Alternative & documentary production guidelines

Version 2.3 - February 2024

1. General overview

Roku pioneered streaming to the TV. The company operates the No. 1 TV streaming platform in the U.S. as measured by hours streamed (Hypothesis Group 2021). The Roku Channel is a top streaming channel on the Roku platform, owned and operated by Roku. It is available to consumers in the U.S., Canada, Mexico and the UK for free on Roku streaming devices, the Web, Amazon Fire TV and select Samsung TVs, and iOS and Android devices. 

The Roku Channel is committed to providing the highest quality content and values its Partners for helping to achieve this goal. The Roku Production Guidelines outline the best practices for the Partner at this time. This document and the requirements are subject to change at Roku’s sole discretion.

2. Welcome to Roku production

We look forward to working with you! You should have received a “Welcome to Roku Production” email along with the Production Kick-Off documents outlined below. Please review the documents in their entirety, upon series pick-up Roku Production will reach out to schedule a kick-off call. During the call we can address any questions you may have.

2.1 Production kick-off documents

2.1.1 Alternative production guidelines

  • Roku production document for alternative & documentary series – document you are currently reading
  • Located on the Roku Deliverables Hub (Hub) in the Production - Alternative folder

2.1.2 Alternative media delivery specifications

  • Roku Alternative Hour-Long Delivery Specifications
  • Roku Alternative Half-Hour Long Delivery Specifications
  • Roku Alternative Short Form Delivery Specifications
  • Roku Alternative Feature and Special Delivery Specifications

  • Roku Alternative Spanish Language Delivery Specifications

    • Roku technical specifications for alternative series
    • Located on the Roku Deliverables Hub (Hub) in the Post - Alternative folder
  • Roku Production Legal guidelines when creating content for exhibition on Roku

3. Roku communication

3.1 Roku emails

For email correspondence, Roku requests that the full name of the project be included in the subject line. Please do not use acronyms for the title.

3.2 Roku alternative contact sheet

The Roku Alternative Contact Sheet is for Partner use only. Please do not distribute. The contact sheet can be found on the Hub in the Production – Alternative folder.

3.3 Roku distribution list

Roku Production will send you a distribution list. You will find the Roku Alternative Distribution List via the Hub in the Production – Alternative folder. The distro list will include the name, title, email, and required documents / media for each Roku recipient. There are a handful of documents we request be emailed directly to Roku that include, but are not limited to:

  • Budgets
  • Call Sheets
  • Scripts / Episode Outlines
  • Prep Schedules
  • Production Calendars
  • Cast & Crew Lists
  • Wrap Reports
  • Daily Production Reports (Prelim & Approved)
  • Cost Reports

Do not include the Roku name or logo on any documents (including contact sheets, call sheets, production reports, casting notices etc.) without written approval from Roku Production Legal.

3.4 Roku calls

Upon the below milestones, calls will be set with Roku Production:

  • Production Kick-Off Call
  • Weekly Prep calls before commencement of Principal Photography
  • Weekly or Bi-Weekly Production Call throughout Principal Photography
  • Wrap of Principal Photography
  • Any major production or overall schedule changes
  • 1 week before Delivery of the Final Episode to QC

Upon completion of Principal Photography or one week prior to delivery of RC 1, Roku Post will initiate weekly post calls.

3.5 Roku notifications

Please inform Roku Production, at least 2 weeks prior to any of the following activities or events:

  • Applying for tax incentives
  • Traveling and filming outside the domestic United States
  • Filming in aircraft/watercraft, including private planes and yachts
  • Filming physically challenging or hazardous activities (including filming with firearms)
  • Filming with minors or animals
  • Filming a ride-along with law enforcement
  • Filming nudity and/or sexual activities
  • Filming hoaxes, using hidden cameras, and/or private investigators
  • Filming any potential illegal activities
  • Filming any on-camera or behind-the-scenes involving medical personnel, procedures, patients, facilities; psychological/psychiatric counseling; life coaching or other forms of therapy

  • Filming with government officials, employees, and candidates, including any of the following:

    • Faculty and teachers at government owned or controlled businesses or institutions (e.g., public universities, hospitals, national telecom companies)
    • Employees of public international organizations, like the United Nations or World Bank
    • An elected or appointed official, candidate for public office, or their family or staff
    • Members of Royal Families
    • Public school employees, firemen, law enforcement, military, etc.
    • An elected or appointed official, candidate for public office, or their family or staff

3.6 Roku emergency notifications

In the event of an emergency or incident, once the situation is stable, please contact Roku Production immediately. If you cannot reach Roku Production, please call Production Legal. Incidents include, but are not limited to:

