Receiving an Offer

Introduction

Receiving job offers is one of the best parts of being in a co-op, but in the excitement, it is easy for things to be missed. It’s important to:

  • Input as much information into TagMin as possible, 
  • have as detailed a conversation with the client receiving the offer as possible, and 
  • to respond to the company making the offer with positivity, but without confirming until we know for sure ACT and the client are happy with the terms.

What to do 

  1. Log the Offer in Tagmin
  2. Call the client 
  3. Update Tagmin with client response
  4. Respond with queries and status (call on ican)
  5. Log in Weekly Journal 
  6. Ask the client if they would like to take part in a Job Briefing
  7. Email ACT to congratulate the client

How to do 

1. Log the Offer in Tagmin

  • Go to the client’s TagMin page by searching their name in the client search bar or clicking on the Clients tab and scrolling through.. 

An Offer will come in either off the back of a previous Tagmin Meeting record (Self Tape/Meeting/Pencil) OR occasionally, we receive a straight offer.

Click to expand the relevant instructions from below:

Recording an offer from a Previous Meeting

  • Find any previous records of this job e.g.,  Self Tapes, Meetings, Pencils
  • Click on the relevant Project, which will open on the right hand side of the screen.
  • As this has already been input on the previous contact, it will self populate much of the information. Double check that everything is correct.
  • Invoice on/After: See full set of instructions here, or
    • For Theatre: Add date of the end of the first full week of work 
    • All recorded work:  Add date the day after the last shoot day
      • If it is a commercial, this will prompt the AOD to check what charges or overtime may have been accrued with the client.
    • If you don’t know, please leave this blank for now.
  • Agency Comment: Add a comment, with your initial and the date, explaining how the offer was received and where it came from. You can copy and paste emails in this box too.
  • Status: Click on the Status tab and find the Offers section
    • Press the + sign
    • Set to Pending
    • Fill in Offer Date
  • Dates We always aim to use Scheduled Dates, rather than Overall Dates, so we can be as specific as possible. However, sometimes offers do not contain specific dates yet.
    • If you have only been given a block of dates or the job is only 1-2 days, fill in the Overall Dates (first date and last date of the job). 
      • Set Dates TBC to Yes and Overall Dates to ‘show on calendar’.
      • (Once specific dates have been received, Dates TBC can be changed to No and Overall Dates hidden on the calendar, using only Scheduled Dates.)
    • If you have been given specific dates, please set Scheduled Dates to Show on Calendar.
      • Scroll down to the Schedule column, press the ‘+’ button and input the specific dates, giving the title as shoot day, travel, wardrobe, rehearsal etc.
      • On Type select Pencilled until the client has accepted the job, at which point it can be set to Nominated.
      • Where: If there is a specific venue, already on TagMin, you can add it here, otherwise leave this blank.
      • Start and End: Fill the boxes accordingly. You can record blocks of dates, individual days and part days here.
      • Notes for Client: Use box for any extra information, though everything should be recorded in the Agency Comments box.
      • Press the red Add Date box for each specific date.
  • Offer Status: Leave as ‘Pending’ until the job has been formally accepted, or set to ‘Refused’ if you know the client is turning the job down.
  • Offer Date: Set to the date the offer was received
  • If a contract has been sent, upload it to the CAN/CONTRACTS section. See here for more.
  • Scroll to the bottom and press Add Offer.

