Freelancer Handbook.

Freelancer Handbook for Production Technician.

Welcome

Welcome to the Stage Engage freelance team! This handbook is designed to support you in your role as a freelancer with Stage Engage. Whether you're working on lighting, sound, rigging, or general stage duties, we’re thrilled to have your skills on board.

Message from Chris Ablett – Owner

First of all, a big thank you to all our amazing freelancers. You’ve played such a key part in helping StageEngage grow into the company it is today

— and we truly appreciate everything you’ve done (and continue to do!).

At Stage Engage, we’re proud to deliver a top-tier service to our clients. We aim to raise the bar for what people expect in the industry, and it shows in the loyalty we’ve built with our customers. We're always investing in the latest kit and exploring new, creative ways to push the brand forward and stay ahead of the competition.

Everyone who works with us has been chosen because of the skills, attitude, and professionalism

they bring to the table. When you’re working with Stage Engage, we trust you to represent the business with pride and to be friendly, helpful, and professional at all times.

We hope this handbook gives you everything you need to feel confident in your role. But if you have any questions or want to chat something through, don’t hesitate to reach out to the office or any member of the team.

I hope that you will find this handbook informative and useful, however if you should have any questions, please do not hesitate to contact our office or a member of the team.

Chris

Chris Ablett Owner

Core Values

Safety First – Always follow H&S protocols. Professionalism – Be punctual, prepared, and polite.

Teamwork – Support others, communicate clearly, and adapt. Pride in Work – Attention to detail and high standards are key.

Continuous Improvement – Keep learning and growing your skillset.

Getting Started

Before your first job, you will be required to:

· Complete our Freelancer Agreement

· Provide relevant certifications, including PLI & Driving License.

· Read and agree to this handbook.

Booking Jobs

· Jobs are offered based on availability, skillset, and location.

· Please confirm as soon as possible.

· Once accepted, treat the booking as a commitment.

Call Times & Attendance

· Arrive at least 15 minutes before your shift start time and find your manager on site.

· Notify the Project Manager immediately if you are delayed.

· No-shows or last-minute cancellations may affect future bookings.

Production Documentation

Please read the production documents sent to you carefully so that you arrive on site with a clearunderstanding of the project, and your role within it.

Appearance & PPE

Wear all-black, clean workwear (unless otherwise specified)

For equipment set-up and warehouse work, technicians should wear a Stage Engage t-shirt (supplied), or plain black t-shirt/polo shirt.

Required PPE includes:

· Steel-toe boots

· Branded Hi-vis vest (supplied)

· Gloves

· Hard hat (when necessary)

Bring your own PPE unless advised otherwise.

** Please note that trainers, jeans or items of clothing with other branded logos are not acceptable and the Project Manager has the right to send you off site if you are not suitably dressed**

Tech Kit / Tools

You may be expected to bring:

· Multi-tool

· Headtorch

· Gloves

· Electrical tape

· Sharpie

· Specialist tools (only if requested)

· Harness and hard hat for rigging work

Conduct On-Site

Follow instructions from the Crew Chief or Project Manager

Uphold our standards of Customer Service when communicating with our clients. This includes being politeand solutions focused. If you are unsure about something when approached by a client, please refer to theProject Manager.

Use radios or comms appropriately and professionally Avoid mobile phone use unless essential

Treat all team members and clients with respect

The use of alcohol or drugs during working hours, or arriving at work under the influence, is strictly prohibitedand may result in disciplinary action.

Health & Safety

Risk Assessments & Briefings

· Attend all safety briefings

· Read risk assessments and method statements when provided

Manual Handling & Equipment Use

· Lift safely; ask for help if unsure

· Only operate equipment you are trained and authorised to use

Accidents & Near Misses

· Report all incidents to the PM or Site Manager immediately

· Fill out an incident report if required

Use of Company Vehicles

If you need to drive a company vehicle for work, you must:

· Be minimum age of 21, subject to vehicle

· Have a full, valid UK driver’s license

· Get permission from the company

· Only use the vehicle for company business (not personal use)

The company will regularly check your licence, but you must tell us if you get any penalties or lose yourlicence. If you don’t have a valid UK licence, you cannot drive our vehicles.

If you're in an accident with a company vehicle:

· Contact the main office immediately (working hours) 01392 927888

· If outside office hours, call the Project Manager (referenced on your production documentation)

If it was not your fault, the company will handle it through insurance. If it was your fault (due to negligence), you may be charged for repair costs, which could be deducted from your payments.

