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Appearance Agreement Form

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Application for Permission to Employ Actors & Stage Managers Under the Special Appearance Agreement

Complete and submit to the appropriate Equity office at least 3 weeks prior to the 1st rehearsal date.

Select Applicable Agreement Type:

Application Date:

A. EMPLOYER INFORMATION

A1. Producing Organization:

A2. Address:

A3. City:

A4. State:

A5. Zip:

A6. Phone:

A7. Fax:

A8. 501.C.3. Non-Profit? If yes, registration #.

A9. Has your organization utilized other Equity contracts? If yes, which one(s)?:

A10. Will salary be paid via:

A11. Paymaster's Name: A12. Phone:

A13. Paymaster's Address:

The information for following three items should refer to the organization issuing salary payments & deductions (either Producer or Paymaster)

A14. Federal ID #:

A15. Unemployment Insurance Registration Number: A16. State:

A17. Workers' Compensation Carrier: A18. Policy #:

A19. Theatre Company Contact Person: A20. Title:

A21. Address:

A22. Email:

A23. City:

A24. State:

A25. Zip:

A26. Phone:

A27. Fax:

A28. Name of Producer Authorized to Sign Contract(s):

A29. AEA Member? A30. Phone: A31. Fax: A32. Email:

B. PRODUCTION INFORMATION

B1. Show Title: B2. Type:

B3. 1st Rehearsal Date: B4. 1st Performance Date: B5. Closing Date:

B6. # of Rehearsal Weeks: B7. # of Performance Weeks: B8. # of Performances per week (Mon-Sun):

B9. High, Low Ticket Price: B10. Avg Ticket Price: B11. Total Weekly Potential B.O.:

B12. Theatre Facility: B13. Stage Name:

B14. Address:

B15. City:

B16. State:

B17. Zip:

B18. Box Office Phone #: B19. Backstage Phone #: B20. Seating Capacity:

B21. Seating: B22. Stage:

C. ACTOR & STAGE MANAGER INFORMATION

C1. Producer to pay Health Plan Contributions?

NOTE: If Health Plan Contributions are made, they must be made for ALL Equity members employed under this Agreement for this Production. Contact Equity for current weekly Health Plan contribution rates. SWC Insurance premiums and Pension Plan contributions remain mandatory.

Actor 1

C2. Actor Name: C3. Social Security #:

C4. Mailing Address:

C5. City:

C6. State:

C7. Zip:

C8. Phone:

C9. Role: C10. Weekly Rehearsal Salary: C11. Weekly Performance Salary:

C12. Date of 1st Rehearsal: C13. Date of 1st Performance: C14. Closing Date:

C15. Housing Required? C16. Per Diem:

C17. Other Contractual Considerations (Housing, Use of Car, Overlap periods, etc.):

Actor 2

C2. Actor Name: C3. Social Security #:

C4. Mailing Address:

C5. City:

C6. State:

C7. Zip:

C8. Phone:

C9. Role: C10. Weekly Rehearsal Salary: C11. Weekly Performance Salary:

C12. Date of 1st Rehearsal: C13. Date of 1st Performance: C14. Closing Date:

C15. Housing Required? C16. Per Diem:

C17. Other Contractual Considerations (Housing, Use of Car, Overlap periods, etc.):

Actor 3

C2. Actor Name: C3. Social Security #:

C4. Mailing Address:

C5. City:

C6. State:

C7. Zip:

C8. Phone:

C9. Role: C10. Weekly Rehearsal Salary: C11. Weekly Performance Salary:

C12. Date of 1st Rehearsal: C13. Date of 1st Performance: C14. Closing Date:

C15. Housing Required? C16. Per Diem:

C17. Other Contractual Considerations (Housing, Use of Car, Overlap periods, etc.):

Stage Manager

C18. Stage Manager Name: C19. Social Security #:

C20. Mailing Address:

C21. City:

C22. State:

C23. Zip:

C24. Phone:

C25. Weekly Rehearsal Salary: C26. Weekly Performance Salary:

C27. Pre-Prod. Start Date: C28. Date of 1st Reh.: C29. Date of 1st Perf.: C30. Closing Date:

C31. Housing Required? C32. Per Diem:

C33. Other Contractual Considerations (Housing, Use of Car, Overlap periods, etc.):

PLEASE NOTE: This Application Form DOES NOT constitute a contract.

