How long do you Pros hold dates for clients?

I have a situation at the moment and I'd like to know what you pros would do.

 

A few weeks ago a client enquired about February 7th 2009. She lives several

hours away, and is coming to my neck of the woods on April 5 this year, and she

has booked an appointment to meet me and see more of my work. She is interested

in my cheapest package and NO album.

I received a phone call today from another lady who is also interested in

February 7th 2009, she's wants my most expensive package and a digital

flushmount album as well, and she's happy to book and pay for it today, without

meeting me.

 

What would you guys do in this situation? Take the booking from client B, who is

ready to pay, or wait until you've seen client A, who enquired first, which may

or may not turn into a booking? What's the correct, ethical way to deal with this?

 

 

Also, on a less specific note, what is the general procedure you all have in

regards to holding dates for people. Do you hold dates for a specific amount of

time to let people make up their mind, or do you simply have a first paid, first

booked policy?

 

Thanks.

Go with client B. For several reasons:<br>

<ol><li>Brides must be realistic and accept the fact that there are only so many available photographers and free Saturdays. She cannot reasonably expect you to keep a slot open for her when she hasn't even met you to consider your work. Statistically, I have read mention of 70% closure rates among some after meeting with the client. What is your batting average? Is it high enough to risk a sure thing? 'A bird in the hand...'</li>

<li>You may feel bad about having to palm the first client off and fear some negative publicity, however, she does live not in your immediate vicinity and the local bad word of mouth is a small risk.</li>

<li>Client #2 will generate more income. Do you rely on your income to feed yourself and/or children. Do it for the munchkins.;)</li>

</ol>

<p>

My thoughts are to book client #2 and inform her of competing interest in the date. Stress that she sounds like a lovely person, however you are running a business and must honour whoever will pay the rention fee to you first. This should ensure a speedy down-payment. Ring some of your local competition you have networked with and find one who has the date free. Then, and only then, contact Client #1 and inform her that, whilst you had pencilled the 7th for her, another client had paid for that date and, in the absence of any payment from #1, you had to give #2 that date. Thank #1 kindly for her interest and then inform her you have managed to pencil-in an appointment with another photographer, who you highly recommend, and who would love to meet her. Give her their details (or ask if she doesn't mind giving Photog B hers) so they may meet.

</p>

<p>The benefits are these:

<ul>

<li>You hedge your bets on Client #2 to secure the most income. If no cheque comes from #2, then you haven't cancelled your appt. with #1.</li>

<li>You look like the professional who went out of his way to help a bride-to-be out by arranging an alternative photographer.</li>

<li>You've sent possible business to a colleague, who may one day repay in kind.</li>

</ul>

</p>

<p>

My thoughts.

</p>

Troy

The first one to pay the retainer fee gets the date. Talk is cheap. I always stipulate to the potential client on that policy.

In a situation like this, especially where bride #1 is coming from a distance, I always give a courtesy call to give the first contact the opportunity to book first. She may already have it in her head that you're hired and is just waiting to give you a deposit when she sees you, not thinking that there is a rush. She may be inclined to send you a deposit immediately or give you a credit card number over the phone. I would give no more than a week if she is going to mail it and let her know that if it's not received in seven days that the other party will book the date.

 

On the other hand, she may say that she was still deciding and that you can go ahead and book the other client.

 

I would also let client #2 know that you have given the other person a small window of opportunity to book considering her distance and you will be in touch regardless of whether the other person books or not. If she wants your services that much, I am sure she is willing to wait a week to write the check.

 

To me, it's not just about the money, but good will. If feeding your family is the issue as the other poster says, then your lowest prices should be based on the minimum you are willing to accept per job.

 

The fact that she's out of town and may not be able to give negative feedback in your town is irrelevant. What if person #2 brags to her friends that she snagged you out from under someone else because she's paying you more? That could be just as negative. What if person #1 bad-mouths you to her other vendors? That could be even more damaging.

 

I feel that in this business, it's not just about the money, but the customer service.

 

Just my opinion,

Sam

 

P.S. Let us know how things turn out.

I forgot to respond to your last part. For an out-of-area client, I will "pencil them in" for fifteen days. That gives them two weeks to come and meet with me. During that time, if anyone asks about that date, I will call them to touch base with them. Beyond fifteen days, the date is opened back up for anyone, including the interested party, to book the date.

I also let the second person who asks about the date know that someone has asked about the date, but hasn't booked it yet and let them know the timeframe. We schedule a meeting and if the first party books, then I cancel the meeting.

 

Sam

April 5th sure is a long time.

 

Hours away or not, the photography must not be a priority to her. If it was, she would have met with you ASAP.

 

The question is, what did you say to bride #1. Did you say you would hold the date for her?

I did want to add, that I would never hold a date open for a month. A week or so is one thing, a month is another. This is for first appointments only.

 

The only time I hold a date open for a client that I've met with is when they are out of town, they call and say they've decided to book me, and we need to mail contracts to each other. In this case I figure out mail delivery times and give them a day or two. I also tell them they need to sign it and get it in the mail ASAP. Basically a week or less.

