Академический Документы
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Note: At the end of this guide is an acknowledgement form, which you must
sign and return to us, stating that you have read the guide and understand its
contents.
TABLE OF CONTENTS
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NYMF STAFF
isaac.hurwitz@nymf.org
(212) 664-0979 x 11
Jacob Harvey
Paige Reinis
Assistant General Manager
o Contract questions
o Fees / Payments / Budgeting
o Fiscal Sponsorship
o Scheduling
o Ticketing
o
o
o
mandy@tincproductions.com
(646) 202-3015
Director of Programming
Mary Kate Burke
o Creative team assistance & Dramaturgs
Director of Development
Scott Pyne
o Industry Liaison
o Member / Patron / Donation questions
Marketing Manager
Matt Britten
o Advertising and marketing opportunities
o
o
jeremy.youett@nymf.org
(212) 664-0979 x14
jacob.harvey@nymf.org
(212) 664-0979 x 21
paige.reinis@nymf.org
(212) 664-0979 x 20
o Union questions
o Settlements
o Website assistance, including Google
Group forum issues
marykate.burke@nymf.org
(212) 664-0979 x13
scott.pyne@nymf.org
(212) 664-0979 x12
matt.britten@nymf.org
(212) 664-0979 x 15
(212) 664-0979 x 17
keith@ksa-pr.com
scott@ksa-pr.com
(212) 764-7900
IMPORTANT DATES
IN BOLD = Mandatory
As soon as possible
May 3
EPA Auditions #3
Festival Load-in
Festival Dates
Festival Load-out
Make sure that you have secured the necessary rights for your musical.
Inform NYMF of any blackout dates for potential scheduling issues as soon as possible.
Make sure that you have the funding to produce your reading [How To Raise Money]
Create your budget and develop a system for tracking it. [Budgeting]
Identify and hire a General Manager or Line Producer, if needed. [Staffing]
Identify and hire a director and music director, if needed. [Staffing]
Hire an attorney, if needed. [Staffing]
Arrange for insurance, if needed. [Insurance]
During run
Send your final report to NYMF no later than two (2) weeks following end of the Festival. [Show Responsibilities]
Follow up and capitalize on all of the attention your show has received. [Life After NYMF]
Send copies of any production photos and/or b-roll footage to NYMF [Press]
SHOW RESPONSIBILITIES
Responsibilities Before the Festival
Make sure that you have secured the necessary rights for your musical.
Inform NYMF of any critical blackout dates for scheduling your show as soon as possible.
The Festival will attempt to meet the specific needs of each show in assigning times, dates, and venues (based
upon the information you provide us). Because the Festival is juggling many shows, NYMF will be fairly inflexible
about changing schedules once established, unless our staff believes such a change is critical in which case
NYMF maintains the right to change the dates that have been offered.
Make sure that you have the funding to produce the reading of your musical!
You are responsible for covering the costs for your reading outside of what NYMF provides in its repertory systems.
Apply for use of the AEA / NYMF Stage Reading Guideline if youre planning to use Equity actors or
stage managers.
Before you can hold auditions or do just about anything, youll need to apply to Actors Equity for permission to
present your show using the NYMF Stage Readings Guidelines, which allow union performers to participate. The
application (a questionnaire) and guidelines themselves are available as a single PDF on the AEA website, in the
Codes section of the Document Library. The questionnaire must be submitted to AEA at least 14 days prior to
your first rehearsal. You must keep NYMF informed regarding all union matters, including providing copies of the
application and any other reports required by Actors Equity.
Make sure you have fulfilled your billing requirements in all publicity and promotional materials
The billing required by your contract applies to all press releases, playbill title pages, postcards, posters, and all
other publicity materials. For all Festival events housed in NYMF venues, that is:
The New York Musical Theatre Festival and [your producing entity] present [Your Show]
Or, in cases where producer billing follows the title, either of the following:
[Your show], produced by The New York Musical Theatre Festival and [your producing entity]
[Your Show], presented by The New York Musical Theatre Festival and [your producing entity]
You must use the festivals FULL NAME in official billing such as this. (Also, when you DO use our acronym in any
context, please do not misspell it. We are not NYMTF. We are not NYFM. NYMF is the correct title.)
Clearing the Front of House of discarded programs and other trash (and recycling as appropriate).
Cleaning the backstage area after every show.