No Equity Actor or Stage Manager may begin rehearsals without having signed an Equity contract.

Do NOT send checks until your application has been processed, approved, and you receive a permission letter.

Consult either Applying for Special Appearances or the Special Appearance Agreement Terms, Conditions and Work Rules (both available online at Equity’s website: www.actorsequity.org) or contact your regional Equity Business Representative for more information.

APPLICATIONS & CORRESPONDENCE MUST BE SENT TO THE APPROPRIATE REGIONAL EQUITY OFFICE:

Eastern Region

AL, CT, DC, DE, FL, GA, KY, ME, MA, MS, NH, NJ, NY, NC, PA, RI, SC, TN, VT, VA

Actors' Equity Association

Attn: Special Appearances

165 W 46th Street

New York, NY 10036

212-869-8530

Central Region

AK, IL, IN, IA, KS, LA, MI, MN, MO, NE, ND, OH, OK, SD, WI

Actors' Equity Association

Attn: Special Appearances

557 West Randolph St

Chicago, IL 60661

312-641-0393

Western Region

AK, AZ, CA, CO, HI, ID, MT, NV, NM, OR, TX, UT, WA, WY

Actors' Equity Association

Attn: Special Appearances

6755 Hollywood Boulevard, 5th Floor

Hollywood, CA 90028

323-978-8080

For more information, please refer to the Special Appearance page of the Equity Website (www.actorsequity.org) or call your Regional Office.

Signature of Producer/Authorized Signatory:

Date:

Signature of Equity Member:

Date:

Signature of Stage Manager:

Date:

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What an Appearance Agreement Form Is

An Appearance Agreement Form documents the terms under which one party — typically an attorney, agent, or designated representative — will appear or act on behalf of another at a hearing, meeting, event, or other scheduled proceeding. It sets the scope of authority, dates and locations, deliverables, compensation, payment terms, cancellation policy, and any confidentiality or credential requirements. The form also records consent for electronic signing and transmission when allowed. Use the agreement to reduce misunderstandings, provide proof of authority, and create a clear record suitable for filing, scheduling, and billing.

Why this form matters for clarity and accountability

Clarifies who may represent a party, the limits of authority, and payment obligations while creating a dated, signed record. When executed electronically under ESIGN and UETA-compliant workflows, it preserves consent and attribution for dispute resolution and scheduling.

Why this form matters for clarity and accountability

Common users and signer roles

Typical users who complete or request an Appearance Agreement Form include attorneys, agents, event coordinators, and organizational representatives confirming scheduled appearances.

  • Attorneys and law firms who need written authorization and fee terms for court appearances or hearings.
  • Corporate representatives authorizing executives or delegates to attend meetings, negotiations, or regulatory hearings.
  • Event talent, speakers, or performers agreeing roles, schedules, and compensation for public appearances.

Use the correct signer role to ensure authority is explicit and to avoid later disputes.

Essential sections to include in the form

Organize the Appearance Agreement Form into clear sections—parties, scope, timing, payment, confidentiality, and execution mechanics—to reduce ambiguity and support enforceability when paired with an audit trail.

Parties

Identify each party by full legal name, business entity type, and contact details. Include the authorized representative's title and the capacity in which they sign to establish who may act on behalf of each party.

Scope

Describe the specific appearance duties, speaking points, permitted advocacy, limits on authority, and any required credentials or materials. Precise scope prevents overreach and narrows potential disputes about unauthorized actions.

Timing

Specify event date(s), start and end times, rehearsal or setup windows, and deadlines for confirmations or cancellations. Include time zone and any contingency dates for rescheduling.

Compensation

State exact fees, payment schedule, invoicing details, reimbursements, and accepted payment methods. Note deposit requirements and penalties for late payment or no-shows to avoid billing disagreements.

