Creating Festival-Ready Deliverables: Subtitles, Audio Descriptions, and Captioning Tips from EO Media’s Slate

Beat the Deadline: Festival-Ready Deliverables Without the Last-Minute Panic

Festival organizers, sales agents, and buyers expect polished packages—and increasingly, they demand accessibility deliverables. If you’re prepping a slate like EO Media’s 2026 Content Americas titles for markets or festivals, you’re juggling subtitles, captions, transcripts, and audio description on tight timelines. The good news: with the right formats, QC rules, and automation, you can produce compliant, polished deliverables faster and with fewer revisions.

The new reality in 2026

By late 2025 and into 2026, festivals and buyers have doubled down on accessibility. More festivals list accessibility as part of their technical spec sheets, and sales markets now expect English SDH, at least one subtitle language for buyer territories, and an audio description option or an assurance it can be provided. If your film is on a sales slate like EO Media’s, ready-to-play accessibility deliverables make it easier to license and program.

What festivals actually ask for (and what to prepare)

Different festivals and buyers will have different specifics, but there’s a pragmatic baseline you should prepare for every festival and market package.

Core deliverables you should always include

• Sidecar subtitle files: SRT (English and key translations) and WebVTT (.vtt) for online screeners and digital platforms.
• SDH/Closed Captions: A captions file (SRT or, if requested, SCC/TTML) for hearing-impaired viewers and judges.
• Audio Description (AD): A separate AD-only WAV (48 kHz, 24-bit recommended), an AD-mixed stereo master if required, plus a timed AD script or cue sheet.
• Transcript: A clean, speaker-labeled transcript (.docx or PDF) to accompany the package—useful for press, juries, and accessibility verifiers.
• Burned-in preview: A short (2–3 minute) subtitle-burned clip for quick review—useful when buyers or festival programmers can’t load sidecars.

Other common file types festivals may request

• TTML/DFXP (Timed Text): Often required for streaming or broadcast deliveries.
• SCC (Scenarist Closed Caption): Broadcast closed-caption format—ask before you produce.
• EBU-STL: Legacy European subtitling format—still requested by some broadcasters and festivals.
• DCP subtitle reels / SMPTE-TT: If submitting a DCP, work with your mastering house for the correct subtitle flavor—many houses will create or embed subtitle reels for you.

Practical standards & naming conventions

Standardization saves time and avoids mistakes. Use predictable naming so festival tech teams and sales agents can immediately spot language and type.

Naming examples

• MyFilm_EN_SDH.srt
• MyFilm_ES_subtitles.srt
• MyFilm_AD_track_48k_24b.wav
• MyFilm_Transcript_SpeakerTagged.docx

Technical specs to follow

• Audio: 48 kHz, 24-bit WAV for masters and AD tracks (stereo preferred unless discrete channels requested).
• Subtitles/Captions: Timecodes must match the final locked picture (use SMPTE timecode if requested). SRT and VTT are fine for screeners; use TTML/DFXP for streaming/broadcast-ready files when specified.
• Transcripts: Plain text plus speaker labels and timestamps at shot changes or scene starts.

Audio Description: a concise workflow filmmakers can follow

Audio description is one of the most misunderstood deliverables—but delivering it correctly is a huge accessibility win and increasingly a competitive advantage.

Two deliverables you should prepare

1. AD-only WAV track: Isolated narration track (48 kHz / 24-bit). This is the raw AD voice file—no music or effects. Festivals and broadcasters use this to mix with the program audio in-house if needed.
2. AD-mix (optional but recommended): Stereo master with AD mixed in (also 48 kHz / 24-bit). Some festivals ask for both—providing both reduces back-and-forth.

Fast AD production steps

1. Lock picture and create a silent pass: export a version of the film with music and sound effects reduced in the gaps where AD narration will live.
2. Write a timed AD script: create short descriptors (15–25 words) for each gap and time-stamp them (HH:MM:SS:FF or SMPTE).
3. Record in a treated room with a clear voice match to the film tone; export WAV, 48 kHz, 24-bit.
4. Deliver AD-only WAV + AD-mixed stereo + timed AD script (.txt or .csv).

