Contracting Overview
This SOP covers the end-to-end process for engaging vendors and freelancers at Invisible North, including agreement types, required documentation, worker classification, and payment setup.
Step 1: Determine Agreement Type
Before engaging any vendor or freelancer, determine which agreement type applies:
- Vendor Agreement (VA): For companies/entities providing services (fabrication, catering, AV, etc.)
- Individual Consultant Agreement (ICA): For individual freelancers providing services
- NDA: For confidentiality requirements before sharing project details
Step 2: Worker Classification (Freelancers)
All freelancers must be classified as either 1099 (Independent Contractor) or W2 (Employee) before work begins.
Complete the HR Questionnaire to determine classification. Key factors include:
- Duration of engagement
- Level of control over how work is performed
- Whether the worker provides their own tools/equipment
- Whether the worker serves other clients
1099 Independent Contractors
Required documentation: W9 (or W8 for international), COI, signed ICA. Paid directly through IN via AP process.
W2 Employees (via Wrapbook or Justworks)
Workers classified as W2 must be onboarded through either Wrapbook (short-term, event-based) or Justworks (long-term, ongoing). See the Justworks vs. Wrapbook guide for determination criteria.
Step 3: Submit Agreement Request
- For ICAs: Submit the ICA Request Form
- For Vendor Agreements: Submit the Vendor Agreement Request Form
- For NDAs: Submit the NDA Request Form
Jennifer Hughes (Business Affairs) will draft the agreement and route for signatures via DocuSign.
Step 4: Required Documentation
Before any vendor or freelancer can be paid, the following must be on file:
- Signed Agreement (ICA, VA, or NDA as applicable)
- W9 (domestic) or W8 (international)
- Certificate of Insurance (COI) — must name INCO LLC dba Invisible North as Additional Insured
- Banking details for payment setup
Step 5: Onboarding (W2 Workers)
W2 workers must complete onboarding through the appropriate platform:
- Wrapbook: Contact Irina Makarova for setup. All P&W and fringes must be covered in your project budget (default 25% fee).
- Justworks: Requires Production Leadership approval. Contact HR (Jennifer Varias, Tues-Thurs) for setup.
International Contractors
- Must provide W8 (for Entities or Individuals) instead of W9
- Standard policy: pay in USD. Invoices must be submitted in USD only.
- All exceptions must be approved by Finance (Jonathan Pugeda) and Accounting
- Can ONLY be paid via wire transfer
Other Agreement Types
Venue Rental Agreements
Should be on the venue's paper. Submit to Jennifer Hughes via the 3rd Party Agreement Review form. IN provides the venue with a COI (unlike vendor agreements where we require one from them).
AV Rental Equipment
If the venue provides Terms & Conditions with the quote, submit via 3rd Party Agreement Review. Jennifer Hughes will determine if their paper is sufficient.
Security Services
Security guards will have their own forms. Submit via 3rd Party Agreement Review for legal review.
Talent Agreements
Consult with Jennifer Hughes and CC your manager. Three template types available:
- Talent Engagement Agreement — contracting directly with talent
- Unpaid Talent Engagement Agreement — no fee, but may cover incidentals/travel/likeness
- Talent Engagement Agreement (Loan Out) — hiring through an agency or talent's company
Film & Photo Release Waivers
Consult with Jennifer Hughes. Templates available:
- Appearance and Photo Release Form (for events, BAs, etc.)
- Filming/Notice of Photo Consent (posted at live events)
- Parent Consent Form (for anyone under 18)