What's in a crew deal memo
Here are the terms for a gaffer on a non-union indie, as they'd appear on the memo:
| Term | Entry |
|---|---|
| Position | Gaffer |
| Start / end | March 2 (2 prep days) / March 27 |
| Rate | $600 per 12-hour day |
| Overtime | 1.5x after 12 hours, billed in half-hour increments |
| Kit / box rental | $75 per day for gaffer's box (list attached) |
| Per diem | None (local hire) |
| Mileage | Paid at production's posted rate for moves to distant locations |
| Credit | "Gaffer," end crawl |
| Payment | Payroll company, W-2; or loan-out (see attached W-9) |
| Signatures | Crew member, line producer |
Every number on that table has a knock-on. "12-hour day" defines when overtime starts, so the gaffer's 13.5-hour day earns 1.5 hours at 1.5x. At $50 per hour straight time ($600 / 12), that's $75 per overtime hour, or $112.50 for the day's overtime. If the memo only said "$600 per day," expect an argument about whether overtime begins at 10 hours or 12.
Cast deal memos
Cast memos swap hours for role terms: character, fee (per day, per week, or a flat fee for the run), guaranteed days, pay or play if agreed, billing position, favored nations if any, travel and accommodation, and the dates of availability. The cast deal memo template lays these out.
Gaps that surface at the first payroll
When someone starts work before the memo is signed, accounting can't set them up, and the terms get argued after the fact. Memos also go wrong by leaving kit rental without an inventory list (which matters if equipment gets damaged), not saying whether the rate is a day rate or a weekly rate, and paying a loan-out company without its paperwork on file.
A deal memo is a contract in most cases. None of this is legal advice, and a lawyer should look at cast agreements and anything with backend or deferral terms.
Where it goes
The signed memo is part of the start paperwork packet. Accounting sets up payroll from it, the coordinator adds the person to the crew list, and the budget line is checked against the agreed rate. Start from the crew deal memo template, and read crew deal memos for how to negotiate the terms.