  • Stopping down pre-production, production, and/or post
  • Unplanned hiatus or postponement
  • Projected or occurring natural events (i.e., earthquakes, wildfires, hurricanes, tornadoes, etc.)
  • Any suspected or confirmed drug use by on-camera talent, crew, or producers

  • Cast, Crew, and general public medical concern including:

    • Physical Altercations
    • Hospitalization
    • Arrest
    • Personal Accident/Injury
    • Vehicle accident
  • Covid-19 health-related situation involving an individual, location, or government
  • Planning to file an insurance claim due to force majeure
  • Any allegation of cheating or unfairness in connection with a competition show
  • Any claim or potential claim arising in connection with the production including threat of litigation
  • Any other event (or planned event) that may pose a legal or reputation risk to Roku
  • Any event, occurring or projected, that may impact any person(s) and/or actual production, physical production, or delivery of the series to Roku
  • Any contact by the press or media regarding any aspect of the production, including talent and Covid-19

AFTER informing Roku, please email detailed information, while respecting the privacy of the individuals, regarding the incident to altprod@roku.com:

  • Title the subject of your email as follows: “Show Name” - Notification - CONFIDENTIAL
  • If the incident is sensitive in nature, in the body of your email please relay that an incident has occurred and request an immediate call with Roku Production and Production Legal

In the event of any non-emergency incident (property/location damage, equipment damage):

  • Please inform Roku Production
  • Please be sure to note in the Production Report

SPECIAL NOTE: In the event you are not able to immediately reach your Roku Production or Production Legal Executive please proceed with emailing altprod@roku.com but use discretion in the details you share.

4. Roku production

4.1 Budget

Roku Production looks forward to partnering with you to ensure delivery of the best content to The Roku Channel. Below are some guidelines to assist with budgeting, scheduling and cost reporting for your project. Please reach out to Roku Production with any questions.

4.1.1 Chart of accounts (COA)

Please reach out to Roku Production for the Roku COA template when you are ready to begin budgeting for your project. The COA is to be used throughout the lifecycle of the project: i.e., subsequent budget revisions and all Cost Reports, Variance Reports, General Ledgers, etc.

The COA template is provided in movie magic budgeting format.

4.1.2 Assumptions page

Please reach out to Roku Production to provide the Roku Assumptions Template. Please make sure the following information, when applicable, is included on the assumptions page:

  • Title, version #, ‘as of’ date matching budget
  • Writing, Prep, Shoot, and Post Dates

  • Include customary Budget Top Sheet header information such as:

    • Name of the production company(ies) involved
    • # of episodes
    • Minutes per episode
    • Name of person that prepared the budget
    • Names of Executive Producers, Showrunner, Producers, and Director
    • Key shoot locations (i.e., Los Angeles, NYC, etc.)
    • Collective bargaining agreements (unions)
    • If none, then note: Non-Union
    • Number of shoot days per episode and total shoot weeks
    • Number of edit days per episodes and total post weeks
    • Total weeks from start to final delivery
    • Budgeted Shooting Hours
    • Foreign Exchange Rate
  • Note if staff member on a show is staff at Prod Co / Studio
  • FX rate (if any work is to take place outside of the United States)
  • Tax incentive estimate, including estimated sales rate for transferable tax credits if applicable
  • Residuals estimate, broken out by guild, and including any foreign residual buyouts
  • List out all budgetary exclusions against fee calculations (see deal for customary exclusions)
  • Please specify whether you will be utilizing music libraries, originally composed music, popular music, or a combination of all

  • Please list out the following types of equipment/software:

    • Camera, audio, and monitor/monitoring equipment
    • Edit software (i.e., Final Cut, Premiere, Avid)
    • Coloring and grading software
  • List “Roku Alternative Media Delivery Specifications” version & date
  • List “Roku Alternative Production Guidelines” (this document) version & date

4.1.3 Budget requirements

Roku Production asks that the following information, when applicable, be included/considered when budgeting:

  • Include the budget as a PDF of the Movie Magic Budget (MMB) using Roku’s provided Chart of Accounts (COA)

  • Include title, version #, ‘as of’ date and page numbers

  • Include Budget Top Sheet header information as noted in Section 4.1.2

  • Avoid large flat allowances. Provide details instead (cost per day/week/month etc.)

