Bidding Process

Negotiation points to use when clients ask specifically for a reduction in Creative Fees:

1. Scaling down any area of their usage terms.
2. Trimming the number of images, variation, and angles on the shot list. 
3. Reducing the number of final images included in usage terms.
4. Limiting shoot days hours maximum.
5. Time-saving production tasks they take over, like prop shopping, producing, retouching, casting, scouting, etc. 
6. Predetermined creative concepts/shot list they supply before the shoot day begins.
7. Guaranteed faster final payment and/or larger advance payment before the shoot begins.
8. Bulk discounted rate based on future projects. 

HOW TO GET THE JOB:

Be the director the client will hire you to be, from start to finish. 

Have your plan in mind and confidently share it as, “This is the way to go,” to achieve their goals. 

There is no need to buffer it with safe comments like, “My opinion is…” when you want to be hired as the creative lead carrying out your creative vision. 

When bidding on a job, clients may ask us to dive deeper into the basis of the costs. Put your business mind to work by understanding what the client needs to hear from you. 

Our estimates cover us for unexpected real-life additions like grip truck availability, insurance changes, overtime, etc. 

Our bids are not as black and white as a client would assume, so get ready to explain the gray areas in ways that speak their language.

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.