Travel fees to local high schools

It's basketball season and between T&I shoots I'm asked from time to time to come out to high schools to shoot action of a player by their parent, then create stuff like this, in specific sizes, usually to be given as a surprise at Senior Night in February.

In some instances I am asked to shoot action of a Senior I did portraits for the previous summer and when I'm at the game then approached by several other parents to create something for their athlete as well.

Just want to get a feel for what others do or would do as far as travel fees...in particular......if I'm contacted to go to a game for an athlete that I haven't dealt with before (i.e. Sr. portraits) and I have to travel 50+ miles round trip to grab the images then I most definitely want to charge a seperate fee, which I'd let the parent know of up front....question is how much to charge? Should I base it on the number of miles from my studio?

In the case of the Senior I shot, I wouldn't charge the parents that approached me at the game since I was already there...but at least need to be compensated for my time. There was a time several years ago when I did this for free, but time is too valuable now...I guess I need to determine what my time is worth....and first numbers I tossed around was $20-$25 per event 20 miles from studio. Any advice is appreciated.

Sorry not a pro so can't really answer your question. But the quote above just doesn't seem right. A parent goes out of their way to contact you to arrange a shoot of their son/daughter and you charge them mileage. But the parent that just happens to spot you at the event and asks you as an after thought doesn't get the mileage charge. I just don't think that's right.

casp3r wrote in post #11671944
Sorry not a pro so can't really answer your question. But the quote above just doesn't seem right. A parent goes out of their way to contact you to arrange a shoot of their son/daughter and you charge them mileage. But the parent that just happens to spot you at the event and asks you as an after thought doesn't get the mileage charge. I just don't think that's right.

I thought the same thing too when I wrote that...having a change of thought now, but I have in the past been approached and parents have paid me on the spot to shoot their kid. One time a parent actually said "you're already here, just take some of player #45"...while I was shooting for a parent that paid me in advance. Some people just think they're paying for the print only and don't take into account everything that it takes to get results like this. Maybe I should just take a stance of "pay for your athlete" or I don't shoot him.

I need to remember my Square credit card reader from now on!

Set up base fees for the overall service, and deduct the mileage at tax time. 40 miles isn't that far to be charging the customer directly (they might feel you're nickel & diming them), IMHO.


Oh and your composites are really well done. Excellent work.

cdifoto wrote in post #11672518
Set up base fees for the overall service, and deduct the mileage at tax time. 40 miles isn't that far to be charging the customer directly (they might feel you're nickel & diming them), IMHO.

Oh and your composites are really well done. Excellent work.

Thanks!....I knew I came to the right place for ideas...never thought of that.

Yep. That way none of the clients feel they're footing the bill for part of someone else's service.

If you don't build your overhead into the price of the shoot, you'll set yourself up to be nickeled and dimed on every item, especially when it comes to the parents of HS athletes.

John.B wrote in post #11673054
If you don't build your overhead into the price of the shoot, you'll set yourself up to be nickeled and dimed on every item, especially when it comes to the parents of HS athletes.

That I agree with...but for example, if I'm charging $35 for an 8x10 that has two images in it then add in $15-$20 for time at game, I think I'll have a problem asking for $50-$55 for that same 8x10 and telling them the price is all inclusive (my time + print, design time, etc.)

I'm trying to make this as simple as possible.......hmmm.

Keep the ideas coming.

Why would you have a problem with just saying it's $55, when the total is $55 anyway? The only difference is you're currently itemizing the process.

I don't do that with my portraits. It's "This package includes all of X for the price of Y." Period. Not "You get this print at X price plus this print at X price plus gas at X price and retouching at X price and this pose at X price for a total of Y."

If you want simple all-inclusive is the way to go.

DD974 wrote in post #11673188
That I agree with...but for example, if I'm charging $35 for an 8x10 that has two images in it then add in $15-$20 for time at game, I think I'll have a problem asking for $50-$55 for that same 8x10 and telling them the price is all inclusive (my time + print, design time, etc.)

I'm trying to make this as simple as possible.......hmmm.

What I do is to charge a fee for the shoot, then either a per-print price or a portfolio price. I don't try to itemize mileage or if there is an event entrance fee or the cost of renting the 200mm f/2 glass (which ain't cheap!). But I let people know up front there is a cost to have me show up properly equipped. (It also helps that I only work for one parent per event, so there is no question of who I'm shooting for, and when.)

John.B wrote in post #11674486
What I do is to charge a fee for the shoot, then either a per-print price or a portfolio price. I don't try to itemize mileage or if there is an event entrance fee or the cost of renting the 200mm f/2 glass (which ain't cheap!). But I let people know up front there is a cost to have me show up properly equipped. (It also helps that I only work for one parent per event, so there is no question of who I'm shooting for, and when.)

Thank you!...more good advice!...I was a little blindsided at the last game after the Mom (who I came to the game for) showed everyone her 8x10 . I literally had a line of parents in the gym..so I just had them text me their kid's jersey number, name and print size they wanted. With the advice of my friends in this thread, I've since created this to show parents when approached....I may even put a version of this on the back of a business card.

Another item that you could do is to charge a fee for travel but let the original parent know that if second or third or fourth..... parent hires you while on site you will waive the travel fee. This would be a way to cover your cost if you only end up with one client but it would more than likely ensure that the first parent will advertise for you and get you more business before you even show up.

Rmitchell248 wrote in post #11684202
Another item that you could do is to charge a fee for travel but let the original parent know that if second or third or fourth..... parent hires you while on site you will waive the travel fee. This would be a way to cover your cost if you only end up with one client but it would more than likely ensure that the first parent will advertise for you and get you more business before you even show up.

Great idea!...that very same scenario happened at the last game + I was contacted by the basketball team and cheer coaches to do their T&I shoot.