AYPA Code of Conduct

Membership of The Agents of Young Performers Association (AYPA) is conditional upon members accepting and adhering to the rules of the Association, including this Code of Conduct. This Code is binding on all members and forms part of the conditions of membership.

 

1. Commitment to Participation and Best Practices

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

•              Members must actively support, uphold, and comply with the principles outlined in this Code of Conduct and all best practice documents produced by the AYPA.

•              Members are expected to contribute to the continuous development and improvement of best practices within the industry.

 

2. Professional Standards

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

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

•              Members must not engage in any activity that would bring the AYPA into disrepute.

•              Members must not undertake actions that unfairly or unlawfully interfere with professional relationships established by others.

•              Members must not directly approach, solicit, or attempt to poach talent who is already represented by another agent.

 

3. Respectful Conduct

•              Members must not bully, harass, intimidate, or victimise any individual or organisation.

•              Members must treat fellow AYPA members, industry colleagues, clients, and non-members with respect at all times.

•              Members must operate within a fair, open, and competitive professional environment.

 

4. Confidentiality

•              Members must not disclose internal AYPA communications, discussions, agendas, or affairs.

•              This confidentiality requirement exists to protect free internal discourse and the integrity of the Association’s work and campaigns.

•              All AYPA information must remain private and confidential unless it has been formally made public by the AYPA.

 

5. Business Practices

•              Members must provide the AYPA with updated copies of their contracts and/or terms of business whenever changes are made. Continued membership is conditional upon compliance with this Code.

•              Members must comply with all applicable data protection legislation and maintain registration with the Information Commissioner’s Office (ICO).

•              Images of represented minors must not be made public where they include identifiable personal data.

•              Members may charge fees for additional services only where such fees and terms are presented clearly, in advance, and in writing.

•              Members may offer third-party services where a separate agreement exists; however, such services must not be a condition of representation.

 

6. Conflict of Interest: Casting Directors and Agency Ownership

•              As part of the membership application and ongoing compliance process, the AYPA reserves the right to review publicly available records, including Companies House filings, to identify potential conflicts of interest.

•              Any agency in which a director, shareholder, or person with a financial interest is also a member of the Casting Directors’ Association (CDA) or Casting Directors’ Guild (CDG) shall be ineligible for AYPA membership.

•              This restriction exists because such arrangements create an inherent conflict of interest and may place the casting director in breach of the CDA/CDG Code of Conduct, including obligations of impartiality and professional respect.

•              This applies regardless of the level of day-to-day involvement and includes advisory, consultative, or non-operational roles.

•              Where an agency operates as a sole trader, full and transparent disclosure of any financial, professional, or personal relationship with a CDA/CDG member must be made at application and on an ongoing basis.

•              Failure to disclose such relationships may result in refusal, suspension, or termination of membership.

 

7. Financial Conduct

•              Members must operate a separate client account for all client monies.

•              Payments to clients must be made within 10 calendar days of receiving cleared funds.

•              Fees owed to chaperones must not be subject to commission.

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

•              Accurate financial records must be retained for a minimum of six (6) years.

 

8. Representation Agreements

•              Representation agreements must clearly state all covered media, commission levels, and methods of payment.

•              Any variation in commission rates must be agreed in writing by all parties.

 

9. Compliance with Industry Regulations

•              Members must use Equity contracts wherever possible and ensure performers are properly compensated for all work undertaken.

•              Members must ensure that performance licences are obtained where required under applicable laws and regulations.

•              Members must ensure that parent chaperones comply with regulatory requirements and that timesheets are submitted to the appropriate licence holder.

 

10. Ethical Representation

•              Members must not enforce restrictive or punitive clauses where a client wishes to seek alternative representation.

•              Members must undertake due diligence to ensure that any prior representation agreement has been properly and lawfully terminated before accepting a new client.

 

11. Communication and Assistance

•              Members are encouraged to seek guidance or assistance from AYPA Board members during normal business hours wherever possible.

