Etiquette For Producers/Directors/Content Creators
Feb 22, 2017 3:46:54 GMT -8
The Uncertain Man, Anairis Q, and 7 more like this
Post by Lady Stardust ★ on Feb 22, 2017 3:46:54 GMT -8
The following guide is meant to assist indie producers in managing and communicating properly with their voice actors. Sometimes, well-meaning producers just don't have experience in dealing with voice talent, so they may make unreasonable demands or hurt the feelings of the people trying to help them.
The blunt fact of the matter is, the more you're paying your actors, the more demands you're able to make in terms of short/firm deadlines, e-mail response time, pristine sound quality and editing, and availability for live direction...because it becomes a professional job. But when it's an unpaid project, as many projects in the online scene are, you have to remember that you're dealing with volunteers, and so you may need to adjust your expectations a bit. This guide will primarily focus on expectations for no-budget to low-budget small projects.
Of course, etiquette is a two way street, and voice actors are also expected to be professional in communicating with their directors---but we've discussed that side of things in other guides.
So with that said, here are some tips to help ensure that your actors will enjoy working with you!
Rates & payment etiquette
Don't ask for volunteer work if you are planning to make any reasonable amount of revenue off your project.
A YouTube video that makes a grand total of $3.80 from monetization probably isn't a big deal, but if you're asking for voice actors for a project you plan to sell, such as a game or app, or an animation that will result in significant ad revenue from views, you should be compensating your entire creative team appropriately---and this includes your voice talent. While there are plenty of beginner/aspiring voice actors willing to work on unpaid projects to get practice and some form of acting experience, "exposure"-based offers should be reserved for hobby/passion projects or fun collaborative efforts that aren't meant to make money. (If you aren't sure what type of compensation to offer for indie projects, or fear you can't afford industry rates, check out our Indie Rate Guide for ideas.)
For paid projects, try to keep a baseline standard of pay among all your cast members.
It's not fair to pay some actors but not others, or to pay someone a lower rate because they're not as well-known. Decide what pay structure your project will be (per-hour, per-line or per-word) and keep the same base rate for everybody across the board based on their workload. The pay rate should be clearly stated in the initial audition or at the time of a role offer. If you're open to voice actors negotiating higher than the stated rate based on their own personal rates, that is acceptable, but otherwise, all cast members should be getting the same hourly rate or per-line rate.
Communicate payment procedures and timelines.
Collect payment info (ex: PayPal URLs) from your cast at the time of booking. If you require them to do anything specific to get paid, such as sending an invoice, make sure to communicate this ahead of time. We understand that payment timelines can vary based on a variety of factors---net-30 (within 30 business days of completing the session) is ideal, but obviously the sooner the better. If you give actors a heads-up on how long it takes on average for payment to be issued, this can help keep their expectations in check and you can avoid awkward e-mails from your cast checking in on when their payment is supposed to arrive.
If paying through PayPal, consider factoring in platform fees if you are able to.
PayPal takes a sizeable cut of the payment each actor receives for a job, especially for international payments. While it's not required or expected for clients to cover these fees, if you happen to have it in the budget, it's an extra gesture of kindness that goes a long way for actors. Some clients will opt to pay their actors via the "Friends & Family" option so that actors don't have fees taken out, but tread with caution on this due to PayPal's Terms of Service.
General project organization
Don't force your actor to join a separate server or attend project meetings, unless absolutely necessary.
Communication can and should be done by email (or Discord DM, if preferred). Most people don't have time, especially for a volunteer project, to participate in group meetings or sign up for separate websites. "Table reads" may be doable if your cast is really into it, but is generally not necessary and can be a nightmare to schedule and coordinate a time when everyone can be online at once. Furthermore, your voice actors generally don't need to attend "production meetings"---those are for your team, such as animators, artists, programmers, etc---as long as the voice actors have the material needed to do their jobs, they're good. And some group chats turn into spammy social chats rather than project discussion for important updates. Now, sometimes group chats can be fun and allow the cast and team to get to know each other---so there's no HARM in creating one, but it should be optional, not a requirement, for someone voice acting for your project to be active in such groups. For more about project servers, see this article.
Keep updates/announcements to the important stuff.
It may be tempting to email or mass-ping your cast on Discord every time you've made a slight bit of progress, but remember that actors are working on plenty of projects besides yours at any given time, and this stuff can easily clog up their inbox or notifications. It's okay to update your cast on certain milestones, but keep it to the major ones as opposed to a constant running commentary.
