Managing the Money

PAYMENT TERMS

Payment for shoots can take what seems like an interminably long time to be received. Generally, the process works as follows.

• At the end of the production your agent will send the production company an invoice.  It is your responsibility to inform your agent of the hours your child was on set.  If you don't the agent is not responsible if overtime is not invoiced.
• The production company accountant will collate all invoices for the job but will only finalise a payment request to the client at the end of the production period. Remember, each job can last ten days or more.
• The production company then presents all invoices to the client for payment, including accomodation, crew, vehicle hire etc. 
• Once verified the client pays the invoices to the production company, who then pays the agent. 

AGENTS FEES

Agents earn 20% commission from the model fee.  The booking fee that the client pays the agent does not affect the model fees.  Every casting costs the agent time and money without any guarantee of getting a booking.

TAX - PAYE

Children working in the Film Industry have been determined by SARS to be obliged to pay tax. Clients will not book kids who are not registered for PAYE.  That means your child will be treated as an employee and paid under the Pay As You Earn Scheme (PAYE). This means that they are taxed on their gross total income OF EACH AND EVERY JOB.  The client/production company is deemed the employer and will issue you with the IRP5s, which can now be retrieved directly from the SARS efiling system.

THE GOOD NEWS?

Since it is unlikely your child's income will reach the annual threshold, all PAYE deducted will be refunded. Visit the SARS website to see how it works.

www.sars.co.za 

Shoots - Facts

Weather Calls

If a shoot is cancelled due to bad weather AFTER the child has arrived on set, then a 70% cancellation fee will apply. If the shoot is cancelled due to bad weather BEFORE arriving on set, then no fee is payable, provided the child is rebooked for another day on the same job. If the child is not booked by the client again for any reason, then a 100% cancellation fee will apply. If, however, the child is unavailable again for any reason of his/her own, no cancellation fee is applicable.

Production Companies have a two hour "window" for weather calls. In case of a full day shoot, the production company may attempt to start the shoot in the afternoon. In this case, another two hour weather call may apply, on consultation with the agency.

Getting Pictures from the Production

This is easier said than done, since most of the images return to the home base of the international client and are not kept in South Africa. Having said that, if you are really keen to get copies of the picture, please contact your agent and ask them to follow up with the production company.

However, stock images are not available to agencies or parents at any time. These images are for sale only and photographers are not permitted to hand them out, even if the child does feature in them.

Preparing your child for a shoot

Here are a few absolutes. Make sure your child:

• Goes to bed early the night before
• Arrives with clean hair and face.
• Has brushed hair
• Is wearing underwear - preferably neutral colours, boys to have underpants.

The fact that we’re even having to say this is an indication of how frequently this  happens…

we often find that for early calls in particular, kids are hauled out of bed early to avoid traffic and put in the car with a pillow and blanket, still in pj's, and underwear and shoes are forgotten. Also parents often fail to take into account the weather changes that so often happen in Cape Town.

So why not be prepared and pack a kit before hand.

We recommend that this includes the following essentials:

•  A jersey / cardigan / jacket
• A water bottle
• Sun block
• Sun hat
• A book to read
• Spare underwear
• Slipslops
• A comb
• Any special dietary requirements

And while we’re on the subject, here’s what NOT to bring on a Shoot -

DO NOT BRING ANYONE OTHER THAN YOUR CHILD AND YOURSELF.

Once again, a Shoot is a place of business. It is entirely inappropriate to turn it into a day out for the family. If the location is a long drive of course a companion can accompany you for safety reasons, but they must not interfere with the shoot, and should take their own refreshments.

Kids and Castings

Good casting is vital for every photo shoot. Ensuring that the most suitable models or actors are cast requires exhaustive knowledge of the available talent in Cape Town, combined with the creative ability to imagine how the right model can bring a character to life. 

QUOTING

NAMA International has worked long and hard to create a standard rate card for Child Models. Having said that however, as mentioned above, each job is quoted for separately and the client will not always have the optimum amount available. There are always hard calls to be made about which roles can be cut, which usage fees can be trimmed etc.

THE CASTING DIRECTOR

Many producers perform their own castings in-house. Casting Directors organise and facilitate the casting of models for all the roles in a shoot. This involves working closely with the Photographer, the Client and the Producer to understand their requirements, and suggesting ideal artists for each role, as well as arranging and conducting auditions.  

