What other options/approach can I take

[Aaagogo]

Hey all, this is close to another "what to charge" thread, but rather than "What to Charge, it's "How to charge"

Here's the story,

My recent work with the Orlando Magic has opened up many contacts for me, recently meet a gentleman who's looking for photography service for his convention. Convention is in 2 months, early july

It's a 5 day long convention, with event's lasting 12-16hr days, client wishes to have photography coverage for the entire event, start to end. Events include seminars, workshops, award presentations, Luncheons, D&D etc...

Client did send me a "photographer's schedule", it lists the more important parts of the convention, like ribbon cutting, award presentation and special luncheons and D&D with the VIP.

In the "photographer's schedule" there includes note "candid photos to sell if time permits" They do want formal pictures for the D&D, group and individual.

I did some research on the location of the convention center, based on the information I have on hand, the main event hall for the convention is 30,000 sq feet, the other hall they have for the general luncheon and breakfast is 25,000 sq feet and can sit 1500-1600 people. There will be other seminars and events going at another separate smaller ballrooms, that's 10,000 sq feet.

I REALLY want to get this quote out right (right in the sense that the client will accept it) because 2 weeks following their convention is a 13 day long, international junior golf tournament with over 620 kids from all over the world playing.

I was thinking of charging a certain amount, pretty low rate, for myself and my team, probably a team of 4-6 photogs including myself, with 2 hotel rooms for the entire event (it's about 75 mins 1 way drive), and then kicking back 15-20% (open for discussion with client) of profit back to the organizers.

I would do an onsite print sales of the images, with an option to purchase larger prints online after the event, probably qoute it right so that I can get like a special folder slot thing that has the event name and date and logo for the printed image to be displayed together with the picture that's sold.

I definitely hope that the client would not expect me and my team to cover the event for free with the potential to make sales.

While doing research on the convention center, there is the convention center's preferred partner page, where naturally there is a prefered company for photography, weird thing is, the site is not linked only name and phone number, took me quite a while to find the website. I will put it in such a way that if the site and images are up for C&C here, it will be ripped into a millions shreds.

So would my initial idea of quoting the client a lower than normal rate, plus kick back of profit work? What would you do in my shoes?

Thanx guys,

[asysin2leads]

I don't have any advice re: the convention, but you might want to check the link to your website. It's saying the domain is for sale.

[breal101]

I got out of the convention business years ago because so many wanted to have it shot purely on spec. While you can potentially do well selling prints there were conventions that barely paid the lab fees back in the film days. You might want to consider cutting cost to a bare minimum, it means fewer photographers working their butts off but they would make more money. A five day convention is wearing to say the least, maybe rotating photographers would work. Every convention is different of course some were willing to pay a decent rate for coverage, some were not. I'm a bit wary of offering kickbacks, it may not be needed to get the job. Having a good efficient way of selling on site is a good plan, once it's over we never saw much interest in reprints. I really can't give much of an idea of how much to charge but in my opinion it should be enough to cover expenses and a fair profit because shooting on spec is a big gamble. Like any gamble it does pay off well at times, but it's still a gamble.

[Aaagogo]

yes, i like that idea of rotating photographers, i did plan for 4 to 6 photographers, with concurrent events going on at the same time, I think it's about good, even the rotating part is not all rest, more like uploading, organizing and manning the on-site printing booth/table.

I was just thinking about covering expenses and low/med profit, and i definitely understand the gamble part. If not for the following golf tournament, I won't worry that much, because honestly, I don't have the experience to handle such a large event. But would want to give it a shot, and do it right.

[breal101]

Just to add a few more thoughts, hotels often offer discounts for rooms booked during the convention, try to get included on those deals. Find out if you can have meals supplied by the convention, you can save a lot of money if you get free food. It always tastes better anyway. Also we found that women at the print sales booth tended to increase sales, if you can get girlfriends or wives involved in doing that it takes a lot of pressure off of you and increases sales to boot.

[Aaagogo]

good point on the wives and girlfriends selling the photos, unfortunately I have neither, but I think i might be able to call on some female friends.