Don't forget to BCC when sending a mass email, particularly if you have a large cast.
Many actors have a habit of "replying-all" to work emails, but this can quickly take a wrong turn when you send out a script to 20 different actors and people are sending a reply-all to confirm receipt, turn in their lines, or ask a question. It can even create a privacy issue if someone prefers to keep their email address private but someone else in the cast uses it for other purposes (in a worst-case scenario, there was once a situation where someone harvested a bunch of email addresses from an audition to send out a promotional email about their own project.) Using the BCC feature is the safest option.
Getting recordings from your cast (+ deadlines)
Specify any formatting, editing and/or labeling needs up front.
You will likely get files delivered in either wav or mp3, but if you need only one or the other (or something more unusual like .ogg), be sure to state so when you send out the script. How many takes do you need per line? Would you prefer recordings completely raw, or with basic editing (such as noise reduction) applied, or fully edited/broadcast-ready? Do you need the file(s) labeled a certain way? How would you prefer actors deliver their lines (WeTransfer? Shared Dropbox/Drive folder?) You don't HAVE to specify all those things, but if you need them, it's best to say so upfront.
Remember that most of your voice actors are not sound engineers, and that editing and labeling files can take a long time.
Generally, it's best not to require your cast members to split each line/take into individual files---this can be extremely tedious and time-consuming, and is normally outside the expected scope of work for a voice actor. The same goes for editing out every breath or small noise, making all the files a certain volume, mastering, etc...it's fair to expect voice actors to turn in reasonably "clean" files, but if you do have a sound engineer or editor on the project, or are willing to do some of this yourself, it will help save a lot of time and trouble. Editing work can easily double or triple the work time on a project. Again, just be up front with what you want in terms of formatting and labeling...but if you need your actors to, say, turn in 150 individual, fully edited wav files, you should probably be paying them extra for it.
Live direction is okay if you think it's important, but you can still achieve good results by allowing the actor to record on their own time.
For paid projects, it's fairly common to set up a session on Discord or Zoom to direct the actor. This is a fair ask if you are paying your actors hourly. But when it comes to unpaid projects, it's better to make live direction optional---some actors may prefer having that guidance, whereas others may prefer to work on their own time. Do keep in mind, especially if you don't really know how to direct or have experience doing so, many actors can self-direct pretty well for their first takes as long as they have the proper materials (full script for context, any video or picture references, character descriptions, etc.) If they send over their first takes and there are some lines that need changes, you can ask for a round of retakes and point out what you'd like to hear differently in those lines. For more tips on directed sessions, check out our guide here.
Try to be reasonable and understanding when it comes to deadlines, particularly for unpaid projects.
Quick turnarounds are common for paid work, but when you're dealing with volunteers on hobby projects, other things may have to be higher on their priority list. Remember that everyone has commitments outside of your project, whether it's work, school, family, etc. Allow a reasonable amount of time for delivery based on the workload, and try to be open to allowing extensions if you're able to do so. The general rule of thumb is that the more you're paying your actors, the faster you may expect them to work. If you have a circumstance where a very quick turnaround is needed on a project, make sure to state this in the audition so that only people able to turn in work in that time frame will apply.
Don't constantly hound actors about turning in lines.
Set a specific deadline so your actors know when they're responsible for turning in their work. Sending out a reminder one or two days before the deadline is perfectly acceptable...in fact, many actors prefer it, as it can be easy to forget when you've got something due. But don't send something out without a deadline and then message your actors multiple times a day asking when they're going to turn it in...that will just make them resentful. Let them know upfront when you need it by, send one optional reminder right before, and then you can send a followup after if you don't receive your lines on time.
Never, ever, EVER feed the recordings into AI generators or use AI to generate any recordings of your cast.
This section has been added to this article as of 2024 because it is that important. Feeding actors' lines into AI generators is a huge violation of trust and considered wholly unacceptable in the industry. It doesn't matter if you "just need one line changed"---ask the actor for a pickup instead. It doesn't matter if it's "just for fun"---it feels extremely violating for an actor to hear their own voice saying things they never actually said, not to mention once someone's voice is put into certain algorithms, it can train those algorithms to generate a voice similar to theirs in the future. Any project wishing to use AI assets in any capacity has a duty to use this technology transparently and ethically, and should only be done with opted-in consent, compensation, and control. As a show of good faith, it is strongly recommended to include in your project contracts that you will not use voice actors' recordings for generative AI or to train machine learning algorithms.
