EXTRAS INFORMATION

EXTRAS INFORMATION 

We have been in operation since 1994 and provide the service of booking background performers for feature films, television movies, T.V. series, commercials, and corporate videos. Perhaps you are a newcomer to the film industry or someone looking for a change from your current agent.

Thank you for choosing Hollywood North Extras. We strive to give you the best possible service and we hope you enjoy your time on set.
Please read the following information before applying. 

BEING A BACKGROUND PERFORMER

Being a background performer should be considered as part time work and not a job to rely on to pay your rent! It is a fascinating way to  spend the day, learn more about the film industry, meet some interesting people  and earn some extra money. Background performers are an important part of every film. They create the atmosphere, realism and ambience in the scene. 

It can be exciting to be next to a movie star but keep in mind that in the role they are  playing they are just a regular person. Try to act as natural as possible. It is better to underact than overact. Having said that, sometimes people ignore the actors to the point that they do not glance at them if they are doing something that should be attracting attention! Just act how you would if the situation were a real life one.  

HOW OFTEN

Typically, bookings are a one-day call. The more  common scenes such as restaurants, nightclubs, courtrooms, street scenes, police  stations, crime scenes etc. take one day to film.  Background performers may be booked for multiple continuity days or to work as a regular on a tv series. These bookings can run for the duration of the season.  We are a busy agency but cannot predict how often an individual will be booked. We have no control over how many productions are filming, what the scenes are and what types of people casting is looking for. Our staff work extremely hard to book everyone on our roster as often as possible! 

BE PROFESSIONAL 

It is important to conduct yourself in a professional manner on all sets. You are being paid to do a job, which is to be a background performer. We ask that you take this work as seriously as you would any other employment. Please read THE DO’S AND DON’TS that are below and follow those guidelines on set. Please realize that our reputation is based on the professionalism of our extras. If a situation has occurred on set that requires an  explanation, we expect an email or call as soon as possible to clear it up.  

If it is your first time on set that is okay! However, it is not necessary to make  everyone aware that it’s your first day. It is best to blend in by  watching and learning from what the more experienced extras do while on set. If you are unsure of something please ask another extra or the BG wrangler. It can be exciting to be next to a movie star but keep in mind that in the role they are  playing they are just a regular person. Try to act as natural as possible. Having said that, sometimes people ignore the actors to the point that they do not glance at them if they are doing something that should be attracting attention! Just act how you would if the situation were a real life one.  

AGENCYCLICK 

Agencyclick is a service used by the film industry to submit and book  background performers on the various productions filming in the lower mainland. Once you have applied to Hollywood North Extras and have been accepted to our roster, we send you a link to the Agencyclick site to create your profile and  obtain a password for your calendar. IT IS VERY IMPORTANT TO ALWAYS KEEP YOUR ONLINE CALENDAR UP TO DATE! We cannot emphasize enough as to how important this is!

Please note that we are not affiliated with Agencyclick. There are many features of the site that we find frustrating, however it is what is used in BC and works well for casting directors and background agents. Please be aware that it is not a very “extras friendly” site as you cannot see your profile photos and info unless you pay to upgrade to their Advantage portfolio. As your agent, Hollywood North Extras pays a fee to Agencyclick to host our clients’ profiles. There is no need to upgrade to their  Advantage portfolio unless you choose to. Casting directors can see your profile with the pictures you provided  and the information relevant to bookings such as your stats and skills. We as well as casting can search Agencyclick for specific things such as types of wardrobe, cars and skills.

*Please note that your personal information such as address, phone number and email address is only visible to our agency. When necessary, we give out your phone number and email to industry personnel such as casting, costumes or payroll….. *Your information is strictly confidential. *  

BOOKING PROCESS  

Productions hire an extras casting director to book the background performers for their shows. The extras casting directors post on Agencyclick what scenes they are booking and what types of people they are looking for. These postings include a brief description as well as the information for the booking; the name of the production, COVID test date/work date,  scene, type and age of extras required as well as any other pertinent information.  

Typically, these requests are posted a few days to a week before the scene’s shoot  date. Occasionally, it may be the day before or weeks before. On a typical day  when it is the busy season there are approx. 5-15 productions with multiple scenes  for each one posted on Agencyclick.  

