Artist Terms and Conditions Updated 1st March 2025
1. Introduction
1.1. Extra People Ltd and its children’s division, “Extra People Juniors” (“EXP Juniors”, “Extra People Children’s Division”, “the Agency”, “we”, “us”, “our”) is an employment agency in accordance with the Employment Agencies Act 1973, as amended by the Employment Relations Act 1999, and The Conduct of Employment Agencies and Employment Businesses Regulations 2003 (“the Employment Agency Regulations”), which finds paid opportunities for its registered artists to work, primarily in the film, TV and advertising industries, directly with hirers (including but not limited to production companies) and through our clients (including but not limited to casting directors).
1.2. All relevant Extra People Ltd employees that will deal with your child’s information are enhanced-DBS checked.
1.3. All clients and hirers who work with Extra People Ltd are verified in accordance with the Employment Agency Regulations and enter into a vendor agreement with us prior to having access to our artist database. Extra People Juniors will share limited information with its verified clients and hirers for the purpose of helping find/book your child relevant work opportunities. (Please see section 14; Personal Information for details).
2. Authority as Agent
2.1. By accepting these Terms and Conditions and in accordance with Regulation 11 of the Employment Agency Regulations, you hereby grant Extra People Juniors authority to represent your child on your behalf for the purpose of finding, sourcing and securing work with our vendors, who may include Film & TV productions, film studios and major global streamers.
3. Right to Work in the UK
3.1. You warrant that your child possesses the legal right to accept and perform work within the United Kingdom by virtue of their citizenship or immigration status. You are required to notify Extra People Juniors immediately of any change in your child's legal right to work.
3.2. You are obligated to adhere to all requirements mandated by the Local Education Authority (LEA) regarding any performance license necessary for your child, and to provide, upon request, all requisite documentation, including permissions, to facilitate your child's employment. Our agency will provide guidance throughout this process.
4. Entertainment Partners Platform
4.1. Extra People Juniors utilises the Entertainment Partners (EP) casting platform for the purpose of managing artist profiles and casting submissions. Upon application for your child's registration with our agency, you will be granted access to the Entertainment Partners Platform. While your child maintains a registered artist status with Extra People Juniors, you are obligated to ensure that your child's personal information remains current and accurate at all times.
4.2. While Entertainment Partners hosts multiple agencies, your child's photographs and personal information will be accessible solely to Extra People Juniors and will not be shared with or be visible or accessible by any other agency using the Entertainment Partners platform.
4.3. We directly communicate all offers of work, including details of terms such as rates of pay, through the Entertainment Partners availability and booking system. To be considered for opportunities, you must respond via the relevant communications to which our agency has contacted you upon. Extra People Juniors will not be held accountable for any failure or delay in the receipt of messages transmitted through the Entertainment Partners platform.
4.4. Prior to your child's initial work engagement, you are required to provide us with all personal information necessary for legal compliance, enabling us to secure employment for your child and process payments. This information encompasses proof of their legal right to work, their full legal name, date of birth, gender, current UK residential address, and, if applicable, school details. Please see Appendix 2 and 3 or Entertainment Partners Data Protection policies.
4.5. You are obligated to maintain the confidentiality and security of your access credentials for the Entertainment Partners (EP) platform and to promptly notify Extra People Juniors should you discover or suspect any compromise of these credentials. Extra People Juniors reserves the right, at its sole discretion, to suspend your access to Entertainment Partners if it believes your access credentials have been compromised.
5. Photos
5.1. We enable you to upload relevant and appropriate photos to EP for casting purposes. By uploading user photos to EP you allow us licence to use such photos for the purpose of finding your child work until such photos are deleted from EP. You further indemnify us against any third party claims brought against us in respect of your user photos.
5.1.1. Please note that if user photos are not your original creations, for instance if you obtain photos of your child through the services of a professional headshot photographer, you must secure permission from the copyright holder for our usage of said photos as outlined in this paragraph.
