The Fair Deal Checklist is a tiered framework designed to help arts organizations systematically evaluate and improve their equity practices for independent contractors. It provides a clear continuum, from Bronze through Platinum, with actionable standards at each level. The Checklist is intended as a practical tool for organizations to conduct self-audits, identify areas for improvement, and publicly demonstrate commitment to fair contracting practices.
The Fair Deal Checklist was developed by the Greater Pittsburgh Arts Council and the Equity | Impact Center, with support from the Center for Artistic Activism and the Tremaine Foundation, and reflects the lived experiences and needs of our stakeholders.
The Fair Deal Checklist
Bronze Level
- All freelance and contracted positions clearly list rates.
- Contracts include payment terms, specifying whether payment is net-15, net-30, net-60, or net-90.
- Contracts are documented and accessible, including scope of work, deliverables, and timelines.
- All published or distributed materials are provided in accessible formats (e.g., screen-reader compatible PDFs, plain-language versions, or alternative formats upon request).
- Calls for freelancers use clear, accessible language, avoid jargon that may unintentionally exclude qualified candidates, and include a statement inviting access needs or accommodation requests.
- Establish an internal policy regarding use of AI for creative work that distinguishes between assistive technologies that support accessibility and automation that replaces or devalues human creative labor.
- Has an established process for proposal review, evaluation, and selection, along with a respectable and affirming turndown process
Silver Level
- Maintain all requisites of Bronze Level.
- Have an internal policy on equitable contracting practices.
- Adopt internal policies that limit delayed payments, such as avoiding net-60 or net-90 when not necessary and exploring options for faster payment cycles (e.g., net-15 or milestone-based payments).
- Include an in-kind budget line that tracks the gap between current contractor pay and equitable standards, enabling the Board to discuss strategies for closing it.
- Recruitment channels intentionally include platforms and networks that reach a broad range of qualified freelance candidates.
- Project-based-work that is filled through open calls are posted for a minimum standard period (e.g., 2 weeks) and to ensure broad accessibility.
- Compensation practices are reviewed to ensure consistency and fairness for roles with similar responsibilities.
- Contracts include clear language regarding professional treatment, including intellectual property, credit, and timely payment.
- Regularly review and update contracts to remove unintentional bias and ensure clarity and inclusivity.
- Reasonable accommodations for candidates and contractors with disabilities or access needs are proactively offered, clearly described, and honored without penalty or stigma.
- Include accountability measures in contracts or internal policies to track and limit overreliance on AI-generated content in place of human creative labor.
- Key staff participate in training to understand how to incorporate equitable practices into operating processes
- Appropriate artists' wages are proactively calculated and incorporated into project budgets
Gold Level
- Maintain all requisites of Silver Level.
- No application or request for freelance or contracted work requires unpaid labor (e.g., design proposals, project mock-ups, or extensive work samples beyond standard portfolios).
- Rates for freelancers and independent contractors are set using an industry benchmark or recognized equity resource (e.g., W.A.G.E.’s Fee Request Generator or the Teaching Artist Guild’s Pay Rate Calculator) to ensure fair market compensation.
- Contracts include an upfront deposit of 25–50% of the total fee, paid before work begins, recognizing the financial risk freelancers assume and supporting equitable cash flow.
- Conduct regular pay equity analyses across contracts and adjust disparities as needed.
- Individuals responsible for contracting receive basic training in fair practices and anti-bias principles.
- Establish a standard evaluation process for freelancers that is transparent, fair, and consistent.
- Make public commitments to equitable contracting practices and report progress annually.
- Explicitly prioritize contracting human creatives over automated tools for tasks requiring creative authorship, original content creation, or professional expertise.
Platinum Level
- Maintain all requisites of Gold Level.
- Equity metrics for freelance work are fully integrated into organizational performance evaluation, strategic planning, and budgeting.
- Leadership demonstrates accountability for advancing fair contracting, including public reporting on outcomes.
- Implement mentorship or support programs for freelancers from underrepresented or underserved groups.
- Offer competitive rates that exceed industry minimums and prioritize equitable access for all freelancers.
- Advocate for systemic improvements in arts funding, freelance contracting, and professional standards.
- Has an operatinalized AI policy
- Regularly evaluate organizational AI practices to ensure they advance equitable contracting, support professional development, and preserve opportunities for original creative work.
- All staff members have received equity training and incorporate practices into all components of work that engage with artists