The Special Appearance Agreement is available to members of the Actors' Equity Association who are in good standing. Both actors and stage managers qualify for participation. The agreement creates a temporary arrangement rather than permanent employment, letting Equity members work with smaller theater companies on a short-term basis for up to 12 weeks per engagement. Theater companies that regularly hire Equity talent for 3 or more productions per season should consider other contracts, such as the Actors' Equity Application or the Small Professional Theatre agreement.
Not every theater qualifies for this agreement. The producing company must operate outside major market cities and meet specific limits on seating capacity, typically under 350 seats. Annual income restrictions also apply. The stage and performance venue must fall within the size requirements outlined by Equity. These rules ensure that the agreement supports genuinely small, local productions rather than larger commercial operations. If your company runs a community stage in a smaller city or town, this contract is designed for your situation.
The agreement places caps on several aspects of employment. A single production can hire up to 3 Equity actors and stage managers under this contract. The number of weekly performances is also limited, usually to 8 per week. These restrictions balance the opportunity for union members to gain stage experience with the operational capacity of smaller theater groups. Producers must confirm all employment details, including every actor and stage manager participating, when submitting the form to Equity.
If your production involves independent contractors rather than union members, review the subcontractor agreement template for guidance on contractor terms.
Equity members working under this agreement receive a weekly salary for both rehearsals and performances. Typical rehearsal pay follows Equity's published minimums for the current season. The producing company must make health plan contributions on behalf of each actor and stage manager, currently calculated as a percentage of weekly salary. For talent who travel more than 50 miles from their home, the agreement requires the producer to arrange and cover housing costs. These financial protections ensure that all performers and stage managers receive fair compensation even when working with smaller organizations.
Producers must submit the completed Appearance Actors Form to the Actors' Equity Association at least 30 days before rehearsals begin. The application requires detailed information, including payroll records, proof of workers' compensation insurance, and a list of all participating Equity members with their membership numbers. Submitting at least 6 weeks early gives Equity time to review and request any missing materials. Late submissions can delay your production schedule or result in the agreement being denied. Contact your nearest Equity regional office if you need clarification on deadlines or required documentation.
| Question | Answer |
|---|---|
| Form Name | Appearance Actors Form |
| Form Issuer | Actors' Equity Association (AEA) |
| Form Length | 5 pages |
| Fillable? | No |
| Fillable fields | 0 |
| Avg. time to fill out | 1 min 15 sec |
| Purpose | Allows Equity actors and stage managers to work with small community theaters |
| Other names | application form actors, special appearance agreement, appearance actors, equity special appearance |