Retakes, revisions and recasts
Be reasonable (and specific) with retake requests.
Retakes are perfectly normal and even expected most of the time---after all, you want to be happy with the finished product, and it's quite rare that an actor will nail every line exactly the way you wanted it on the first take. So if you want to hear something different, ask---maybe you want a different speed or emotion or emphasis, or you just want to hear a couple more options. That's fine! The more specific you can be with the changes you're looking to hear, the better the chances are that they'll "get it" on the second try.
However, try to avoid being overly nitpicky, especially for no-budget or low-budget projects.
Again, the more you are paying your actors, the more you can demand in terms of quality. Retakes for tech issues are understandable to a degree (pops, huffs, clipping, etc) but keep your expectations in check if you are working on a hobby project in particular, and understand that not everyone is able to afford fancy microphones or expensive recording booths. After all, you heard the actor's recording quality when you cast them, and assuming it's consistent with their auditions, you knew what to expect.
Recasting should be a last resort...but if you need to recast, be sure to communicate.
Unfortunately, recasts happen sometimes. Maybe the actor doesn't turn in lines or respond to e-mails for a long time after the deadline has passed, or they're out of town and you can't delay any longer, or a big event happens in their personal life that leaves them unable to record. Or, perhaps you change the design or direction of the character and the voice/performance no longer fits what you have in mind. It's best to try to work things out with the original actor first, but otherwise, communicate with them that a recast is happening so they aren't suddenly left in the dark.
For volunteer projects, if the deadline passes and they haven't turned in lines, it's worth sending a reminder email with something like "Hey, yesterday was the deadline for the project, but I still haven't received lines from you. Can I expect them soon, or do you need an extension?" If they don't respond to the followup email, you can try sending a message with something like "It's been a few days since the deadline passed and I still haven't heard from you regarding your status. Please let me know by the end of the week if you need an extension. If I don't hear anything from you by that time, I regret to inform you that I will need to recast your part." Also, remember that not all actors regularly check messenger services, so if you're only trying to contact them via Twitter or Facebook message or Discord DM, try sending an e-mail instead---it's what people tend to check for business.
If you need to recast due to wanting to go in a different direction with the character, communicate this to the actor and consider working out a compromise if possible---for example, would they be able to re-audition for the role with the new specs in mind? Or if not, is there another role that might fit them so that they could still participate in the project? Whatever you do, don't recast just because you suddenly "found someone better" - that is incredibly hurtful and an almost surefire way to burn bridges. For more on this, check out our post on recasting etiquette.
Communication etiquette
Professional communication and writing style will not only make your messages easier to understand, but they will help you be taken more seriously.
Let's be honest. If you receive a message from someone that goes "hayyy sup i was hoping u would Voice ACt for my project?? pls respond"...it doesn't exactly inspire confidence. But if you receive a polite and properly worded message, it sends the message "this person knows what they are doing". You don't need to be overtly formal, but spell-check and proper capitalization go a long way. (If English is not your first language, people will be forgiving of grammar mistakes, especially if you let them know. I'm talking more about avoiding about text speak, Capitalizing Every Word, ALL CAPS, etc.)
Respect professional and personal boundaries.
Remember that ultimately, your relationship with your cast members is primarily a business relationship. Sometimes friendships do form naturally, especially on long-term projects. But just because you have cast someone for a role in a project you're making does not mean you suddenly have free reign to hit them up 24/7 for a chat.
Occasionally, you may be in a position to cast someone for a project whose work you already admire. Complimenting someone is of course welcome, but if you behave too much like a "fan", it can make things awkward, especially in a live session.
Avoid asking invasive questions, "trauma dumping", or venting about problems in your personal life, especially to actors you don't know outside the context of the project.
Perhaps the most egregious behavior, however, is when project creators make unwanted romantic or sexual advances to their cast members. This is wholly inappropriate and will likely make your actors extremely uncomfortable, perhaps to the point of dropping out of the project. This goes for NSFW projects, too---just because someone is comfortable voicing NSFW content does not mean they consent to receiving messages of that nature outside of the specific context of the project.
Communicate ahead of time, when possible, regarding script material of a sensitive nature.
