Sample Letter of Agreement

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SAMPLE LETTER OF AGREEMENT
Openi ng par agr aph: def i nes t he par t i es t o t he agr eement and t he
pur pose of t he pr oj ect . End wi t h: Thi s agr eement super sedes any
pr evi ousl y dat ed agr eement bet ween t hese par t i es.
I. Parties
Thi s Agr eement i s made t hi s ______ day of ____________________,
( year ) , bet ween and among ( name of f i r st par t y) ( Sponsor ) , and
( name of second par t y) ( Composer ) .
II. Project Administration
A. Dur i ng and at t he compl et i on of t he Resi dency Per i od, Sponsor
agr ees t o:
1. pr ovi de i t s pr of essi onal ser vi ces as admi ni st r at or of
t he t hi s pr ogr am,
2. f aci l i t at e and coor di nat e t he exchange of i nf or mat i on
among al l par t i ci pant s i n t hi s pr ogr am,
3. meet per i odi cal l y i n per son and by t el ephone wi t h
Composer t o pl an, eval uat e, and consi der i mpr ovement s t o
t he pr ogr am,
4. pl an and car r y out publ i ci t y f or t hi s pr ogr am,
5. cul t i vat e r egul ar and consi st ent cont act wi t h l ocal and
r egi onal const i t uenci es,
6. mai nt ai n a document ar y r ecor d ( e. g. , phot os, r ecor di ngs,
vi deos, pr ogr ams, post er s, news r el eases) of t he
pr ogr am,
7. over see and car r y out t he pr emi er e per f or mance of t he
Composi t i on.
B. Dur i ng and at t he compl et i on of t he Resi dency Per i od,
Composer agr ees t o:
1. cooper at e wi t h Sponsor t o act i vel y pr omot e and adver t i se
t hi s pr ogr am,
2. as of t he ef f ect i ve dat e of t hi s agr eement , gr ant t o
Sponsor t he r i ght t o use Composer s name, l i keness,
audi o and audi ovi sual appear ances, and bi ogr aphy i n
connect i on wi t h any pr omot i on, adver t i si ng, and
document at i on r el at ed t o t hi s pr ogr am, and i n any audi o
or audi ovi sual pr ogr amon Composer s Resi dency Per i od
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and/ or t hi s pr ogr am, made by or under t he aut hor i t y of
t he Sponsor , i n whi ch t he composer may appear ,
3. f ur ni sh Sponsor wi t h a phot ogr aph sui t abl e f or scanni ng,
and a compl et e bi ogr aphy wi t hi n 30 days of Composer s
si gni ng of t hi s Agr eement ,
4. pr ovi de Sponsor wi t h t i mel y r epor t s ( ever y t wo mont hs?
Quar t er l y?) on t he st at us of t he Composi t i on and
r esi dency act i vi t i es ( see sect i on V. bel ow) , begi nni ng
( dat e) , and cont i nui ng f or t he dur at i on of t he Resi dency
Per i od,
5. submi t a f i nal wr i t t en r epor t and eval uat i on t o Sponsor
upon compl et i on of t he Resi dency Per i od.
III. Financial Obligations
A. Sponsor makes t he f ol l owi ng Gr ant t o Composer :
1. The sumt ot al of ( dol l ar amount ) , t oget her wi t h any
t r avel r ei mbur sement under I I I . A. 3. bel ow, r epr esent s t he
ent i r e payment obl i gat i on of Sponsor f or t he commi ssi on
and r esi dency. Sponsor wi l l pay Composer t he t ot al sumi n
i nst al l ment s of :
1/ 3r d upon execut i on of t hi s Agr eement
1/ 3r d upon del i ver y of t he compl et ed scor e of t he
Composi t i on ( per I V. B. bel ow) t o t he Sponsor i n a
f or msat i sf act or y t o Sponsor
1/ 3r d af t er t he pr emi er e of t he Composi t i on and upon
r ecei pt of Composer s f i nal r epor t and eval uat i on, as
set f or t h i n I I . B. 5. above.
2. Sponsor wi l l r ei mbur se Composer up t o ( dol l ar amount )
f or pr epar at i on of f ul l scor e and par t s.
3. Sponsor wi l l r ei mbur se Composer f or t r avel t o t he host
communi t y, up t o a t ot al of ( dol l ar amount ) upon r ecei pt
of document ed expenses.
