly appointed by the producer
of the submitted film by way of an international
sales agreement providing for the right to sell
the film in at least 15 countries participating in
the MEDIA strand
COORDINATOR
Must be established in one of the countries
participating in the MEDIA strand of the Creative
Europe Programme and owned directly or by majority
participation, by nationals from such countries
Earliest release date:
10 weeks after the date of submission of application
FINANCIAL MODALITIES
Budget based (actual costs)
Co-financing rate: 90%
Requested amount: No
max. threshold per
proposal (cost-efficiency!)
• 1st pre-financing: 70%
• Final payment: 30%
REMINDERS FOR APPLICATIONS
Mandatory annexes according to the call:
1. International film sales agreement
2. Letters of intent of distributors having acquired the theatrical rights from the
sales agent detailing P&A costs.
3. Information on Independence and Ownership and control
4. PDF with film(s)/work(s) information from the Creative Europe MEDIA
Database
Reminder: application process
Letters of intent of distributors having acquired the theatrical/online
rights from the sales agent should mention:
Confirmation of the intention to release the film (theatrically and/or online)
Type of rights that have been acquired
MG paid to SA for the acquisition
Confirm compliance with monitoring obligations of SA in case of selection
Compliance with the third party support conditions of the call CREA-MEDIA-
2024-FILMOVE (Section 6 - eligible activities - financial support to third parties,
p.13 of the Call document)
Reminder: letters of intent
• be established in one of the countries participating in the MEDIA strand of the
Creative Europe Programme and owned directly or by majority participation,
by nationals from such countries;
• be the holder of the theatrical and/or online distribution rights for the film in
the country concerned;
• carry out the theatrical and/or online distribution of the film in the country
(determine the release date, plans, controls and executes the distribution and
promotion campaign);
• pay directly the associated distribution costs.
Reminder: third party support conditions of
the call
➢Multiple territories: one letter of intention per territory and per
distributor
➢Attention: particular case when a Sales agent is also a distributor
=> the coordinator cannot be a third party
Reminder: criteria for third party support of
distributors
Maximum grant allowed per category of country (Section 6 - eligible
activities - financial support to third parties, p.13 of the Call document) :
• Max 150.000€ for FR, ES, IT and DE
• Max 60.000€ for AT, BE, NL, PL
• Max 30.000€ for CZ, DK, FI, EL, HU, NO, PT, SE
• Max 10.000€ for all the other territories.
Maximum 70% of the forecasted P&A
Reminder: criteria for third party support of
distributors
Film Database :
The Film Database allows to submit online all the information on the film with
necessary documents to qualify it (film financing plan and main cast & crew
info)
Even when the film is already qualified, you need to go to the film database,
download the film file with the list of distributors of the grouping and upload it
in the application as one of the annexes of part B
Reminder: application process – Fiche film!
From the submission system, you need to go to the film database “Media DB” to collect
one of the annexes (PDF with film/work information from the Creative Europe MEDIA
Database):
Reminder: application process – Fiche film!
Media DB (the film fiche annex), how does it look like?
Reminder: application process – Fiche film!
A work package is a building block of the work breakdown structure that
allows the project management to define the steps necessary for completion of
the work.