  • Fringes should be by category and broken out -- avoid flat fringe rates

  • Include a variance column between your last budget and current budget

  • Suppress zero and empty accounts

  • Budget must be in US dollars

  • Do not include any overhead percentages

  • Do not include equipment loss and damage lines

  • Budget for worldwide title clearance and opinion letter

  • Include any security and general safety costs, include fees for risk managers or assessments and safety consultants

  • Budget for insurance as it relates to creative – minding stunts, aircraft, watercraft etc

  • Production counsel should reflect no more than 1.5% of the budget with customary exclusions

  • Agency Package Fee (if applicable)

  • Extraordinary talent fees and costs should be excluded from all fee calculations

  • Budget for all necessary worldwide clearances in all media for music and footage

    • All licenses required for the production, synchronization, exhibition, performance, distribution, and exploitation (including in context marketing and promotion) of the Program by Roku for the term of the license
    • Include music label waiver costs, if required
    • Include AFM fees if applicable
    • Reach out to Roku Legal with specific questions related to required terms

  • Computer Box Rentals are capped at $50/week and cannot exceed $500 overall

    • Please provide an inventory with values for larger box rentals
    • Larger rentals are capped at 50% of the total value over the course of the project

  • Edit bays (equipment & bay) should not exceed $750 per bay/week. Story stations should not exceed $250 per bay/week – if costs exceed these rates, please provide a quote.

  • Include any applicable tax incentive amounts and associated auditing costs

  • Refer to your Roku Alternative Media Delivery Specifications for the following:

    • Cut Review Process for budgeting Post
    • Include captioning, subtitles, and technical QC in your budget
    • A list of preferred vendors will be provided by Roku Post

  • Spend beyond the Approved Budget is never authorized without written approval from Roku Production

  • For each budget revision please be sure to note the date, version and bullet point relevant changes in the body of the email

4.1.4 Foreign exchange rate (aka FX)

If shooting in a location outside of the United States please be sure to note what foreign exchange rate you have assumed in your budget.

  • Partner is responsible for noting the FX on the top of the budget top sheet as well as the assumptions.

4.1.5 Tax incentives

If shooting in a location in which a tax incentive or rebate is accessible, please be mindful of the below:

  • Partner is responsible for confirming whether production is eligible for potential incentives based on the project format and minimum production spend

  • Roku Production to confirm in writing how / who is responsible for applying for tax incentives/rebates

    • Please work with Roku Production when filing for incentives/rebates

  • Please reference closed deal for contractual funding; for example, if Roku funds the Net budget -- differential between the Gross and Net budget is the responsibility of the Studio/Production Company

    • Roku does not pay interest associated to financing the tax incentive

    • Roku will allow the following incentive related expenses to be line items in the approved budget:

      • Audit Fees associated with filing for the incentive (e.g., Certified Public Accountant or Third-Party Auditor/Firm)
      • Post Accounting as needed in finalizing expenses in conjunction with submitting final documentation
      • Tax Credit Analysis, Applications, and Admin Fees
      • Fees associated with transferring/selling credit
      • Bank Fees, i.e., account set-up (not fees related to negligence of Partner e.g., late fees, return checks)

    • Roku requires confirmation of the final tax incentive allocation for the production

      • If you plan to access a transferable credit, confirmation of the estimated sales rate should be listed in the budget and assumptions
      • Final tax incentive allocation is required to close out the show cost report

    • Final documentation will vary based on the location in which you shoot, and the type of credit received. Below is a list of items that may be required when wrapping out your production:

      • Tax Credit Certificate
      • Application/Letter of Transfer/Sale
      • Approval Letter
      • Eligibility Certificate and/or Completion Certificate
    • Please reflect all VAT tax in the Cost Report and flag those costs the General Ledger within the naming convention “VAT”
    • Please review the Roku Credit Requirements per the Roku Media Delivery Specifications prior to agreeing to any embedded logo credit related to receiving tax credits or incentive uplift

4.1.6 Guild and union affiliation(s)

Email Roku Production and Roku Legal prior to engaging with the guild(s) / union(s).

4.1.7 Agency package fee

When applicable, please include an Agency Package Fee within the production budget.

  • Alternative & Documentary Package Fees should be calculated at 3% of the 80% total budget, unless otherwise noted by Roku Business Affairs.