The majority of our day as agents is spent searching our database and clicking on  extras who we think are suitable for the scene(s) and putting them into the  request(s). Casting directors then select who they would like to book for the scene.  

Once selected, we send you an email to see if you are available for the booking and include as much information that we can. Please reply asap if you are available on the shoot date(s). Please note we do not book you unless you have replied  and confirmed you are available to work! Even if your online calendar is showing  us that you are available for the date(s) we need to be sure things have not changed 

and that you are 100% available.. If we do not hear back from you by email, we typically follow up with a text to ask you to check your email and reply to it. tptttottotto ask you t

Usually, when we send an email to you it is to book you, however, sometimes we are doing an availability check. We do this when the casting director needs to  submit pictures to production for them to choose who they would like to book.  (called a p/c or picture cast). This is often done for more specific roles i.e., family  members, bartender, friends of the actors, period piece etc. We need you to  confirm that you are available before your profile is submitted so that the person(people) making the choice(s) are sure they are selecting someone who is definitely available for the role. We then put you on hold on your online calendar for that date. When they have made their decision, we then send an email to let  you know if you are selected or not. We will remove the hold or mark your calendar as booked for that date.  

BOOKING EMAIL 

The booking email we send you will include the name of the show, the test date(s) and work date(s). If we know the location, scene and the role you are  playing we will include that as well. We must hear back from you before we book  you. We do not book you based on the fact that you have your calendar marked as  green(available) for the day the scene takes place as people’s schedules frequently change. If you are not available, cannot get to the location or do not have the clothing for the  scene, please still reply to the email to let us know. We will remove you from the casting request, and casting will know that you are unavailable for the booking. 

When you have replied yes, you are confirmed! Your name is on the list of performers booked for the day It is a big deal to replace you!. If you cannot fully commit to a booking then you should say no to the work. Every single  person is important, even in larger scenes. 

When you reply you are available, we click on your profile so that you are  moved over in the request. Casting then knows you are confirmed for the booking.  Once the selected people are moved over, casting then has their group of people  booked for that day(s) scene in one batch. At that point, they may close that posting as they have the number of extras that they need or they may leave the request open  and choose a few more people as they get closer to the date. In some cases, they  may click on more people than they need so it may be a first come first booked  basis. If you reply after the scene is filled it may be too late and we can no longer  book you. Therefore, it is a good idea to have email alerts on your phone. If the  spots have been filled, we will reply to let you know that it is no longer a booking. Please note: We usually do not reply to your email accepting the work.  You will see that your calendar will be marked as per the dates of the booking. It will either be marked as holding or booked. 

LENGTH OF DAY

When we send you your booking information, we do not know the start or end time of the shoot. You need to be completely free on the day of filming with no other commitment.  Do not accept the booking unless you are fully available. This is not a 9 to 5 job!  It is unacceptable to arrive late or to leave the set before you have been wrapped. If you need to get back to us and check your schedule or to make arrangements that is fine. 

A typical shoot day is 6-12 hours long. The days can be as short as 4 hours or as  long as 14 + but that is not as common.  

CALLTIME INFO 

The day or evening before your work date we will send you an e-mail with your calltime (start time) and other info that you need. Please check your e-mail  frequently the night before your shoot date so that you can reply to our email asap to confirm you have received your information. We need to be sure that everyone  has received their calltime info. If you have not replied to the email, we then need  to follow up with a text or call. Our workdays are usually long, and a quick email confirmation saves us this extra step!  

The calltime email will include your start time, scene, wardrobe information and a  few documents attached. The documents may be maps, COVID protocol information, safety on set, fog, smoke or rain machine use and/or any other documents that  production requires you to look over. Some of this information may have already  been sent to you when we booked you, however often productions only distribute  location information and wardrobe notes the night before.  

Your calltime is your start time. You are paid from this time until you are  wrapped. We ask that you arrive 15 minutes earlier than your calltime to check in.  Production sends out a call sheet with the cast, crew and background start times.  Typically, this is sent out towards the end of their current shooting day. Casting in turn emails the agencies with the BG start times. We in turn send out calltimes to our performers. The calltimes are often staggered for the different groups depending on who is “Atmosphere A”, “Atmosphere B” etc. That is why we often do not know your calltime in advance as production determines the shooting sequence of the scenes the day before. Often the calltime we send you is a “preliminary”  start time. This means it is an estimate of a start time and it will be followed up with a final time. It will say in our email that it is a “preliminary calltime” and to check back for official calltimes. Official calltimes are typically sent out later in the evening closer to 10-11pm once production has determined the final calltimes for  the entire cast, crew and “atmosphere” performers. 

