Information for Artists and Agents
This information guide answers some commonly asked questions about the Symphony Australia contract and the artist's tour.
Artist's Fee and Contract
The artist will receive a one-part agreement. The fee is subject to Australian taxation and superannuation laws. The fee may be deposited into a bank account of the artist's choice, in any country.
Symphony Australia will either issue a contract for the artist to sign or a contract for an authorised signatory to sign. This has to be determined in advance as it affects the format of the contract.
Tour Data Sheet
Prior to the commencement of an artist's tour, a tour data sheet is sent to the artist or agent. Please complete all sections and return as soon as you are able. The information provided about the artist/s directly assists us in making the tour run smoothly.
Travel
Option 1: Symphony Australia makes all travel arrangements (domestic and international), based on the agreed and contracted travel route and in consultation with the artist or agent.
Option 2: the artist makes his or her own travel arrangements and is reimbursed up to an agreed and contracted limit, called the Maximum Airfare Reimbursement or MAR (shown at Item 6 (c) in the Schedule to the Tour Agreement). The MAR is based on the artist's agreed and contracted route. Please note that if this option is chosen the artist is required to purchase all international and domestic sectors required for the tour, that is,the entire travel package.
No reimbursement will be paid for tickets that have been obtained by using frequent flyer points.
When returning the counter signed contract, please advise Alison Saunders, Artist Contracts and Tour Coordinator, which of the travel options has been chosen. If more information is needed in order to decide please contact Alison for assistance.
Artist's Travel Itinerary And Airline Ticket
If the artist chooses Option 1 (as outlined above):
The proposed flight itinerary will be sent to the agent/artist for approval. The date that the ticket needs to be issued will be advised at this stage along with any airfare rulings where applicable (eg. restrictions, cancellation fees). Please confirmin writing that Symphony Australia is to purchase the ticket and confirm the artist's approval of the itinerary. Once written confirmation is received,Symphony Australia will issue the ticket. At this stage, please advise whether the ticket should be sent to the agent's office, to the artist direct or if it is to be made available at the airport.
Airfare Reimbursement
If the artist chooses Option 2 (as outlined above):
The amount of reimbursement that an artist may claim is stated in the contract. The contract (Item 6 (c) of the Schedule to the Tour Agreement) lists a Maximum Airfare Reimbursement figure (MAR). This figure is the maximum amount up to which an artist may be reimbursed for air travel. It is determined according to a realistic itinerary and travel routing reflecting what Symphony Australia would pay to provide such travel on a reputable airline.
If the MAR could not be setat the time the contract is issued, the MAR will be set four (4) months prior to the artist's engagement. The MAR figure and itinerary on which it is based will be sent by email.
It must be emphasised that this amount is a maximum reimbursement figure; if the amount expended on the travel (or the appropriate pro-rata share) is less than the MAR, the lesser amount will be reimbursed. If the amount expended on the travel (or thepro-rata share) is greater than the MAR, the lesser amount will be reimbursed. Please see Clause 8 in the General Terms and Conditions for more details.
Any excess of expenditure over the MAR may be offset against the artist's Australian tax liability.
For reimbursement to occur,three (3) documents are required. These are:
1. a copy of the ticket
2. a copy of the itinerary pertaining to the ticketed travel
3. a copy of the invoice or credit card receipt demonstrating the method and amount paid for the airfare
Without these three documents which show evidence of payment, the Australian Taxation Office deems any reimbursement as income assessable for taxation and we will be obliged to withhold at the applicable rate.
Reimbursement will not be paid in advance of the artist's arrival in Australia. Reimbursement will be paid into the bank account nominated by the artist.
Artist's Visa
Symphony Australia will sponsor the artist's application for the correct working visa (sub-class 420).Once the application has been approved by the Department of Immigration, depending on the artist's nationality, the visa will be either granted electronically (the artist need not do anything else) or the artist will need to go to any Australian Mission to have their passport stamped. We will advise the procedure appropriate to the artist's nationality.
We need the following in order to complete the sponsorship and visa applications:
1. Clear photocopy of the artist's passport photo page
2. Visa Form 147 completed (Please find at the Australian Immigration site (http://www.immi.gov.au/allforms/forms_num1.htm)
Once the visa is granted, Symphony Australia will forward the notification from the Department of Immigration to theartist/agent. If the artist wants to reclaim their superannuation after the tour, they will need this notification for the application.
Please note that the artist's passport should have at least six (6) months' validity from the date of entry into Australia.
Accommodation
Artists are responsible for their own accommodation costs. We are glad to assist with hotel bookings at Symphony Australia's discounted rates. Once the travel route is confirmed, hotel accommodation ist hen booked.
Artist's Tour Itineraries
A preliminary itinerary forms the second part of the contract, as an Annexure. This contains concert dates and repertoire, rehearsal dates and times, dates of arrival in and departure from Australia and internal travel dates. It will be clear from this itinerary where there is flexibility in the internal travel.
The final itinerary isissued not later than two (2) weeks prior to the artist's arrival date. In addition to the information on the preliminary itinerary, this shows complete details of international and domestic flights, accommodation, names and contact numbers for orchestra staff in each city and broadcast or telecast information. Any information added by the orchestras also appears such as rehearsal orders,media appointments, post-concert functions and so on.
Open Rehearsals
From time to time, and always under supervision, rehearsals may be opened to small groups of music students or friends of the orchestra. Please indicate on the Tour Data Sheet if this is acceptable to the artist. Any open rehearsals will be clearly identified on the itinerary.
Baggage Allowance
Strict rules apply regarding baggage allowance on international and domestic air carriers. Pleaserefer to the airline ticket - the allowance is printed on it and to Clause 4 inthe General Terms and Conditions of the artist's contract.
Concerts With Other Presenters
All non-Symphony Australia engagements en route TO or FROM Australia or IN Australia should be advised, so that a pro-rata agreement between presenters for the airfare costs may be arranged. If concerts are arranged AFTER the contract has been issued, please provide Alison Saunders with the number of concerts, dates of performances and names of the presenter(s).