Confidentiality

If needed, include confidentiality or nondisclosure clauses, limits on public statements, and procedures for handling sensitive information before, during, and after the appearance.

Execution

Provide signature blocks with printed names, dates, titles, and witness or notary spaces when required. Note whether electronic signatures are permitted and the method of delivery for executed copies.

Step-by-step: prepare, sign, and distribute the form

Follow these steps to prepare, execute, and securely distribute the Appearance Agreement Form using clear roles and verified signers.

  • 01
    Gather Information: Collect names, dates, fees, venue, and ID details.
  • 02
    Upload Document: Use PDF or DOCX and confirm formatting.
  • 03
    Place Fields: Add signature, date, and initials fields where needed.
  • 04
    Authenticate and Send: Choose authentication level, then send with reminders.

Recommended digital workflow settings

Configure workflow fields and authentication to match the form's sensitivity and verification requirements.

Field Configuration
Signer Authentication Email link, optional SMS code, or KBA
Signature Fields Signature, initials, date, and checkbox fields
Notifications & Reminders Automated emails and scheduled reminders
Storage Location Secure cloud storage with audit trail retention

Typical end-to-end eSigning workflow

Typical digital workflow for completing and delivering an Appearance Agreement Form end-to-end with signer authentication and audit trail capture.

  • Upload: Upload the agreement PDF or DOCX to the signing platform.
  • Prepare: Place required fields and add signer details and instructions.
  • Sign: Signer authenticates and completes required signature and date fields.
  • Archive: System stores executed copy and generates a timestamped audit trail.

Platform and integration considerations

Choose a platform that supports your authentication level, integrations, and file formats for reliable execution and storage.

  • Integrations: Salesforce ; Microsoft 365 ; NetSuite ; Google Workspace
  • File Formats: PDF, DOCX, HTML supported
  • Authentication: Email, SMS, KBA, SSO options

Common deadlines and timing expectations

Typical deadlines and action windows for executing, delivering, and enforcing the Appearance Agreement Form across scheduling and billing steps.

Execution Deadline:

Sign before the appearance; earlier confirmations recommended.

Payment Due Date:

State payment terms; commonly due on execution or within 30 days.

Cancellation Notice:

Require written notice, often 7–30 days depending on contract.

Delivery of Documents:

Provide credentials, scripts, or exhibits at least 48–72 hours prior.

Record Retention:

Store executed copy immediately and retain per retention rules.

Common preparation mistakes to avoid

  • Vague scope: Agreements that fail to define permitted activities or limits lead to disputes over whether the signer exceeded authority or performed unauthorized actions.
  • Incorrect signer identity: Using nicknames, initials, or corporate shorthand can prevent verification and delay notarization or enforcement, especially for regulated proceedings.
  • Missing dates or locations: Omitting precise date/time or time zone causes scheduling conflicts and evidentiary gaps when proving attendance.
  • Poorly specified payment terms: Failing to state amounts, due dates, invoice details, and remedies for late payment causes billing disputes.

Potential penalties and legal risks

Unenforceable Agreement: Broad ambiguity may void enforcement
Payment Disputes: Billing disputes and collection costs
HIPAA Violation: Unauthorized PHI disclosure risk
Invalid Notarization: Missing notarization may invalidate filing
Statutory Penalties: Industry fines or sanctions possible
Tax Reporting Issues: Misreported payments trigger IRS penalties

Security and compliance features to confirm

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Comprehensive timestamps, IP and action logs
Access Controls: Role-based permissions and SSO/SAML options
HIPAA BAA: Available with executed Business Associate Agreement
Tamper Evidence: Tamper-evident PDF and signature certificates
Authentication: Email, SMS, KBA, and advanced auth

Baseline pricing and plan constraints across vendors

Compare baseline pricing and common plan constraints across well-known eSignature vendors. signNow appears first in the vendor ordering to reflect comparative data.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions and troubleshooting

Answers to common execution, authentication, and retention questions when using an Appearance Agreement Form.


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