4.1.8 Unapproved budgetary line items

Roku does not typically allow the following examples, or similar, to be included as line items in Approved Budgets:

  • Copyright Costs
  • Contingencies
  • Partner Overhead
  • Legal Fees (over 1.5%)
  • Entity Fees
  • State Filings
  • Bank Fees
  • Partner travel and associated expenses
  • Partner software licenses (i.e., PIX, DAX, Adobe Cloud, etc.)
  • Advanced financing interest, loans, etc.
  • All expenses related to the program beyond Roku delivery and exhibition

4.1.9 Approved budget

All Conditions Precedent and required certificates of insurance (e.g., General Liability, Errors & Omissions) must be fulfilled prior to the official Greenlight/Budget Approval being issued. Additionally, prior to Roku Production sending the official Greenlight / Budget approval, Roku requires a final budget packet to review. The packet should consist of the following items:

  • Assumptions
  • Budget
  • Current Calendar
  • Supporting Documents as applicable

Upon review and acceptance of the final budget packet, Roku Production will issue the official Greenlight / Budget Approval via email. The Budget Approval email will trigger cash flow or milestone payment review and approval.

  • Upon receipt of the greenlight email, if you have not already done so, send Roku Production the locked budget you will be cost reporting against.

4.2 Calendars

Revised calendars are required whenever there is a schedule adjustment. Please use the following when submitting calendars:

  • Every version of the calendar should have title, version #, ‘as of’ date and page numbers
  • Once in production, any changes to the post schedule/calendar must be submitted to altprod@roku.com and dlropost@roku.com for approval within 24 hours
  • In the body of the email that comes with calendar revisions, bullet point relevant changes to current calendar. Roku Production will review and confirm via email if approved.
  • Master delivery dates cannot shift without written approval by Roku Production and Post

4.2.1 Calendar requirements

Your calendar should cover all phases of production (i.e., casting, pre-production, physical production, post, QC and final delivery) and include key dates, as applicable, for the following:

  • Pre-production

    • Writing (if/when applicable)
    • Casting weeks including deadlines
    • Key hire start and end dates
    • Set design milestones, tech scout

  • Production

    • Prep, set-build/load in, equipment set up, rehearsal(s), shoot, and wrap dates
    • Please identify on your calendar when you plan to shoot and deliver your camera test (see Section 4.2.3, Camera Test Milestone)

  • Post

    • Start and wrap, finishing (i.e., audio and color), delivery of cuts and when notes are due, and master delivery dates
    • Please refer to your Alternative Media Delivery Specs, Review Cut Process, as you build out your schedule
    • Visual effects milestones (i.e., Visual effects review 1, Visual effects review 2)
    • Please be sure to build time into your delivery schedule to account for the Roku QC process. Roku advises that you set aside two weeks for each episode to complete QC of all masters.
    • Roku Post will provide a list of approved QC vendors

4.2.2 Game play/table reads/blocking/rehearsal

  • If applicable, Roku requests game play, table reads, and blocking rehearsal for our content
  • Typically, game play is a full run-through to time of the game or challenge course to determine the course, camera positioning, and coverage
  • Typically, the table read is a one-time read-thru of all the scripts, with at least the lead talent in attendance
  • Unless otherwise discussed with Roku Production, the rehearsal covers set design, lighting, color tones, and any/all department presentations depending on the specific creative needs of the show
  • Please reach out to Roku Production for an invitation list to game play, table reads and / or rehearsal
  • Please provide a dial-in/video conference line for Roku representatives who may not be able to attend the table read in-person

4.2.3 Camera test milestone

  • The Director, Director of Photography and/or producing team should oversee the camera test

  • Please provide scratch framing mocks or test storyboard compositions

    • It can be a “slap-comp sequence” or “center-punching sequence,” generated by the Editor or Assistant Editor
    • Ideally this is sent prior to commencement of principal photography. If that isn’t possible, within the first two days of shooting or rehearsal
  • Your Roku Post Manager will create a specific folder via Frame.io for uploading the camera test

4.2.4 Production meetings/rehearsals/tech scouts

Roku Production will attend in person or via dial-in. It is asked that a phone dial-in be made available, for all attending Roku departments.

4.3 Internal ad sales needs

As the The Roku Channel is 100% ad supported, we will reach out prior to commencement of principal photograpy to discuss capturing a very simple, straight forward message from talent about the show to be used internally only.

  • This is a very simple video, straight to camera, not color corrected, for internal use only.
  • Roku will manage all aspects of the content (i.e. wording). This should take no more than 10-20 minutes to capture.
  • For example, talent talking straight to camera says: “Hey, I’m TBD, coming to you live from the set of insert Show Title here streaming soon on The Roku Channel!”

4.4 Set visits

Make sure to plan for additional IFB’s/Audio and monitors to accommodate Roku Executive and Talent Reps visiting set. If uncertain, please reach out to your Roku Production Point to get a list of guests.

  • This could include but is not limited to; IFB’s, monitors, chair(s), etc.

