Concept: Images of volunteers and foundation members interacting
Location: An office and a TBD social setting in a European city
Photographer: Portrait and lifestyle specialist
Client: A large US-based non-profit organization
Here is the estimate (click to enlarge):
While the exact scope of the project was initially vague, the client hoped to capture images of their employees and volunteers in various scenarios over two shoot days at one of the foundation’s office locations and an additional social setting in a European city. The locations, talent, and production coordination would be the responsibility of the client, and they needed a photographer with minimal crew to capture everyone interacting.
On one hand, it seemed pretty straightforward, but on the other hand, the request came with a creative brief showing usage of the images on billboards along with a contract stating that the project would need to be on a work-made-for-hire basis (meaning, the copyright of the images would belong to the client). A handful of other non-profits I’ve encountered have required similar agreements, however, their budgets haven’t typically matched the value of such an arrangement. That being said, such organizations are typically relying on volunteers to go above and beyond in various ways, and I suppose they expect that notion to apply towards vendors for other goods/services as well.
When working on projects like this, I simply just ask what their budget might be, and in this case (after asking the same question a few different ways), I found out that they typically pay $3k-$4k plus expenses per day, regardless of the project scope. In this case, the photographer was comfortable with this considering the client and seemingly simple project scope. We priced the creative/licensing fee at 3,000 Euro per day, taking into account the currency conversion (about $3,700 USD) to be sure it would be palatable. There are two ways to create an estimate when currency conversion is necessary. One would have been to price the estimate in the currency of the client, which could make things progress smoothly internally, and could perhaps be more palatable. The other is to price the project in the currency of the local photographer, which is what we did here, and this ensures that the photographer receives exactly the anticipated amount of money estimated, regardless of the conversion rate at the time of payment.
Photographer Scout/Pre-Production Day(s): We included one day prior to the shoot for the photographer to scout the locations.
Assistants: We included a first assistant who would double as a digital tech, as well as a second assistant to help with equipment and lighting on both shoot days.
Hair/Makeup Stylist: While the client would provide any necessary wardrobe and/or prop styling, they requested for us to include a hair/makeup stylist to handle some light grooming on both days.
Equipment: This covered 800 euro/day for the photographer’s own gear, and any minor pieces of equipment he may need to rent.
Mileage, Parking, Meals for Crew, Misc.: I included 150 euro each day, anticipating a light lunch for 4 people and miscellaneous funds for parking and misc. expenses each day.
Delivery of All RAW Content on Hard Drive: The client planned to handle all of the post-processing, and simply wanted all of the images provided to them on a hard drive. This including the cost of the hard drive and international expedited shipping.
Feedback: Despite a seemingly clear conversation about their budget initially, we were told that our estimate was a bit too high for them. We discussed a few items that we could adjust to bring the expenses down while keeping the creative/licensing fee intact. We dropped the scout/prep day by 150 euro, removed the second assistant, reduced the equipment to 1k and cut the misc. expenses in half. Additionally, the client said they could provide a hard drive and cover shipping costs, so we removed that expense. Those changes helped us get just under 10k euro, which we thought should do the trick. Here was the estimate (click to enlarge):
Results: The photographer was awarded the project, and we began talking about another project in a different city as well.
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