TERMS AND CONDITIONS
Purpose:
This aims to outline the terms and conditions of registering with Briz Kidz Casting Ltd (‘Agency’). All clients must read, understand and accept these before completing the registration process.
It is understood that by completing your registration, you accept the following terms and conditions.
The Application Process:
All applications begin with an online form, completed by the parent/legal guardian. This does not secure a place on our books. All children and a parent/legal guardian must attend the Registration Day to complete the application process. Those who do not attend will be removed from all files and their details deleted in line with the Briz Kidz Data Retention and Disposal Policy
Applications will be considered complete only when we have all the following information:
· Completed Registration Form, including measurements for children over 2yrs
· Signed Agreement
· Professional Standard Headshots
· Professional Standard Full Length Photo
Any incomplete applications will be kept on file for 3 months from the Registration Day. If, after this point the application remains incomplete, the files will be deleted in line with the Briz Kidz Data Retention and Disposal Policy
It is the responsibility of the parent/legal guardian to ensure that we have all requested documents and information in order to process the applications. It is also the responsibility of the parent/legal guardian to ensure all information is correct and up to date.
All children must be based within the Southwest or South Wales and be happy to travel for any filming work at their own expense. You do not need any performance related training or experience to register with the Agency.
We accept registrations from children of all backgrounds, abilities, racial or ethnic origin, religious belief and sexual identity.
Whilst we do not turn applications away, we do reserve the right to refuse or remove any application at any point of representation.
Registration Days:
The Agency books will be open to new registrations for children over 2yrs at designated Registration Days. The online registration form will open no less than four (4) weeks before the nominated date and close at 1700 (5pm) on the Monday prior to the event, or once the date is fully booked, whichever is soonest.
All registrations will be by appointment only and can be booked through the online application form.
Babies under the age of 2 are able to register at any point and expectant parents can pre-register with us. Applications will not be processed until we have all required documents, as stated in the Application Process.
New Registrations can take 6-8 weeks to process, after which time we will send a secured link to a digital folder containing copies of your registration pack, photos and your profile. This link will remain active for to duration of the child’s representation by Briz Kidz. It is essential that this link is saved as all documentation relating to any work (contracts, release forms, NDAs etc) will be stored in this folder.
Login details will also be sent out once the registration is complete. This will give access to the child/ren’s profile and parents/legal guardians are directly able to check and update the information. It is essential that this is done at least every 6 months in line with these terms and conditions.
Age Limits:
We represent children from birth (0 years) to the end of their sixteenth (16th) year. After this point, their profiles will automatically be removed from our books in line with the Briz Kidz Data Retention and Disposal Policy.
This does not affect children registered before January 2019. These children will continue to be represented by the Agency until their eighteenth (18th) birthday unless otherwise notified by termination of your contract or removal from the books for reasons stated in our terms and conditions
Supplied Photos:
Parent/legal guardians are welcome to supply headshots and full-length photos for their child’s profile. These photos must be of a professional standard, containing only the child with a plain background, good lighting, in focus and clearly showing the child’s facial features. All children must be fully covered in age-appropriate clothing. Cropped tops, leotards and swimwear will not be accepted. Only Hi-resolution, digital images will be accepted.
By submitting your own photos, it is acknowledged that permission is given to the Agent for use of the images in promoting the business. This includes the use of the images on the Agent’s website, social media pages and in promotional correspondence with casting directors, individuals and organisations in line with the role of the Agency and without limitation
Please note that no personal or identifying information will be shown with the images when used on social media and on websites.
The Agency reserves the right to request alternative photo options.
Photography Service:
We offer an optional photography service at all Registration Day events. There is a charge for this service and you will receive digital copies of the photos upon completion of your registration (6-8weeks)
Renewal of photographs will be charged at a reduced rate and are available at specific photography events hosted by Briz Kidz throughout the year.
This service provides one (1) headshot and one (1) full length photo. Permission is given for personal use. Please credit Entwisle Productions/Alex Entwisle. Additional photos are at the discretion of the photographer and agency. All children must be fully covered in age-appropriate clothing. Cropped tops, leotards, swimwear or photos where the child appears to be naked will not be accepted.
