HC Productions Freelance Technician Onboarding!

WELCOME TO THE HC PRODUCTIONS TECH FAMILY!

When you are booked to work for HC Productions, we will send you a confirmation email with everything you need to know in that email. PLEASE READ THIS EMAIL. Below details what to expect. (please check the boxes to acknowledge)

Name *

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HC PRODUCTIONS ONSITE CONTRACTOR RULES & REGULATIONS:

First, let's start with what HC Productions expects of our techs when they are working in the field for us. (Check each box to acknowledge)

WHAT HC PRODUCTIONS EXPECTS (check each box to ackowledge)

I Agree to: *

BE ON TIME -- If you arrive after your scheduled shift start time, you forfeit your five-hour-guarantee and you will be paid for hours worked ONLY.
LOOK LIKE A PROFESSIONAL -- Wear black polo, pants, shoes. Comb your hair. Do not look scruffy or hungover.
ACT LIKE A PROFESSIONAL -- We expect our people to act in a professional manner whenever working on behalf of HC Productions, both on and off site. This means that from the moment you drive onto property, you are an ambassador of HC Productions – from check-in to working with the other techs, at lunch or on break, we expect your professionalism.
BE NICE TO EVERYONE - to your fellow techs and to the clients. Customer Service is key to clients calling us again and again for jobs. (If you encounter issues, contact HC IMMEDIATELY! Or your onsite HC lead and let us help, report injuries or onsite incidents to HCPRODUCTIONS.ORG/REPORTS.)
WORK SAFELY -- Please be careful with the equipment you are working with and please take care of yourself.
DO NOT BE INTOXICATED ON THE JOB - We don't care what you do when you are not working but when you are on jobsite for HC, we need you alert and focused...if you see someone intoxicated this is a workplace sfatey violation...LET US KNOW!

WHAT IT MEANS TO BE AN INDEPENDENT CONTRACTOR (check each box to acknowledge)

I Agree: *

HC Productions is not a full-time employer, but rather a labor pool built of 1099 contractors we know and trust. HC Productions is a job by job, gig by gig employer. We encourage our contractors to work and even recommend them to work with other companies we know and work with around the country…we are not a major labor company, nor do we want to be. We desire to work with a small community of the best contractors that we have found while working on shows ourselves. We like our contractors to stay busy. This means that if we call you for work and you have other shows or gigs, we are happy for you; That would never jeopardize your position or work status with HC Productions. We encourage our contractors to find alternative avenues outside of HC Productions to grow their skillset and to make connections within the industry. That is what keeps us all working.
As an contractor of independent contractors, HC Productions does not carry insurance on contractors, but rather maintains this as the responsibility of contractors.

BOOKINGS WITH HC PRODUCTIONS:

I Agree: *

Once booked on an event you will receive a confirmation email. This email will contain the basic information regarding your event. The details are as follows: Name of contractor being booked, Name of Event you are working, Location of event (including Google Map link), Days and hours you are booked to work, Dress code for your call, Name of an onsite crew lead or other HC Productions contact, Job Position you are working, Equipment to be operated (if applicable and available), Rate you will be paid at, Any other pertinent terms, conditions or information
Once you have agreed VIA PHONE OR TEXT to work an event with HC Productions and once you have received your event confirmation VIA EMAIL, we ask that you respond to the email to let us know the information has been received and understood. If you do not receive your confirmation email, let us know. If you have any questions or issues about your booking, please contact us BEFORE DAY OF SHOW.

I I I

BILLING: How our contractors should bill HC (and how HC Productions charges clients).(please check the boxes to acknowledge)

I Agree To The Following: *

5-hour minimums: For all shifts that are 1-5 hours in length, HC will bill for 5 hours minimum of labor.
10-hour Day Rates - Once you have completed your first 5 hours on the clock, you automatically begin another 5-hour minimum. (There is no six hour rule I often hear rumors about; it's five and ten.)
OVERTIME (OT) - Overtime begins automatically after the tenth clock hour of labor and is charged at the rate of ONE-AND-A-HALF TIMES their regular hourly rate. HC Productions also pays overtime for the following: Overnight Shifts 12am – 5am as well as Federal holidays.
DOUBLE-TIME (DT) – Double-time begins automatically after the 12th clocked hour of labor and is charged at the rate of TWO TIMES their regular hourly rate. Double-time will also be charged if any two of the above Overtime criteria happen at the same time.
SPLIT SHIFT – If a client requests that a specific contractor work 2 separate five hour shifts on a single day and there is LESS THAN 8 hours between the first shift and the second shift, the contractor will be paid at OT Rate for the entirety of the second shift. This upcharge will only apply if the client specifically requests that the same tech work both shifts. If HC hires a tech to do a split shift but the client did not ask for them specifically, HC will pay the tech the upcharge but not charge the client for it.
ENCORE EXCEPTION: For all GENERAL AV TECH and SET/STRIKE TECH shifts, HC will bill the first 5 hours as a 5-hour block. Any hours the contractor works beyond 5, up to 10 hours, will be billed hourly. For all shifts other than General AV shifts, the first 5 hours will be billed as a 5-hour block. Once a contractor has completed their first 5 hours on the clock, they automatically begin another 5-hour minimum for a 10 hour full day.