4.5 Cost report requirements

Deliver Cost Reports to Roku Production and Production Finance weekly on Thursdays, throughout all phases of production, using industry standard software. Please use the following when submitting cost reports:

  • The cost report should reflect the Approved Production Costs
  • The approved budget column must match the amounts and chart of accounts of the budget submitted and approved by Roku Production
  • Cost report must include the following columns: actuals to date, committed costs, total costs, estimate to complete, estimated final costs, approved budget and variance (over/under)
  • In the event of Roku approved breakage, the approved breakage amount must appear in an approved overage column in the cost report. Cost report software must have this capability
  • Fringes should be per category to match the approved budget
  • No negative ETC's
  • Cost report to be accompanied with general ledger, trial balance, purchase order log, and variance report
  • If applicable - Please reflect all VAT tax in the Cost Report and flag those costs the General Ledger within the naming convention “VAT”

  • Movement between budget accounts in an amount less than $10,000 is permissible. Amounts at or over $10,000 are subject to written approval by Roku Production

    • Any movement from the following accounts need prior approval from Roku Production:

      • Cast
      • VFX
      • Music
      • Safety Costs
      • Adjusting number of shooting days

Roku will not be responsible for any amounts in excess of the Approved Budget without prior written approval by Roku Production.

4.6 Staff & crew

Roku Content, Production and Post reserves customary approval of department heads, key creative and key production staff. This can include, but is not limited to:

  • Showrunner, Casting Director/Company, Director, Director of Photography, Line Producer, Accountant, Post Supervisor and Editors

    • Please submit credit, resume and/or reel (as applicable) to the appropriate Roku Content, Production, or Post contact

  • Please do not put any key production hires on “pay or play” deals without prior written approval from Roku Business Affairs

  • Outside production counsel must be experienced and qualified based on the nature of the program

4.7 Covid-19

Roku follows the guidance of the AMPTP and local regulations when it comes to Covid-19 health and safety guidance. Please work with Roku Production if you have any questions.

5. Finance

5.1 Payments

  • Cash Flow Approval and funding occurs after all Conditions Precedent have been met and the official greenlight / budget approval email has been sent by Roku Production; including but not limited to, receipt and approval of COIs
  • Cash Flow Template will be provided Roku Production Finance

  • Submit payment schedule to Roku Production Finance and cc your Roku Production Executive for review and approval

    • Include invoice due dates, percentage, and amounts
  • If applicable, Production Company Fee, Breakage, and Residuals/Buyouts can be listed, but should not roll up into the total milestone payments

5.1.1 Payment descriptions

Possible payment milestones and when to submit invoices for processing listed below:

  • Complete Delivery / Complete & Final Delivery - Invoice due upon receipt and approval of all Roku Post Paper and Media Deliverables.
  • *Production Company Fee – Invoice due upon receipt and approval of all Paper Deliverables and Final Cost Report
  • Audit - Reference closed project deal terms for audit language

5.1.2 Invoices

All invoices should be sent via email to roinvoices@roku.com

When submitting invoices, the subject line should read “Project Name” | Invoice “Description”

  • For example: Best Show Ever | Invoice: December Cashflow

Email must include:

  • Vendor Name
  • Project Name
  • Season #
  • Invoice description (i.e., December Cash Flow or Commencement of Principal Photography)

5.2 Changes to banking information

If your banking information changes at any given point, Partners must send an email to roinvoices@roku.com.

Please note this email must come from an employee of the company or will not be accepted.

The subject line should read “Vendor Name” | “Project Name” - UPDATED Banking Information

The email must include:

  • Studio/ProdCo name
  • Project Name
  • What Banking Information has been updated - i.e. Routing or account or both
  • Attachment with updated information on company letter head
  • Contact information for the point person: Name and phone number

Please note, AP will need to verify validity with a phone call to the point person noted above.

Sample email below:

Hello,

This email is to let you know we "INSERT COMPANY/VENDOR NAME" have updated routing and/or account information for the project currently known as "INSERT PROJECT NAME". Please see attached updated information.

  • TBD Studio
  • Project Title
  • Updated routing number attached (or updated account number attached)
  • Contact: TBD at xxx.xxx.xxxx

Once AP confirms the update has been made, Production Finance will let you that you may submit your invoices.

Important Notes:

  • Roku requires 1 week to amend in the system.
  • Invoice(s) may be submitted no earlier than 1 week from any bank change requests.
  • Invoice(s) must be submitted no later than EOD Thursday to potentially make the following week pay run.

5.3 Production company fee calculation

Please refer to your agreement to determine if a Production Company fee is applicable. If so, please see below.