The NYMF Venue staff is not responsible for any of these tasks. Your Producers Representative must confirm with
the House Manager that all of the above is approved before you leave the facility. If you fail to properly strike
your show after performances and ignore your responsibility to clean the venue and store your shows materials,
NYMF will have the right to charge your company up to $500 per incident.
you will have a single window of two (2) hours in your venue to prepare the show prior to the first reading
you will then have 60 minutes to set up your show (including 15 minutes for the house to open) immediately
before each performance
you will have only 30 minutes to strike your show completely following each performance
Storage
Generally speaking, we do not have the ability to store items related to your reading. If your reading requires items not
provided by NYMF or the Venue, you will need to remove them after each performance and bring them with you when it
is time to set up for your next show.
Go to http://groups.google.com/group/nymf[yourvenue]13 (if you are in St. Clements, for example, the last part
would become /nymfstclements13)
Please note:
ALL group names will end in "13". NYMF often books the same venues year after year, and as such we have
corresponding groups for those years. For example, NYMFSTCLEMENTS13 will put you in touch with everyone in
your venue for this year, but NYMFSTCLEMENTS may take you back to older information/groups.
You MUST be a member of the group in order to read or post messages. Simply sending an email to
"yourgroupname@googlegroups.com" will not be sufficient. All producers reps should receive an invitation to join
the group shortly after venue assignments are made if you have not, please contact Paige Reinis at NYMF
(paige.reinis@nymf.org) and she can assist you with setting up access to your forum.
Members of your production team can join by searching the group name on the Google Groups homepage.
Alternatively, please email Paige with a list of team members whom you would like to have signed up for the
group, and she will send them all invitations.
Sign a fiscal sponsorship contract with NYMF and fill out a W-9 form. This contract is separate from your NYMF
presentation contract; it explains how your production is in keeping with NYMFs charitable mission and defines
the terms of the re-granting. It is a relatively simple boilerplate document and can be generated very quickly.
We cannot accept any money on your shows behalf without a signed copy of this agreement.
Solicit funds from pre-approved sources. Foundations and corporations must be vetted by NYMF before you
solicit from them, to avoid conflicts with NYMFs own funding proposals.
Donors should make checks payable to The New York Musical Theatre Festival and earmark them with your
shows title via a note in the memo section. Bring the checks to the NYMF office. In certain cases, we will grant
prior approval for checks to be directly sent to us from your donor but hand-delivery will both ensure that the
money gets to us and that you are properly credited for it.
Donors will also be able to make online credit card donations earmarked specifically for your show, via a dropdown menu on the donation page of the NYMF website and your shows custom donation URL
(https://www.nymf.org/donateto[yourshow]). Please allow up to 7 business days after submitting your signed
paperwork for your custom URL to be generated on the NYMF website so that you can procure credit card
donations.
to the email with the attached document link. If you ARE a Gmail user, the document will be easily located
anytime in your Drive Tab in the top left panel of your Gmail window.
Within 10 business days, NYMF can re-grant the money to you, upon request. For the first $10,000 raised, NYMF will
retain only a flat fee of $200 to cover our costs in administering this service, plus 4% of any credit card donations
to cover processing fees. (For funds raised beyond the first $10,000, NYMF will retain 4% to cover administrative
costs, not including credit card processing fees.)
If you prefer, NYMF can arrange to cut checks directly to your vendors, but there are additional transaction fees for this
service.
As long as we have the contact details from a donating party, NYMF will provide acknowledgement letters/taxdeductibility receipts for fiscal sponsorship donations of $100 or more. These letters will be mailed or emailed out on a
rolling basis. Because these donations are from your supporters, you should be sure to thank all your donors individually as
well.
After the Festival, you must provide NYMF with a report showing that all the money NYMF re-granted to you was used
toward the sponsored project; because the funds must legally go toward advancing NYMFs mission, any unused funds
must be returned to NYMF.
At the end of the year, you will receive a Form 1099 from NYMF for the amount disbursed to you; you will be able to
deduct your production expenses against that income on your tax return. (If you choose to have NYMF cut checks
directly to your vendors, those to whom more than $599 is disbursed by NYMF will also receive Forms 1099 from us.)
Please contact the General Management Office if you think this may be of use to your show, or if you have any questions
about the process.
CASTING
Each company is responsible for casting its own show. If you are planning to use members of Actors Equity in your cast,
you must use the AEA/New York Musical Theatre Festival Staged Reading Code. If your production does NOT feature
members of AEA, you do not have to adhere to all the terms of the AEA/NYMF Code but you must still conduct your
auditions and casting processes in an appropriately professional manner. A copy of the AEA/NYMF code can be found
on the back end of the NYMF website under Show Resources and Downloads, or by visiting the AEA Website.
