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Terms and Conditions

These Terms and Conditions govern the provision of models, actors and artists by the Agent to the Client for the purposes agreed.

As required by the Department of Employment regulations, Ray & Robin’s booking confirmation form must be signed and returned to the Agency prior to the shoot date.  The failure to sign and/or return the booking confirmation form may result in the cancellation of the booking.

If a client wishes to amend a booking confirmation they must confirm this with the Agency.

If a model is introduced to a client by Ray & Robin any repeat jobs are to be booked with Ray & Robin. A client is not to contact a parent directly without the permission of the Agency.

FEES
Booking fees are charged by the day or by the hour.  With a minimum of a two hour booking.  Equity contracts excluded, the day booking is for a 7 hour period including a 1 hour lunch break.

Fittings: Fittings will be charged at 50% of the models hourly rate.

Location Bookings: At the time of the booking the Client must provide details regarding transport available and/or overnight stays.  In some cases a fee will be charged for an overnight stay if it prevents the model from working on the day he/she has to travel.

Travel: All travel costs should be reimbursed with valid receipt and will be included in the final invoice. If the parent is driving, petrol should be reimbursed at the standard rate of 36p per mile. This is calculated from the home postcode to the shoot location postcode.

Meals: Clients are responsible for models meals, unless the client requests child/parent to bring along a packed lunch or otherwise beforehand, at the time of booking.

Model care and safety:  The client is responsible for the models health and safety when the model is travelling, or providing services, in connection with the booking. The client will maintain adequate insurance cover to underwrite its obligations to the model.
The agent is not responsible if the model fails to attend the booking. The client is advised to insure against any losses, which might result if the model does not keep a booking because of ill health.

ADDITIONAL FEES

Usage: Additional fees are payable for the right to use the model’s image or any other representation of it for all purposes other than the initial agreed use.  Unless otherwise agreed, the additional usage fees cover the right to use the image for one year from the date of the booking. In the UK only.  Additional usage fees will always equate to more than the model’s advertising day rate.

It is the client’s responsibility to notify the agent and negotiate additional fees (including extensions of existing agreements) for any additional usage or territory.  The Agent reserves the right to send an invoice to the Client for any additional use which is discovered after the time of booking, and of which the Agent had not been notified of.

Overtime: Overtime rates apply before 9am, after 6pm and on all bookings over seven hours.

Extra half hours or parts of half hours shall be paid at half the hourly rate.

The overtime rate is a one-and-a half times the daily rate.

Night work rates must be discussed separately.

AGENCY FEES
All bookings, except Equity Contract TV commercials, will be subject to a 20% booking fee on all shoot and usage fees. Both agency fees and model fees will be invoiced by the agency, unless otherwise agreed at the time of booking. VAT and any agreed expenses will be added when appropriate. The agency reserve the right to query and charge the same fees as another agency, should a child from another agency be used for the same role.

CHILDREN’S PERFORMANCE LICENCES
Children under 16 years of age require a licence for paid performances. It is the client’s responsibility to licence the children. Please note to put a licence in place takes a minimum of 5-10 working days, depending on the council involved.  Should you wish Ray and Robin to apply for a Child Performance Licence on your behalf, there will be a fee of £30 per child, whether or not the child is confirmed.

EXCLUSION FEES
If a model advertises a product, he/she is able to work for any competitor unless an exclusion fee is negotiated. It is the clients responsibility to check whether conflicting work has been done if that is one of the requirements for a model.

PAYMENT
Payment is required within 30 days of the date of invoice. The Client is solely responsible for payment, unless otherwise agreed in writing at the time of booking. In the event that the Client is making the booking on behalf of a third party, the Agent may agree, at its discretion, to invoice the third party. In this event, the Agent in no way releases the Client from its liability to make payment to the Agent in accordance with these Terms and Conditions and the Client at all times remains primarily liable to pay the invoice should it remain due.

No usage of the model’s image is allowed until payment is received in full, unless otherwise agreed in writing by the Agent. All fees are for the right to use pictures and, once agreed, are payable whether or not the use is appropriated

PROVISIONAL BOOKINGS
Provisional bookings will be cancelled if they are not confirmed within 24 hours of the proposed shoot date. We reserve the right to confirm a model on a definite booking if the provisional cannot be confirmed.

CANCELLATIONS
If a booking is cancelled within 24 hours of the call time, the full fee will be charged unless the same model is re-booked within 24 hours, in which case half the cancellation fee is charged.

Bookings of more than three days duration: if the booking is cancelled within a period equal to or less than the length of the booking, then the full fee is charged.

Saturdays, Sundays and Bank Holidays are excluded from these calculations. However, if a booking is cancelled due to illness or some other reason beyond the models or agencies control (and upon the production of the appropriate evidence) the model shall not be liable for cancellation charges. This is a reciprocal arrangement between models and client.

WEATHER PERMITTING BOOKINGS
At the first cancellation, a half-fee is charged if within a suitable time frame. If the time frame is deemed unreasonable the full rate will be paid. At the second cancellation, the full fee is charged.

TEST & EXPERIMENTAL PHOTOGRAPHY & TV COMMERCIALS
A Photographer is not entitled to use test and experimental photographs for commercial purposes unless specific arrangements have been made before the photographic session.

COPYRIGHT
A photographer is not entitled to use any of the images he/she takes for any usage beyond that agreed under sections relating to the agreed usage.

INSURANCE

The client is responsible for the models health and safety when the model is travelling, or providing services, in connection with the booking to the same extent as if the model were an employee of the client. The client will maintain adequate insurance cover to underwrite its obligations to the model.
The agent is not responsible if the model fails to attend the booking.  The client is advised to insure against any losses, which might result if the model does not keep a booking because of ill health.

COMPLAINTS
Any cause for complaint must be reported to the Agent, accompanied by supporting photographic evidence, no more than 24 hours after the cause for complaint arises.  The Agent will not consider any complaints in retrospect.

LIMITATION OF LIABILITY
The Agent is not responsible if the model fails to attend the booking.
The Agent cannot be held responsible for a model’s conduct on any assignment or booking.

JURISDICTION
These terms and conditions for booking and all other matters connected with the booking are governed by English law and any dispute will be settled in accordance with that law by a court in England.

DATA PROTECTION
The Client acknowledges and agrees that details of the Client’s name, address and payment record may be submitted to a credit reference agency and personal data will be processed by and on behalf of the Agent for this and related purposes.

Please not that we reserve the right to negotiate within the structure of these Terms & Conditions.
Nothing in this clause shall limit or exclude any liability for fraud.