B. By si gni ng t hi s Agr eement , Composer agr ees:
1. t o be r esponsi bl e f or al l t axes per t ai ni ng t o t hese
payment s,
2. t hat s/ he i s r ecei vi ng benef i t s f r omSponsor by t hi s
Gr ant , t hat s/ he i s bound by t he t er ms of t hi s
Agr eement , and t hat al l r i ght s under Sect i on I I . B. 2.
above ar e her eby gr ant ed.
C. I f f or any r eason t he Composer does not f ul f i l l al l t he t er ms
of t hi s Agr eement ( see VI I I . E and F. bel ow) , t he Composer s
sol e l i abi l i t y t o Sponsor shal l be t he r ef und of t he f ees
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pai d, and upon such r ef und, nei t her par t y shal l be under any
f ur t her obl i gat i on t o t he ot her par t y.
IV. Composition
A. I n cooper at i on wi t h t he musi cal / ar t i st i c di r ect or of Sponsor ,
Composer agr ees t o compose a musi cal wor k ( Composi t i on) as
speci f i ed i n At t achment A. Composi t i on shal l be
appr oxi mat el y ___ t o ___ mi nut es i n dur at i on. Composer agr ees
t hat t he Composi t i on wi l l be wr i t t en f or t he
i nst r ument at i on/ scor i ng as set f or t h i n At t achment A.
B. Composer wi l l del i ver one cl ear l y l egi bl e, per f or mance- r eady
copy of t he compl et ed scor e of t he Composi t i on, and one
cl ear l y l egi bl e, per f or mance- r eady copy of each i nst r ument al
par t , i f appl i cabl e, ext r act ed f r omt hi s scor e t o Sponsor on
or bef or e ( dat e- - at l east 90 days pr i or t o pr emi er e) . ( See
At t achment A f or speci f i cat i ons r egar di ng scor e and par t s. )
The pr ecedi ng copy of t he scor e and par t s of t he Composi t i on
shal l r emai n t he possessi on of t he Sponsor f or i t s sol e and
excl usi ve use, and shal l not be gi ven, l oaned, sol d, or
r ent ed t o any ot her par t y wi t hout t he expr ess wr i t t en consent
of t he Composer . Composer shal l keep and r et ai n owner shi p of
t he or i gi nal manuscr i pt copy of t he scor e.
C. At i t s own expense, Sponsor wi l l make phot ocopi es or ot her
r epr oduct i ons of scor e and par t s as r easonabl y needed f or
per f or mance use. Composer her eby gr ant s per mi ssi on f or such
phot ocopyi ng or ot her r epr oduct i ons vi a At t achment B, whi ch
shal l be si gned by Composer upon execut i on of t hi s Agr eement .
D. Sponsor and Composer agr ee t hat t he cr edi t on t he t i t l e page
of al l publ i shed and unpubl i shed ver si ons of t he f ul l scor e,
i n al l publ i ci t y mat er i al s and pr ogr ams, l i ner not es t o
r ecor di ngs, r adi o, t el evi si on and I nt er net br oadcast s,
pr esent at i ons of t he Composi t i on i n pr emi er e per f or mance and
al l subsequent per f or mances, shal l i ndi cat e t hat sai d
Composi t i on has been commi ssi oned by Sponsor .
Thi s cr edi t shal l r ead:
Commi ssi oned by ( sponsor ) and pr emi er ed by ( i nf or mat i on
about pr emi er e: per f or mer s, conduct or s, l ocat i on, occasi on)
wi t h suppor t f r om( f under s and ot her suppor t er s of
pr ogr am) . "
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E. Composer agr ees t o assi st i n pr epar i ng t he above descr i bed
Composi t i on f or per f or mance, t o be on hand f or consul t at i on
dur i ng r ehear sal s, and t o gi ve pr esent at i ons about t he
Composi t i on as par t of t he r esi dency ( see V. A. bel ow) .
F. Composer r epr esent s and war r ant s t hat , except f or any t ext
owned by t hi r d par t i es and used by Composer af t er obt ai ni ng
per mi ssi on f r omsuch owner , t he Composi t i on i s Composer s
or i gi nal wor k whi ch does not i nf r i nge upon any exi st i ng
copyr i ght or any r i ght s of any t hi r d par t y, and t hat Composer s
execut i on of t hi s Agr eement and t he r i ght s conveyed her ei n
shal l not i nt er f er e wi t h, cont r adi ct , or cont r avene any
agr eement t hat Composer has ent er ed i nt o wi t h any t hi r d par t y.