PERSONAL HYGIENE (check each box to acknowledge) *

I Agree To The Following: *

Make sure to be freshly showered as well as properly groomed and professional in appearance when arriving on job site. We expect you to have a clean face and hands as well as groomed hair.
We ask that you wear deodorant (but please do not wear strong colognes or perfumes). With the addition of heat, sweat and the physical labor required of our work, it can be easy for things to get out of hand rapidly.
Wear the clothing that best suits the job you will be doing. Load In/Out and Setup Days – Basic Blacks: black polo, black pants , black work shoes -- no shorts or t-shirts; no jacket required (Steel tip boots or shoes maybe required for certain positions depending on client or property). Show and Operating Days – Dress Blacks: Black button-down shirt and black jacket on top of black dress pants and black dress shoes. JACKET REQUIRED FOR OP SHIFTS
DO NOT WEAR THE FOLLOWING – White t-shirts, shorts, shirts or pants with holes in them, hats or headwear (unless otherwise religiously prescribed), distractive patterns or clothing, clothing with offensive images or wording, company logos other than HC Productions.

This is a required question!!!

SAFEGUARDING CLIENT EQUIPMENT WHILE ON THE JOB (Check each box to acknowledge)

I Agree: *

When working events with HC Productions, you will be handling many high-end specialized pieces of equipment. Please make sure that as you unpack equipment from its case to set it up, that you inspect the equipment for visible or functional damage that may have existed before you worked with the item and report it to your show lead. Do not wait until it is too late to let the client know they need to repair or replace a show critical piece of equipment.
Please also REPACK the equipment into the cases exactly as you found it. Most of the gear is delicate and packed for travel. Put everything away as you found it, including power cables and extra attachments (camera lenses etc). DO NOT PUT GEAR ON TOP OF CASES AND LEAVE IT. Repacking is part of your job. Please also report any damages to equipment that may happened during the show. It is okay, it happens, no one typically gets fired or asked to leave unless there are injuries involved, however again it is important to let our client know that equipment they either own or may have rented has been damaged so that proper actions may be taken to remedy the situation.
With so many “walkables” lying around as well as high-end equipment in one space it is inevitable that someone will try to take advantage and walk away with either a piece of someone’s personal equipment, or a piece of the client’s equipment. Please do not be THAT person. HC Productions as a company cannot take liability for the actions of our contractors and as such, if a client or in-house company or event property discovers items stolen and chooses to press charges, you could get in a lot of trouble. This goes the same for anyone found to be participating in theft, collusion of theft, deception regarding to or willful participation in theft or any other illegal or criminal activities while working HC Productions event.

BAD BEHAVIOR ON THE JOB (please check boxes to acknowledge) *

I Agree To The Following: *

As a representative of HC Productions, we expect you to be on your best behavior while on job site. Your behavior is a reflection of HC Productions, our brand, our reputation. Please make sure that when you are on job site, you are aware of your surroundings, keeping an eye out for clients while also using language and terminology that would not be considered “offensive” in the workplace to either your co-workers, in house staff or clients. Please refrain from rough housing, punching, wrestling, or general horse-play, even in fun, as it can lead to on the job injuries; but more than that, it makes us look very unprofessional on the job site. Do not ever fight on site. If you do not get along with your fellow techs, speak with your crew lead. Do not yell or bicker. All of this behavior makes HC Productions look bad. Issues of bad behavior will be dealt with directly by Chris and Amy Jordan. We will work to counsel you and help in any way we can but if bad behavior escalates, we may not book you on jobs for a while.
We all have bad days and can be a little cranky. However, once in a while, someone goes too far, works in a dangerous way, has a bad attitude (or worse, gets hostile) toward fellow crew members or the client. These actions are unacceptable and should be reported to HC Productions so the issue can be addressed immediately. If you are working an event with an HC lead onsite, go talk to them. If not, please contact Amy or Chris Jordan for help.
Please be aware that if any client complains about your behavior, we will talk to you about it. You will be informed of the complaint and if the client has requested that you NO LONGER work with them. One strike will not remove you from our roster but MANY COMPLAINTS will.
When witnessing a fellow HC tech behaving badly, please refrain from taking to social media to air issues that should be handled internally. Publicly airing this dirty laundry is not only unprofessional and unethical, but if seen by past or future clients, it can be detrimental to our relationships and future business.

BREAKS ARE REQUIRED FOR HC TECHS. IF YOU ARE NOT GIVEN A BREAK DURING YOUR SHIFT, PLEASE LET US KNOW.