All shows will fall into one of three categories in terms of their casting processes:
1. NON-UNION ONLY - If you intend for your show to be cast with entirely non-union performers, you may hold
auditions and cast in any manner you see fit, but you may not audition or hire any performers who are members
of Actors' Equity. You will also need to obtain from your cast and Stage Manager (and provide to NYMF on
request) a waiver declaring that they are NOT enrolled members of AEA.
2. USING UNION ACTORS, CASTING BY AUDITIONS - If you intend to use Equity performers for all or some of your cast
and want to hold auditions of any kind or want to solicit submissions of candidates from agents, you will first need
to hold a union-mandated Equity open call audition session. At a minimum, you will be required to hold a 4-hour
session of Equity Principal Auditions (EPAs). The process for announcing and holding these auditions takes several
weeks, so youll need to plan ahead.
NYMF can help you with these requirements by arranging shared audition days for up to 5 shows, reducing the
cost to each show. Even if youre not initially planning on casting by auditions, it may be worthwhile to participate
in this event as a precaution in case you lose a performer at some point and need to recast quickly. More on this
below...
3. USING UNION ACTORS, CASTING BY OFFER ONLY - If you intend to use Equity performers for all or some of your
cast, and would like to cast your show without an audition process (i.e. only via straight offers to performers whose
work you know), you can do so without holding and EPA auditions. However, you will NOT be able to release any
sort of casting notice whatsoever. Also, in the event that you lose an actor for any reason (even in the middle of
your Festival run) you will still have to go through the multi-week process of announcing and then holding EPAs
before you can post a casting notice or hold any private auditions for Equity performers.
If you are planning to have any union actors or stage managers in your reading, you must apply to Actors Equity
Association (AEA) to use the New York Musical Theatre Festival Staged Reading Guidelines, a summary of which follows.
The complete guidelines, along with the questionnaire/application and first-day sign-in sheet, is available for download
from the AEA website at http://www.actorsequity.org/docs/codes/NYMF08_stage_reading_guidelines.pdf
It is your contractual obligation to NYMF to comply with all guidelines set by AEA, and to provide NYMF with copies of your
application to AEA and all reporting to and correspondence with the union regarding your production in the Festival. (If
your production does not feature members of AEA, this section will not apply to you, but all non-union companies are still
required to conduct themselves professionally.)
AEA CONTACT:
Melissa Colgan, NYMF Business Rep
TEL (212) 869-8530 x 352 / mcolgan@actorsequity.org
Limited to a maximum of 29 hours (not including performances); such times to be at the Actors convenience.
Should the rehearsal hours for the Reading extend beyond 29 then the production must be placed on the New
York Musical Theatre Festival Code (the AEA agreement for full productions at NYMF).
Performances
Maximum of six (6) Readings. All Readings and rehearsals must be within a 14-day period.
Producer agrees to actively solicit ethnic minorities, women and actors with disabilities (consistent with the
Americans with Disabilities Act) for the current Reading and for all future Readings.
There shall be no televising, broadcasting, visual and/or sound recording, cast album recording, motion picture
filming, videotaping or other mechanical or electronic reproduction, in whole or in part, of any Code production.
This prohibition shall be in effect from the first day of rehearsal under the Code until 26 weeks after the production
has closed.
The only one-time exception to this rule shall be for a NYMF Press Conference. Such filming or taping at this Press
Conference shall not exceed fifteen (15) minutes and no more than two (2) minutes of any filmed or taped
portion of a performance or rehearsal shall be shown on TV news broadcast or community affairs program. The
edited footage shown shall not depict an entire scene or musical number.
Billing Requirements
If Programs are provided, the names of all AEA members in the production are to be designated by an asterisk (*)
with the indication that Actors and Stage Managers so designated are members of Equity
Use of Agreement
Stage Reading Guidelines may be used only once per project within a six-month period, without the express
written permission of Equity.
212.245.4802 x. 115
212.245.4802 x. 158
tcouture@local802afm.org
ccopeland@local802afm.org
INSURANCE
All productions at NYMF participate in the Festivals General Liability and Volunteer Accident coverage. This will cover all
the people working on Festival shows who are not salaried employees or paid independent contractors. Provided that
NYMF has received payment of your participation or insurance fee, you will receive your Certificate Of Insurance (COI)
one to two months out from the start of the Festival.
Your Additional Insurance Requirements
If (as is generally the case on NYMF shows) your production engages people as employees or independent contractors
(rather than just volunteers), you will likely have additional obligations.
1.
You will need to carry Workers Compensation insurance to cover your employees, if you have them and NYMF
will require proof of such insurance. If your producing entity is a corporation or LLC operating in New York State,
you will need to have Workers Compensation Insurance even if you only engage independent contractors. You
should consult the New York Workers Compensation Board for a competitive quote or for more information.