Mandatory Work Packages:
• WP 1 – Project Coordination and sales agent costs (mandatory)
• WP 2 – Support to third parties (mandatory)
Elements: objectives, description, tasks, deliverables, milestones
A deliverable is a physical output related to a specific objective of the project,
e.g. a report, publication, newsletter, tool, website, or conference
Reminder: work packages
Work Package 1 – Project Coordination and sales agent costs
(mandatory)
Examples of Deliverables:
Coordination activity evidence (e.g. newsletters, emails between coordinator
and distributors)
Promotional material from sales agent (last international trailer, press kit…)
Reminder: work packages
WP 2 – Support to third parties (mandatory)
Examples of Deliverables:
• Payment requests from third parties
• Theatrical release reports: release date and evidence, box office, …
• VOD release reports
• Promotional material from third parties
Reminder: work packages
Milestones:
A milestone is a scheduled event signifying an important decision
making moment or the completion of a deliverable
Example
• theatrical and/or VOD releases (months): individual or cumulated
• month in which the international promotional material is finalised
Tool to follow-up the implementation through crucial moment of the
life of the project
Reminder: milestones
AWARD CRITERIA &
RELEVANT TIPS
FOR APPLICATIONS
- 1. Relevance: 45 points
- 2. Quality of content and activities: 30 points
- 3. Project management: 10 points
- 4. Dissemination: 15 points
Award Criteria & Relevant Tips
Quality threshold v. Funding threshold
70/100 PTS
70%
FOLLOWING THE ASSESSMENT OF THE AWARD CRITERIA
Quality of the Grouping (10 points)
Aspects taken into account:
➢Track record & potential of SA on pan-European projects
➢Track record & number of distributors at national level
➢Involvement of distributors within the grouping
Award criteria 1 – Relevance (45 points)
European international dimension (10 points)
Aspects taken into account:
➢ Global strategy by the SA
➢ Geographic coverage: big, medium and small territories represented within the grouping (cultural and
linguistic diversity, taking in account the nationality of the film)
➢ Entire outreach of the project in terms of theatrical and/or online distribution (in and outside EU)
➢ European dimension of the grouping & confirmed releases
➢ Partnerships with online platforms
➢ Confirmed film festivals (Festivals that are outside the support to third parties, with potential to expand
the scope of the project)
Award criteria 1 – Relevance (45 points)
Promotion and coordination (15 points)
Aspects taken into account:
➢ Level of cooperation with the production company
➢ Production of common material
➢ Release date coordination
➢ Market events
➢ Cross-border strategies
➢ Use of data analytics
➢ Description of actions already carried out (pre-application stage)
Award criteria 1 – Relevance (45 points)
• The adequacy of the strategies presented to ensure a more sustainable and
more environmentally respectful industry (5 points);
• The adequacy of the strategies to ensure gender balance, inclusion and
diversity and representativeness, either in the project/content or in the way of
managing the activity (5 points)
Award criteria 1 – Relevance (45 points)
ABOUT GREENING
• Think beyond standard practices to minimize carbon print
• Elaborate a greening policy at different levels
✓ within the Coordinator company
✓ specific to the title submitted (eg during the production? in relation with the topic?)
✓ across the grouping: sharing of best practices and discussions
Award criteria 1 – Best practices
ABOUT GENDER BALANCE/DIVERSITY/INCLUSION/REPRESENTATIVENESS
• Think innovative actions beyond standard measures
- within the Coordinator company
- across the grouping
• Explain specific actions in relation to the title
• Think about inclusion/accessibility/representativeness of the title
Award criteria 1 – Best practices
Potential (10 points)
Aspects taken into account:
➢Quality of existing promotional material on project from SA
➢Film awards strategy
➢Potential of cast and crew including director
➢Consistent and realistic box-office estimates
➢Cross-over potential and possibility to reach new and younger audience
➢Online availability, discoverability and prominence
Award criteria 2 - Quality of content & activities (30 points)
National promotion strategies (10 points)
Aspects taken into account:
Overall qualitative national strategies and consistent P&A budgets in relation
with expected admissions/box-offices
Detailed strategy beyond the theatrical release (TV market targeted, VOD
platforms, secondary markets)
Award criteria 2 - Quality of content & activities (30 points)
Cost-effectiveness (10 points)
Aspects taken into account:
➢Detailed & explained economies of scale in relation with the proposed budget
➢Global costs of the proposal in line with the potential of the film (total box-
office expected in the grouping)
➢Adequate & justified staff effort
Award criteria 2 - Quality of content & activities (30 points)
Aspects taken into account:
➢Adequacy of the methodology proposed
➢Efficient delays organised to allocate the final support to distributors following
approval of costs in the final report
➢Clear presentation of distribution of tasks and responsibilities within the
coordination team
➢Agreement with third parties distributors on the applicable rules in case of
selection regarding the methodology to monitor costs, regarding the
allocation of the support (prefinancing), level of ensured transparency
Award criteria 3
Project management (10 points)
Impact of other activities (5 points):
Aspects taken into account:
Potential additional revenues such as
➢ International online platform targeted
➢ Strategies to reach unconfirmed EU and international markets and new
festivals
➢ In case of adaptation from a novel, edition rights
➢ Ancillary rights (flight rights, merchandising,…)
Award criteria 4 – Dissemination (15 points)
Production of an international Trailer (5 points):
A link to the international trailer is provided within the application at the
submission stage (sub-titled in English)
Aspects taken into account:
• Is there an international trailer completed and ready with the link provided and
accessible at the time of the submission?
