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Immersive Experience Submission Guidelines

Document TypeGuidelines
Issue Date09/01/2023
Revision Date20/03/2023
AuthorAndrea Venturini


Creators put great effort and creativity into developing unique immersive experience and presenting them at festivals and exhibitions can be an excellent way to gain recognition, build an audience and potentially secure new opportunities. However, the submission process can be overwhelming, and understanding what to include in each experience submission can be challenging.

These guidelines provide a step-by-step approach to filling out the data sheet or submission form, ensuring that the experience is presented in the best possible light.

Creators and distributors can follow these guidelines to navigate the submission process successfully and ensure that their immersive experiences are given the attention they deserve.

Compilation Guidelines

General Information

Section where provide basic information about the experience. Includes fields for the experience title, production year, running time, language and subtitles.

Additionally, it may be required to indicate the production country, especially for international festivals or exhibitions. In some cases, the country of origin may affect the eligibility of the experience.

Experience Description

Section where provide a detailed description of the immersive experience. Includes fields for experience type, genre, synopsis and artistic elements.

You should provide a concise yet comprehensive description of the experience, highlighting its unique features and creative elements.

It is important to accurately select the experience type, such as whether it is a VR experience, immersive video or interactive installation.

The genre field should indicate the type of story or theme that the experience explores.

The synopsis should provide a brief overview of the experience plot or concept, highlighting any notable plot points or twists.

The artistic elements field can include details about the experience visual design, sound design, and other creative elements that make it unique.

Creators and distributors should take care to provide a clear and engaging description of their experience in this section of the form to capture the attention of curators or reviewers and maximize the chances of being selected.


Section where provide details about the people who contributed to the creation of the immersive experience. Includes fields for the creator, writer, animator, music composer, cast, producer and more.

Providing accurate and complete credits is essential to give credit to those who contributed to the experience success and to help festival or exhibition curators or reviewers understand the scale of the experience.

User Experience

Section where provide a detailed explanation of how viewers will experience the immersive experience. Includes several important fields to help reviewers understand the user experience, including experience mode, interaction required, play position, live Performance and playthrough description.

Experience Mode refers to whether the immersive experience is designed for single or multiple players. You should indicate how many players can participate in the experience and whether it is intended to be a solo or group activity.

Interaction Required refers to the level of interactivity in the experience, such as whether it is choice-based or linear.

Play Position refers to the position from which the player experiences the experience. For example, is the experience designed for standing, seated, or room-scale play.

Live Performance indicates if the experience has a live performance component, such as live actors or a live audience.

Playthrough Description field provides a brief overview of what the player can expect during the experience. You should describe what the player will do, what choices they will make, what challenges they will face, any actions the viewer will need to take to fully experience the experience, such as using a controller or interacting with a physical installation.

Additional Information

Section where provide any additional information that is relevant to the experience, including fields for safety considerations, content warning, copyright and permissions.

Attached Documentation field provides the opportunity to attach any relevant documentation to the experience submission. This could include a press kit, trailer or other promotional materials that can help reviewers understand the experience better. It is recommended to attach only the necessary documentation to avoid overloading the screening process.

Awards field allows to specify any awards that the immersive experience has previously won or been nominated for. This information can help the experience stand out and receive special consideration or be assigned to a particular section during the selection process.

Safety Considerations refer to any safety issues that viewers may encounter watching/playing the immersive experience, such as strobe lights or other potential triggers. You should provide a clear and comprehensive list of any safety concerns that viewers should be aware of before experiencing the experience.

Content Warning refers to any experience content that may be considered sensitive or potentially harmful. This could include themes such as violence, sex or drug use. You should provide a clear and concise content notice outlining any potentially sensitive or harmful content so that viewers can make an informed decision about whether to participate or the experience will be restricted to mature audiences.

Copyright and Permissions field refers to any copyright issues or permissions that need to be addressed in order to exhibit the experience. Creators and distributors should provide information about any copyrighted material used in the experience and ensure that all necessary permissions have been obtained. This is important to ensure that the experience is legally compliant and can be exhibited without any legal issues.

Technical Details

This section contains multiple fields to provide a complete technical overview of the immersive experience.

File/Setup Information fields require you to provide details about the experience file formats, download and setup instruction so that the experience can be correctly installed and viewed.

System Requirements fields outline the minimum/recommended system requirements and devices that are needed for the experience to run. This information is necessary for technical team to make sure the experience can be reviewed without any technical issues.

Network Requirements fields detail the network infrastructure that the experience requires for proper functioning. For example, if the experience needs an internet connection or a specific bandwidth to run, it should be noted here.

Specific Details for VR Experiences fields include technical details that are specific to virtual reality experiences, like the type of VR platform used (such as PC VR or standalone), hardware requirements that include compatible VR headsets, the type of controllers and any additional requirements.

Specific Details for Immersive Videos fields contain technical information about the video component of the experience. This includes video format, resolution, frame rate and any other relevant details about the video.

Specific Details for Installations fields are for experiences that need a specific physical space and special set-ups. Provide a rig description that outlines the equipment and technologies of the experience infrastructure and the minimum size of the area where the installation will be set up.

Providing complete and accurate technical information is critical for the experience proper installation and presentation, so it’s important to fill out all relevant fields in this section of the immersive experience data sheet.


When submitting an experience, it is important to follow the instructions provided by the festival or exhibition to which it is being submitted. Some festivals may have specific requirements or restrictions that need to be followed to be accepted for the event.

It is important to proofread and double-check all the information provided, as accuracy and attention to detail can make a difference in how the experience is received.

Provide examples of the experience, such as images or videos to showcase the quality and uniqueness of the experience.

Some forms may not allow entry in languages that use non-Roman alphabets (e.g. Chinese, Japanese, Arabic). In these cases, the use of transliterated titles and names is recommended.

Disclaimer: All information in this website is provided "as is", with no guarantee of completeness, accuracy or timeliness.

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