WAGES

Film and television productions pay an hourly rate from your call time to your  wrap time. The most common non union hourly wage for working as a background performer is  $19.16 per hour. Union of BC performers who are full union members are paid  $29.05 per hour(8 hr min). Special Ability (SAE) work is $38.99 per hour(8 hr min). SAE is the rate paid if you are doing something that is a special skill, i.e., playing an instrument, riding a  skateboard at a higher skill level, weaponry etc.  

Employment standards labor laws apply to film sets.  

Background performers are paid straight time for 8 hours. You are not paid for your meal break (usually ½ hour). Lunch is provided on set.  

You are paid time-and-a-half for any time worked over eight hours in a day, up to 11 hours. 

The rate is then double time for any time worked over 12 hours during a day. 

We also book extras with vehicles, dogs or props such as a bicycle, musical instrument or skateboard. The usual rate for a prop is $35.00 for the day plus your hourly wage. Please note that simple props such as a backpack are not considered a paid prop.  

Commercials & Video Shoots

For commercials, corporate videos and web-based projects the rates vary. The rate  varies depending on the type of project and usage of the footage. Typically non union commercials pay a flat rate of $300 a day for a 10-hour day. When we are  booking you for these types of projects, we let you know the rate when we send  you the booking email. For most projects you can assume it is the film and  television rate above.  

Union “Permits” 

In a nutshell, casting is required by the Union of BC Performers to book a certain number of union spots a day on each  production. These “permits” or “vouchers” are allotted to full union members first. If  the spots cannot be filled with full union members, apprentice members, UBCPX background members and finally non union. Please see our link  to UBCP on our homepage for more information. You may get booked or sign in on a “permit” or “voucher”. This may happen if you are in a scene that is a smaller group of extras or perhaps if you are doing something more specific. This  does not happen frequently so consider it a nice bonus!  

SIGNING IN

Please arrive 15 minutes earlier than your call time. Please allow time to park, walk to set, take a shuttle so you are signing in before your calltime. Do not be  late! When you are late the BG wrangler texts the casting director to let them know you are not signed in, they in turn text our staff to find out where you are at. This should be avoided as it disrupts everyone. We realize that it is often a hurry up and wait situation in this industry but that is part of the job. If you are going to be late you need to contact us on the emergency cell number which is in the signature of the email you received with your calltime information. That number is for one of our staff who is dealing with issues for that day. Once you are in the BG holding location you need to sign in with the extras “wrangler” who will give you forms to fill out. There are typically a number of forms to fill out. You will be given your voucher that is a record of your hours for your day. There is a spot for “agent” please put “Hollywood North Extras”. Some vouchers have a “send cheque to agent” spot. Please tick the box. There is a spot to fill in your social insurance number. You need to know your number and  provide it for each day you work. If you are working on a work permit you will need to bring a photocopy of your work permit and a photocopy of your SIN letter each time you go to set. Failure to do any of the above can delay  payment. You will also be given a release form to sign. This is a standard release  stating that production can use your image. You will also often have to sign a confidentiality contract meaning you will not reveal plot, take pictures or post any information on social media etc. Always remember to sign out once you are wrapped. You will either be given a paper voucher with your hours or you can  take a picture of it. You will receive a copy of this voucher when we send you your paycheque.  

Residency Docs 

Since 2018, production companies need to provide residency documentation (i.e., proof of where you live) for every employee they hire in BC in order to claim provincial and federal tax incentives. These incentives are one of the reasons  productions choose to film in BC and Canada which, of course, helps bring more  work to our province and in turn to everyone who works in the film industry! Each production  company needs these from all employees cast and crew in order to claim their  incentives. This includes the background performers they hire. Background  performers are required to bring their proof of residency to each production on your first day of work. Since bookings are often a one-day commitment on a show this typically means bringing photocopies each time you work. Although it may seem daunting at first, If you scan or photocopy your residency docs and keep a batch on hand to have ready to take to set it is easier. (Please note: many phones have a scan option).  Bring the photocopies to your first COVID test. If they are not collecting them there, then bring them to set on your work day. If for some reason you cannot provide copies for your first workday, the wrangler may have an email address for the production that you can send them to. Please click here for more information and what documents are considered proof of residency. 