All headshot sessions are subject to availability and by appointment only.
If a child should refuse to be photographed, we will offer a second attempted sitting after they have had a break and settled. If, after this point, they are still unable to comply, then an alternative booking will be offered. This will be at another update or registration day. Refunds will not be given.
All copyrights will remain with the Agency.
Companies within the Briz Kidz Community:
Schools, private dance/drama companies and specialist companies (the Business) listed within our community may receive information of registration days prior to the official launch online. This information can only be shared within the Business and must not be posted on social media sites, unless in the confines of a closed/private/members only group until after the event is announced on the agency’s website.
All Businesses must adhere to all applicable clauses in the agency’s full terms and conditions. Advertising of castings or bookings is not permitted without written authorisation. Any privileged information specific to the production and casting, including the title, type and synopsis of the project, the role or casting brief and any such information given either directly by the agency or via a parent/legal guardian or child is strictly confidential. Posting any such information on social media is strictly forbidden without prior written permission from the agency and production.
All registrations will be directly with Briz Kidz and subject to our terms and conditions.
Updating Information:
All casting briefs contain specific age and size requests (e.g. measurements, height, hair/eye colour). Therefore it is essential that all information we hold is up to date.
To ensure the information we have is correct, all measurements will be valid for 6 months only. After this time the child will not be considered for detailed
Casting opportunities. All headshots and photos will be removed from the profile after 12months and your profile will be deactivated.
Profiles with information older than 18 months will be removed from the books in line with the Briz Kidz Data Retention and Disposal Policy.
The Agency will send out a reminder to update essential information every six months. To ensure your child is not restricted in opportunities or removed from the books, please take the time to check and update your details when prompted.
Parents/Legal Guardian’s details must also be checked and updated. Should any contact details prove to be inaccurate or disconnected, then the details will be deleted.
Briz Kidz is not responsible for ensuring details are correct and will not chase for these.
Confidentiality:
The Agency works with productions that have very strict confidentiality rules. It is essential that these are adhered to at all times, by all children and parent/legal guardians. In registering with the Agency you agree to the following:
· You will not discuss the casting, audition or work offers among friends, peers or colleagues at any time.
· You will not reveal any confidential information and will not discuss anything you hear, see or learn whilst working with the production.
· You must not share or post on any social media sites anything that relates to the production.
· You must not take photos whilst on set.
· You will act in a professional manner at all times whilst representing the Agency.
Confidential Information includes scripts, storylines, cast information, locations, schedules or any events that occur on the day(s) of work. This list is not exhaustible.
Should you or your parent/legal guardian not adhere to the above, you will be subject to dismissal from the production and removal from the agency books with immediate effect.
Bookings:
The Agency cannot guarantee auditions, castings, bookings or work of any description. We can, however, promise to do our best for all the children we represent.
In the first instance, the Agency will send profiles of any children fitting the casting brief (i.e. within an age range, live within the desired location or match specific measurements). Should any of the children be shortlisted, we will contact the parent/legal guardian with casting information and availability checks. We do not deal directly with the children and will not contact them without prior permission from the parent/legal guardian. This is only applicable to teens over the age of 16.
Parents/legal are under no obligation to accept any work or auditions offered.
We often send out casting requests and information via email. This can include availability checks, requests for specific information needed for the role and requests for self-tape auditions. Please note that it is the responsibility of the parent/legal guardian to receive and respond to these requests by the allotted deadline. The Agency is not responsible for any missed opportunities.
On occasions when the casting includes a parent/child booking, any performance fees offered to the parent will be subject to commission, as per any child booking and subject to these terms and conditions.
Once you have accepted a booking, confirmation will be subject to a Child Performance Child Performance Licence (Licence) being issued. Until this point, you will be ‘on a pencil’ and you must remain available for this date, unless in exceptional circumstances (illness, injury etc.)