 

12. Complaint Handling

•              Complaints alleging breaches of this Code must be submitted in writing to the AYPA Board and should be supported by relevant evidence.

•              The AYPA Board reserves the right to reject complaints that lack sufficient detail or substance.

•              Where a complaint is deemed valid, it will be referred to the accused member, who will have 28 days to respond in writing.

•              The complainant will then have 21 days to respond to the member’s reply.

•              The Board will determine the outcome of the complaint.

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

 

13. Commission Split Between Former and Current Agent

13.1 Notification of Contracts and Submissions

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

◦         All current or ongoing client contracts, including any options, extensions, or renewal provisions.

◦         A comprehensive list of all submissions and availability checks made on behalf of the client up to the termination date, including:

▪         Roles submitted for;

▪         Recipients of submissions; and

▪         Details of any arranged or completed meetings.

•              Where the new agent is an AYPA member, they must acknowledge receipt of this information within 14 calendar days.

13.2 Client’s Rights to Original Contracts

•              All original contracts held by the former agent remain the property of the client and must be released in accordance with the client’s reasonable written instructions.

13.3 Ongoing Disclosure

•              The new agent must provide written details, upon request, of any negotiations that may give rise to commission payable to the former agent.

•              Commission due to the former agent must be paid promptly unless an alternative arrangement has been agreed in writing.

 

14. Commission Due on Film and Television Contracts

•              Following termination of an agency agreement, the former agent is entitled to collect all monies and commission relating to:

◦         Contracts previously concluded on behalf of the client; and

◦         Contracts already initiated and having legal standing.

•              Where a new agent renegotiates a fee, the new agent is entitled to 100% of the commission on the difference between the original fee and the renegotiated fee.

•              For commission split purposes, the “original fee” is defined as the total fee negotiated by the former agent for the most recent engagement, even if the engagement period subsequently changes.

•              Where the former agent submitted the client for a role but no meeting took place prior to termination, the former agent is entitled to 100% commission for the first engagement or series only.

 

15. Sunset Provisions – Continuing Series

•              Sunset provisions apply where a client continues in a series after changing agents and/or where legally binding options were negotiated by the former agent.

15.1 No Options Negotiated

•              Where no options were negotiated, the former agent is entitled to:

◦         75% commission for the first engagement;

◦         50% for the second;

◦         25% for the third; and

◦         10% thereafter in perpetuity.

15.2 Options Negotiated by Former Agent

•              Where a client changes agent before an option is exercised, the former agent is entitled to:

◦         100% commission on the current series; and

◦         100% commission on two further series.

•              Where more than two options were negotiated, commission thereafter applies on a sliding scale:

◦         75% for the third series;

◦         50% for the fourth;

◦         25% for the fifth; and

◦         10% thereafter in perpetuity.

•              Where a client changes agent after an option is confirmed, the former agent is entitled to:

◦         100% commission on the confirmed series and two further series, with the sliding scale applying thereafter.

•              In all cases, the new agent is entitled to 100% of commission on any fee increase negotiated during their tenure.

15.3 Cancelled and Recommissioned Series

•              Where an optioned series is cancelled and later recommissioned, the former agent is entitled to:

◦         75% for the first engagement;

◦         50% for the second;

◦         25% for the third; and

◦         10% thereafter in perpetuity.

15.4 Long-Running or Continuing Drama Series

•              Where a client returns to a long-running series within two years of leaving, the former agent is entitled to:

◦         75% for the first engagement;

◦         50% for the second;

◦         25% for the third; and

◦         10% thereafter in perpetuity.

•              Where the client returns after more than two years, the former agent is entitled to 10% commission in perpetuity.

•              An “engagement” is defined by the broadcaster’s definition of a series and/or the contract length.

 

16. Commitment

This Code of Conduct is fundamental to maintaining AYPA’s standards of professionalism, ethical practice, and collaborative industry relationships. Members are expected to uphold these principles throughout their membership of the Association.