#agreement-paperwork

Work for Hire Agreement

Overview

A work for hire agreement establishes that creative work, services, or materials produced by an individual for a production are being created on behalf of the project under agreed-upon terms regarding ownership and usage rights. This document is commonly used when productions involve commissioned creative contributions such as artwork, music, graphics, writing, photography, or other specialized work.

Clear ownership agreements are important because film productions often combine contributions from many collaborators across multiple creative disciplines. Proper documentation helps avoid confusion regarding intellectual property rights, future usage permissions, and distribution eligibility while reinforcing professional standards related to contracts and production legal workflows.

Paperwork

Work For Hire Agreement Download (PDF)

Work For Hire Agreement Download (DOC)

Instructions

The Producer should use this contract agreement when hiring someone to create a work-made-for-hire for a production.

The Producer is responsible for working with the Contractor to determine the services, the compensation structure, the dates of service, and the screen credit in the finished film.

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Travel Card Agreement

Overview

The travel card agreement outlines the expectations, responsibilities, and usage policies associated with the use of university-issued travel cards for approved production-related expenses.

Because university purchasing systems involve strict financial oversight and accountability requirements, students and productions must follow clearly defined procedures when handling institutional funds. The agreement helps ensure that purchases are documented properly, expenses remain compliant with university policies, and financial records can be tracked accurately throughout the production process.

Paperwork

Travel Card Agreement Download (PDF)

Instructions

The Producer should use this agreement for travel paid using a Florida State University Travel Card (TCard). The form must be submitted to the Head of Production prior to booking travel.

The Producer is responsible for submitting final receipts of the listed expenses to a designated staff member at the time the charges are made. The Producer agrees that these charges will be deducted from the production’s budget.

Sample

Here’s a sample of what the completed form should look like:

Trademark Use Agreement

Overview

A trademark use agreement documents permission for a production to display, reference, or incorporate protected brand names, logos, products, or other trademarked materials within a film or related promotional materials.

Trademark usage can involve important legal and distribution considerations, particularly when projects move into festival exhibition, online release, or broader public circulation. Proper documentation helps productions reduce potential legal complications while encouraging students to think carefully about intellectual property rights, clearance procedures, and professional risk management within production workflows.

Paperwork

Trademark Use Agreement Download (PDF)

Trademark Use Agreement Download (DOC)

Instructions

This agreement is to be used to document when rights have been granted to use trademarks, logos and/or other identifiable characters associated with a company or product, in order to maintain a clean chain of title.

Any fair use claims — allowing the inclusion of trademarks in the finished film without this agreement being filed — must be presented to and cleared by the Head of Production prior to picture lock.

Synchronization License Request

Overview

A synchronization license request is drafted when a production wishes to reproduce a specific musical composition in a film, and needs to obtain approval from the copyright holder.

Proper music licensing is essential because copyrighted songs cannot legally be reproduced within a film intended for festival exhibition, online release, or public distribution without authorization from the rights holder. Understanding synchronization licensing helps students develop stronger professional practices related to copyright compliance, music clearance, and the legal responsibilities associated with using commercial music in film productions.

Paperwork

Synchronization License Request Download (DOC)

INSTRUCTIONS

A synchronization license is the right to reproduce a specific musical composition in your film. It must be obtained from the copyright owner of the composition, which is usually the publisher.

You can find out who the publisher is by searching by song title at either ASCAP or BMI. Almost every song is represented by one of these two companies. Songs that are not represented by ASCAP or BMI might be found at the National Music Publishers’ Association “Songfile” website (www.nmpa.org). You will be provided with a contact at the publisher’s Business Affairs or Licensing Department.

Getting the rights could be as simple as sending letters to the publisher and record label, having them sign and return them. However, you may be required to complete their licensing agreements instead. If this is the case, make sure you have the Head of Production review the agreement before you sign it, to ensure we have the proper releases.

You must get each license for at least:

Two-years
Film festival
Non-commercial
World rights

Note that you will need to get a synchronization license from the publisher, even if you are making your own sound recording of that song. For example, if you have your actor sing or recite lyrics, whistle or hum the tune, play the song on a musical instrument, or in any way make your own sound recording of the song, you will need to get the synchronization license from the publisher.

SAMPLE LETTER

Here’s a sample of what the letter should look like:

Production Travel Agreement

Overview

The production travel agreement outlines the expectations, approval procedures, and reimbursement policies associated with travel conducted for production-related purposes. This is used when travelers are expected to pay for eligible travel expenses upfront and then submit the appropriate documentation for reimbursement afterward.

Because production travel involves university funding, liability, scheduling, and financial oversight considerations, expenses must be documented carefully and follow established procedures. The agreement helps ensure that travel is approved in advance, expenses remain compliant with university policies, and reimbursement requests can be processed accurately and efficiently.

