Bidding Process

Q:

How do I know what to charge for interior shoots? The scale of projects is all over the place.

A:

Our industry doesn’t have a set rate structure, so pricing can feel like a guessing game. Rates are generally based on usage licensing terms, the size of the company hiring us, and our experience in the various types of photography. 

Each photographer has to come up with their midline rates based on previous jobs, the word from others, and where they are in their career and go from there. It will always fluctuate, but the one solid component of negotiation skills is asking for a higher rate than you expect, which can work in your favor. 

Q:

What are the most important things to include in a bid?

A:

Some MUST ADDS to every bid: 

1. Specifics of what the bid is based on (image count, variations, amount, and schedule of days, the deliverables, etc.)

2. Usage licensing terms and copyright rights 

3. Gear charges even when you own your equipment

4. Timelines and deadlines to clear up how many hours per day are included (pre-overtime), and when and how they will receive the final images

5. Anything you are expecting them to cover or supply

6. Advance invoice amount and date requirements

WATCH OUT FOR SCAMS, as production usually requires us to move quickly. Anyone telling us to send a payment before their finances are no longer pending in our bank account is a risk. The best method is to use an experienced producer instead of image makers handling all the finances if it’s not our specialty.

Q:

I wanted to know how I can get good feedback from a company that didn’t hire me. I just lost a bid, and that’s fine, but I’d love to know if it was more than not being the lowest cost.

A:

In our freelance business, we should learn how our bidding affects us. Take on the challenge to kindly ask the right questions to the right client after a job is awarded or lost. I’ve gathered the best info from clients by pinpointing specific closed-ended questions, hoping for a quick and easy answer. Example: Did I lose this because I was too high, or was this a creative decision, or both? 

Q:

Do you suggest always requesting a 50% advance? If so, what’s the best way to ask for it?

A:

Yes. Always include a request for an advance in your estimate, so it’s in writing once the estimate is approved. I use simple language like, “50% of total due prior to beginning of shoot.” If they ask for a different amount and it’s reasonable, that’s fine with me. I just need a legal guarantee that my photographers will be paid. I’d be scared to work without that reassurance. 

We can get “ghosted” after investing time in bidding for a job. What are some signs that we were never seriously up for this job?

Potential Bid GHOSTING Signs:

•Receive an email bid request with no phone or Zoom call

•No actual bid spec sheet with all the bidding/job details

•Casual instructions for us to “call for more info” as they are the ones who should know all the information

•A client who doesn’t look like they fit into our portfolio style

•The job title of the person contacting us does not sound like someone we normally deal with

Q:

What are your thoughts on bidding on a big job for a client when your portfolio does not reflect the same exact category of work?

A:

It’s not always black or white. I’ve had experiences where a photographer’s style and the client’s confidence in that style landed them the job. In that instance, it was Toby Pederson booking an Apple campaign that included people in the images, even though he had no people in his portfolio.

On the other hand, there are instances when I can sense the photographer’s bid is in third place because their work isn’t exactly reflective of the job’s requirements. 

I would advise you to get in the mix. Your work will be on their radar and use it as an opportunity to show what you’re capable of. 

Photographers, what extras are you bringing to the job? Think about it. What is your contribution that extends beyond your client’s expectations? Reach further by offering more than completing the expected shot list. Build up your reputation to win you the jobs.

The secret formula to get bidding financial feedback: 

When bidding on a job, clients won’t usually respond with the exact budget numbers; we have to ask with specific amounts, allowing them to respond with “yes, no, more, less…” etc.

Q:

I’m in the middle of negotiating a contract for a job I really want. The contract gives me no right to use the images for self-promotion, and effectively states that I could be sued for doing so. 

Should I take the money and work on building the relationship, or should I fight for my rights at the risk of losing the gig?

A:

I would talk to your contact at the company and gauge their flexibility. Explain why you need to show this work in order to secure future opportunities. 

Hopefully, they’ll be receptive to your concerns and willing to work with you on terms that are fair to all parties. At the very least, do your best to advocate what’s fair. 

Our industry also benefits when we stand together on issues like this. I understand why you wouldn’t want to walk away from the job over this, but asking for what you need (in a respectful way) shouldn’t cost you the job.