Productions retain the right to cancel or amend a booking as per the needs of their schedule. Should this happen, you will be informed as soon as possible, and alternative dates may or may not be offered.
Once a Licence is issued the parent/legal guardian may receive a contract from the production to be returned to the Agency as quickly as possible. The fact that such contract is not returned will not invalidate the booking or acceptance of these terms.
As well as setting out the details of the terms of the engagement it may be a requirement that permission is granted for the taking of photographs of the child for publicity purposes.
Child Performance Licence:
All bookings are subject to Child Performance Licensing and Regulations, which are governed by law. Without a valid Licence in place, a child cannot perform. If the Licence is not processed in time for the performance date, the booking will be cancelled.
The Licence application process can take up to 21 days, so it is essential we get everything in place quickly. This includes the following:
· Photos of the child
· School’s permission of absence letter
· Copy of child’s Birth Certificate
· Application (parts 1 and 2)
As part of your application to the agency, we request a copy of the birth certificate to keep on file for this reason. Whilst it is not an essential part of your being accepted to the Agency it will aid in the Licence application process.
We will ask the Parent/legal guardian to complete the Part 2 of the Licence application and to apply to the school for permission of absence. We do need written approval from the school and without this the Licence will not be processed.
Information on child performance licensing and the Children (Performances and Activities) (England) Regulations, 2014 can be found at nncee.org.uk.
Fees:
There is no fee for registering with the Agency, nor will there be any administration or membership fees for the duration of your representation by the Agency.
All roles offered are paid. The Agency will negotiate with the productions on your behalf and inform you of the rate on offering the role. This will be sent in writing once the role is confirmed and the Licence issued.
All work offered through the Agency is subject to agency commission of 20% plus VAT if applicable. This is calculated on the fees paid including but not limited to, performance fees, usage fees, buyouts, royalties and residuals.
Additional fees that cover ‘out of pocket expenses’ (per diems, travel/fuel etc.) are not subject to Agency commission.
The Agency reserves the right to change the fees policy at any time. Any changes to the fees policy will be communicated in advance of implementation.
Travel:
All children must travel to and from the location with a responsible adult. They cannot travel by themselves and will not be released, at the end of filming, unless to a known adult, agreed in advance with the agency.
A travel memo will be sent, along with the booking email and will be submitted as part of the licence application. Should this change, then the parent/legal guardian will need to inform the agency immediately.
Children must be handed into the care of the chaperone and not a member of the production.
Briz Kidz is not responsible for providing transportation to or from a filming location.
Payments:
The Agency will deal with all invoicing to productions. Once payment has been received from the production, which can be 6-12 weeks from the date of performance, the Agency will transfer your fee (minus any commission) into your nominated account, within 10 days of receiving the details of your nominated account. We will also issue you with an Advice Note, which has a breakdown of all the fees. This will be uploaded to your folder.
The Agency cannot accept responsibility for payments and will only pass on fees that have been paid. Whilst we will use best endeavors to retrieve any monies owing and chase payments from productions, we are not liable for any fees owed to you.
Children are not subject to NI or tax. Parents/Legal Guardians cast alongside their child are responsible for their own tax and NI. Please seek further advice from an accountant or HMRC for more details on this.
Termination:
You can terminate your contract with the Agency at any time by the giving of not less than three months’ written notice sent either by email or letter posted to the office address.
All work that falls within this period or within the twelve months beyond this date or any further work for the same production at any time in the future will be subject to Agency commission.
The Agency reserves the right to remove any child from the books at anytime.
Data Protection
The children and parent/legal guardians’ consent to the Agency holding and processing data relating to them for legal, personnel, administrative and management purposes and in particular to the processing of any ‘sensitive personal data’ as defined in the Data Protection Act 1988 relation to them including as appropriate:
· Information about their physical or mental health and condition to take decision as to their fitness for work;
· Their racial or ethnic origin or religious or similar beliefs to monitor compliance with equal opportunities legislation;
· Information relating to any criminal proceedings in which they have been involved for insurance purposes and to comply with legal requirements and obligations to third parties, and;
· Information relating to their age, race, sex and physical appearance required to judge their suitability for specific roles.