5.2. In the course of registering your child as an artist with Extra People Juniors, and at other times, we may commission our own photographs of your child. You hereby grant your consent for the use of your child's image as captured in these casting photos in any media worldwide in perpetuity for the purpose of securing employment opportunities for your child and promoting Extra People Juniors.
6. Working for us
6.1. You agree on behalf of your child to provide the services of your child to perform a role for the number of attendances (including rehearsals) set out in any schedule or annexations that they are booked for.
6.2. The child and parent are expected to maintain professional conduct at all times, encompassing all interactions with Extra People Juniors, our clients, hirers, and on-set personnel. This includes prompt responses to availability enquiries and check-in requests sent by Extra People Juniors, demonstrating reliability, politeness, and helpfulness on set, adhering to directions in a timely fashion, and ensuring the provision of appropriate clothing as instructed. For further information please refer to Appendix 1, “The Extra People Juniors Behaviour Code for Children and Young People” at the end of this document.
6.3. Failure of your child to conduct themselves in a professional manner, including tardiness or absence, may result in the termination of their registration with Extra People Juniors, at the agency's discretion.
6.4. Once you have responded positively to an availability check from us on your child’s behalf, or one of our clients or hirers, to say your child is available for a job, we immediately consider your child available and interested in the job. Whilst the booking process is in occurrence, you must update the booker on any changes in availability.
6.5. Upon confirmation of your child's booking for a day of work, your child must remain available for the entirety of that day, as production schedules may necessitate early commencement and/or late completion. You will be provided with the specific working hours prior to the booking, which will always comply with the legally permissible working hours for your child's age.
6.6. Rates of pay for any job will be stated on the availability check sent to you. This communication is your opportunity to decline the offer of work on behalf of your child if you do not accept the stated terms. Bartering or negotiation of the specified rates of pay is not acceptable. Once your child is provisionally or definitively booked for an engagement, release from that booking cannot be granted solely due dissatisfaction with pre-agreed rates of pay.
6.7. Once we accept your child’s application, you appoint Extra People Juniors to act as your child’s non-exclusive agent in finding your child work as an extra, background artiste, walk-on artist, or other similar work (referred to as “bookings”) with production companies in accordance with this contract. Your child is not in any circumstances engaged as an employee or contractor of Extra People LTD.
6.8. Extra People Juniors shall represent your child on a non-exclusive basis. However, if the Agency introduces the child to a particular production, including, but not limited to, film, television, theatre, or commercial projects, the Agency or its affiliated adult division, Extra People Ltd., shall have the exclusive right to represent the child for all further engagements arising from or related to that initial production. This exclusive representation shall extend to all subsequent series, sequels, spin-offs, additional photography, reshoots, and any other related work, regardless of when such engagements occur. The Client agrees to ensure that all future engagements relating to the aforementioned production are conducted solely through the Agency, Extra People Ltd.
6.9. You are advised that we are not insured in any way for the transportation of the child from home to the production site or in reverse, therefore any responsibility for chaperoning the child to the production site rests with yourself, except where it is the responsibility of a third party production team who provide appropriate transport for the child.
6.10. This agreement does not constitute an undertaking on our part to provide management services for the child beyond the scope of presenting the child's profile for background roles for suitable productions within the entertainment industry. While we will exert our best efforts to secure opportunities for your child, no specific number or type of engagements can be assured. We shall not be liable to you or the child under any circumstances for any claim related to the child's loss of opportunity to obtain work, attain fame or enhance their reputation.
7. Hirer as Employer
7.1. This agreement remains contingent upon the Local Education Authority (LEA) granting or extending your child's existing performance license for the applicable entertainment industry production.
7.2. Upon your child's booking for an engagement, they will be directly employed by the hirer, typically a production company, and not by Extra People Juniors. The hirer's name, as your child's employer, will be communicated to you through EP (Entertainment Partners) upon confirmation of the booking.