PRE-CAST

The production company will request packages of photographs from all of the agencies with which they work. Agency packages are current photographs of each child with up-to-date measurements and other distinguishing features (eg: no front teeth.) The production company will usually go through the packages and will pre-select children that they believe fit the brief. Those children will be invited to the casting within a specific timeslot.

CASTING

The casting is the laborious process of seeing every child that has been pre-selected. The casting director, often accompanied by agency producers and the photographer, will meet each child individually or in small groups, in order to see who stands out.

PLEASE always keep up-to-date with your child’s height, clothing and shoe sizes – the more accurate the better. Remember, all the clothes for international shoots are brought in from overseas and there’s no chance to swop if your child has suddenly grown a few inches. Make sure you liaise often with your agent about this.

CASTING ETIQUETTE

A word about Casting Etiquette. Casting is work, it is part of the Child Model’s job, and it requires discipline, patience and endless good humour. If you can’t commit to casting properly, then you shouldn’t be in the business. It’s as simple as that. Here are a few tips to make the process go smoothly.

• Only attend the casting at the given time unless prior arrangements have been made BY YOUR AGENT with the production office.
• When you get to a casting fill in your name and contact details on the casting sheet and take a number. And settle down to wait.
• Do not take anything with you that makes a noise; that includes cellphones, electronic games, musical instruments and dogs.
• One parent only per casting.
• Don’t take along children who are not involved in the casting session.
• PLEASE inform the Production Company at the casting if your child is unavailable on all the shooting dates.
• Once you’ve been to a casting, PLEASE try not to cut your child’s hair or change his / her hair colour. Always let your agent know if anything changes.

OPTIONS

Once the casting is complete, the Production Company and Client start making their selections for their preferred cast. This is when they start placing “options” and this is how an “option” will affect you.

If your child is shortlisted by the client they will want options for the duration of the shoot.  A stills shoot may take 10 days (although they may only require them for a half day), a commercial may be one day, but they never know which day, so the agent requests from you availability of your child on each and every day.  As there may be other clients requesting options on similar dates, it is crucial your agent has your committment when giving them exact days and times they are available so they have an accurate record, to enable the client to know if they have 1st, 2nd or sometimes even 3rd option.  Your agent might even ask for days of availability before a casting, as some clients don't even want to see suggested cast unless they know they will be available for the shoot.

Key Requirements for Success

Whilst every Shoot aims to run smoothly and enjoyably for all the participants, it is still WORK. Here are some of the personal attributes if you want your child to be a success...

1. Presentation
   Although this is a creative sector, it is still a business sector. If your child is not presentable, with clean hair, nails and clothing, then they won’t get in the front door. And whilst we’re all for diversity, remember that the majority of clients are from a strict business background. Therefore their first impressions of your child do count. Unless the brief says otherwise (and often is does), remember they should wear decent clothes and shoes to the casting session!!! (you may laugh, but we’ve seen all sorts here). Short nails, trimmed hair, clean face and hands.
   
2. Communication
   If they are able to communicate clearly in English, it will be a big plus. Most production clients are foreigners and they don’t speak any South African languages.
3. Integrity
   Sometimes you will be privy to information that has not been released to the general public. It will be expected of you to keep information confidential until the company has released the footage.
4. Self-sacrifice
   If your kids can’t put aside their personal needs for the duration of a shoot, then they won’t suit the industry. The industry wants to employ people who are enthusiastic learners, people who are willing to go the extra mile, and people who work hard. Other hobbies and visits to Grandma unfortunately just have to wait.

Why allow your child to be in film productions?

Long hours, early mornings?

It hardly seems worth the hassle at times.

Here are a few of the reasons why being part of a Film Shoot can really benefit your child.

Children who work in the Film Industry learn attributes such as....

• Self-confidence
• Responsibility
• Time Management
• Courtesy and Manners
• Patience
• The value of money
• The value of work
• The ability to interact with grown-ups
• Self-reliance
• A greater knowledge and understanding of foreigners and their cultures.
• The message behind “If at first you don’t succeed….”

These are not overt lessons. But the experiences gained by working in the stills industry can provide invaluable life skills for any child.