What to include in the AD script

• Start/end timecode for each descriptor.
• Short, present-tense descriptions. Avoid directing language.
• Notes for tone and emphasis, if needed.

Captioning vs. Subtitles: best-practice formatting

Know the distinction: captions convey non-speech audio and speaker IDs for deaf and hard-of-hearing viewers; subtitles convey dialogue for viewers who do not understand the spoken language. Festivals commonly want both a subtitles file for other languages and an English SDH/caption file for accessibility.

Formatting rules to follow

• Maximum two lines on screen.
• Keep lines readable: aim for 32–42 characters per line depending on font and screen size; avoid long sentences.
• Standard cues for non-speech audio: [MUSIC], [APPLAUSE], [PHONE RINGS].
• Speaker labels only when necessary—use italics for off-screen dialogue or translations.
• Maintain consistent punctuation and capitalization; avoid emojis and special characters that break renderers.

Automation: cut repetitive tasks and errors

Automation isn’t about removing human judgment—it's about removing repetitive steps so you can focus on quality. Use automation to batch transcribe, create sidecars, convert formats, and run basic QC.

Repeatable automation strategies

1. Watch folders: Use a transcription platform or local watch-folder automation to process any new video added to a folder and automatically export SRT and VTT.
2. Batch conversions: Convert SRT to VTT, TTML, or SCC via command-line tools or scripts so you don’t manually reformat files for each festival.
3. Templates: Keep caption templates (styles, reading speed rules, character limits) that apply automatically during export from your captioning tool or NLE.
4. QC automation: Run automated checks—overlapping cues, reading speed, long lines—then flag items for human review.

Practical commands and integrations

Two actionable examples you can use immediately:

Embed subtitles into a quick preview clip with ffmpeg

When you need a burned-in preview fast, the ffmpeg command below will overlay an SRT on the video. Replace filenames to suit your project:

ffmpeg -i locked_picture.mp4 -vf subtitles=MyFilm_EN_SDH.srt -c:a copy preview_burned.mp4

Extract audio for AD recording

Produce a studio-ready WAV for recording AD or sending to voice talent:

ffmpeg -i locked_picture.mp4 -vn -acodec pcm_s16le -ar 48000 -ac 2 MyFilm_audio_for_AD.wav

Batch convert SRT to WebVTT (simple script)

If your team needs a fast SRT → VTT conversion, add the header and change time separators. A small script or tool can perform this on all SRTs in a folder—save hours over manual edits. (Most captioning tools export both.)

Quality control checklist (your final gate)

Run this checklist before you upload or send a festival package.

• Timecode sync: Subtitles/captions perfectly aligned with locked picture.
• Reading speed: No cues exceed your reading speed thresholds; no abrupt cue cuts.
• Non-speech audio: [MUSIC], [SFX], [LAUGHTER] correctly indicated in SDH files.
• AD checks: AD only track is clean, no bleed from music; AD script timestamps match final picture.
• File integrity: Files open in common players (VLC, QuickTime) and subtitle editors; no Unicode errors or malformed tags.
• Naming & packaging: Files are named consistently and zipped with a manifest file (.txt or .csv) listing contents and specifications.

Case study: Preparing titles for a market slate like EO Media’s Content Americas 2026

When EO Media put new titles into a market slate in early 2026, sales teams needed rapid access for buyers across territories. Here’s a practical prep plan you can adopt if your film is on a market slate.

72-hour market prep sprint

1. Day 1 — Lock picture, export OMF/AAF for sound, and export a locked H.264 for screeners.
2. Day 1 — Export a 2–3 minute subtitle-burned preview and an SRT (EN SDH) for immediate review.
3. Day 2 — Run machine transcription for a rough subtitle in target buyer languages; send to translators for a 24-hour pass.
4. Day 2 — Create an AD cue sheet and schedule a quick studio record if buyers have requested AD previews.
5. Day 3 — QC all files, package with manifest, and provide secure download links plus clear README for tech specs.