(please check each box to acknowledge breaks policies)

I Agree to the Following: *

Breaks - Within a 5-hour call, it is expected that contractors will be given ONE 15 minute on-the-clock and on-site break. Within a 10-hour call, it is expected that contractors will get TWO 15 minute breaks as well as a Meal Break.
Meal Break - On any 10-hour call, contractors are entitled to a Meal Break. Meal Break options are as follows: A) 30 minutes, on-site and on-the-clock – For this kind of Meal Break, you will not leave the property; you will eat food you can get on-site, food you brought for yourself, or food provided by the client. B) 1 hour, off-site and off-the-clock -- For this kind of Meal Break, you will be allowed to leave your post and the property. We have requested that clients inform you of when to expect your Meal Break on the day of shift.
Meal Penalties –If contractors work a 10-hour shift without a Meal Break, HC Productions will charge a Meal Penalty. Meal Penalty means that HC will pay you at Overtime Rate (ONE-AND-A-HALF TIMES the regular hourly rate) for the 2nd half of the 10-hour shift. DO NOT TALK TO THE CLIENT ABOUT THIS. TALK TO AMY.

LAST MINUTE BOOKINGS - this is how HC handles billing when labor calls come in LAST MINUTE!

I Agree:

When a booking comes in with less than 24 hours’ notice, the shifts will be paid at Overtime Rate (1.5X Base Rate) for the full shift.

CHANGES - this is how HC Productions handles schedule changes!

I Agree ToThe Following:

Contractors are not permitted to negotiate hours or rates directly with clients on behalf of HC Productions. Any negotiation regarding rate changes or major changes to schedule must go through the HC Productions booking department. We expect the client and the contractor to communicate with Chris or Amy Jordan any schedule changes that will alter invoicing.
If a shift is changed by the client with less than 24 hours’ notice (i.e., a 10 hour shift becomes a 5 hour shift), the client will be expected to pay the full 10 hours as confirmed. Changes need to be made at least 24 hours before a shift.

HC PRODUCTIONS CANCELLATION POLICY (please check box to acknowledge)

I Agree:

If an event or shift is cancelled by the client, HC Productions requires a minimum of 24-hours’ notice. Should an entire event be cancelled with less than 24 hours’ notice, HC Productions will invoice the client and pay contractors at a rate of 50% of the agreed-upon rate for all hours and positions booked and confirmed for said event. *Subject to approval per client*
If an operator shift (of 2+ days) is cancelled (but not the entire event) and the change is given to HC with less than 24 hours’ notice, HC Productions will pay the contractor for the one shift that was cancelled with less than 24 hours’ notice at a rate of 50% of the agreed-upon rate. The other days that were cancelled with more than 24 hours’ notice will unfortunately not be paid out at all.

INVOICING (please check each box to acknowledge invoicing policies)

I Agree To The Following:

Invoices are due within 48 hours of the end of your shift each show. ALL INVOICES NEED TO BE SUBMITTED TO INVOICES@HCPRODUCTIONS.ORG
HC Productions requires one invoice to be provided per event per contractor. If you DO NOT send in your invoice to HC within 48 hours of the end of your shift, you may LOSE any extra hours or OT you may have worked. You will be paid for what we BILLED TO THE CLIENT so tell us what to bill to the client (especially if it is different than what was scheduled).
Please provide one invoice PER JOB, not per day. (If you work 3 days on job# 2025010, send us one invoice, not 3 invoices.)
The following should be included on your invoice: contractor’s name, HC job number, dates and schedule worked, hours to be billed, breaks/meals taken each day, and any special or particular notes pertaining to the event such as issues with equipment, with client or special circumstances regarding hours or shifts. While HC Productions charges at an hourly rate, we keep track of actual time worked rounded to the closest hour…please notate this as such on the invoices that you turn in for events you work. This helps us to keep an eye on our clients and hopefully helps them to schedule better in the future.

GETTING PAID (please check each box to acknowledge) *

I Agree To The following:

HC Productions pay promise is 30-45 business days after the final day of the event. (Business days does not include weekends of holidays) We wait 48 hours to receive your invoices and then we process the invoice and submit it to the client. Each client pays differently so we have this wide open timing to be as honest as we can be. We're a small company so we don't have capital to pay you before the client pays us. But as soon as we receive the check from the client, we process the payroll to you.
All payments from HC Productions are processed through Square Payment Systems at no cost to the end user or our contractors. (Our business name in Square is HC Universal LLC.) This payroll system provides an ease and speed of payment to you via direct deposit to your bank account. The account setup process with Square Payment Systems is super easy, only takes a few minutes and automatically sets up an IRS Form 1099 for each contractor when they register…this 1099 will be mailed to you prior to tax time.

Thank you so much for working for HC Productions!

It is with great pride that we welcome you to our family of audio/video technicians, and we greatly appreciate your helping make our client’s next event our best production.

Please type or sign your name here as an acknowledgement that you have read and understood all of HC Productions policies for Contractors!

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HC Productions Freelance Technician Onboarding!

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HC Productions Freelance Technician Onboarding!

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