Historical Film Services* Database

Standard terms and conditions of participation

In applying to join the Historical Film Services*  Database all applicants agree to observe these simple conditions. Any queries must be addressed in the first instance to Historical Film Services by contacting us.

These terms and conditions have been drawn up to set down and clarify your obligations to Historical Film Services (and the production companies we work with), and what you can expect from us in return. In essence we aim to ensure that we all work together in harmony, with no surprises.

You agree to:

1. Note that applications are welcome from all, irrespective of race, age or sex, but that as extras are generally chosen to play specific roles, we cannot guarantee you work.

2. Be on time including provision of any clothing/equipment/props agreed in advance.

3. Conduct yourself in a safe, friendly and co-operative manner at all times, including during inevitable periods of inactivity on set. In particular you will take all reasonable steps to ensure your own safety and that of any others you encounter.

4. Remember that you will be carrying out paid work, not taking part in a hobby. Any decisions taken by Historical Film services on matters pertaining to your participation will be final (although we shall always seek to answer any reasonable query or concern).

5. Arising from (4) above, note that whilst we shall always strive for historical accuracy, film and TV directors sometimes have other priorities (eg overall ambience or how clothing colour/armour might affect the camera, and so forth). You agree to address any  queries regarding authenticity/accuracy/other to the Historical Film Services co-ordinator on set (1), not to the production crew.

6. Accept direction on set - including what to wear and do - as reasonably required.

7. Agree to sign standard film release forms as required.

8. Note that location catering will normally be provided, free of charge. If not the case we shall inform you as soon as this is confirmed to us.

9. Note that filming can involve a long day, normally up to 10 hours including breaks. If filming is likely to take longer, the Historical Film Services co-ordinator on set will liaise with the production crew and report back accordingly, including on whether overtime (including appropriate payment) is likely.

10. Note that it is not always warm and sunny on set, it can be cold/wet too and whilst shelter is often available between takes, this is not always possible.

11. Note our payment terms - normally that extras will be paid by cheque, sent by first class post as soon as Historical Film Services has received payment from the client (and in certain circumstances, on receipt of an invoice from you). Whilst Historical Film Services will strive for early payment from our client(s), normally within 30 days, you agree to be patient if this is not forthcoming for any reason and to contact Historical Film Services if you require an update in the meantime. Where it is possible to arrange payment on the day of a single-day shoot, or on the last day if participating for more than one day, or shortly afterwards, we shall do so. We shall inform all participants of the specific payment terms as soon as possible prior to filming.

12. Note that if you are employed elsewhere, Historical Film Services will be obliged to deduct tax and employee's National Insurance contribution from your fee prior to payment. Self-employed extras can invoice us accordingly and handle their tax/NI themselves.

13. Note that Historical Film Services will provide advance details of the location, times and special requirements as appropriate, together with rates of pay and when payment should be expected.

14. Note that you would be covered by public liability insurance (Historical Film Services', the production company's and/or other as appropriate) whilst on set. Details to be confirmed prior to the shoot.

15. Note that we shall inform you in advance where possible if the production company's terms and conditions vary significantly from the above.

16. Note that these terms and conditions also apply to any participants engaged by groups/societies subcontracted by Historical Film Services, unless specifically noted otherwise. It is the responsibility of subcontracted groups/societies to ensure that their participants are fully aware of and adhere to the terms and conditions as agreed.

17. Note that your details will be held on our computer database.  If you prefer us to hold them on paper only, please write to us to this effect or annotate the application form.

18. Note that our terms and conditions may change. If so you will be informed of anything that may affect you if/when offered filming work.

Notes

(1) An Historical Film Services co-ordinator may not be required for smaller productions. In this case, a "co-ordinating extra" may be appointed instead.

* Historical Film Services is the filming division of EventPlan Limited.

Terms and Conditions Version 2, Updated 28 January 2004

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Updated 5 April 2008