Festival Genius Premiere Film Festival Platform

Adding Films & Schedule Information

Adding Films & Schedule Information

Once you’ve completed your program selections you can begin adding your film data. We provide the technology you need to add/maintain films & scheduling yourself with our back-end database/maintenance tools in Filmmaker Maint.

Accessing Filmmaker Maint

You can access your festival’s maintenance tool here:
http://maint.festivalgenius.com

Your username and password will be provided to you in the launch email sent to you by your Account Manager. Here you will add/import films & scheduling, as well as upload images and trailers.

Adding Films By Import

Importing is the quickest way to add your film and schedule information while also greatly reducing the possibility of human error that can occur in manual data entry. The import can only be done once. Please pay careful attention to the process, if the import has been completed all other changes will have to be made manually.

Creating Your Import

Your Account Manager will provide you with a template spreadsheet to fill in with your import information. The headings for each column of your spreadsheet MUST be listed as follows:

  • Column A: Title – Title of film
  • Column B: Category – Film type (Feature, Short, Documentary, Premiere, etc.)
  • Column C: Year Completed
  • Column D: Synopsis
  • Column E: Short Synopsis
  • Column F: Director
  • Column G: Producer
  • Column H: Cinematographer
  • Column I: Editor
  • Column J: Music Director
  • Column K: Screenwriter
  • Column L: Cast
  • Column M: URL – Official Film Website
  • Column N: TRT – Total Runtime MUST be in whole minutes
  • Column O: Event Name – Use when films screen together either in a Screening Program (such as a Shorts Program) or as a short & a feature. (*Required when importing screenings)Here are three examples of how the Event Name is used:

Feature plays alone – Event Name is the name of the feature

Short & Feature play together – Event Name is the name of the Feature for both entries

Shorts Program – Event Name is a unique title given to the Shorts Program. Event Name will be the same for all films playing in the Shorts Program.

  • Column P: Date – Screening Date
  • Column Q: Time – Screening Time
  • Column R: Venue – Screening Venue
  • Column S: Country of Production

If you do not have information for all of these columns, leave it blank. The only required fields to fill in are marked in RED above. Columns O-R refer to Scheduling. If you do not have your Schedule ready, you can enter that manually in Filmmaker Maint at a later time. You can find an example of a completed template here:

(right-click “save as”) Film and Schedule Data Import Format

Formatting Your Import

There are several important formatting rules to remember when preparing for a CSV import (CSV – Comma Separated Values)

Consistency – Entries should be named consistently.

    Example – Categories

    Don’t use “Short Film” on one film & “Short Films” on another

    Example – Country of Prod

    Don’t use “USA” on one film & “U S A” on another

URLs – Make sure all URLs are properly formatted
(beginning with http:// and ending with .com, .net, .org, etc.)

Commas – Multiple entries can be imported for one film (such as Categories, Producer, Cast, Country of Prod), but they MUST be separated by commas

    Examples – Categories & Country Of Production

    Correct: Feature Film, Comedy, Premiere

    Correct: UK, France

    Incorrect: Feature Film/Comedy/Premiere

    Incorrect: UK/France

Data Entry – The titled columns provide the labels for the information you input, do not re-label the information you add in

    Examples – Director & TRT

    Correct: Jared Drake

    Correct: 90

    Incorrect: Director: Jared Drake

    Incorrect: 90 minutes, 30 seconds

Once you’ve filled in the appropriate fields, save the spreadsheet as a CSV file. Export/save the CSV with the UTF-8 character set to ensure punctuation & foreign characters are displayed correctly on the site.

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Uploading Your Import

Once you’ve logged into Filmmaker Maint, navigate to FESTIVALS at the top of the page and click on IMPORT FILMS. Select your Festival and your saved CSV file. Click UPLOAD.

If the import was done incorrectly you will receive an error message that will provide you with reasons why your import did not go through and what to change to fix it.

Once the import is complete you will be given a list of films you’ve imported that have potential matches in our database (they may or may not have been in a previous festival of ours). Select the drop down menu for each possible match and check if the title AND director name are the same as what you’ve imported. If so, keep that selection, if not click NONE OF THE ABOVE…CREATE NEW, then save.

Withoutabox Film-Only Export/Import

If you use Withoutabox or another film database, you should be able to easily format a film-data-only spreadsheet, which you can then import. Screening information will need to be added later manually, using Filmmaker Maint tools.

To import films, you will need to create a CSV file containing all the information to be imported. Withoutabox can create this file for you.
Follow the instructions below:

  • Right-Click, Save this file (WAB Field Names File) to your computer. You will use it to tell Withoutabox what information to export.
  • Log in to your WAB control panel.
  • On the left hand side, select “Export.”
  • Click “Setup and Manage Configurations.”
  • Click “Create a New Export Configuration.”
  • Scroll all the way to the bottom of this page, to the “Upload a Field Names File” section. Click “Choose File.” Select the WAB_Field_Names.txt file you just downloaded from this page.
  • Click “Upload.”
  • The page will reload and the section marked “1 – Enter your fields for … ” will now have a list of 21 field names. Use the drop-down menus to select the matching WAB field name for each field. You can just click each drop-down menu in turn and type the proper 3-digit number to do this quickly.
  • In the section marked “Select Database & Language” make sure the following settings are set:
  • “Database” is set to “MS Excel”
  • “Language” is set to “English”
  • “Character set” is set to “US Standard (Latin-1/ISO-8859-1)”
  • In the section marked “Save Configuration,” name the configuration something like “Festival Genius Films Export.”
  • Click “Save and Export.”

Now, make sure all of your accepted films are green-flagged. You can do this by bringing up each record, selecting the green-flag option & saving, or by making bulk changes using the Search option.
Once all accepted films are marked with a green flag, click on the “Search” button in the left-hand navigation.
Make sure that the current season is displayed in the drop-down menu at the top.

  • Check the box next to the green flag.
  • Click the blue “Quick Show” button.
  • Click on the “showing ‘x’ entries per page” drop-down at the top and select “ALL”
  • Under the “page 1 of 1” note, click “Check All”
  • Scroll to the bottom of the page, select “Send to Export,” and click the blue “Make Changes and Refresh.”
  • Select the radio button next to the “Festival Genius Films Export” configuration you just made.
  • Click the blue “Export” button.
  • A pop-up will appear as the records export. Do not close the pop-up window.
  • A new page will load with a number of export links – click the link next to the most recent export. It should be a file ending in “.csv” which will download when you click the link. You might need to right-click the link and “Save As…”

Uploading Your Withoutabox Import

Once you’ve logged into Filmmaker Maint, navigate to FESTIVALS at the top of the page tab and click on IMPORT FILMS. Select your Festival and your saved CSV file. Click UPLOAD.

If the import was done incorrectly you will receive an error message that will provide you with reasons why your import did not go through and what to change to fix it.

Once the import is complete you will be given a list of films you’ve imported that have potential matches in our database (they may or may not have been in a previous festival of ours). Select the drop down menu for each possible match and check if the title AND director name are the same as what you’ve imported.

If so, keep that selection, if not click NONE OF THE ABOVE…CREATE NEW, then save.

Move on to “Adding Films Manually”

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