7.3. The details provided to you prior to each engagement via EP (Entertainment Partners), encompassing rates of pay, dates, location, and all other pertinent terms, shall establish your child's contractual agreement with the respective production company or hirer. Diligent efforts will be made to ensure the accuracy of information conveyed to you and your child throughout the booking process. In certain engagements, the chaperone overseeing your child may be required to execute a hard copy of a salary voucher or release form, which will subsequently be incorporated into your and your child's contract with the hirer.
8. Commission
8.1. Extra People Juniors is entitled to charge you a commission for each job successfully placed through Extra People Juniors, which is deducted from each payment to your child. The standard rate of commission is 20% plus applicable VAT. On certain productions, an agency fee will be applied to the production rather than a commission deduction from the artist's pay. If a different rate applies, you will be advised of it before your child is booked to work. Our bookers will endeavour to quote you the NET pay in all communications.
8.2. Extra People Juniors does not impose any upfront fees, annual fees, or other fixed charges as a condition of registration or ongoing representation of its artists.
9. Payments
9.1. Extra People Ltd will collect payments on your child’s behalf directly from the hirer to ensure your child is paid promptly and efficiently through our automated process via our payroll agent, Entertainment Partners
9.2. You agree to open and maintain a separate Bank or Building Society account in the name of your child.
9.3. You hereby grant Extra People Juniors the sole and exclusive authority to receive payments on behalf of your child for all work engagements secured through our agency. Extra People Juniors will invoice hirers on a weekly basis, with the objective of receiving all payments within 4 to 12 weeks from the respective date of work. Please note that we are unable to produce individual payment updates until 8 weeks have elapsed since the day your child worked.
9.4. Regulation 25(9) of the Employment Agency Regulations grants your child the right to receive their money within 10 days of receipt of the money by us from the hirer. Entertainment Partners operates a weekly payroll process for any cleared funds, which are paid directly into your child’s bank account by electronic bank transfer. Due to the timings of when funds are received and the weekly payroll, it may on some occasions take more than 10 days for a payment to reach your child. You hereby grant your consent to waive Regulation 25(9) of the Employment Agency Regulations.
9.5. It is your responsibility to ensure that we hold your child’s correct bank account details via EP (Entertainment Partners), otherwise payments will be delayed until such time that we do.
9.6. Extra People Juniors will provide you with remittance advice through EP (Entertainment Partners) for each payment made to your child, which states their total earnings and details any deductions made for taxes and for commission.
10. Taxes
10.1. Under special regulations applicable to entertainers under The Social Security (Categorisation of Earners) Regulations 1978, your child is classed as a self-employed worker for Income Tax purposes and as an employee of the hirer for Class 1 National Insurance Contributions (“NICs”) for most of the work offered by Entertainment Partners. Hirers often ask Entertainment Partners to act as a collecting agent for NICs on their behalf.
10.2. Your child must be registered as self-employed with HMRC and it is your responsibility to declare your child’s earnings for Income Tax purposes to HMRC once they earn a £1000 threshold within a 1 year tax year. Extra People Juniors cannot offer any specific advice on your individual tax situation.
10.3. If your child is, or later becomes, VAT registered they will only be able to charge us VAT on top of their rates if you enter into and maintain a self-billing agreement with us which meets HMRC’s requirements. If you do not have a self-billing agreement in place with us, all rates agreed and fees paid to your child shall always be considered VAT inclusive.
11. Health and Safety
11.1. Extra People Juniors cannot accept any liability for any injury or harm incurred by your child during travel to, from, or engagement in any work facilitated by Extra People Juniors, or any associated financial loss sustained. However, Extra People Juniors undertakes reasonable measures to verify that appropriate health and safety protocols are implemented by each hirer.
11.2. As the employer, the hirer bears the responsibility for ensuring a safe working environment for your child and for providing you, as the parent, and your child with comprehensive information regarding relevant health and safety matters. Nevertheless, you are required to exercise due diligence in safeguarding your child's health and safety and to fully cooperate with the hirer in their efforts to maintain a secure workplace.
11.3. All unsafe practices by a hirer should be reported to us so that we can take action where appropriate to protect our artists.
