Freelance event/sports contracts?

[mspringfield]

Here's a question for all freelance event/sports photographers: Do you have a contract that you have the companies you shoot for sign?

Here is my dilemma. I have been shooting freelance for about 5 years now, cheerleading, dance, gymnastics, baseball, lacrosse, hunter jumper horses, etc. A lot of my jobs are outside the Atlanta area and as a result I have to fly to the location. In the last few years I have had lots of trouble with event companies not paying in a "timely manor". I typically send an invoice for travel expenses when they are made and another invoice within 24-48 hours of the end of an event. It sometimes takes 4-6 weeks to get paid which could be as long as 60-90 days after the travels expenses are incurred. During a busy time I have been $2000-3000.00 out of pocket for travel.

Most of these companies have me sign a standard contract with the normal clauses, I will provided my own gear, act in a professional manor, not hold the company responsible for injury or damaged gear, etc. Would I be out of line if I presented them with a contract of my own? Stating my hourly rate, when payment is expected (travel expenses immediately and event within x days), accomidations expected (you would be surprised how many companies want to put you up in a cheap hotel with 4 people to a room), per diem, etc. Should I have a "late fee" if payment is not received within the stated time frame?

Is anyone else seeing this problem? What is your solution? Is a contract the answer?

Michael

[PhotosGuy]

Why not? It doesn't cost anything to ask for it.
I'd ask for expenses up front & give a discount for prompt payment. 2% net 10 days, 30 days, etc. If they're a real PITA, I'm suddenly "unavailable" the next time they call.
I've been paid by GM inside a week, & also after 5 months for the same type of job. I don't work with them any more, & don't miss the aggravation, either.
Alternative: next time send them (very) small jpegs for layout purposes. Then tell them you'll send the big files when their check clears, and state the reason why. That should get their attention & I'll bet someone in accounting will get a few phone calls. ;)

[TeeJay]

Sending small jpegs, as Photosguy says is certainly worth considering. One other option that I sometimes use - although maybe not quite so relevant with out-of-pocket expenses, is to offer a (small) discount if paid with a certain number of days. Some of the "better" companies, who generally take as long as they think they can get away with, are sometimes "oblidged" by their own internal accounting rules, to always take a discount if offered, which in turn would mean you get paid on time.

OK, they could take 3 months and STILL take the discount, but it might be worth a try.

TJ

[PhotosGuy]

OK, they could take 3 months and STILL take the discount, but it might be worth a try. I've had that little game played, too. Which is why i said, "If they're a real PITA, I'm suddenly "unavailable" the next time they call." ;)

[brivett]

I just got paid for a job I did in October.... PITA it may be, but it's a business reality.

You could ask them to book the flight.... or explain that expenses are immediately payable..

[mspringfield]

I like the discount idea. I have been working with one of the companies for almost 5 years. They funny thing is when I started they set the pay scale and now they have started using other "photographers" because they work cheaper. Maybe a discount for fast payment will help.

Barry, great idea but another photographer tried getting them to book and pay for his flights and gets some of the most god awful flights you have ever seen because they are cheap. He made a trip from Indy to Austin and ended up with an hour layover in O'Hare because it was about $50.00 cheaper on the R/T. They have also been known to book you for an event, wait until the week of the event to try to get a cheap last minute flight and then cancel on you when they couldn't get one.

I think it may be time to take an attorney friend of mine out for a Guinness.

[PhotosGuy]

You could ask them to book the flight.... or explain that expenses are immediately payable.. I've done that. More...
and now they have started using other "photographers" because they work cheaper. Maybe a discount for fast payment will help. Wait 'till he screws up & they'll be back. Good time to raise your rates to the cheap %^*&(s, too!
gets some of the most god awful flights you have ever seen because they are cheap. Travel time = 1/2 day rate!
...and then cancel on you when they couldn't get one. Contract w/cancellation fee is a standard industry practice!
I think it may be time to take an attorney friend of mine out for a Guinness. Always a good idea! (Deductible, too!) :D

[mspringfield]

Thanks for the tips Frank. Maybe I can share what I find out from my conversation with my attorney.