The intricacies of organizing a theater production are manifold, but a crucial step for those aiming to structure their project within the Actors' Equity Association’s guidelines is the completion of the Basic Showcase Application Form. The form, a vital document for any producer wishing to navigate the nuanced regulations of theater production, requires submission a minimum of two weeks prior to the commencement of first rehearsals to avoid a monetary penalty. Beyond mere timelines, the form mandates the submission of detailed budget breakdowns, ensuring expenses do not surpass $35,000, exclusive of Equity stipends, and that no individual’s remuneration surpasses that of any Equity member. Additionally, it necessitates proof of rights to the play, insurance documentation sufficient to cover accidents for actors across all venues including rehearsals, and, where relevant, city permits for outdoor venues. Applicants must also provide comprehensive contact information, signaling the beginning of a crucial dialogue aimed at ensuring all regulatory requirements, including those about rehearsals, performances, ticket pricing, and promotional material, are met. This application not only delineates the prerequisites for compliance with Equity’s regulations, including the prohibition of unauthorized recordings and directives on advertising, but it also outlines the potential for penalization should the stipulated rules not be adhered to, thus serving as both a guide and a regulatory tool for show producers navigating the complex terrain of Equity productions.
| Question | Answer |
|---|---|
| Form Name | Actors Equity Application Form |
| Form Length | 5 pages |
| Fillable? | No |
| Fillable fields | 0 |
| Avg. time to fill out | 1 min 15 sec |
| Other names | showcase application, actors application, showcase form, actors application equity |
Actors' Equity Association
165 West 46th Street, New York, NY 10036
www.actorsequity.org
Dear Basic Showcase Producer:
Enclosed with this letter you will find the Basic Showcase Application Form. This application must be submitted to the Showcase Department two weeks prior to your first rehearsal, or a late penalty fee of $60 will be applied. (Checks for late fees should be made payable to Actors' Equity FOUNDATION.) If you need assistance or have questions concerning the completion of this form, please feel free to contact us.
You must also submit the following documentation:
1.A breakdown of your Showcase budget expenses. Your budget cannot exceed $35,000 exclusive of AEA stipends, and no person engaged in any capacity for your Showcase shall receive more remuneration than any Equity member.
2.Proof that you have the rights to produce the play, i.e., a copy of the invoice from the play service or a signed letter from the playwright granting permission. (This rule does not apply in the case of public domain works.)
3.Producer must provide proof of volunteer accident insurance to cover all Actors at interviews, auditions, rehearsals and performances and must include such proof with the Application. Equity does NOT keep insurance policies on file. If the theater has the appropriate insurance you must obtain a copy of their policy. If you are utilizing a different rehearsal venue than that of your performances, please be aware that the performance venue’s insurance will most likely NOT cover the actors at a different rehearsal venue. General Liability insurance DOES NOT cover the actors in the event of an accident. Please check carefully what type of policy it is that you obtain. Included with this packet you will find referrals for companies who provide volunteer accident insurance policies.
4.If your Showcase is being produced in an outdoor venue, such as a city park, please submit copies of all approved Parks & Recreation permits for your location.
5.You must provide a contact name, address and phone number for all correspondence pertinent to your showcase. If possible, please also provide an
6.Required Materials. Failure to file the following materials by the date indicated will place the producer on the defaulting producers list.
•Signature Page – submitted by the end of the first week of rehearsal
•Program – submitted by the first performance
•Final Expense Report – submitted no later than 10 days after final performance
Rev
7.If you elect to do more than 12 performances each Equity Actor is to receive $10 (Ten Dollars) per extra performance. (Limit: 16 performances). This is in addition to the basic transportation reimbursement. (This applies to a Basic Showcase Production.)
In addition, you should also be aware of the following rules governing Basic Showcases:
•Unless Equity shall otherwise order, anActor may not be required to alternate with an Understudy or successor.
•Ticket prices cannot exceed $18.00
•Members of the industry, i.e., bona fide Equity franchised agents, casting directors, professional producers, choreographers, playwrights, and directors shall receive complimentary tickets. Remember you are producing a “Showcase” and our members are foregoing regular contractual prerogatives in exchange for appearing in your production; therefore, it is only reasonable to expect to have an opportunity to perform before industry representatives.
•Video or audio recording, in whole or in part, of any Showcase production, for ANY reason, is NOT allowed.
•Therehearsal period of a Showcase production cannot exceed a total of 128 hours scheduled over a maximum of five consecutive weeks.
•Theperformance period of a Basic Showcase production cannot exceed four consecutive weeks.