 GETTING READY

Once you have signed in and handed your paperwork in to the  wrangler it is time to get ready for set. The background wrangler will let you know what  to do. Most commonly at this point you report to hair and make-up. Always arrive to set as camera ready as possible,  particularly during this  time of COVID! For women, you should arrive hair and makeup done and men should be clean shaven unless specified to not shave. Wear your best choice of clothing to set appropriate for the scene and bring 2 other complete head to toe wardrobe changes. 

WARDROBE

What role are you playing? If it is a restaurant scene, is it a nice  Manhattan restaurant or a fishing village diner? We send out this information with your calltime and occasionally the costume dept. may include an inspiration or wish board of pictures and colour scheme of what they are looking for in the scene. There are always wardrobe guidelines in the emails. This will determine how you dress and what wardrobe options you will bring to set.  

If you are booked for an office scene, bring 3 changes of business options. If it is a rough blue-collar bar, play the part and have 3 scruffy looking casual changes.  If it is an exterior scene, they may want 3 coat choices. Dress for the scene! It can be fun to come up with creative ways to play a part! You may be booked to be in two or more scenes on the same day and that will require you to have 2 different looks for the day (i.e., hospital patient then exterior passerby). We  will let you know that in the information we send you. You will need to bring choices for each scene. 

Solid black, white, very bright colors or very bold patterns are usually not a good choice. The best colors are muted tones such as brown, beige, olive, rust, grey, pastels and some jewel tones. The idea is to blend into the background and not take any focus away from the main actors. Logos (Nike t-shirt, etc.) are not permitted on camera. . Accessories such as backpacks, umbrellas, luggage, briefcases etc. may be part of your look and you can bring them as a prop.  The costume or props department may provide you with items to wear for the day. You are responsible for it. Please take care of it and return it to  the appropriate person at the end of the day. You must always bring your wardrobe to set and not leave it in the car.  

Virtual fitting

Some costume departments ask that  extras email pictures of themselves wearing 3 different choices of wardrobe. They will then email you back to let you know what to wear to set on the day of work. This is considered a 4-hour paid call that is added on to your workday pay.

Period Pieces and Costumes 

Productions provide wardrobe to background performers if they are  set in a specific time frame such as the 1800’s, the 60’s as well as sci fi shows or other eras. We work on ongoing tv shows such as the 100 and Snowpiercer where wearing a costume is always required. For these types of productions, you will typically need to go for a wardrobe fitting prior to the shoot date. Wardrobe calls are a paid 4 hr call. Performers are sometimes costumed on the day they are working instead of going in for a fitting prior to the work date. It is important to have your sizes up to date on Agencyclick. The wardrobe department looks up performers online  profiles in order to prepare costumes before you come to set. We often search for people that match a specific costume size. Casting may only have a 42 jacket for a paramedic,  so we search by that jacket size to fit the costume. Common costumed scenes  include police officers, nurses, orderlies, paramedics, firemen etc. Costumed scenes can be very interesting!  

LOCATIONS

Locations are either at a studio or on location. Locations can be  anywhere in the lower mainland. Productions film from Whistler to Hope. More  common locations are Vancouver, Burnaby, Maple Ridge, Langley or White Rock. You are responsible for your own transportation. If you do not have a  vehicle, please do not accept bookings that are difficult for you to get to on transit. It is best to say no than to be late or find out after you cannot get there by transit. If they are shooting at a restaurant in the town of Maple Ridge or shooting on the pier at White Rock these locations may be accessible  by transit. However, locations such as a golf course, farm or mansion may not be on a transit route. Maps and  directions are sent with your calltime information. Please look at the map and read  the information carefully before heading out.  In the  body of the email, it will tell you where to park and where to sign in.  

 The maps that are attached to the email are also distributed to the crew as well at  the drivers of the big trucks (circus) to get to the location. They often indicate the start location as the studio and then “crew park” as the destination. Crew park may be the same as BG parking but not always. You are not part of the crew! The filming location is not usually the same as where BG sign in. Google or GPS may give you incorrect instructions so please compare those instructions with the map.  

