When to require the sitting fee?

[alwoodruff]

I've always required the sitting fee upon the session booking for I think obvious reasons. However, I had a client (upon request) offer a comment that she would prefer the sitting fee to be due AT the session (which I guess I can see her point of view on that). I thought what I have been doing is standard, but I'm starting to wonder if it's best. Perhaps I could require 50% of the sitting fee to secure their date? Any thoughts or suggestions?

To clarify, what I don't want to see happen is give March 7th to so and so then at the last minute she flakes and I'm left with no session that day. Money lost.

[Shelby Lane]

I require it upfront -- I found many years ago that it prevents no-shows and last minute reschedules. It's what we take to reserve their appointment time. Now that it's bundled with their minimum print investment, I'll let them split it up into two payments... but really that has not changed either, because the minimum used to be payable at the session (and really, it still equals the same amount that it did before, LOL).

[dhphoto]

My sitting fees are due the day of the shoot. We try everything we can (reminders, confirmations, etc.) but sometimes we do have no-shows and then we just move other appointments for the day or use that time to do all the "non-billable" stuff that needs to get done.

[toverman]

If requiring the session fee at the time of booking has worked, I wouldn't change it. However, if you are willing to work with the client who requested the change, you can do that without changing your entire policy.

[Shelby Lane]

What were her reasons for not wanting to pay it till the session? I've occasionally had a client ask who just didn't want the trouble of bringing over a check.

[BrianY]

Why do you want to make an exception to your business policies? Do you really want to work with her or need the assignment?

Of course if you asked your clients, they'd prefer to pay at session time, rather than booking time. I'm sure they'd also prefer to pay for their photos in full when delivered, rather than when ordered.

[Mindy H]

Always upon booking.

If they wish to pay with a check rather than a credit card over the phone, then I will hold the spot for 5 days till the check arrives in the mail...if not received, the date is released after 5 days.

If the customer is not serious enough about the shoot to want to pay the session fee up front, they probably aren't worth your time in the long run. They are not coming to you just 'to take pictures'...they can get that in the mall....they are coming to you for your artistic talent, there should be some commitment from them for that.

[J Eddington]

Upon booking NO REFUND. I will reschedule if notice is given more than 48hours. At that point I cannot get a new client for that time slot. They are scheduling me for that time. That is my fee to be free for them at the time they requested.

[CallMeAl]

This is the very reason I started accepting credit cards...so when I book a session, I can collect their sitting fee at that moment. It's kind of like what you see on most photographer's websites. It's not "Price List," it's "Investment." My experience has been (as limited as that is) that when they are not invested in the session prior to the session, they don't care about canceling, being late or just not showing up. However, when they've paid money already, they are a little more committed. Same thing for shooting family, if they aren't paying, they don't really see your time as that valuable...but that's another thread entirely.

[KimHurt]

I tell all my clients that I cannot guarantee them an appointment until the session fee is paid. If they want to mail me a check, drop it by the studio, or make a paypal payment it doesn't matter. I used to let people pay when they came for the session and no-shows were rampant. Now that I have canged my policy I find out real quick if they are serious.

[HotHolly]

Amanda, some people will ask for exceptions. Generally speaking, allowing exceptions will cost you. Stick to your guns.

[HeatherLou]

I know saying this will prolly bite me in the butt, so knock on wood and cross your fingers! I charge my Creative Fee at the time of Photography.....and have ever had a no show. Now, that being said, I'm not a high volume studio.

[alwoodruff]

Originally Posted by KimHurt

I tell all my clients that I cannot guarantee them an appointment until the session fee is paid. If they want to mail me a check, drop it by the studio, or make a paypal payment it doesn't matter. I used to let people pay when they came for the session and no-shows were rampant. Now that I have canged my policy I find out real quick if they are serious.

I think that's one thing I've been really frustrated about. I have been requiring the session fee at the time of booking. I'll talk to someone who's gung ho about the session- we even pick a day! I'll send them an email with the contract to look over and confirm the date. In there I mention the fee is due to hold the date and I never hear back from people. It's happened twice recently- two ladies who both work at my insurance agent's office (I just photographed my agent's family) and I haven't heard back from either of them. What gives?! It makes me think I'm DEFINITELY doing something wrong- I just can't figure out what. ANY SUGGESTIONS?!

alwoodruff added 5 Minutes and 0 Seconds later...Double Post Merged Below

Originally Posted by HotHolly

Amanda, some people will ask for exceptions. Generally speaking, allowing exceptions will cost you. Stick to your guns.

99% of the time I am sticking to my guns and I'm afraid it (or something I'm doing... see my latest reply) is causing me to lose business.

When in the booking process do you mention the session fee is due upon booking? Before you choose the date or after? At the beginning of the call or at the end? This policy is on my site, so I never make a big deal about it (I assume they've thoroughly looked through my site before calling me). I usually mention it briefly towards the end in the context of HOW to send me their session fee (as opposed to telling them they need to pay the session fee to hold the date).

alwoodruff added 11 Minutes and 18 Seconds later...Double Post Merged Below

Originally Posted by CallMeAl

This is the very reason I started accepting credit cards...so when I book a session, I can collect their sitting fee at that moment. It's kind of like what you see on most photographer's websites. It's not "Price List," it's "Investment." My experience has been (as limited as that is) that when they are not invested in the session prior to the session, they don't care about canceling, being late or just not showing up. However, when they've paid money already, they are a little more committed. Same thing for shooting family, if they aren't paying, they don't really see your time as that valuable...but that's another thread entirely.

Great idea on the credit card idea. i used to use paypal for a short time but (and I must make a disclaimer that I haven't researched it extremely thoroughly) at the time, they had a limit on how much I could withdraw from my account per month (like $500 which is not cool). So I just stopped & only take cash and check. So far I don't feel like it's affected my business. But I would consider it to allow your idea. I really like to keep my unnecessary costs low though. Who do you use for your credit card service? Is it user friendly and reasonably priced?

alwoodruff added 18 Minutes and 16 Seconds later...Double Post Merged Below

Originally Posted by Shelby Lane

What were her reasons for not wanting to pay it till the session? I've occasionally had a client ask who just didn't want the trouble of bringing over a check.

She has actually been my only exception. I am pretty strict about getting my money up front. But for whatever reason, it just didn't work out with her. And I knew she was good for her money:) so, her suggestion wasn't for that reason. She I guess just thinks generally she would rather not put up all the money until she's gotten something out of it? Which, to some extent, I can understand.

[Shelby Lane]

Originally Posted by alwoodruff

She I guess just thinks generally she would rather not put up all the money until she's gotten something out of it? Which, to some extent, I can understand.

Well, I'm not telling you not to bend in this case, but what happens when she decides she doesn't want to pay for an order until it's delivered? Your policies may differ from mine (I require orders to be paid in full before delivery) but I have found that when someone isn't confident enough in what I do as a professional to commit money up front, and I bend, it so often starts a chain reaction that carries on through the whole client relationship.

[ggeen]

In an oblique discussion it was explained to me that the "session fee" is a retainer to reserve that time slot for the customer. Much in the same way as a lawyer takes a retainer to reserve his time for a client. The client is paying you to reserve that time slot which will be all theirs.

I think that you have a good model. If you want to make an exception for this client, that is your call. Way the risks versus benefits. What are the risks if the client flakes and that time slot cannot be filled? What are the benefits if the client fulfills their end of the deal?