•With the exception of paid newspaper or broadcast ads, but includingall flyers, internet, posters, postcards, brochures, invitations, etc., all Equity Members shall have their names listed. The Equity members’ names will be designated by an asterisk (*) with the indication that “these Actors are appearing courtesy of Actors' Equity Association.” Publicity and programs must also include the phrase “Equity approved Showcase.”
•You may not require or request any type of financial contributions, tuition, fees, etc. from Equity members to supplement your production.
•Equity Members shall, upon presentation of a
While this addresses some of the most frequently asked producer questions, it by no means represents the entire Showcase Code. Please consult the appropriate Showcase Code Rulebook for a complete listing of the rules governing the Showcase Codes. The Showcase Code Rulebooks may be found at www.actorsequity.org in the Document Library under “Codes”.
We wish you much success with your Showcase production.
Sincerely,
Showcase Department
ACTORS' EQUITY ASSOCIATION
Rev
New York City Showcase Code
Insurance Coverage
Showcase Producers are required to have accident/medical coverage for all Equity Members engaged under the Showcase Code.
PRODUCER MUST ATTACH TO EACH APPLICATION PROOF OF INSURANCE COVERAGE. EQUITY DOES NOT KEEP INSURANCE POLICIES ON FILE.
This coverage must be in place in all spaces to which any Actors are called. If the theatre’s rental agreement provides accident insurance which covers our Actors, please obtain a statement from the theatre stating the Actors are covered or attach a copy of their insurance. If you obtain your own coverage, the insurance company will give you verification of purchase or you may request that they notify Equity directly.
You may consult any insurance company of your choosing. While we do not endorse any particular company, we know that the firms listed below provide
EVENT INSURANCE BROKERS, LLC. |
THE CIMA COMPANIES INC. |
INSUREVENTS |
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19 Fulton Street #308 |
1800 N. Beauregard |
www.insurevents.com |
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New York, NY 10038 |
Suite 100 West Virginia, 22311 |
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www.eventsinsurance.com |
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OTTO PORAZZO |
FRACTURED ATLAS |
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Robertson Taylor (North America),Inc. |
www.fracturedatlas.org |
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70 West 40th Street, Mezzanine Level |
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New York, Ny 10018 |
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otto.porrazzo@rtna.us |
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Rev
Equity Use |
Date Received: |
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APPLICATION FOR AEA SHOWCASE CODE
This application and all collateral material must be executed and filed with Equity no later than 14 days prior to the start of rehearsals or a penalty will be applied.
Please complete and return by email, mail or fax to:
showcasenyc@actorsequity.org
SHOWCASE DEPARTMENT
ACTORS' EQUITY ASSOCIATION
165WEST 46th STREET NEW YORK, NY 10036
1.Showcase Code Desired (Check One):
̌Basic Showcase Code
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Seasonal Showcase Code
2. Producing Organization Name of producing organization: Address:
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3. Production Information |
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Title of Show: |
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Type of production (check one): ̌ Drama ̌ Musical |
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Is the material in the Public Domain? Yes |
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Has this material been previously produced under a Showcase code? Yes |
No |
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Name of person(s) financing this production: |
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New Existing Work
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Performance schedule: ______________________________________________________________________________
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Curtain time(s): ____________________________________________________________________________________
4. Locations
Name of performance venue:
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Number of seats (maximum of 99 allowed): |
(over)
Name of rehearsal space:
Address:
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5. Cast Information (Please include both Actors and Stage Managers.)
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If show has been cast, please list all AEA member names below. Otherwise, submit names upon completion of casting.
I n d i vi d u a l R e i m b u r s e m e n t ( s t i p e n d ) p e r AE A M e m b e r : ____________________
Please attach the following materials with your application:
1.A proposed production budget, inclusive of all expenses (royalties, theatre rental, stipends, supplies, etc). (See rules in Basic Showcase or Seasonal Showcase Codes.)
2.Proof of insurance. The producer must provide a certificate of volunteer accident insurance to cover all actors at all interviews, auditions, rehearsals, and performances. A copy of such insurance must be filed with Equity before approval will be granted.
3.If your show is not yet cast, complete a Casting Call Notice Entry Form, available at www.actorsequity.org in the Document Library under Auditions. (Instructions can also be found at that location.) Your casting notice will be posted on Equity callboards as well as CastingCall, Equity’s online job search engine.
I hereby make application for the
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Upon approval of your Application, Equity will contact you about picking up your required approval materials: the Showcase Producer Kit, Equity Signature Page and Showcase Deputy Packet. Failure to complete all steps of obtaining approval may place Producer on AEA’s list of defaulting producers.
Rev 05/21/09