  • Calculate your prod co fee with applicable exclusions as per your closed deal and include the prod co fee amount on the Budget Assumption Page

5.4 Residual calculation

The Roku Channel is a free to consumer ad supported platform (AVOD). Roku asks that Partners calculate the estimated residuals, again please be mindful of The Roku Channel’s AVOD status.

  • Check the definition of “accountable receipts” or “distributor’s gross” with the applicable guild
  • Include the project residual estimate on the Budget Assumptions Page

  • Residuals should not be a line item in the budget

    • For purposes of calculating a rebate, if you need to include buyouts in your budget please discuss with Roku production
  • Roku may request an updated residual estimate prior to closing out the project

Please check with your Roku Production Executive if this applies to this project.

5.5 Overages & breakage

Roku will not be responsible for any overages. Production spend over and above the Approved Budget is never authorized without written approval from Roku Production. If there is a request made by Roku that materially changes the creative elements or delivery of the project it is the responsibility of the Prod Co/Studio to reach out to Roku Production to discuss the financial implications before any decisions/changes are made.

  • Approved talent breakage is paid 50% upon commencement of principal photography, 50% on the completion of principal photography

  • Fringe is paid on actuals which is typically in the last 50% payment or later

  • If circumstances call for non-talent related breakage (i.e “Other” breakage) this payment is held until Roku Production receives and vets the final cost report

  • Underages will offset approved breakage, unless approved in writing by Roku Production

5.6 Close out

In order to start the project close out process Roku must receive and approve all media and paper deliverables including the final cost report. Please follow the below when submitting your final cost report:

  • For a cost report to be considered finalized all PO’s and ETC’s should be zeroed out unless agreed to in writing by Roku Production
  • When sending through your final cost report packet, please note “FINAL Cost Report” in the subject line and confirm in the body of the email that all costs for the project are accounted for
  • In the case of open PO’s (e.g., Music Rights) Roku requires backup for all pending expenses before approving the final cost report
  • When Roku Production confirms the final cost report is approved, Roku Finance will release the final payment (i.e., Production Company fee)

5.7 Audit

Please reference the closed deal regarding Audit election and timelines.

  • Roku will notify Partner in writing as to whether it intends to conduct an audit
  • Roku Production Legal will provide Partners with the "Roku Audit Requirements".

  • Audit Requirements Document will elaborate on the following:

    • Non-reimbursable expenses unless previously approved
    • Overages/Breakage
    • Required documentation

**PLEASE NOTE:** The Audit holdback payment will not be released until the audit is complete or waived. In the event Roku elects not to proceed with an audit:

    • You will be notified by Roku Production if there will be no audit
    • If the audit is waived, the Audit Holdback payment will be released upon reconciliation of final cost report and submission of the final invoice

5.8 Roku marketing / publicity

You will be introduced to Roku Marketing during or following the production kick-off call.

Unless otherwise discussed and approved by Roku Production, all Marketing and PR costs are expected to be excluded from the budget.

There may be circumstances when Roku requests assistance with marketing efforts. In the event Roku pre-approved any marketing expenses (i.e., unit photography, behind the scenes, hair and make-up, etc.) please review the below:

  • Marketing invoices should be sent to your Roku Marketing contact
  • Marketing expenses should not be included as part of the series budget
  • Marketing expenses should not be included as an expense in the cost report

5.9 Trade-outs

When budgeting, do NOT assume any trade-outs will be allowed. We are an ad-supported platform and cannot guarantee trade-outs. Product placement and trade-outs may be allowed at Roku’s discretion.

  • If a trade-out opportunity presents itself, please fill out the Trade-Out Request form located in the downloadables folder on the Hub.
  • Submit the form to Roku Production and Production Legal for approval using the email template below. If you do not yet have access to the Hub, please reach out to Roku Production and we will send you the form.
  • Roku Production will reply to your email confirming approved or not. Your legal counsel will then email Roku Legal and Production any legal documents associated with the trade-out prior to signature and filming.
  • If applicable, you may include a deadline of when you need to have an answer to move forward with the trade-out.

*To: Production Lead*

*cc: Melissa Hamilton, Michelle Bado, Production Legal Lead*

*Subject line: Show Name | Trade-out request*

Body of email:

Trade-out request form attached and details below:

Company:

Cash Value of Production Donation:

Exposure: Is this guaranteed or non guaranteed trade out? + Detail of exposure (I.e., special thanks, verbal, etc.)

