I was wondering for DS9 in particular, how did it work when the writer's room realised it would be great to have a recurring character in a particular episode? I am thinking about the logistics of knowing ahead of time that the actor for this character would actually be available to film it. For example Civil Defense (unsure if you worked on it, but it's what got me thinking about it) uses Dukat but it doesn't seem to be a plot that was written just to have a Dukat episode - but rather that Dukat was a fun addition to an already conceived plot idea.
In such a case, how did you know that Marc Alaimo would be available for the episode? Is there a negotiation with the recurring actor while the episode is being written? Did each season have a pre-negotiated number of X appearances by Marc Alaimo and you could decide where to use him? Or does a Marc Alaimo appearance actually come first and an episode gets written around him? (obviously the same could be asked for any other recurring actor)
Would appreciate any insight into how this process worked because it seems complicated to me.
We had season deals with our recurring actors, so we'd guarentee them, say 8 of 26 and that gave them a better rate and guaranteed work, in exchange for which we'd get a higher level of priority for them over, say, a guest spot on another show.
When we wanted to use someone like Marc, we'd give casting a heads-up well in advance, like when we were breaking the story, and say, "Hey, we need Marc for episode 8, can you book them?" and they'd do so. If there was an issue (and I don't ever remember one), we'd work it out by scheduling their days around the conflict, or we'd shift the episode. But since we had them on recurring contracts, I don't think this ever happened.
On their part, I think if they got offered another gig, they'd check with us and make sure we didn't need them for the days they were working.
In a few extreme examples, we were even able to do this with regular cast, notably when Armin was doing his BUFFY side hustle or when Colm was off doing a movie.