G. Shoul d t he compl et ed Composi t i on i ncl ude t ext , t he t ext i s t o
be mut ual l y agr eed upon by t he Composer and Sponsor . I f t he
t ext i s under copyr i ght by any t hi r d par t y, i t i s t he
r esponsi bi l i t y of t he Composer t o secur e any per mi ssi ons
necessar y f or i t s use, and t o pay f or t he cost of obt ai ni ng
such per mi ssi on. Such per mi ssi ons shal l be of suf f i ci ent
scope t o cover al l gr ant s of r i ght s i n t he Composi t i on made by
Composer i n t hi s Agr eement .
H. Wi t h t he except i on of t he speci f i c pr ovi si ons set f or t h i n
t hi s Agr eement , al l par t i es agr ee t hat t he copyr i ght of t he
Composi t i on t oget her wi t h al l r i ght s not speci f i cal l y gr ant ed
t o t he Sponsor her ei n ar e and r emai n t he pr oper t y of t he
Composer , and f ur t her t hat t he Composi t i on i s subj ect t o a
per f or mi ng r i ght s l i cense wi t h Amer i can Soci et y of Composer s,
Aut hor s and Publ i sher s ( ASCAP) , Br oadcast Musi c, I nc. ( BMI ) , or
ot her per f or mi ng r i ght s or gani zat i on. Al l par t i es pl edge t o
t ake appr opr i at e st eps t o pr ot ect of t he Composer s copyr i ght
i n connect i on wi t h t hei r uses of t he Composi t i on.
V. Residency
A. Composer and Sponsor agr ee t o car r y out a r esi dency pl an i n
t he host communi t y of up t o ( dur at i on i n weeks, mont hs) , not
necessar i l y cont i nuous. The r esi dency wi l l be desi gned i n
such a way as t o ensur e t hat t he Composer wi l l become a
r ecogni zabl e member of t he host communi t y. The Resi dency
Per i od begi ns upon t he si gni ng of t hi s Agr eement and concl udes
upon t he pr emi er e of t he Composi t i on. A copy of t he r esi dency
pl an i s At t achment C.
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B. Al l cost s f or t he r esi dency, i ncl udi ng meal s, accommodat i ons,
and l ocal t r anspor t at i on, shal l be bor ne by t he Sponsor .
Composer t r avel t o and f r omt he host communi t y wi l l be
subsi di zed by Sponsor , pur suant t o I I I . A. 3. above.
VI. Performances
A. The pr emi er e of t he Composi t i on wi l l t ake pl ace on ( dat e) , at
( l ocat i on) . Composer agr ees t o be i n at t endance.
Addi t i onal per f or mance dat es of t he Composi t i on as par t of
t hi s pr ogr amar e as f ol l ows:
B. Sponsor agr ees t o make an audi o and/ or vi deo r ecor di ng of t he
Composi t i on, and t o pr ovi de Composer a copy of and r i ght t o
use sai d r ecor di ng. Sai d r ecor di ng shal l be made wi t h t he
hi ghest qual i t y t echni cal means l ocal l y avai l abl e t o t he
Sponsor . Sponsor shal l make r easonabl e ef f or t s t o obt ai n al l
necessar y r i ght s and per mi ssi ons f r omcont r i but or s t o such
r ecor di ngs t o per mi t al l uses agr eed t o by Sponsor and
Composer . Sponsor shal l i nf or mComposer of any per mi ssi ons i t
does not obt ai n.
C. Al l cost s associ at ed wi t h t hese per f or mances shal l be bor ne
by Sponsor . Such cost s may i ncl ude but ar e not l i mi t ed t o:
copyi ng scor es and par t s, l ocal publ i ci t y, venue r ent al ,
per f or mer s f ees, pr ogr ams, per f or mance l i cense f ees,
admi ni st r at i ve over head, and r ecor di ng. Sponsor may r ecover
t hese cost s t hr ough r evenues t hat i ncl ude but ar e not l i mi t ed
t o: t i cket sal es, adver t i si ng, sal e of goods and ser vi ces, and
cont r i but i ons.
