General Guidelines for Leaders and/or Contractors

Guest Author: Lou Williamson

Musicians are sometimes surprised at the amount of work required to act as the Leader or Contractor on a gig. Here is a list of points that should be considered when setting up any engagement. Thinking about these things in advance will help to eliminate problems before they arise–and reduce your stress levels!

When calculating the cost of the engagement and filling out the contract:

1. How many musicians are required for the engagement?
2. Is a concertmaster, contractor or steward required?
3. Do principal musician rates apply to any instrumental sections?
4. Are any doubling fees applicable? e.g. Percussion doubling, flugelhorn/trumpet etc.
5. What are the total cartage fees for all services?
6. Do any performances require transportation and/or per diem payments?
7. Are the correct scale wages being calculated?
8. If applicable, has the pension contribution been calculated and factored in?
9. Have the appropriate work dues been calculated and deducted from the performer's wages
10. Has the employer been advised of the potential cost of overtime?

Before hiring the musicians:

1. Ensure that all musicians are AFM members in good standing.
2. If a steward is needed, who will you recommend to the local for appointment to that position?
3. Determine the conductor/leader's substitution policy.
   1. Are substitutions allowed?
   2. How much notice must be given?
   3. Generally the contractor/leader must approve the substitute.
   4. Once approved, it is normally the contractor/leader who hires the substitute.
   5. It is normally agreed between the player/leader as to who will pay the substitute.

When hiring the musicians, inform them of:

1. Venue, date and time for all services including rehearsals and optional performances.
2. Wages and position (principal/section leader) for each service, including cartage, mileage, and per diem (if applicable).
3. What to wear – be very specific.
4. Necessary doubling instruments and/or special equipment requirements.
5. The leader's substitution policy.
6. It is advisable to recall all players within 48 hours of the first service in order to ensure that there are no last minute problems or misunderstandings.

Logistics

If the leader/contractor is unfamiliar with the venue, it is recommended that the site be visited to check on the following:

1. Do the musicians need special directions to the venue?
2. Are there any special or unusual parking / loading considerations?
3. Is a secure room available for cases, coats, changes of costume, etc.?
4. If the venue is outdoors, will the performers have sufficient protection from the elements?
5. If the venue is outdoors, is there an alternative indoor venue?
6. Is there adequate floor space for the performers?
7. Are chairs, music stands and/or lights available and/or needed or do the musicians have to provide their own?
8. Is an electrical power supply readily available?
9. Are food and beverages available to the performers?

Miscellaneous Points

It is common practice for the leader/contractor to ask the employer for a deposit of 50% or more of the agreed upon fee.

The leader must ensure that no overtime is performed without pay and that correct intermission breaks are taken.

Payment provisions for cancellation of the engagement and/or any other special requirements should be written into the contract or added in an attached rider.

It is the leader/contractor's responsibility to abide by adhering to the bylaws of the Local where the engagement is carried out. This includes paying the musicians within a specified time frame and filing an appropriate contract with the Local, The preferred method of payment is usually on completion of the service.

Lou Williamson is a busy freelance percussionist in Victoria, BC, and President of Local 247 of the Amercian Federation of Musicians.