• If no international trailer available at the time of submission, is it explained
why?
Award criteria 4 – Dissemination (15 points)
Dissemination of results within and outside the grouping to optimize the
visibility of the EU support (5 points)
Clear commitment to comply with the visibility obligation rules regarding the
presence of a logo on the promotional material (for distributors and for the
Sales agent)
Award criteria 4 – Dissemination (15 points)
✓Control the planning of the release and don’t forget the delay of
10 weeks before the first release date
✓Start drafting the SA strategy itself in relation with the award
criteria
✓Start collecting P&A forecasts and MEDIA grant requests from
distributors, letters of intent and national strategies ASAP
✓Application max 70 pages
DO’s – planning of submission of a proposal
✓Pre-agree on terms and conditions with third parties in case of
selection
✓Try to submit the application well before the deadline to anticipate
any technical issue before the submission stage
✓ Estimate an appropriate coordination cost, taking in account that
you can request up to 90% of the total costs of your total budget.
DO’s – planning of submission of a proposal
➢ Repetition of information from one award criteria to another one
➢ Copy-paste from one project to another in case of multiple application
➢ Leave some parts of the application incomplete / empty (especially in part B
of application, regarding questions that address the award criteria)
➢ Add a line for the coordination costs in the annex :”PDF with film/work
information from the Creative Europe MEDIA Database”
➢ Include links to international trailer that requires a password (as it can expire
during the process of assessment)
DON’TS
Main costs financed in the call:
➢ Salaries Coordination costs from Sales agent - “Personnel costs – without
volonteers”)
➢ P&A costs from Sales agent such as marketing material, travel costs for tour
talents,… - “Purchase costs – Other goods, works and services”
➢ Third party costs (grants to be provided to distributors) – “Financial support
to third parties”
➢ Indirect costs (flat fee of 7% of total direct costs)
Focus on budget and MEDIA request
Use of a “Cascading Grant” :
➢ The Sales agent is the main beneficiary of the Grant Agreement (use of a
mono-beneficiary Grant Agreement)
➢ Third parties (=distributors) receive a big part of the total grant from the
Sales Agent to support their release costs
➢ Third party grants are costs from the total budget of the Sales agent
Focus on budget and MEDIA request
Funding principle:
✓SA can receive up to 90% of the total costs, out of which a great
part is allocated to the distributors for their P&A’s
✓The third party grant cannot exceed 70% of the national releases
P&A
! Unconfirmed third parties (distributors) can be confirmed at the
reporting stage (if any) for territories which did not provide a letter
of intent but must be part of the total cost
Focus on budget and MEDIA request
✓DO NOT INCLUDE THE P&A of distributors to the budget of the
proposal in category of costs “D1: Financial support to third
parties”: Only the third party grant request is included in the
budget.
Focus on new budget and MEDIA request
✓How to build the budget & calculate the grant?
STEP 1 Calculate request for third parties (distributors):
It corresponds to max 70% of their P&A (or maximum thresholds
previously defined per territories, whichever is the lowest)
Item D1 in the budget
Focus on budget and MEDIA request
✓How to build the budget & calculate the grant?
STEP 2 Calculate the coordination costs (sales agent):
=> It corresponds mostly to Personnel costs and Promotion material
of Sales agent
Items A and C.3 in the budget
Focus on budget and MEDIA request
✓STEP 2 Calculate Sales agent’s coordination costs (staff
costs+ SA promotion material)
Tip: based on recent observations, calculate 10-15% of the
total amount of distributors grants and depending on the type
of project & size of the grouping you will adjust
+ Reminder 7% overheads are calculated on all costs
(automatically added in budget form)
The size of grant allocated to the coordination costs is the total
MEDIA grant of the project minus the total grant to be paid to third
parties
Focus on budget and MEDIA request
✓…should be maximum 30% of costs
✓Subcontracting concerns the outsourcing of a part of the project to a
party outside the consortium. It is not simply about purchasing goods or
services.
✓We normally expect that the coordinator has sufficient operational
capacity to implement the project activities themselves.
✓Subcontracting should therefore be exceptional. Include only
subcontracts that comply with the rules (i.e. best value for money and
no conflict of interest; no subcontracting of coordinator tasks).
Focus on sub-contracting costs