Children and the Film Industry - Overview

When performing, Child Models typically work irregular hours.  You will have no choice on when the shoot takes place and must be ready for anything.
Child Models should ideally be fit and healthy – the job demands certain stamina and also coordination to move about the set. Child Models must also expect some degree of heat from lights and the weight of costumes.
Formal dramatic training is generally unnecessary for Child Models, and most kids successfully enter the field without it. Child Models should possess a passion for performing and enjoy entertaining others.  Versatility and a wide range of related performance skills, such as dancing, rollerblading, cycling and horse-riding are especially useful.
Physical appearance, such as possessing the right size, weight, or features, is a deciding factor in being selected for particular roles.

FAQ

FILM PRODUCTIONS IN SOUTH AFRICA

Photographers take photographs. But Production companies handle all the logistics and infrastructural requirements that make those photographic shoots possible.

What is a Stills or Commercial Production?

"Production" is a term that encompasses a broad range of services offered to international photographers, television commercial companies and advertising agencies when they conduct shoots on location. Production companies coordinate the equipment hire, hotel bookings, car hire, selection and management of models and crew, the management of permits, visas, carnets and other relevant documentation, as well as the day-to-day production requirements of each shoot.

How do Producers find their clients?

Producers travel overseas to source clients and promote Cape Town and South Africa as a location for photographic shoots. Once the potential client has been persuaded of the value of Cape Town as a location, the client will request quotes from a number of different companies for the job. Quotes will also be sent to competitive production companies in different countries.  Generally the most competitive quote wins.

What kinds of Stills Shoots can I expect my child to work on?

The Stills Photographic industry is made up of a number of different sub-sectors, based on the way the end product – the photograph – will actually be used. These include:

Catalogue:

Catalogue shoots are used to photograph models wearing the clothes for sale through the in-house publications of clothing companies.  These days, catalogues are printed in hard copy and distributed via traditional mailings, and also available online at the company’s website. Catalogue shoots therefore have one usage already built into the day fee.

Advertising:

The central element of any advertising shoot is that someone, somewhere will be using the resulting pictures to help sell a product or service. Advertising shoots are therefore closely tied in to the product.  The straight shoot fee may be less than catalogue,  but the upside is that a usage fee is usually applicable, the down side is that sometimes the pictures are not used and therefore usage is not payable.

Photo Library:

A photolibrary shoot (also known as stock library) captures images that DO NOT advertise a specific product and can be purchased by consumers and used in in-house publications, newspapers, magazines etc. They are royalty free images, however the day rate is generally higher than catalogue.  Because there is no product with a photolibrary shoot, no usage is payable. (tip: if the Photolibrary shoot uses branded goods, call your agent.)  The photographs are generally of a 'lifestyle' nature and are stored in a photo bank such as Getty Images, Image Source.  Many photographs never get used at all.

Editorial:

Editorial is the use of a picture in an illustrative or journalistic manner in a book, magazine, encyclopaedia or other printed literature not intended for promotional or advertising use. Because it really is just illustrative, it is used once, it is not tied to a product and will not be sold on for use as photolibrary images.

What is a Day Rate?

A day rate or day fee is what your child will receive just for turning up on the day and performing in front of the camera.

What is a Usage Fee?

A usage fee is usually paid to talent featured (fully recognizable) in certain stills shoots & commercials. The usage fee is based on a percentage of the day fee, but that percentage varies according to the ways an image is used, and the client's budget. Advertising campaigns usually have the highest usage fees. What’s more, the usage fee changes according to the territory or number of territories in which a picture is used. And finally, the duration of the usage period can also affect the final percentage being charged. Some children may be cast in featured roles, and some as background 'extras' (where usage fees are not applicable).  There are no usage fees or royalties for movies.

Your Child and the Film Production Sector

On-location filming is a critical part of any production, and locations are something that Cape Town has a lot of, in fact the Western Cape presents almost unlimited opportunities for filming.  We also have a diverse population, our faces look like we could come from just about anywhere.

This abundance of variety is supported by an excellent supporting infrastructure. Our production industry is characterised by:

• Internationally  renowned Production Companies providing exceptional services and facilitation
• first-class crew with access to top-of-the-range equipment,
• a "first world" infrastructure of internet connectivity, cellphone coverage, and efficient roads and air links,
• cosmopolitan English-speaking talent managed by experienced modelling, actor and character agencies,
• creative post production services including photo labs

Additionally we have the weather. This means that European commercial and catalogue shoots can create their summer campaigns here and have them “on the shelves” in time for the European summer. It’s a win-win situation. 

This fortunate situation has resulted in Cape Town and South Africa being one of the world’s most popular and successful destinations for Stills, Commercial & Feature Film shoots.