12. Personal Information
12.1. Extra People Juniors processes your personal information in accordance with the Data Protection Act 1998 (“the DPA”) and is designated as the Data Controller under the DPA. Any requests under the DPA must be sent by email to team@extra-people.com.
12.2. Extra People Juniors maintains a protected database containing the personal information of all our artists. We share pertinent information, including your child's user photos, contact details, and casting information, with our clients and hirers to facilitate the acquisition of work opportunities for your child. Upon confirmation of your child's booking through EP (Entertainment Partners), we will share compliance-related information with the hirer on a need-to-know basis, including real-time PAYE operation.
12.3. Access to your child’s sensitive personal information is restricted on a strict need to use basis. All bank account details are encrypted by The Entertainment Partners system, and only relevant back office staff can view these details.
12.4. On termination of your registration with Extra People Juniors, we will keep your contact and compliance information as long as required by law.
13. Third Party Contact
13.1. If you have expressed a preference to receive information regarding alternative offers or opportunities for your child, Extra People Ltd. may contact you with details of such offers or opportunities available from us or a third party that we believe may be of interest to you or your child. We will not disclose your or your child’s personal details to any third party not affiliated with Extra People Juniors.
13.2. You may at any time opt out of such contact by updating your preference in EP (Entertainment Partners).
14. Press, Publicity and Phone Use
14.1. Any publicity arising from a booking necessitates prior consultation with Extra People Ltd.
14.2. Since the parent will be signing the Non-Disclosure Agreement (NDA) on the child's behalf, parents are responsible for ensuring their child comprehends the significance and implications of the NDA applicable to each production.
14.3. Artists are reminded of the critical importance of script and program confidentiality; disclosure of information concerning any plotline, character, casting-selection, dialogue, prop, costume, set-design or any other production minutiae, is strictly prohibited without explicit authorization from Extra People and the Production Company.
14.4. Strict adherence to every production's phone policy is mandatory, which may include the submission of the child’s mobile devices to a secure lockbox. Under no circumstances are artists or their parents permitted to bring mobile phones onto the set; all devices must remain with personal belongings in the designated holding area.
14.5. Refusal to comply with phone confiscation protocols may result in the release of the artist from current and future bookings with the relevant production.
14.6. The work performed during any booking is subject to strict confidentiality, and disclosure of any details to any third party is forbidden.
14.6.1. The making of any film or sound recordings, or the taking of photographs, while on set is prohibited.
14.6.2. Contacting any journalist, newspaper, magazine, or other publication regarding any production that the artist has worked on or is booked on is prohibited.
14.6.3. Posting any comments or photographs related to any production worked on to any website, blog, or social network (including, but not limited to, TikTok, Facebook, X [previously Twitter], Instagram, Snapchat, WhatsApp, or any other social media platform) is prohibited. This includes posting to limited audiences or private group chats.
14.7. Any breach of a production’s NDA or violation of the confidentiality provisions stated above will result in the immediate termination of employment with the production company and the termination of the artist's profile with the agency.
15. Termination of Registration
15.1. You may terminate your child’s registration with Extra People Juniors in writing at any time or you may deactivate your child’s profile online.
15.2. Extra People Juniors may terminate your child’s registration with immediate effect at any time due to any breaches in our code of conduct.
15.3. Extra People Juniors retains the authority to terminate your child’s registration immediately in the event of any substantial violation of these Terms and Conditions. For the purposes of this clause, any material breach that has not been rectified within a reasonable timeframe will be deemed a substantial violation. Extra People Juniors will provide written notification of any termination enacted under this clause, along with the grounds for said termination.
16. Variations
16.1. Extra People Juniors reserves the right to vary these Terms and Conditions with immediate effect and promises to notify you whenever this happens.
16.2. If you do not accept the amended Terms and Conditions, you must give notice to us in writing immediately. In this instance, your child’s registration with Extra People Juniors will be terminated immediately following the completion of, or release from, any remaining days of work booked or pencilled on the date of notice.
