Estimates

Q:

How do you charge differently in one case where a client comes to your with a project that is 90% fleshed out and you fill in the remaining 10% vs. a client that comes with a project that is 10% fleshed out and you come up with the other 90%… on a sliding scale you become art director and photographer… is that something that gets accounted for in the final bid?

A:

In my experience, the clients who don’t hire an art director or designer are trying to save money. They have lower budgets, so they want the photographer to come up with the branded shot list. I suggest staying clear of these situations because you are doing someone else’s job without getting paid for it. I’ve never seen these types of clients agree to pay more for art directing, but they really should. The first question I always ask is, “what is your shot list?”

When a client handles production expenses and asks for your day-rate estimate, be careful as they often assume that will include other costs such as your crew, camera gear, and retouching. Spelling that out on your estimate is not enough. Before the job happens, ask how they are handling the specific production costs that pertain to you. 

Something often happens with estimates, especially when it’s from client direct. They are handling the production expenses. They ask us for a bid or an estimate just for our fees but it’s often not just our fees. They think other things are inclusive with fees. When fees are really your usage and your time, your creative fee, your day rate. Even after you think they understand because you’ve made it very clear, do it again. Make sure before the job happens that they are crystal clear if more retouching is needed or if overtime happens it’s going to be this much. Ask them how they are handling the crew, how they want to handle your equipment. Stuff like that. Assume they don’t know because you have to protect yourself even if you think you already did in the estimate.

Overtime is tricky because even if you think the client will be expecting it, don’t take any chances. They hired you as the director, controlling the day, offering strategic steps to look out for their best interest. Bring it up before it’s too late.

We have to talk about overtime. If you’re on a job and you see yourself heading towards overtime, talk with the client. Check in with yourself at lunch time, or early in the day. Ask yourself, “Where are we?” Are you falling beyond or you’re not getting all the shots done in the 10 hours. Overtime was probably already discussed with the client in an email and it’s on your contract or even talked about on the phone, but don’t count on that. Talk to them or have your producer talk for you or your rep. The client has to know in advance because they might not have the budget and it’s your responsibility. Even if they’re trying to add shots and you’ve said ok. Also, the amount of overtime has to be approved, such as how many hours of overtime and for how many people. You don’t want any surprises and you never want to hand it to your client and say, “Surprise!” You have to protect yourself.

Q:

So often art directors push for more images on the shoot day even after the final number of shots has been agreed upon and approved. It’s tough to navigate on set. They usually say something like, “we’d love to get a few options on this shot,” or “what if we do this?” How do we be stern (no pun intended) with these on-set requests with discussing money during the middle of a shoot?

A:

I tell every photographer I rep or temp rep to blame me. For example- “I’d love to do this for you, but Andrea had me agree that you’ll have to talk to her first.” If you aren’t working with a rep then you can say, “As much as I’d love to, it’s my self-producing policy to not surprise you or me later with costs and timing issues so I’ll get back to you in a few minutes with any cost or scheduling changes to make those happen.”

Q:

What questions should be asked when figuring out costs for projects?

A:

This could be the most important part of estimating a job. Get the info you need so you understand what they are looking for, otherwise you risk not being covered ($) for something they expected you to cover. The other risk is you will be either too high or too low and not get the job. Ask for their budget (I doubt you will get the answer), get the shot-list, a layout or mood-board creative deck, what is the usage they want to license, and are they handling any of the production. After you see their deck info- ask the specifics about the day count, remote or on set, location, talent, props, backgrounds, surfaces, live casting or not, and any part of the production they are handling. You then have a sense of your approach and their needs to get your estimate started.

Navigating the Unknown Episode 11 is now live on YouTube! This week we speak to Art/Content Producer Kay Gautraud, and Producer Michael Klein about how to navigate estimates for a project in today’s climate. 

Guests:

Kay Gautraud – Art/Content Producer https://www.kaygautraud.com/#/

Michael Klein – Producer, Circadian Pictures https://circadianpictures.com/

Navigating the Unknown is a Q&A series in collaboration with APA-LA where we speak to different members of the photo community about all aspects of the commercial photography business. https://la.apanational.org/

With Co-Host: Photographer Hugh Kretschmer https://www.hughkretschmer.net/

We are all curious about ESTIMATES.
My top 5 tips for every estimate:

1. Start it off with the amount of final images you have agreed on. 
2. No variations included. 
3. This bid is based on information provided, any changes may incur overages. 
4. 10-hour shoot day. 
5. No overtime is included.

What do we need to include to help a photographer secure a job based on the estimate? Today, I’m going to share my top five points for creating an effective estimate:

1. Job Description: Always include the number of shots at the top of the estimate. This is important because clients might want to add shots later, so clearly state how many shots are included and emphasize that there are no variations.
2. Information and Overages: Add a line stating, “This bid is based on information provided; any changes may incur overages.” This protects you if changes are made to the scope of work.
3. Hours: Specify the number of hours the shoot is based on. This helps set clear expectations.
4. Overtime: Indicate if there is no overtime included in your estimate. Mention this in the email as well so clients know up front if additional hours will incur extra charges. Typically, estimates are based on 10 hours.
5. Usage Rights: Note that usage rights are granted with full payment. Usage becomes legally theirs only once payment is received, so make this clear.

These are my top five points, plus one extra on usage rights. See you next week for the “Navigating the Unknown” webinar, where we’ll discuss this further.

*WARNING*

When you are asked to revise a specific cost on your submitted estimate, you can only change that cost. Do not be tempted to change other costs and assume they will read through it all again. You can get your client in trouble and it’s a sneaky move.

There’s one part of bidding we’ve noticed that you should be very careful about. When we’re asked to revise a bid, we need to only revise that specific line item that they’ve requested to change. It’s very tempting to change other line items because we might hear from their tone that our budget could have been higher or perhaps we’re a little low on craft services and should have put in more for meals. We cannot make those changes, because once we submit the bid, we have to assume when we give it back, they’re not going to read over the whole bid again. It can be really sneaky, even if we didn’t mean it in that way and we can get someone in trouble. Only change the revision that they asked for.

Q:

I have a question regarding fees during this pandemic. I have a client wanting me to do a shoot in Florida early August. Being that that is a high risk state right now do you see photographers increasing their feeds for the added risk of the situation? Like hazardous pay? Thanks much!

A:

This is a new situation for all of us, so there is no absolute answer to this. Since your question makes rational sense, it’s worth bringing up with a client you have food communication with. As you know, less jobs are happening so budgets are going down and photographers are extra eager to get work now. This high level of competition could prevent any extra financial coverage. Play it safe though and don’t cut corners on the precautions which affect the expenses and shot count. I’d suggest bringing up the expenses instead of trying to raise your fee, where clients can rationally see and understand what they’d be paying more for.

Q:

Is anyone talking about Covid cancellation language yet? I need help.

A:

At this point, the client cannot be held responsible for normal cancellation fees if it is COVID related. Protect yourself by adding this line in the Job Description on the top of your estimate, “Due to any cancellations for Covid-19, all previously incurred expenses and fees will be covered once this estimate has been officially approved.” Having this sentence on your signed estimate, your purchase order, or even in your email agreement with your client can help protect you.