The Independent Theatre Agreement (ITA) includes provisions, obligations, and timelines that are intended to protect the rights of both Engagers and Artists.
Below are steps to guide an Engager through the process of producing under the ITA. This is a general overview. Talk to your Business Rep about the details for your production–there may be additional steps or differences in timing.
It’s essential to read the ITA, especially any clauses that are particularly applicable to your project.
Pay particular attention to Articles 15:00 (Company Category), 16:00 (Fees), 60:00 (Director), and 63:00 (Stage Manager) – these will be used to determine the minimum fees for your production.
Discuss the specific elements of your project that may require additional attention, such as engaging Child Performers, performances at a non-traditional venue, or touring.
A Letter of Adherence acknowledges an Engager’s obligation to provide Artists with fair wages and working conditions, as established in the ITA. A Letter of Adherence may be signed to cover all productions during the course of a season.
Contact your Business Rep as soon as possible to discuss timelines and requirements. If you are planning an Overseas Tour, you will need to prepare an Overseas Touring Proposal.
Contact your Business Rep as soon as possible to discuss peak bonding requirements.
A registration letter from the participating Engagers is required. This must be received before engaging any artist.
Clauses related to the audition process can be found in 8:06 and 8:07 of the ITA. These include provisions for audition notices, facilities, maximum number of calls, and more.
To provide artists with enough time to prepare, eDrive posts must be submitted at least 2 weeks prior to the submission due date.
eDrive posts may take up to 5 business days to be reviewed and posted.
Have you given enough notice? Does the audition venue meet the standards in the ITA? Is this a musical theatre audition that includes singing and dancing?
Read more about your obligations during the audition process.
Artists need to sign in on an Audition Sign-in Sheet that you must send to your Equity Business Rep within 14 days of the audition date.
Before contracts can be issued, you will need to determine Company Category and arrange to post a bond (security). This ensures an Engager can meet all of its financial obligations to the Artists under contract.
The timing of these steps depend on when contracts are released, as per Clause 35:08. To be safe, this process should begin 2 months ahead of when you want to start negotiating offers with Artists.
Submit the completed Company Category Calculation at least 8 weeks ahead of the ideal contract release date.
Be sure to submit all of the required information and documents to avoid delays.
After your business rep has approved the Company Category, calculate your bond. Once the bond amount is approved, post the bond within 4 weeks.
Submit the Production Registration Form at least 3 weeks before the start of prep week (or 2 days before the start of the activity for workshops). If this is your first Registration Form of the year, you will also need to submit the Respectful Workplace Policy and Anti-Oppression Actions.
An Equity Business Rep will prepare your contracts, based on the materials you have filed. Remember, contracts cannot be prepared without having a bond in place and calculating your bond can only be done after your Company Category is approved by Equity.
Since your bond is calculated based on minimum fees under the ITA, negotiating above minimums will also require a top up to the amount of your security.
Artists must receive their contract within 10 days of concluding negotiations.
Remember to allow time for the Equity Business Rep to prepare the contracts.
Send the completed contracts—and riders if applicable—to your Business Rep within 5 days of signing. Late fees apply if contracts are filed after the deadline or production start date.
While a production is going on, an Engager has a responsibility to all Artists to ensure a safe and respectful workplace. They also have a responsibility to send remittances with appropriate documentation to Equity as per the ITA’s schedule.
You have a responsibility to maintain a safe and respectful workplace by sharing your safety plan, Respectful Workplace Policy, and presenting a First Day Talk. More respectful workplace materials are available as part of Equity’s Not in OUR Space! program.
File the Remittance Report and all required documentation to Equity’s Finance department, biweekly on Thursdays.
If something needs to be added or revised in an Artist’s contract during the engagement, a rider must be issued. Extraordinary Risk, Additional Services & Duties, Overtime, and Acts of Intimacy are common reasons for adding a rider. Contact your Business Rep for this.
Once the production has closed, you will need to ensure all of your obligations are completed before requesting your bond return.
File the final Remittance Report and all required documentation to Equity’s Finance department.
Confirm that all of your obligations, including outstanding payments, have been completed with your Business Rep.
Contact the Equity Finance department to request your bond return. This will only be processed once all obligations are confirmed and completed.
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