VII. Performance, Recording, and Broadcast Rights
A. Composer gr ant s t o Sponsor t he excl usi ve r i ght t o per f or mt he
Composi t i on publ i cl y wi t hout l i mi t at i on or l i abi l i t y f or
addi t i onal payment s of any ki nd f or a per i od endi ng ( dur at i on)
f r omt he dat e of t he pr emi er e per f or mance. Composer f ur t her
gr ant s t o Sponsor a cont i nui ng, non- excl usi ve r i ght t o per f or m
t he Composi t i on publ i cl y wi t hout l i mi t at i on or l i abi l i t y f or
addi t i onal payment s of any ki nd f or an addi t i onal ( dur at i on)
af t er t he f i r st anni ver sar y of t he pr emi er e. Thi s par agr aph
does not conf er any per f or mance, br oadcast , publ i shi ng,
r ecor di ng, or ot her r i ght s i n t he Composi t i on not speci f i cal l y
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named, nor shal l i t be const r ued i n cont r adi ct i on wi t h any
pr evi ous agr eement s Composer may hol d wi t h a per f or mi ng r i ght s
soci et y or publ i sher . Composer s per f or mi ng r i ght s soci et y
r et ai ns t he r i ght t o l i cense per f or mances, as appl i cabl e.
Composer and/ or publ i sher r et ai n r i ght s t o l i censi ng i ncome
der i ved f r omper f or mi ng r i ght s soci et i es and t o r ent al f ees
f or use of per f or mance mat er i al s.
B. Sponsor wi l l make r equi si t e payment s t o Composer s per f or mi ng
r i ght s soci et y ( ASCAP or BMI or ot her ) t o l i cense i t s
per f or mances of t he Composi t i on, i ncl udi ng t he pr emi er e.
C. I n t he event Sponsor el ect s t o r ecor d t he Composi t i on f or
r el ease on a commer ci al r ecor di ng, a separ at e agr eement
bet ween Sponsor and Composer i s r equi r ed. For such a
r ecor di ng, mechani cal r i ght s wi l l be payabl e t o t he Composer
at t he st andar d compul sor y l i cense r at e i n ef f ect at t he t i me
t he r ecor di ng i s i ssued.
D. Pr ovi ded t hat t he Composer s r i ght t o r ecei ve t he appr opr i at e
br oadcast r oyal t i es as set f or t h by ASCAP/ BMI / ot her i s
pr ot ect ed, Sponsor shal l have t he r i ght t o per mi t r adi o,
t el evi si on, and I nt er net br oadcast s of per f or mances, as
speci f i ed i n VI . A. above, of t he Composi t i on.
VIII. Limitations, Enforcement, and Jurisdiction
A. Thi s Agr eement , i ncl udi ng al l at t achment s, const i t ut es t he
ent i r e agr eement among t he above named par t i es. No
wai ver , change, or modi f i cat i on i n t hi s Agr eement i s val i d or
bi ndi ng unl ess agr eed t o i n wr i t i ng and si gned by al l par t i es.
B. Each par t y war r ant s t hat i t has t he r i ght t o ent er i nt o t hi s
Agr eement and t o gr ant al l t he r i ght s i t has gr ant ed t hr ough
i t .
C. The Composer i s not an empl oyee of Sponsor and t he
Composi t i on i s not a wor k f or hi r e.
D. Each par t y agr ees t o i ndemni f y and hol d har ml ess t he ot her
par t y f r omal l cl ai ms, damages, cost s, l i abi l i t i es, l osses and
expenses, i ncl udi ng counsel f ees, t hat i t may suf f er as a
r esul t of such par t y s br each of war r ant y.
E. No par t y wi l l be l i abl e f or f ai l ur e t o per f or mas r equi r ed by
t hi s Agr eement i n t he event t hat such f ai l ur e i s caused by or
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due t o i l l ness or physi cal di sabi l i t y, act s or r egul at i ons of
publ i c aut hor i t i es, l abor di f f i cul t i es, ci vi l t umul t , st r i ke,
epi demi c, i nt er r upt i on or del ay of t r anspor t at i on ser vi ce, or
any ot her cause beyond t he par t y s cont r ol .
F. I f ei t her Composer or Sponsor i s unabl e t o f ul f i l l t he t er ms
of t hi s Agr eement , and i f , af t er r easonabl e ef f or t , a
r esol ut i on bet ween t he par t i es can not be r eached, t hen ei t her
par t y shal l have t he r i ght t o t er mi nat e t hi s Agr eement . I n
such a case, each par t y wi l l hol d t he ot her har ml ess f or t he
t er mi nat i on of t he Agr eement , and nei t her par t y wi l l be l i abl e
t o t he ot her f or any unf ul f i l l ed obl i gat i ons as descr i bed
her ei n.
