Rescheduling Policies During Peak Season

[HotHolly]

What are your rescheduling policies? Im having issues. We are booked solid right now, so much so, that I am turning people away. When someone needs to reschedule (no matter the reason) its a major issue. They let me know they need to reschedule 24 hours ahead of time, but that isnt enough time to fill the empty slot with someone else. The client ends up taking 2 time slots instead of 1, when this happens.

What are some cancellation/ rescheduling policies for peak season?

[The Loft Studios]

I'm assuming you're talking about Portrait Sessions (Family, Seniors, Children, etc....)
We allow up to 48 hours to reschedule with no penalty.....
Up to 24 hours, you have to pay an additional $25.oo.....
And NO CALL/NO SHOW, you receive no money back and if you would like to reschedule, it's another FULL Session Fee.....

[Cajungaltx]

I would set a seperate cancellation policy for peak seasons - specifically to avoid this issue.

Honestly $ 25? I spend that in a few days on coffee.

It's gotta hurt.

50% of your session fee? Don't know what your session fee is - but that, or a specific delay that is NOT a good one. I.E. 1 week to reschedule?

Honestly - you have to make them understand that YOU and YOUR time is VERY VERY VERY valuable.

Make it hurt (them, not you!).

[The Loft Studios]

All of our appointments are pre-paid in FULL via credit card.....
No Payment - No Appointment.
So we really never lose the client, they just reschedule for a different day.....

[HotHolly]

We collect 100% of the session fee up front also.

Originally Posted by Cajungaltx

50% of your session fee? ....

Did you read my policy page!?!?! lol. I think we are on the same wave length. Before I posted this, I updated my policy to a 50% rescheduling fee (sessions start @ $500), and they have up to 12 months to use it or loose it.

I know that's high, but if I loose 1 session plus all residual sales off that session (b/c they reschedule), it a major issue since we cater to a limited # of clientele per month. And I dont have time to scramble and find someone to take a last min slot.

I think that'll be a big enough deterrent. I just wanted to see what the rest of you all do or if there was a magic wand option I was missing. There's never a magic wand, but I always hope someone at least found a bunny in a hat or something.

[toverman]

What happens if a client is sick-as-a-dog with flu and would rather share the love than pay a rescheduling fee? Just sayin'. The result on your end is the same, unless the client shows up and gives you cooties, too.

[Bruce M. Morris]

Holly, how often are you having cancellations? The ones you have to turn away, are they the kind of people that might consider going on a waiting list for openings? Your change in policy might help eliminate the gaps, but you might also have some that would be willing to wait on you to have an opening in your schedule, just to have YOU shoot the photos.

Just an idea..

[HotHolly]

Thanks for the idea Bruce. Part of the problem is getting hold of everyone and getting them into the stylist at the last second. It takes HOURS to do all of that at the last second.

Todd, illness was why we wanted to allow reschedulings to start with. I didnt want them showing up puking up a lung. Anyway, there always seems to be people who ruin it for everyone else. No one has been sick. They are telling me "stuff came up" and they need to move their session to another day. If you are breathing - stuff comes up. Deal with it.

Anyway, I was curious what you all were doing. Thank you.

[kimberley]

Im having just that issue, turing people away and no room to reschedule....Im working with a lady right now as we speak her session in this evening and her daughter isnt feeling well...and there is no rescheduling....so she freaked...she said well maybe we will just tough it out...I said if she is sick with a fever I will not shoot her not getting sick and neither is my family...fever free to no taky :)