24 hours or a deposit ...thats our policy for the last 25 years...

We hold for 30 days from the meeting date. We won't hold based on an email or phone call.

Danny, you have told us what Bride one wants and what she is going to do: you have not told us what you said to her and / or what you promised or implied you would do for her.

 

 

Regarding question 2:

 

The studio arranges a personal meeting with any prospective client at the earliest possible time after any telephone inquiry.

 

Until that meeting, we consider that any prospect is only `expressing interest`, and we make that quite clear: unless of course they pay the deposit over the phone.

 

If the prospect does not sign the contract at the meeting, their name is penciled into the studio diary.

 

Prospects sometimes ask to take the contract away to consider it and perhaps sign it and send it back to us: we do not do that.

 

We offer them a copy for their consideration: but the actual contract is signed by the client and us, at the same time, with the same pen and also both signatures are witnessed with the same pen. In other words they come back or we go to meet them.

 

In the (exceptionally few) cases where clients have been sent the physical contract to sign and return, there is a clause in the contract stipulating the date by which it must be received by us, for the contract to be valid, and other clauses, regarding witnessing and identification of those signatories. In this rare case there would be a booking made in the diary prior to receiving a deposit.

 

Studio Diary Booking System:

 

It is an open diary policy, like at a doctor or dentist or other professional. One day per page in 15minute slots. (There is a small amount of commercial work).

 

The potential Wedding client is free to view the diary, which has client booking numbers (No Personal Details) in blue pen when confirmed, pencil Pending or red pen crossed lines for a cancellation.

 

If the potential client has not viewed the diary during the normal course of the personal interview, then the diary is opened and their inquiry number is allocated in front of them; thus they are free to see what other jobs have been allocated or pending for that day.

 

This open diary approach works for me personally, as I now contract to the studio to cover Weddings (they pay for my time and skill only). I too have a booking diary: if the studio books me I write it in blue pen and that is that, if I am doing something else, they cannot book me: very simple. (I do not ask for a deposit from the studio, I used to own the studio, and I trust the new owners, and obviously that relieves them of the problem of paying me in full in the very rare likelihood of a Bride canceling or changing the date).

 

I do not have any issue with potential clients knowing what their options are and what the likelihood of a full diary might be, and therefore not being allocated the time or date they wanted.

 

The studio does not, and will not `hold` dates or times, and do not commit to `get back to prospective clients should there be other inquiries for a specific date` nor do we pencil in any `telephone` inquires.

 

However, you have made an appointment time for this Bride 1, and that is really the key to the issue, as I mentioned: what were the conditions and or promises you made to her regarding that meeting?

 

Moving back to what we do. . . The studio would not necessarily mention what personal inquiries we have for a date or time to a telephone inquiry, pending a personal meeting, unless specifically asked about availability on a particular date, but we do however say; `any date, time and photographer will only be confirmed as yours, upon your signature on the contract and payment of the 75% of the total contract fee.` and we also inform the prospect that the booking required confirmation and invite her to allocate the deposit immediately, over the phone with a credit card and invite her to sign the contract within a few days.

 

This is the type of response I believe would have been the best for you, in regards to the first phone inquiry: this way you have set the limits and you are not in limbo. But it is most likely that this is the first time this has happened to you, that`s why you are asking the question.

 

Personally, I believe an `open diary` it is the only professional way to behave. It is up front and every client knows where they stand from the outset.

 

Ensure you set a system in place such that you control all future telephone inquiries in a manner which is precise and clear to everyone and suits the smooth running of your business.

 

WW

 

 

I get inquiries all the time but never even pencil a date in until they actually come out and tell me they want to hire me. Then they get a full business week to get a check and contract to me or pay deposit online with credit card. Merely asking for a meeting to see my work would not, in my opinion constitute any commitment. I would of course contact the first person to cancel the meeting and suggest an alternative photographer.

 

Ian

I can't believe this is a question. You book client #2 now and take the money. You then immediately call client #1 (only after you have the money) and say, "sorry someone contracted for that date, please don't drive up here to see me, I can recomend so and so...blah blah blah." It's a business.

 

Does B&H send you a camera before you pay with a credit card?

Why in the world would you hold a date? I think the whole idea is a little silly. I tell everyone the first time I speak to them (or email) that I do not hold dates for anyone and that whoever gets the contract and retainer to me first willbe the one I work with on their wedding day. It isn't mean - it isn't bad business - whoever misses out won't talk bad about you. Smile and be happy that you're so popular and book the one who wants you!

Show me the money baby : )

 

I dont hold dates : )

I push for a deposit don't "hold the date" ever that's just me. I only hold it once I get the deposit if you hold it without the deposit you run the risk of someone holding the date to long and then skipping out at the last minute and you could have booked another client in the mean time.

Hmmmm, changing my outlook on things. Interesting perspectives.

 

Sam

Wow. Some great responses from everyone. I think I will change the way I manage this part of the business. I appreciate the input from everyone.

I don't hold dates either. The date is secured when the signed contract and deposit is in my hands.