The Children and parent/legal guardians’ consent to the Agency making available such information to a production company, regulatory authorities and governmental organisations
The parent/legal guardians consent to the transfer of such information outside the European Economic Union for purposes connected with the performance of these Terms.
Revisions:
We have the right to revise and amend these terms and conditions to keep in line with any changes in the laws and legislations or within our business methods. These terms and conditions are reviewed and updated regularly and are correct as of Octobr 2022. Please consult our website to review the most up-to-date version or request a copy by emailing us at info@brizkidzcasting.co.uk.
Chaperones and Tutors:
Purpose
This aims to outline the terms and conditions of registering with the Agency. All Chaperones and Tutors must read, understand and accept these before completing the registration process.
It is understood that, by completing your registration, you accept the following terms and conditions:
Our Services
The Agency acts as a booking/finding service between the productions, companies and producers and works with members of our Chaperones’ and Tutors’ team. All Chaperones are required to be registered with their applicable local authority and chaperones warrant to that effect. All chaperones newly registered with the Agency will be required to work with an established chaperone, regardless of previous experience, before being allowed to render services alone.
All tutors must have qualified teacher status, have passed their NQT year and supply two (2) references, at least one being from a school or production environment, before you can be registered with us.
Registering with the Agency is free. We do not charge any agency, membership or annual fees nor do we take commission from fees paid for chaperones or tutors. We add a finders fee to all rates, which is paid by the production.
For some bookings, chaperones may be requested to appear on camera due to the nature of the production and scenes to ensure the child/children are correctly monitored and safeguarded. For these bookings, prior notice will be given and an additional SA fee may be paid for your appearance. In these cases, the Agency will deduct 20% commission from the SA fees paid.
Any and all contracts are between you and the production, not directly with the Agency. We do not assume any responsibility for services provided by or between the production and the Chaperone/Tutor.
Nothing in these conditions shall constitute an employment contract or relationship between the Chaperone/Tutor and the Agency.
Registration
All Chaperones/Tutors must be based in the Southwest or Wales and understand that they may be required to travel to locations that are within this radius. There may be occasions when you will need to travel outside this area, depending on the needs of the production and the nature of the booking.
All Chaperones must hold a valid Licence and provide the Agency with the following documents to register with us:
· Chaperone Licence and Enhanced DBS
· NSPCC Protecting Children in Entertainment Certificate (online Course)
· Signed copy of guidance for Chaperones.
· Signed copy of Chaperone Details form.
· Valid Passport
All Chaperones newly registered with the Agency will have on-site training with an established chaperone and will be assessed as to their suitability to the role of Chaperone. This is regardless of past experience. We expect a high standard from all Chaperones who represent the Agency and our children.
Registering with the Agency does not guarantee work.
Chaperone/Tutor duties
All Chaperones and Tutors are required to comply with the following:
· To keep up to date with all guidelines, training and legislations related to working with children.
· To safeguard the welfare of all children in their care at all times.
· To send copies of children’s timesheets to the Agency along with any reports of incidents or accidents whilst on set.
· To ensure that the Agency have your correct, up-to-date contact details.
· The Agency is not responsible for Chaperone Licensing, training or informing Chaperones of any changes in legislations or working practices.
You must also follow these Do’s and Don’ts:
· DO ask to see a copy of the child’s performance Child Performance Licence (where a Child Performance Licence is required)
· DO keep a note of important contacts, for example, the child's licensing authority, the local authority in whose area the child is performing, the child's agent and the child's parent/legal guardian/legal guardian.
· DO check the child is comfortable – you are the person to whom the child looks for guidance, protection, clarification and support.
· DO ensure the child is warm and taken off set at every opportunity when filming on exterior locations in adverse weather conditions.
· DO ensure the child is not hungry.
· DO exercise discretion where that is in the best interest of the child.
· DO be the child’s champion - one of a chaperone's greatest strengths is their ability to say no when what is being requested of the child is contrary or detrimental to the child's health, well-being and/or education.