Each vehicle has a “Vehicle File” in the glovebox. It includes:

· A quick guide to vehicle types and weights

· Vehicle payload limits

· Blank incident report forms

· A breakdown contact number

Social Media & Confidentiality

Do not post job details, photos or behind-the-scenes photos without written permission from Stage Engage, and please aways respect client confidentiality.

Expenses & Payments

TRAVEL, SUBSITANCE, ACCOMODATION AND EXPENSES POLICY

This policy deals with allowances and claims for reimbursement of expenses, including travel, accommodation and hospitality.

Reimbursement of staff expenses

Where possible, purchases and payments should be made using Company cards, or creditaccounts. Where this is not possible, the Company will reimburse expenses properly incurred in accordance with this policy. Any attempt to claim expenses fraudulently or in breach of thispolicy may result in disciplinary action.

Expenses will only be reimbursed if they are:

· In adherence with the limits set out in this policy

· submitted to Accounts on the appropriate claim form.

· submitted within 28 days of being incurred.

· supported by relevant documents (for example, VAT receipts, tickets, and credit or debit card slips); and authorised in advance where required.

Fraudulent claims will be dealt with under our disciplinary policy and may result in your dismissal or further action being taken.

Travel Allowances

We will reimburse the reasonable cost of necessary travel in connection with the business. The most economic means and time of travel should be chosen if practicable. The following are not treated as travel in connection with our business:

· Travel between your home and usual place of work;

· Travel which is mainly for your own purposes;

· Travel which, while undertaken on our behalf, is similar or equivalent to travel between your home andyour usual place of work.

Trains. We will reimburse the cost of standard class travel on submission of a receipt with an expenses claim form. You must be able to prove you got this at the best practical price.

Taxis. We do not expect you to take a taxi when there is public transport available, unless it is cost effective due to a significant saving of journey time or the number of staff travelling together. A receipt should be obtained for submission with an expenses claim form.

Car. Where it is cost effective for you to use your car for business travel, and where an appropriate company vehicle is not available and you have been authorised to do so, you can claim a mileage allowance on proof of mileage. Mileage rates for private car drivers = 45p /mile for up to 10,000 miles in each tax year and 25p

/ mile for mileage exceeding 10,000 in each tax year. You must complete a Mileage Claim form in order to make a claim. All employees using their own car for business purposes must have insurance which covers this.

You can also claim for any necessary parking costs and unavoidable tolls, which must be supported by a receipt or the display ticket. We will not reimburse penalty fares or fines for parking or driving offences, other than at our discretion in exceptional circumstances.

Accommodation and other overnight Allowances

If you are required to stay away overnight in the course of your duties please speak to your line manager who will arrange accommodation for you. In the event that you are required to book your own accommodation, you will need prior approval otherwise expenses will not be reimbursed.

Reasonable subsistence may be claimed for overnight stays. Employees are expected to adopt a common-sense approach to such costs and the Company will not reimburse employees forany such costs which are deemed to be extravagant or unnecessary.

Reasonable subsistence may be claimed for occasions where an employee is working away from their normal place of work but not on an overnight stay. The following criteria must besatisfied in order for such claims to be made:

(i) The employee must be at least 50 miles away from both their normal place of work and their home or have authorisation (and may not travel further from the location at which they are working in order to qualify to make a claim);

(ii) The employee must be away from their normal place of work for at least 9 hours;

(iii) For breakfast expense claims, the employee must have started their journey before 7:00am and had prior authorisation to claim. The employee may claim up to £5 for breakfast unless the cost of breakfast is covered in a hotel booking.

(iv) For Lunch expense claims, the employee must have started their journey before 7:00am, didn’t travel from home and had prior authorisation to claim. The employee may claim up to £5 for lunch.

(v) For evening meal expense claims, the employee must still be at the location at which they are working for work purposes after 19:30 (and at least 9 hours must have elapsedprior to that time). There is a limit of £20 which can be claimed for an evening meal,which can include a meal and ONE alcoholic or non-alcoholic drink.

(vi) The company will provide a portable food case of snacks for the team when working away from the office (on site), these will be bought in advance and taken to the site. Snacks and drinks bought on site are bought at your own expense.

(vii) Should you spend more than the spending limits specified,

the additional cost is at your own expense, and the company will only reimburse you the tothe upper limit.

All claims for the costs of subsistence must be supported with full receipts.

Invoicing

Send invoices to accounts@stageengage.com with:

· Company / freelancer name and address

· Job reference/PO/date

· Any pre-approved expenses, including travel, if applicable

· Bank details, account and sort numbers

Payment Terms

Standard payment term is 30 days from invoice receipt. If you’re VAT registered, ensure this is clearly indicated

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