Why this matters

Buyers and programmers reviewing a slate want to assess tone, market fit, and accessibility rapidly. Having accurate, festival-ready accessibility files makes your titles easier to screen, more likely to be considered, and reduces friction during licensing negotiations.

Advanced strategies and future-proofing for 2026+

As platforms evolve, so do expectations. Here are strategies that keep your workflow efficient and future-ready.

1. Adopt multi-output pipelines

Build a workflow that takes a single authoritative transcript and outputs SRT, VTT, TTML, and the AD cue sheet automatically. That reduces inconsistencies and speeds updates.

2. Use AI + human review

Automated transcription in 2026 is fast and remarkably accurate for clear audio, but human review is essential for names, dialects, and style. Prioritize automation for first drafts, then route to a human editor for final QC.

3. Keep a central metadata manifest

Include language codes, codecs, timecodes, and delivery notes in a manifest file. When a buyer asks for a very specific format, you’ll be able to respond immediately.

4. Offer localized subtitle packages proactively

Markets move quickly. Preparing 2–3 priority translations (Spanish, French, Mandarin, depending on your target buyers) gives you a competitive edge during negotiations and festival programming.

Practical templates (what to include in your deliverables zip)

• MyFilm_EN_SDH.srt
• MyFilm_ES_subtitles.srt
• MyFilm_AD_track_48k_24b.wav
• MyFilm_AD_cues.csv (Timecode, Duration, Text)
• MyFilm_Transcript_SpeakerTagged.docx
• MyFilm_Preview_burned_EN.mp4
• manifest.txt (list of files and technical specs)

Final checks before you hit send

• Open each caption/subtitle in a subtitle editor and test with the final mastered master.
• Listen to AD tracks on multiple playback setups (headphones, laptop speakers, a cinema sound system if possible).
• Verify file encodings (UTF-8 without BOM for SRT/VTT to avoid weird characters).
• Zip and checksum the package; provide MD5 or SHA1 if festivals request it.

Accessibility is not an add-on. In 2026 it’s a standard — and a selling point. The easier you make it for festivals and buyers to watch your film, the faster it moves through programming and sales pipelines.

Actionable takeaways: a 10-step quick checklist

1. Lock picture and export a one-line spec sheet.
2. Export a screener H.264 + SRT (EN SDH).
3. Run automated transcription and send for human edit.
4. Export SRT and VTT; batch-convert to TTML if needed.
5. Prepare AD cue sheet and AD-only WAV (48 kHz/24-bit).
6. QC captions for timing, reading speed, and line length.
7. Package files with manifest and README.
8. Produce a burned-in subtitle preview clip for quick review.
9. Offer 1–2 priority translations proactively.
10. Deliver download links + checksum; confirm receipt.

Next steps — get your festival package ready

Preparing festival-ready deliverables doesn’t have to be a scramble. Standardize your naming, automate the repetitive tasks, and always run a human QC pass. If your film is on a market slate like EO Media’s 2026 line-up, these practices will get you faster attention from buyers and fewer rounds of revision.

Ready to streamline your festival package? Download our free festival deliverables checklist and a manifest template tailored for festival and sales markets. Or, if you want help automating caption and AD workflows across a slate, contact our production services team to set up a repeatable pipeline that saves time on every title.

Related Reading

• Apartment Charging Options for Electric Mopeds and Bikes
• CES Picks for Commuters: 2026 Gadgets Worth Bringing on Your Daily London Route
• Curatorial Leadership: How New Retail Directors Shape the Luxury Jewelry Floor
• Content Formats That Work: Producing Responsible, Monetizable Videos on Trauma and Abuse
• How Wearable Tech Can Improve Keto Tracking: Heart Rate, Sleep and Metabolic Signals