G. I f t hi s Agr eement i s t er mi nat ed, Sponsor wi l l r ei mbur se
Composer f or t r avel expenses i ncur r ed pr i or t o t he
t er mi nat i on, as per I I I . A. 3. above and Composer wi l l r ef und
f ees pai d, as per I I I . C. above.
H. Thi s Agr eement i s gover ned by and shal l be const r ued under
t he l aws of t he St at e of ( your st at e) . Any di sput es
r el at i ve t o t hi s Agr eement shal l be set t l ed accor di ng t o t he
l aws of t he St at e of ( your st at e) .
IX. Signatures:
( Sponsor i ng Or gani zat i on) by Feder al Tax I D #:
_______________________________ Dat e: _____________________
( name) , ( t i t l e)
____________________________ Dat e: _____________________
( name) , Composer
Composer s Soci al Secur i t y Number :
_______________________________
Composer s mai l i ng addr ess: Composer s t el ephone number :
_________________________ _____________________________
_________________________
Composer s e- mai l addr ess: ________________________________
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ATTACHMENT A
SCORE/PARTS SPECIFICATIONS
A. The Composi t i on wi l l be wr i t t en f or t he f ol l owi ng
i nst r ument at i on/ scor i ng:
B. Al l scor es and par t s must be cl ear l y l egi bl e. Comput er -
pr i nt ed scor es ar e pr ef er r ed.
C. Submi t t ed f ul l scor es and i nst r ument al par t s must be pr ovi ded
camer a r eady: sui t abl e f or r epr oduct i on i n por t r ai t f or mat ,
3/ 4 mar gi n on al l si des. To assure the receipt of useable
performance materials, a sample of the score and parts must be
reviewed and approved by the Sites musical/artistic
director(s) prior to final submission of the Composition.
D. Al l scor es and par t s must be per f or mance r eady, and must
i ncl ude t empo mar ki ngs and dynami c mar ki ngs.
E. Vocal musi c scor es must have t ext t hat i s cor r ect l y al i gned
wi t h associ at ed pi t ches. I f t he composi t i on i s f or a
cappella choi r , a pi ano r educt i on of t he vocal par t s must be
i ncl uded i n t he f ul l scor e. A separ at e t ext page, wi t h
t r ansl at i on i f appl i cabl e, must be i ncl uded.
F. The cr edi t as l i st ed i n Sect i on I V. D. above must appear on
t he t i t l e page.
G. Copyr i ght not i f i cat i on must appear on t he bot t omof t he f i r st
page of t he scor e.
Composer s i ni t i al s _____ Sponsor , by_____
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ATTACHMENT B
PERMISSION TO DUPLICATE
I her eby gr ant per mi ssi on t o ( Sponsor ) t o make phot ocopi es or
ot her r epr oduct i ons of t he scor e of my or i gi nal musi cal wor k.
( Sponsor ) i s per mi t t ed t o make as many sai d copi es as ar e deemed
necessar y f or i t s use i n r ehear sal and per f or mance, but not f or
sal e or publ i cat i on. Thi s per mi ssi on i s gr ant ed by me as sol e
owner of t he copyr i ght of t hi s musi cal wor k.
__________________________________________ _____________________
( name) ( Composer ) ( Dat e)
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ATTACHMENT C
RESIDENCY PLAN
Composer and Sponsor agr ee on t he f ol l owi ng pl an f or r esi dency
act i vi t i es, t o be hel d at dat es, t i mes, and l ocat i ons t o be
mut ual l y agr eed upon by Composer and Sponsor .
Composer wi l l par t i ci pat e i n ( number ) per i ods of r esi dency i n
and near t he Sponsor ' s communi t y. These event s wi l l commence on
or af t er ( dat e) , and wi l l concl ude wi t h t he pr emi er e of t he
Composi t i on, ( dat e) .
Resi dency event s may i ncl ude but ar e not l i mi t ed t o t he
f ol l owi ng: wor kshops, l ect ur es, pr esent at i ons, quest i on and
answer sessi ons, semi nar s, and r ehear sal s.
Composer wi l l be pr esent f or at l east ( number ) but not mor e t han
( number ) r ehear sal s pr ecedi ng t he pr emi er e per f or mance of t he
Composi t i on, i ncl udi ng t he dr ess r ehear sal . Composer wi l l be
avai l abl e as needed t o consul t wi t h t he ar t i st i c di r ect or ,
ei t her i n per son or vi a t el ephone.
Composer s i ni t i al s _____ Sponsor , by_____