Big Orange Productions FAQ

Section 1: Applying for Events
Section 2: What to Know Prior to Your Event
Section 3: What to Know on Your Event Day
Section 4: What to do After Your Event
Section 5: Talent Payments



Applying for Events

How do I apply to work an event?
Open events are now posted online to the Big Orange Talent Portal. You can search for open events on the Portal by location, rate and event type. If you are interested, you must apply via the Talent Portal by clicking on the orange Apply box next to the open event. Events that you have applied to work will show a status of Applied in the Portal. Please do not call to be booked as we do not book anyone over the phone.

How do I know if I am booked?
If you are selected to work an event, you will be sent a booking confirmation notice via e-mail that states you must log in to the Talent Portal to accept. Once you accept the event your portal status for the event will changed from Applied to Booked.

I keep applying, but am never booked? Why?
Often times we have more Independent Contractors than events. We suggest that you always apply on the Talent Portal to as many locations that you can cover. Be sure to be submit what the Booking Agent is looking for. If they are requesting photos or a resume, be sure to send.

Are my travel expenses/gas paid?
As an Independent Contractor, you are free to negotiate your contracted rate prior to being confirmed. This must be agreed upon before you are sent your booking confirmation. If you have specific questions regarding travel expenses as an Independent Contractor, you can contact your tax professional.



Prior to My Event

What is the best way to contact my Booking Agent?
We are in the office 9am-5pm EST Monday through Friday. If you are not able to reach your Booking Agent by phone please leave a message on their voicemail. However, we highly suggest you send us a detailed email for a faster response. Texting a Booking Agent is also acceptable. Booking Agents can work with hundreds of staff each week so please be patient and allow 24 hours for them to respond. Please note that we are not in the office on the weekends so you will need to refer to your Final Booking Reminder for the procedure on how to reach your booking agent during this time frame.

If I have an address change, who should I inform?
You will need to log in to the Talent Portal and update your address on your profile.

What do I do if I need to cancel an event?
Once you receive a booking confirmation, it is expected that you will keep your commitments as our client is relying on you to be at the event. In the unforeseen instance that you must cancel, please contact your Booking Agent immediately via cell phone or at our office line : 401-723-9500. Email cancellations are not acceptable. It is always preferred that you have a replacement for your shift when canceling to save the event. Cancelations are subject to at least a $25 deduction for breach of contract.

Do I respond to a confirmation email? If I do not respond, does that mean that I am no longer booked?
Yes, you must respond by confirming the event on the Talent Portal. If you do not confirm, yes you are still booked and the Booking Agent may continue to forward the confirmation or reach out to you by phone. If you cannot confirm the event PLEASE let us know immediately.

When will I receive event details?
You will receive a "Final Booking Reminder" which will include all the information you need for a successful event. This email is normally sent a few days before the event date.

When will I receive an event kit?
Event kits are sent out by our clients. In most circumstances, event kits will show up a few days prior to your event. Some clients are able to ship them sooner. However, kits can often arrive the day prior to your event. It depends entirely on the client and promotion but your Booking Agent will let you know when to expect it.

What will be in my event kit?
The contents of your event kit will vary per promotion. It may include napkins, cups, product info, signage, paperwork, and more. The event manual that is shared with you will also tell you what is in the kit.

Will I need a timesheet?
Every event will require you to complete a form that verifies the date and time you worked. The form may vary based on the client. This will be provided to you with your "Final Booking Reminder."



Event Day

What do I wear to the event?
The standard Brand Ambassador attire for most events is a white long sleeved dress shirt, black pants, and black closed toed shoes. There are specific events that may require mild alterations to the attire and your Booking Agent will advise of any changes. Also, the initial casting may list the required attire, but we ask that you are flexible.

What types of photos should I take while conducting an event?
Our clients are looking for interactive photos showing the brand, yourself and customers. It is always a good idea to take 5-10 quality photos during your event and submit to your Booking Agent after the event. Photos also help as execution proof if a manager reports you were not on site. Please always ask customers if they are ok with their photos being taken prior to capturing pictures.

Do I check in with Big Orange on my event day?
Yes, you are required to check in with your booking agent on the event day. The process for checking in will be outlined in your "Final Booking Reminder" and it is mandatory that you check in.

If my agent asks that I check in two hours prior to my event, does this mean I need to be in the store two hours early?
No, checking in 2 hours prior allows your Booking Agent to know that you are intending to execute the promotion. Please always make your intent to execute check in at least 2 hours prior on your event day. Please refer to your Final Booking Reminder on specific check-in instructions. If your status changes after you make that call, you must contact your Booking Agent immediately.

What time should I arrive at my event?
Being on site 15 minutes early is considered being on time for your event. This also allows you time to set up and/or purchase product.

What happens when something hinders me from executing a successful event?
It is best to be proactive with your agent. If something occurs that you feel our client may be upset about, it is best that we hear it from you so we can inform our client before they approach us.



After My Event

Where do I send my event paperwork/timesheet?
You can upload your paperwork directly via the Talent Portal. After working the event please log back in to the Talent Portal and click on the event in question. Then, hit the orange Completed button. A pop up will open prompting you to upload copies of your event paperwork. Uploads should be done in a single PDF file. We always recommend the apps Camscanner or Genius Scan which can be downloaded on smart phones.

When is my event paperwork due?
Event paperwork is due 24 hours following your event. We generally recommend completing the paperwork and sending it in the night of the event to make sure payment is issued on time. You will receive missing paperwork notices after the event if you did not submit. Failure to submit paperwork on time will result in non payment.

I did not get a store stamp or a signature from a manager on my timesheet. What should I do?
In order to bill our client, we must provide valid proof of execution, which is a recap form with a signature and/or store stamp. We will ask that you return to the location to retrieve verification from the manager that you completed the event.

If I complete an online report, do I still need to submit a timesheet/recap form?
Yes, You always must submit your timesheet/report directly via the Talent Portal. Who do I check in with at the store?
Upon arrival, you should check in with the store manager unless we direct you otherwise

How do I obtain product for sampling?
Obtaining product for sampling will vary per promotion. The product may come in your kit, you may use a pre-paid client debit card to purchase, the store may provide, or you may need to purchase out of pocket and submit a receipt for reimbursement. The procedure will be outlined in the casting email you received and also in the "Final Booking Reminder."



Talent Payment

When will receive my payment?
Payments are issued 30 days after the event date. They will go out on the first Monday after the 30 day mark as long as your Independent Contractor Agreement and W9 are on file for the year and you submitted the required event paperwork, time sheet etc. Any events worked from Sunday-Sat will be on one check. For example, if you worked on Thurs, Fri, and Sat, all payments would be issued on one check. If you worked the following Monday, another check would be issued.

Do I need to fill out any documents to be paid?
You need you make sure your annual Independent Contractor Agreement and W9 have been submitted to our agency. Please feel free to check with your Booking Agent if you are unsure if your forms are on file. You can download those forms here: http://bigorangeproductions.com/forms.html

Do I need to fill out an Independent Contractor Agreement and W9 each year?
Yes, you do need to submit a new Independent Contractor Agreement and W9 annually.