Paperwork

Production Travel Agreement Download (PDF)

Instructions

This agreement is for production travel expenses to be paid for by the traveler and then reimbursed. The Producer of the production should assist the traveler with the completion of the form and ensure it is submitted to the Head of Production (or a designated delegate) at least seven days prior to the first day of travel.

Reimbursed travel expenses will be made in the form of a check issued by Florida State University. The check will be mailed directly to the payee within 15 days of all receipts being submitted to the Head of Production (or a designated delegate).

Sample

Here’s a sample of what the completed form should look like:

Picture Vehicle Agreement

Overview

A picture vehicle agreement documents permission and terms related to the use of a privately owned or externally provided vehicle appearing within a production as an on-camera element.

Because vehicles used on camera can involve liability, insurance, scheduling, and property-use considerations, productions must clearly document the terms under which the vehicle is being used. Proper agreements help protect both the production and the vehicle owner while reinforcing professional practices related to permissions, risk management, and production documentation.

Paperwork

Picture Vehicle Agreement Download (PDF)

Picture Vehicle Agreement Download (DOC)

Instructions

The Producer should use this contract agreement with the Owner of a vehicle that will be used as a picture vehicle in a production.

The Producer is responsible for working with the Owner to determine the dates the vehicle will be used.

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Disbursement Advance Request

Overview

A disbursement advance request is used when productions seek access to approved funds in advance of anticipated production expenses, purchases, or operational needs.

Advance funding requests require careful oversight because productions must be able to document how institutional or production funds are being used and tracked throughout the production process. Establishing clear advance procedures helps maintain financial accountability, reduce confusion surrounding expenditures, and support more organized production budgeting workflows.

Paperwork

Disbursement Advance Request Download (PDF)

Disbursement Advance Request Download (DOC)

Instructions

This form should be used in instances where a student is issued a disbursement advance for production-related expenses on a production. Advances will be issued to the student’s pre-paid Visa card.

Students are required to submit itemized receipts for all expenses and to return any unused monies.

Performance Agreement

Overview

A performance agreement establishes the terms under which an actor or performer participates in a production, including permissions related to recording, usage of the performance, and the production’s right to exhibit and distribute the completed project.

Clear performer agreements are essential because productions must secure documented permission to use recorded performances within films intended for exhibition, festivals, online distribution, or archival purposes. Proper agreements help protect both the production and the performer while reinforcing professional standards related to contracts, releases, and production legal workflows.

Paperwork

Performance Agreement Download (PDF)

Performance Agreement Download (DOC)

Instructions

The Producer should use this contract agreement with a Performer, in order to have the right to record their voice and likeness for the film.

The Producer is responsible for working with Performer to determine the screen credit in the finished film.

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Music Release

Overview

A music release grants permission for a production to use a specific piece of copyrighted music within a film or media project, defining the conditions and restrictions of use and the credit to appear on screen.

Proper music documentation is important because productions must be able to verify that all music included in the film has been legally authorized for use and distribution. Maintaining clear release records helps reduce legal and distribution complications while reinforcing professional practices related to copyright, licensing, and music clearance within film production workflows.

Paperwork

Music Release Download (PDF)

Music Release Download (DOC)

Instructions

The Producer should use this contract agreement with the Owner (or authorized agent) of a musical composition that will be used in the film.

The Producer is responsible for working with the Owner to determine the screen credit in the finished film. All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Note: F1 and M1 projects are not permitted license music in this manner. Those project must use the Universal Production Music library for any music needs.

Minor Labor Policy Exemption Request

Overview

Productions seeking to work with minors must use this request process when asking for an exemption from the standard minor labor policy. The request allows the production to explain why the exemption is needed, secure consent from a parent or legal guardian, and provide the information necessary for review before the minor participates in production activity.

This process exists to protect minors from unsafe, excessive, or inappropriate working conditions while ensuring that productions comply with school and university expectations. Because working with children carries additional safety, scheduling, supervision, and legal responsibilities, exemptions must be reviewed carefully rather than assumed.

Paperwork

Minor Labor Policy Exemption Download (PDF)

Minor Labor Policy Exemption Download (DOC)

Instructions

The Minor Labor policy is intended to safeguard children from being employed under conditions that are injurious or detrimental to their health, safety or education.

The Producer of a show is required to work with the parent (or legal guardian) to complete a Minor Labor Policy Agreement, which outlines the conditions of employment. On occasion, however, there can be instances where an aspect of this agreement may be waived or modified, and the Producer may submit this exemption request to the Head of Production. All exemptions must have the consent of the parent or legal guardian, and final approval of requests lies solely with the Head of Production.