The usual procedure is that you park, do a COVID wellness check at a tent set up in  the parking lot, get in a shuttle (COVID safe seating), that will then take you to extras holding. Extras holding is where you sign in and fill out your paperwork. From  there you may be close enough to set to walk or you may take another shuttle.  When they are shooting downtown Vancouver and parking is not provided do not park in metered parking or parking with a time limit. Unless you can add more time from your phone, you cannot leave the set to pay for additional parking.  

Studios are located all over the lower mainland. There are studios in Burnaby, North Vancouver, Langley, Maple Ridge, Richmond and  Aldergrove to name a few. TV series build the sets they use frequently in their studio such as RIVERDALE’s pop’s diner and the hospital set for The Good Doctor. Hospital and restaurant scenes for film productions are often filmed on location as they may only need the location for a day or so.  Some shows like Snowpiercer do all of their filming at their studio as the entire show takes place on a train. The train cars are sets built in their studio. Some other shows such as The 100 or Netflix’s SEE build an entire village or set at a remote location where they shoot for a longer  time period. 

PAYCHEQUES

We mail cheques and time report summaries by Canada Post.  Cheques are sent to us from each production on a weekly basis. Productions  typically mail the time reports summaries and cheques to us on the Friday the week following the work week. Once we receive their packages, we process payroll and  issue cheques. Cheques are then mailed out to our clients within 3 days. It takes  approximately 3 weeks from the date you worked to receiving your cheque in the mail. If you have not received your cheque after 30 days, please email us a copy of the voucher which will have the name  of the production you worked on and the date(s) worked. We will check with the payroll for that show and get back to you asap. Feature films, movies and television series pay within 3 weeks. Photo shoots, corporate videos and commercials usually take 6-8 weeks for us to receive payment.

The agency commission is 10% to 15% and is deducted from your hourly wage.  We charge 5% G.S.T. on the commission portion that we  pay back to Revenue Canada. Please note that we are not paid by the  production companies for our service.  

There is an annual  photo management fee of $25.00. This fee is deducted from the first cheque that is issued to you. This fee also covers the cost of a monthly fee we pay to Agencyclick to host our database and display your profile to casting.  

Current Address

Please make sure your address that you filled out on the application you sent us is correct.  Make sure it includes the suite number and postal code. The address you provide is  entered into our cheque software and this is where your cheque will be mailed.  It is very important to notify us if your address has changed. It is best to email us at stephanie@hollywoodnorthextras.com with the subject line “address change”. Please do not assume that we are cross referencing the address that you put on your time sheet that you fill out on set to the one that you filled out on your application!  It is not updated unless you email us to let us know. 

CANCELLING

If an emergency should occur that will prevent you from going to set, please  contact us as soon as possible by texting or calling the cell number that is provided to you in the calltime email. This should only occur in case of a real emergency.  Not showing up for work is a big deal and you will be missed. It is always a big inconvenience for everyone. If you do not show up for your call time we will typically need to replace you. We then have to call other extras right away to get them to set immediately. Please do not wait until we call or email you with your call time to cancel. If your scene is 2 days away it is okay to call the office  and leave a message but best to email us as well so we don’t miss it. If it is for the next day you will need to call and /or text us , at (604) 377-4541. 

DO’S 

-show up 

-be on time 

-sign in/sign out 

-arrive camera ready 

-bring a mask and water bottle

-bring 3 wardrobe choices 

-arrive prepared for weather 

-bring umbrella 

-put Hollywood North Extras as agent 

-have S.I.N./work permit 

-bring photocopies of BC id 

-turn off cell volume 

-bring a book or quiet entertainment 

-be professional and respectful of others 

-smoke in designated area only/use ashtray provide 

-return props/wardrobe 

-report illness/injuries  

-try to understand when the crew is frazzled 

-enjoy yourself and meet new people! 

DONT’S

-do not be late 

-do not bring valuables to set 

-do not look into the camera

-do not talk when they are rolling 

-do not take pics 

-do not ask for autographs 

-do not disturb the actors 

-do not leave the designated extras holding area without telling your contact -do not wander around set 

-do not remove your mask unless advised to by the staff

-do not ask too many questions (i.e., what time are we finished?) 

-do not have any other commitment that day/evening 

-do not leave set early 

-do not sleep while waiting