Additional/Social Requests:

Company to Provide: List out what brand/company is supplying

Prior to creating content for exhibition on The Roku Channel, please review the Roku Production Legal Guidelines below with your legal counsel. Reach out to Roku Production Legal if there are any questions or concerns.

The Roku Production Legal Guidelines will cover the topics listed below. You can review the complete legal guidelines via the link sent to you. If you do not have it, please reach out to your Roku Production point.

  • Guilds/Unions
  • Clearances
  • Integrations/Sponsorship/Trade-Outs
  • Cast Notices
  • Talent Publicity and Promotion
  • Risk & Safety
  • Safety/Respect in the Workplace
  • Music (approved PRO's)

6.2 Insurance

We rely on our production Partners to acquire the appropriate coverage as deemed necessary for each production. When binding coverage please ensure it satisfies all of Roku’s insurance requirements with the exception of Workers’ Compensation/Employer’s Liability, Owned Automobile, Guild Travel Accident (if your production is union) and any local foreign compulsory coverage(s) (such as auto liability) which are collectively the responsibility of the production company.

6.2.1 Certificates of insurance

Certificates of Insurance should be bound and sent to Roku Production / Production Legal prior to the commencement of any production activities.

Below is a list of Certificates of Insurance that may be required by Roku. This information along with coverage limits for this project shall be provided by Production Legal.

  • Errors & Omissions
  • General Liability
  • Auto Liability
  • Statutory Workers Compensation Coverage
  • Umbrella/Excess
  • Entertainment Package
  • Applicable Collective Bargaining Agreement/Guild Travel Accident Coverage
  • Foreign General Liability (if applicable)

  • Cast Insurance

    • The necessary cast members should be declared so they are eligible for cast insurance.
    • Please discuss with Roku Production Legal whether your talent needs to be declared separately for Cast Insurance Coverage; and additionally, whether accident-only or full coverage would be preferable.

  • Higher-Hazards & Special Risk Coverage (i.e., Aircraft/Watercraft Liability, etc.)

    • There may be special risks associated with your project. This includes but is not limited to stunts, firearms, minors, pyrotechnics, precision driving, aircraft, drones, watercraft, railroads, foreign activities, animals, or any unusual or hazardous exposures and/or conditions involving either cast or crew. Special Risk Coverage may be required for your production, please budget accordingly.

Roku must be named as an additional insured. Please use the following for issuing COIs to Roku:

Purple Tag Originals, LLC 1173 Coleman Avenue San Jose, CA 95110

Under “Description” on COIs, please list:

Purple Tag Originals, LLC, its parent, its subsidiaries and affiliates and their respective officers, directors, agents and employees, as now or hereafter may exist and any other persons or entities as Roku may designate to Produce from time to time.

Please inform Roku Production and Production Legal in writing, of any claims, threats of claims, suits, damage to property or any other loss. Roku Production will need to be updated throughout the claim process and any receipts that will offset production costs.

6.3 Music

Roku distributes content worldwide. Music should be cleared in perpetuity (or for licensed projects, the full length of the license), and allow for in-contect promotional use, unless approved in writing by Roku Production Legal. Please source music that is covered by the following PROs: BMI, ASCAP, SESAC, and GMR.

Please reach out to your Roku Production Executive with specific questions or if there are cost implications above and beyond what is in the budget to license per the aforementioned guidelines.

6.4 Content takedown request

We understand there may be occasions when content needs to be removed from The Roku Channel (e.g., 3rd party rights issues, legal orders, Public Relations concerns). In the event content needs to be removed, please email Roku Production and Roku Production Legal.

We ask that you provide the following information in the body of your email request:

  • The episode # and title
  • The specific reason for the removal request (e.g., "wrong photo included in opening shot," "music was not cleared properly")
  • A point of contact along with email and phone number to call for any follow up questions
  • An ETA for delivery of a replacement episode
  • Ideally when requesting that content be removed from the Roku eco-system, you will be able to provide a replacement episode ASAP. If this is not possible (or deemed not necessary based on the content), Roku will address on a case-by-case basis

7. Post

Please review the Roku Alternative Media Delivery Specifications for a comprehensive breakdown of all post workflows and media deliverables. The document can be found via the “Welcome to Roku Production” site or the Hub in the Post – Alternative Folder.

Roku’s approved platform for dailies, rough cut release, and final archive is Frame.io, which Roku provides free of charge to our production partners. All content sent to Roku for review needs to be shared via Frame.io.

7.1 Music cue sheets

Music cue sheets are required for all projects. Please use the cue sheet template found on the ASCAP website linked here or similar cue sheet template when submitting to Roku. The ASCAP template is also available via the Hub under the Production Legal – Alternative folder.