It's best to be upfront about the content of your project, ideally during the audition process. This will affect whether or not actors are comfortable auditioning for or working on the project as well as whether they wish to be credited. Include content warnings for scenes which people may reasonably find upsetting or uncomfortable to voice, and provide detailed information about the context in which these scenes will be used. When working with potentially sensitive content (for example, a script where the character deals with trauma or abuse), creating a supportive environment for your actors is crucial. Allow them to ask questions, and consider being open to input on the script if they have concerns about the dialogue or how the scene is portrayed. If NSFW content is to be present in your project, disclose this up front, confirm that actors are of legal age prior to auditioning, and provide information on what type of content it is. There are plenty of actors out there who are willing to do such work for pay, but no one likes to have it sprung on them when they weren't expecting it.
Any issues with your actors should be handled directly and confidentially.
Once in a while, a conflict happens, things go sour, and maybe there are some hard feelings. But if you're having an issue with someone, talk to them directly about it whenever possible. Don't take to social media to vent about them or try to smear their name to other cast members---it makes you look petty and unprofessional. If you must make a statement of some kind, keep it neutral and professional---for example, "Cast Update: The role of Garbage Man will be played by John Doe going forward. Please welcome him to the team!" Burning bridges and stirring up nasty drama can cause issues with other relationships in the future.
Don't give out cast members' personal information without consent.
If someone's e-mail address or Discord ID is not listed publicly on their website or social media accounts, ask before giving it out to other producers or anyone unrelated to your project. Chances are they will welcome a referral, but it never hurts to err on the side of caution by asking first to protect their privacy. And if an actor chooses to go uncredited or use a pseudonym, do not share their real identity to others without permission unless it is necessary for things like scheduling or paperwork.
And finally, don't be a jerk.
Yes, this should be obvious, but just because you are in charge of a project does not mean you have the right to treat your cast in a threatening or abusive manner, regardless of how popular your project is or how much you're paying them. A prime example of this is when a project director threatens to "get someone blacklisted" for doing something they don't like or due to some personal drama - this is primarily a scare tactic meant to silence their cast or crew into putting up with bad behavior. No project creator, especially for an unpaid project, has the power to blacklist someone across an entire industry! Don't insult your actors' skills or negatively compare them to other actors you think are better. There is a legendary story of an amateur producer who once said "voice actors are like instant ramen; cheap and easily replaceable." If that is your attitude, people will not want to work with you!
Project releases
Credit your cast when possible, unless they request otherwise.
Generally, voice actors love being credited for their work, and it means other people may potentially see them and scout them for projects---not to mention having a verified and completed project for their resume, which can be especially helpful for new actors. But it's a good idea to ask your cast if and how they want to be credited prior to the project's release. There are a number of reasons someone may not wish to use their real, full name on a project, especially for fan work or anything containing adult content.
If using cast pictures for announcements, ask the actors what image they would like to use.
In recent times, cast announcement images featuring headshots of the actors have become more popular. It's fine if you want to do this, but make sure to ask your cast members to send you the photo they'd like to use---don't just grab something random off the Internet and assume it's fair game. Do consider being open to non-headshot images such as a drawing of the actor or an image of their vTuber - some voice actors are less comfortable sharing photos of themselves online for various reasons.
Respect people's decisions in regards to sharing on social media.
We get it---you're doing a Kickstarter for your game, and you want the voice actors to post about it so you can hopefully receive some more publicity and funding. It's fine to make a request, like "if you get a chance, I'd be appreciative if you could retweet/share the post!" But if they don't feel comfortable doing it for whatever reason, please respect their decision. Some people would prefer their accounts aren't seen as "advertising" too much, or they may be selective about what they choose to promote. Continually pressuring people into posting about your project or crowdfunding page puts them in an awkward situation and makes them feel as if maybe they were only cast because of their social media reach. You can increase the chances of authentic shares if, say, you put out a great trailer or some awesome artwork, and tag the person who voiced the character. If they like it, it's easy for them to retweet. Check out this thread for more on marketing expectations.
Let your cast know when the project is out!
This sounds like a no-brainer, but people like to see their performances in action, and may even want to show their friends or family or put it on their website. Finishing what you start also adds to your credibility as a producer, because people know you get things done.
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I’m a female voice actor with a High pitched, normal and robotic voice and I can also do British accents! I do murder drones and I could try any other and I can follow scripts! Send me an email if you need me! (Mahatareq09@yahoo.com)