Recording Straight Offers

  • Scroll down to ‘Offers’ in the centre panel and click the ‘+’ sign 
  • Fill in all details
    • Client (will self populate)
    • Import Client Booking 
      • If it has come straight from a submission, search for the name of the project and select it now, this will populate as much as the Spotlight breakdown allows it to.
      • If there was no submission, manually input as much information as you can.
  • Invoice on/After: See full set of instructions here, or
    • For Theatre: Add date of the end of the first full week of work 
    • All recorded work:  Add date the day after the last shoot day
      • If it is a commercial, this will prompt the AOD to check what charges or overtime may have been accrued with the client.
    • If you don’t know, please leave this blank for now.
  • Add an Agency Comment, with your initials and date, explaining how the offer was received and where it came from. You can copy and paste emails in this box too.
  • Dates: We always aim to use Scheduled Dates, rather than Overall Dates, so we can be as specific as possible. However, sometimes offers do not contain specific dates yet.
    • If you have only been given a block of dates or the job is only 1-2 days, fill in the Overall Dates (first date and last date of the job). 
      • Set Dates TBC to Yes and Overall Dates to ‘show on calendar’. 
      • (Once specific dates have been received, Dates TBC can be changed to No and Overall Dates hidden on the calendar, using only Scheduled Dates.)
    • If you have been given specific dates, please set Scheduled Dates to Show on Calendar.
      • Scroll down to the Schedule column, press the ‘+’ button and input the specific dates, giving the title as shoot day, travel, wardrobe, rehearsal etc.
      • Type: Select Pencilled until the client has accepted the job, (at which point it can be set to Nominated).
      • Where: If there is a specific venue, already on TagMin, you can add it here, otherwise leave this blank.
      • Start and End: Fill in boxes accordingly. You can record blocks of dates, individual days and part days here.
      • Notes for Client: Use this box for any extra information, though everything should be recorded in the Agency Comments box.
      • Press the red Add Date box for each specific date.
  • CAN/Contracts: If you have received a contract with the offer, you can follow these instructions and add this information now.
  • Status: Leave as ‘Pending’ until the job has been formally accepted, or set to ‘Refused’ if you know the client is turning the job down.
  • Offer Date: Set to the date the offer was received.
  • If the offer came about as a result of a Submission from another source (Mandy, Shooting People, Dramanic etc), click on the Additional Information section and add the relevant Submission Source.
  • Scroll to the bottom and press Add Offer.

2. Call the client  

  • Have the original submission open to support this conversation. 
  • Tell them everything you know about the job thus far and gauge their response. 

3. Update Tagmin with client response

  • Offer Status
    • If the Client is refusing the job, change from Pending to Refused
    • If the Client is accepting the job, change from Pending to Accepted
      • Click the red ‘Transfer Offer Into a Job’ button, which will now appear. 
  • Scroll up to ‘Agency Comments’ and log how you received the offer, who it came from and any responses or conversations you have had regarding it. 

4. Respond with queries and status (call on iCan)

Were there any contracts or is there a negotiation? 

  • If there were contracts attached or fees quoted at this stage, follow our what to do with a contract guide here
  • If there are dates being discussed that seem different to the original plan and that might affect the fee, this is a good time to forward this on to the iCan team for them to help formulate the best response. 

5 . Weekly Journal  

  • Record incoming information (phone call or email from casting director/production company) in relevant section of WJ, starting with date of contact, your initials, the client initials, who the contact is and what it’s about.  
  • Record any outgoing conversation with the contact (phone call or email from casting director/production company) in relevant section of WJ, starting with date of contact, your initials, the client initials, who the contact is and what it’s about. 
  • If the offer has not been accepted, please write it under the ‘Offers’ Heading, with the date of the engagement first, followed by the client initials and the name of the job. 
  • If the offer has been accepted, please put it under the ‘Work’ heading with the date of the engagement first, followed by the client initials and the name of the job. 

6. Ask the client if they would like to take part in a Job Briefing

  • Ask the client if this is a job they would like us to promote (we might not always do a Job Briefing, for example, a commercial may not need further information or promotion).
  • If so, send an email to the Professional Development Team to let them know the details of the job
  • Add “Job Briefing for XX” into the Development Section of the upcoming Meeting Preview (If this isn’t an appropriate meeting for it, having it on the Meeting Preview will remind us to roll it to the next meeting).

7. Email ACT to congratulate the client

  • Send an email to the entire agency to say
    • Well done to the client,
    • Let the agency know about the new work
    • Encourage the agency to get tickets, if appropriate