Engagement Process
Step 1 – Planning
Review the Agreement Terms
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.
Contact your Business Rep
*what info is needed*
Submit a Letter of Adherence
Submit the Letter of Adherence to your Business Representative, agreeing to adhere to the terms of the Independent Theatre Agreement.
Are you planning a…
Tour?
Please 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. Read the Touring page for more information.
Season or Series?
Please contact your Business Rep as soon as possible to discuss peak bonding requirements.
Joint Production?
A registration letter from the participating Engagers is required. This must be received before engaging any artist.
Step 2 – Auditions
Submit an e-Drive posting
To provide artists with enough time to prepare, e-Drive posts must be submitted at least 3 weeks prior to the submission due date. e-Drive posts may take up to 5 business days to be reviewed and posted.
Hold your auditions
*how far to plan ahead/requirements/conditions*
Track audition sign-ins
Submit the audition sign-in sheet to your business rep within 14 days of the audition date.
Step 3 – Processing
Before issuing contracts, you will need to determine Company Category and arrange to post a bond. This ensures an Engager can meet all of its financial obligations to the Artists it has contracted.
The timing of the next steps depends on when contracts are released, as per Clause 35:08. This process should ideally begin 2 months ahead of when you want to start negotiating offers with Artists.
Calculate your Company Category
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.
Calculate and post your bond
After your business rep has approved the Company Category, calculate your bond. Once the bond amount is approved, post the bond within 4 weeks.
Register your production
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.
Step 4 – Contracts
Once all required information/documents are received, your Business Rep will build the contracts and riders (approx. 3 days).
Issue contracts
Artists must receive their contract within 10 days of concluding negotiations.
Submit the completed contracts and riders
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 start date.
Step 5 – Engagement/Activity
Give a First Day Talk
Present a short talk in collaboration with an Equity Member on the first day of rehearsal, declaring everyone’s shared responsibility towards maintaining a safe and respectful workplace.
Submit Remittances
Submit the Remittance Report and all required documentation to Equity’s Finance department, biweekly on Thursdays.
Issue new riders (as needed)
If something needs to be added or revised in an Artist’s contract during the engagement, issue a rider. Extraordinary Risk, Additional Services & Duties, Overtime, and Acts of Intimacy are common reasons for adding a rider.
Step 6 – Closing
Once all contracts are completed, it’s important to ensure that all of your responsibilities have been completed.
Submit final Remittances
Submit the final Remittance Report and all required documentation to Equity’s Finance department.
Resolve any outstanding issues
Confirm that all of your obligations have been completed with your Business Rep. This includes Equity receiving a completed Liaison Report and confirming all Artist payments are complete.
Request your bond return
Contact the Equity Finance department to request your bond return. This will only be processed once all obligations are confirmed and completed.