AYPA Code of Conduct

Membership of The AYPA shall be conditional upon members accepting and adhering to the rules of the Association, including this code.

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1. Commitment to Participation and Best Practices

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• Members commit to attending a reasonable number of AYPA meetings, contributing constructively to discussions, and remaining informed of association updates.

• Members must actively support and uphold the principles outlined in this Code of Conduct and all best practice documents produced by the AYPA, contributing to the continuous development of best practices within the industry.

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2. Professional Standards

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• Members must act with the highest standards of integrity, honesty, diligence, and appropriate behaviour at all times in their business and professional dealings.

• Members must conduct their business in a manner that enhances the operation, image, and reputation of the entertainment industry and the AYPA.

• Members will not engage in any activities that would bring the AYPA into disrepute.

• Members will not undertake actions that may unfairly or unlawfully interfere in work relationships established by others.

• Members shall not directly approach represented talent to poach them.

 

3. Respectful Conduct​

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• Members will not bully, victimise, or harass anyone or any party.

• Members will treat all other AYPA members and non-members with respect, working in a fair, open, and competitive environment.

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4. Confidentiality

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• No member may disclose internal communications, affairs, or agendas of the AYPA. This protects free discourse internally and maintains the integrity of the association’s campaigns.

• Members must keep all AYPA information private and confidential unless the content has been made public by the AYPA.

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5. Business Practices

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• Members must provide the AYPA with updated copies of their contracts or terms of business whenever they are changed. Compliance with the Code of Conduct will be checked for membership continuation.

• Members will ensure compliance with all applicable data protection laws and maintain registration with the Information Commissioner’s Office. Images of represented minors should not be made public with identifiable data.

• Members may charge fees for additional services if terms and conditions are presented in advance and in writing.

• Members may offer a 3rd party service if a different agreement exists but cannot be a condition of offer.

 

6. Financial Conduct

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• Members will operate a separate client account for all payments. Payments to clients must be made within 10 calendar days of receiving clear funds.

• Fees owed to chaperones are not subject to commission.

• Members will pay clients promptly and in accordance with legal and contractual obligations.

• Records of all financial transactions will be retained for a minimum of 6 years.

 

7. Representation Agreements

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• Representation agreements must clearly state all mediums covered, commission levels, and methods of transfer. Variations in commission rates must be agreed upon in writing.

 

8. Compliance with Industry Regulations

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• Members will ensure that Equity contracts are used wherever possible and that performers are compensated for all work completed.

• Members will confirm that performance licenses are secured when applicable under relevant laws and regulations.

• Members must ensure parent chaperones comply with regulatory requirements and forward timesheets to the appropriate license holder.

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9. Ethical Representation

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• Members must not enforce restrictive clauses if a client wishes to seek representation elsewhere.

• Members must undertake due diligence to ensure prior representation agreements are properly terminated before accepting a new client.

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10. Communication and Assistance

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• Members should request assistance from AYPA board members during business hours whenever possible.

 

11. Complaint Handling

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• Complaints regarding breaches of the Code must be submitted in writing to the AYPA Board, with supporting evidence where possible.

• The AYPA Board reserves the right to reject complaints deemed to lack sufficient detail.

• If the Board deems a complaint valid, it will be forwarded to the accused member for a response within 28 days.

• The complainant has 21 days to respond to the member’s reply. The Board will then decide on the complaint’s validity.

• The Board may offer mediation. If mediation is refused or the Board’s decision is not upheld, the member’s membership may be revoked.

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This Code of Conduct is integral to maintaining the AYPA’s standards of professionalism and collaborative industry conduct. Members are expected to commit to these principles throughout their tenure.

 

Commission Split Between Former and Current Agent

1. Notification of Contracts and Submissions

   • Upon termination of the agency agreement, the former agent has 14 calendar days to provide a written statement detailing:

     • All current or ongoing client contracts, including any option, extension, or renewal provisions.

     • A comprehensive list of all submissions and availability checks made on behalf of the client up to the termination date. This must specify:

       • The roles the client was submitted for.

       • The recipients of those submissions.

       • Details of any arranged or completed meetings.

   • The new agent, if they are a member, must acknowledge receipt of this information within two weeks.

1. Client's Rights to Original Contracts

1. • Original contracts held by the former agent remain the client's property and must be released upon the request of the client, parent, or guardian.

1. Continuing Commission Rights

1. • If an agency agreement is terminated and the former agent remains willing and able to continue representation, they retain the right to collect all applicable monies and commissions for contracts initiated under their representation, including options.

   • Both parties shall make their best efforts to establish a mutually satisfactory arrangement, with details documented in writing.

1. Re-Negotiated Fees

1. • If the new agent successfully re-negotiates a fee for an existing contract, they will be entitled to 100% of the commission on the difference between the original and re-negotiated fee.

1. Mid-Negotiation Transfers

1. • If a client moves to a new agent during an ongoing negotiation or after an offer has been made (but before terms are finalized), the former agent will receive full commission on the original engagement, even if the new agent completes the negotiation.

1. Long-Running Series

1. • If a client returns to a role within two years of leaving a long-running series, having changed agents in the interim, the former agent will receive 10% of their original commission in perpetuity.

1. Theatre Contracts

1. • The former agent is entitled to all commissions for the duration of existing theatre contracts and any contract extensions or transfers within 12 months of the original term.

   • If a client returns to the same theatrical production in the same role after 12 months, the former agent shall receive 10% of their original commission for the production in perpetuity.

   • For roles where the former agent submitted the client and arranged a meeting, or where a role was offered without a meeting, 100% commission is due to the former agent for the length of the original contract and any extensions or reprisals.

1. TV Commercials

1. • TV commercials are typically time-limited by contract. If the advertiser renews the contract and the new agent re-negotiates the terms, the new agent is entitled to commission only on the difference between the original and re-negotiated fee.

   • Additionally, the new agent will receive commission pro-rata on any income directly derived from the renewed agreement.