Appendices
Appendix 1
EXTRA PEOPLE JUNIORS BEHAVIOUR CODE FOR CHILDREN AND YOUNG PEOPLE
Why we have a behaviour code
This code of behaviour is there to make sure everyone who takes part in Extra People Juniors activities knows what is expected of them and feels safe, respected and valued.
Extra People Juniors must make sure that everyone taking part in our activities has seen, understood and agreed to follow the code of behaviour, and that they understand what will happen if there is inappropriate behaviour.
We expect people who take part in our services to display appropriate behaviour at all times. This includes behaviour that takes place outside our organisation and behaviour that takes place online.
This code of behaviour aims to:
Identify acceptable and unacceptable behaviour
Encourage cooperation, honesty, fairness and respect create an environment where your self-esteem, self-respect and self-confidence will grow
Encourage you to recognise and respect the rights of others
Encourage you to take responsibility for your own behaviour
Help resolve conflicts and make it clear what will happen if you decide not to follow the code.
Dos and don’ts for children and young people
You should:
Be supportive and kind to others
Be Friendly
Listen to others
Be helpful
Have good manners
Treat everyone with respect
Take responsibility for your own behaviour
Talk to Beth Cleveley - Welfare Officer about anything that worries or concerns you
Follow this code of behaviour and other rules (including the law)
Join in and have fun!
You shouldn’t:
Be disrespectful to anyone else
Bully other people (online or offline)
Behave in a way that could be intimidating
Be abusive towards anyone.
Minor or first-time incident
If you behave in a way that doesn’t follow our behaviour code, our staff or volunteers will remind you about it and ask you to change your behaviour.
This gives you the chance to think and to plan how you could behave differently, with support from staff and/or volunteers.
Formal warning
If you continue not to follow the code of behaviour after your first reminder, or if your behaviour is more serious, you will be given a formal warning by Extra People Juniors.
They will make a record about what happened and inform your parents or carers if it is appropriate. They will also talk with you about what happened and agree what support you need to improve your behaviour in the future.
We might also decide that further steps should be taken, such as restricting you from future work for a period of time.
Final warning
If the support we have put in place isn’t helping you to change your behaviour, we might need to give you a final warning. Again, this will be recorded and we’ll inform your parents or carers as appropriate.
At this point, we might need to talk with you and your parents or carers about other services that might be more able to give you the support you need.
Child protection procedures
If any member of staff or volunteer becomes concerned that your behaviour suggests you might be in need of protection or that you might present a risk of harm to other children and young people, they will follow our child protection procedures. This might involve making a referral to the local authority.
If child protection procedures are necessary we will talk this through with you and your parents as soon as possible, unless doing so would put you in danger or interfere with a police investigation.
The role of parents and carers
We see parents and carers as important in encouraging positive behaviour and will involve them as appropriate.
We will always inform and involve your parents or carers if you receive a formal warning about your behaviour, unless doing so would put you in danger.
Appendix 2
Entertainment Partners’ Casting Portal Data Processing and Data Protection
1.1. Entertainment Partners ("EP") processes the Artist's personal information in accordance with the applicable Data Protection Legislation and is designated as the Data Processor under such legislation.
1.2. Any requests or inquiries under the Data Protection Legislation must be sent via email to privacy@ep.com.
1.3. EP is committed to protecting the Artist’s privacy and handling their data in an appropriate manner. For a full understanding of EP’s practices regarding data processing via The Casting Portal, please refer to EP’s Privacy Policy at https://www.ep.com/legal/privacy-notice/
Appendix 3
EP Casting Portal Data Security
2.1. EP maintains a "security first" approach, employing an extensive layered security model to protect customer data.
2.2. EP operates a global security program for end-to-end protection using enterprise policies, people, and technologies.
2.3. From the perimeter to the endpoint, EP’s protections and security teams work diligently to safeguard the systems that deliver secure products and services to casting companies.
2.4. For more details on the security protections deployed by EP, please refer to their Security Features policy at https://www.ep.com/legal/security-features