Upload completed cue sheets to the Hub. If you have any specific questions about Roku requirements for Music Cue Sheets, please contact Sydnee Grossberg at sgrossberg@roku.com.

8. Paper deliverables

Roku uses a deliverables Hub (“Hub”) to receive specific production documents. The Hub is project specific and will serve as the portal for key paper deliverables. Please remember the materials and folders are confidential and may not be shared beyond authorized parties. With a few exceptions, the Hub is used in lieu of emailing various Roku teams relevant documentation.

Prior to pre-production you will receive an email with instructions for accessing the Hub.

Due to the confidential nature of the requested paper deliverables, access to the Hub will be limited to four (4) key project personnel. Only those who are responsible for uploading the deliverables as noted in section 8.1, should have access.

8.1 Required paper deliverables

Productions should be uploading documents to the Hub on an ongoing basis throughout all phases of production, starting with pre-production and concluding with uploading final documents during wrap.

Below you’ll find a list of paper deliverables for Production, Post and Production Legal. Please be aware, this list is subject to amendment (within reason) at any time. Make sure to follow specific instructions for each document and upload accordingly. Please note other departments may have additional required deliverables.

8.1.1 Production

  • Call Sheets & Maps (upload at the same time as distribution to crew)
  • Cast Lists (all approved and final versions) (If applicable)
  • Field Notes
  • Hot Sheets
  • Format Bible (if applicable)
  • Episode Outlines & “Scripts” (if applicable) (all approved and final versions)
  • Schedules (all approved and final versions)
  • Staff & Crew Lists (all approved and final versions)
  • Production Calendar (all approved and final versions)
  • Production Reports (final versions to be uploaded weekly)
  • Completed Deliverables Checklist
  • Vendor List
  • Workflow Documentation (if applicable)
  • Trade-Out Request Form
  • Trade-Out Grid

8.1.2 Post

  • Post Calendar (all approved and final versions)
  • As Broadcast Scripts
  • CC/Sub/FN Files
  • Episodic Delivery Checklist
  • Final Post Contact List
  • Final Vendor List
  • Font Memo
  • Metadata Spreadsheet
  • QC Reports
  • Credits (also vetted by Business Affairs)
  • Music Cue Sheets (vetted by Production Legal)
  • Text Spotting List (TSL)
  • Segment Rundown
  • Ad/Promo Restrictions
  • Fair Use Grid (if applicable)
  • Insurance Certificates - GL & E&O
  • Pence Document
  • Tax Incentive Registration, Certificate, Evidence of Sale/Transfer (if applicable)
  • Title Report & Legal Opinion
  • Workers Comp
  • Talent Agreement(s)
  • Background Checks (if applicable)
  • Location Agreements
  • Guild & Union Documentation (if applicable)
  • Employment Agreements

8.1.4 Public relations/marketing

  • Approved Bios
  • Still Photography

8.2 Deliverables checklist

On the Hub you will find a deliverables checklist, the checklist is considered part of your paper deliverables.

Please only mark items as complete once the final versions have been uploaded. If an item is not applicable (“N/A”), please upload a word document that says N/A and a short explanation as to why it is not applicable to your production. You may then mark that item complete on the checklist.

Email Roku Production once all items have been delivered and the checklist is filled out completely. Once final delivery is received and approved, access to the Hub will be removed.

For questions or concerns please reach out to Roku Production at altprod@roku.com.

8.3 Naming conventions

All Roku projects have a unique Project Title ID (PTID). You must follow specific naming conventions for the files to be considered acceptable. Examples of how each file(s) should be named can be found on the Hub, in the Production - Alternative folder.

If items are not delivered correctly, they will not be accepted. Please do not add or remove folders. If you have questions or can't find specific folders, please reach out to Roku Production.

8.4 Guidelines and templates

There is a “Guidelines & Templates'” section located on the Roku Deliverables Hub. Here you will find folders containing key documents in relation to each department (Production Legal, Post, Production). 

8.4.1 Post – alternative folder

  • Alternative Media Delivery Specs
  • Credits Approval Form
  • Episodic Delivery Checklist
  • Ingest Metadata Template
  • Post Grid Template
  • Preferred Vendor List
  • Segment Rundown
  • Text Spotting List

8.4.2 Production legal – alternative folder

  • Ad Promo Template
  • Insurance Guidelines
  • Music Cue Sheet Template

8.4.3 Production – alternative folder

  • Alternative Production Guidelines
  • Chart of accounts (COA)