· DO be alert to all possible risks to the child and know what the child protection policy requires you to do.
· DO challenge people and / or anti-social behaviour toward your child and if you continue to be concerned know who to escalate your concerns to.
· DO NOT let the child perform if they are unwell.
· DO NOT leave the child alone with another adult (unless it is their parent/legal guardian or teacher).
· DO NOT take photographs/videos of the child that you have been employed to chaperone or tutor or nay part of the studio at which the production is taking place. If you see anyone else doing this you must inform the production as soon as possible.
· DO NOT seek autographs from performers or get star struck.
· DO NOT ignore or downplay questionable behaviour from adults or other children.
· DO NOT allow the child to be pushed into things that they don’t want to do.
· DO NOT use inappropriate language or smoke whilst on duty.
· DO NOT consume alcohol or be under the influence of alcohol whilst on duty.
· DO NOT partake in any illegal drug use.
· DO NOT wear inappropriate clothing.
For a more comprehensive explanation of the duties our Chaperones are expected to perform, please read the Briz Kidz Guide for Chaperones.
Confidentiality and Privacy
Chaperones/Tutors must adhere to all confidentiality rules at all time, including GDPR, and treat all information provided by the Agency with the strictest of confidence.
This includes:
· Confidential information regarding the production, crew, cast, location, scripts, storylines and schedule.
· Any information you hear, see or learn whilst working with the production.
· Personal and sensitive information relating to the child. This includes medical information and parent/legal guardian contact information.
Chaperones/Tutors must not share information related to the productions on social media sites. Please do not take photos on set or share anything you hear, see or learn whilst working on the production and under no circumstances share photos of children you are working with.
It is essential that you do not share personal contact details with the children, befriend or follow them on any social media sites.
Payments
The Agency will deal with all invoicing to the productions as these will cover both the Chaperones, Tutors and children and may consist of multiple dates.
Chaperones and Tutors must send an invoice, in PDF with the name and date of the production and address all invoices to:
Briz Kidz Casting Ltd
147 Whiteladies Road
Clifton
Bristol
BS8 2QT
Chaperones and Tutors are booked on a Self-Employed basis and are responsible for their own Tax and National Insurance.
The Agency will use best endeavors to retrieve any monies owing and chase payments from productions. However, we are not liable for any fees owed to you.
Parents/Chaperone
Briz Kidz do not advocate the use of parent/chaperones and always recommends booking a Registered Chaperone. Due to this policy, any registered chaperones, who’s child/ren are also registered with Briz Kidz, will not be permitted to chaperone their own child on any bookings through the agency, except in extreme circumstances. These will be considered on an individual case basis.
Termination:
You can remove your registration with the Agency at any time. Please send not less than one month’s written notice, either by email or letter posted to the office address.
The Agency retains the right to decline or remove registrations at any point and without notification.
Data Protection
The Tutors/Chaperones consent to the Agency holding and processing data relating to them for legal, personnel, administrative and management purposes and in particular to the processing of any ‘sensitive personal data’ as defined in the Data Protection Act 1988 relation to them including as appropriate:
· Information about their physical or mental health and condition to take decision as to their fitness for work;
· Their racial or ethnic origin or religious or similar beliefs to monitor compliance with equal opportunities legislation;
· Information relating to any criminal proceedings in which they have been involved for insurance purposes and to comply with legal requirements and obligations to third parties, and;
· Information relating to their age, race, sex and physical appearance required to judge their suitability for specific roles.
The Tutors/Chaperones consent to the Agency making available such information to a production company, regulatory authorities and governmental organisations.
The Tutors/Chaperones consent to the transfer of such information outside the European Economic Union for purposes connected with the performance of these Terms.
Revisions:
We have the right to revise and amend these Conditions to keep in line with any changes in the laws and legislations or within our business methods. These terms and conditions are reviewed and updated regularly and are correct as of October 2022. Please consult our website to review the most up-to-date version or request a copy by emailing us at info@brizkidzcasting.co.uk.