(http://www.wcb.ny.gov/)
2.
If youre employing people, you will also be legally required to withhold and pay taxes related to their salaries,
including disability, social security, Medicare, unemployment, and other payments. If youve structured your
production in this manner, you should consult a lawyer or the New York State Department of Taxation
(http://www.tax.state.ny.us/), as well as the IRS (http://www.irs.gov/) for more information.
NOTE: NYMF is not the employer of anyone associated with your production, cannot provide you with Workers
Compensation coverage, and will not have any liability for your insurance or tax obligations relating to your productions
employees. NYMF can refer you to payroll companies who can serve as paymasters and/or employers-of-record for a
per-check fee if necessary. This is usually an effective method of ensuring all of your workers compensation and Federal,
State, and City withholding taxes are collected, reported, and paid to the appropriate bodies without your having to
undertake it of your own accord.
Insurance For Unusual Risk or Production Elements
If NYMF determines that your production involves equipment or risk factors requiring additional insurance, we reserve the
right to require you to obtain additional insurance, to pay additional monies to NYMF to enable NYMF to increase its
insurance levels, and/or to modify your production plans.
A hi-res version suitable for print (300 dpi, CMYK) that is no smaller than 5x5
The NYMF logo (available for download on the Show Resources and Downloads section of the NYMF site).
2.
3.
The phrase, [Title of Show] is an Official Selection of the 2013 New York Musical Theatre Festival.
([Title of Show] refers here to the title of your show, not the show [title of show]. You see how these
things get started?)
If any producer of your show is credited on your materials, you must also credit NYMF per the terms listed your contract.
Note that NYMFs contractual billing is in first position, with the festivals full name spelled out (e.g. The New York Musical
Theatre Festival and [other producer] present or presented by The New York Musical Theatre Festival and [other
producer].
Always (and only) include www.nymf.org as the site for more information or for tickets.
Before sending out a release, please check the SHOW RESOURCES AND DOWNLOADS page on the NYMF website
for an up-to-date boilerplate about the Festival and its sponsors, which must be used at the conclusion of your
press release. If you send out multiple press releases, be sure to check the page for updates each time.
2.
Your release should include the phrase [Your Show] is an official selection of the 2013 New York Musical Theatre
Festival. If your show is a Next Link Project selection, this phrase should be [Your Show] is an official selection of
the New York Musical Theatre Festivals 2013 Next Link Project.
3.
Make sure that in the header and text of your release, you provide the proper billing for the Festival per your
contract. You must use the festivals FULL NAME in official billing such as this, and you must use the billing
provided in your contract. It is NOT sufficient to note that [your producing entity] is producing [your show] as part
of NYMF.
4.
Always include www.nymf.org as the site for more information or for tickets.
5.
For an example of a press release, please refer to the press release template in the 2013 NYMF Helpful Handbook.
Press Agents
If you need extra help, you may hire a Press Agent of your own to assist in selling your show to both industry and the
general public. Be up front about what you are seeking from a press agent and make certain you know what you are
getting for your money.
Your press agent will need to coordinate their efforts with our press team at Keith Sherman & Associates (KSA). Because
they will have a sense of what everyone in the festival is doing, they will be able to maximize the impact of your team.
Also, all requests for press tickets go through KSA.
Music Demos
Listening to music samples on the NYMF.org show pages is one of the most popular ways audience members choose their
shows. If the demo you have provided NYMF is not cleared for public use or is not of a quality you feel comfortable
sharing, you should create at least a few representative tracks to share.
As the NYMF site is about to undergo an overhaul, information about uploading music files to the NYMF site will be
provided shortly.
Press Tickets
Even though developmental readings are not open to review, NYMF provides legitimate members of the press with
complimentary admission from a limited pool of tickets set aside for that purpose. It is unlikely that a developmental
reading will require many tickets for press over its run (we generally provide only single tickets to press outlets), so we will
release some remaining seats to the general public once the majority of press reservations have been made.
All requests for press tickets must be forwarded to Scott Klein at Keith Sherman & Associates: scott@ksa-pr.com
As NYMFs primary press rep in that office, Scott monitors press attendance across the Festival and the availability of press
tickets for specific performances. Any press tickets booked by Scott will not be counted against your own allotment of
comps. Because tickets are limited, we strive to ensure that only bonafide members of the media are using these tickets.
If you would like to seat a press member whose credentials seem irrelevant (e.g. a writer for a bridal magazine, when your
piece has nothing to do with brides), be sure to clearly communicate the rationale to Scott so that he can effectively
evaluate whether we can accommodate the request.
OR
FAX: 212-664-0978
EMAIL: gm@nymf.org (scan)
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