what to do when you suddenly can't be available?

<p>a couple had me booked for about 6 months now and the wedding is 3 weeks away. all of a sudden i'm requried to take a trip to london for my regular 9 to 5 and the return date is a day before their wedding day. i don't want to chance it, because who knows the trip could be extended easily. any advice on how to help the couple transition to a new photographer in 3 weeks? luckily i've been able to work with them on engagment photos that they love by the way and we were both looking to the wedding. but i don't know how they will take the fact that all of a sudden i can't do their wedding...</p>

<p>I cannot imagine this is going to be received even marginally well. I also juggle wedding photography with a day job, but fortunately my job does not require travel. Is there any way you can convince the day job to let you return earlier? </p>

<p>You should always have a backup photographer. If you cancel, you may ruin the wedding and get a lawsuit too.</p>

<p>I have to agree with Michael. I'd do everything possible to get back in time and tough it out on decreased prep time (both physically and mentally). In addition, I'd either have a contingency plan in place involving a competent photographer ready to step in if necessary, or hire a competent second who will both be on this job and possibly step in as primary should you be delayed.</p>

<p>The couple will have to be in on the contingency plan ASAP, so there are no surprises. You'll have to cover whatever other expenses you may incur regarding the replacement and/or second, on your own, even if this means you make no profit.</p>

<p>If this happens from time to time, better have something in your contract regarding replacements if necessary.</p>

<p>Just another point here. If you have no contingency plan with the wedding 3 weeks away, what was your plan if you had an emergency the day of the wedding with NO notice? There should be a plan in place for every wedding, whether it's a network of local photographers, a 2nd shooter who is always with you who could take over or any one of a number of possibilities. Don't your clients ask about this when they book?</p>

<p>from my contract - "Studio/Photographer may substitute another photographer to take the photographs in the event of Studio/Photographer’s illness or of scheduling conflicts. In the event of such substitution, Studio/Photographer warrants that the photographer taking the photographs or video shall be a competent professional" </p>

<p>I point out to clients at signing each clause of the contract including this one. I indicate that I am not going to schedule another wedding or other shoot on the date that they have reserved, however there might be an emergency that necessitates another photographer. </p>

<p>I have photographers that I network with that I can call favors from - including substituting for me in a pinch - they can do the same thing of me. </p>

<p>Don't waste time - start looking and talking to other photographers - Also - check with your 9-5 and see if you can come back early - as pointed out - if you come back on a Friday and have to shoot on Saturday - chances are great that a) you will still be jet lagged b) that your flights will be delayed. c) both the above. </p>

<p>Dave</p>

 

<p>Danzel -- how far away is "london?" More than 10 miles? Why worry.</p>

<p>(you assume that we KNOW where you usually live)</p>

<p>As in Reading is only a few miles from London. :)</p>

 

<p>I'm going to be very blunt. You have no business signing on as a wedding photographer if you are going to be a NO SHOW. I do believe being a photographer does not mix well with a day job where far distant travel is involved, just my humble opinion.</p>

<p>good point ken. london is about 4000 miles away. i'm in the chicago area. this long distance travel stuff just popped up. i never had to do it before. i agree, this clealy increases the urgency to establish backup photographers and add a claus something like dave mentions in my contract. in 5 years this have never even came close to happening but i guess if you do anything long enough the risk of stuff like this increases. and i already tried to discuss getting back early but that only led to discussions that suggested i might get back later. i like the idea of establishing a backup who would only kick in if i didn't make it back in time though. cause there is a chance i could make it back the day before and just tough it out the next day. maybe i could present the couple with a few options (photographers), let them check out their website, and then pursue whoever they like to see if they're available and would be willing to do it.</p>

<p>paul, like others have said, sudden illness can make you a no show. it's not always a 2nd job. key is having a backup plan which is the issue it seems.</p>

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<p>i like the idea of establishing a backup who would only kick in if i didn't make it back in time</p>

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<p>It's very important that you pay this person regardless of whether you make it back in time. If you don't, word will spread quickly among the community to never help you out again. This is a good chance to have this person see how you work should you need someone in the future.</p>

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<p>maybe i could present the couple with a few options (photographers), let them check out their website, and then pursue whoever they like to see if they're available and would be willing to do it.</p>

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<p>Not a good idea at all. You got yourself into this jam and 3 weeks before their wedding you're going to add this task to their already overflowing plate? You need to find a solution yourself and do your own search.<br>

Another important point to remember is that you're contractually obligated to fulfill the contract and photograph this wedding. You're probably not contractually obligate to make this overseas trip even if it's more important to YOU. It would appear that this will not look good should it go to court. Move quickly but carefully and good luck.</p>

<p>We've had these discussions on here several times, and one, not that long ago. Usually discussing getting sick. If you're shooting weddings for five years and haven't networked with some other photogs as of yet to help out in case of crisis, well that's being unprepared. Like already mentioned, start calling around to line up and pay a solid replacement and try to get back on time to shoot.</p>

<p>great points Ted. i see now that it was an excellent idea to post this question before i approached the bride and groom with my original idea. if i can find another photographer who's available maybe the deal should be if i can make it then the bride & groom get 2 photographers for the price of 1, and if i can't then they get just the substitute photographer. the incentive for the other photographer would be they get whatever hourly rate we work out for shooting only. but then i get the raw files to edit, post, and sell. something like that maybe? has anyone else ever had to have another photographer step in and if so how did it work out?</p>

<p>Danzel:</p>

<p>Have you mentioned to your day job that you have a contract for a wedding that signed 6 months ago? Do they know your reason for wanting to get back earlier?</p>

<p>Eric</p>

<p>Julian,<br>

Why would there be concern of a lawsuit? A contract should always limit damages to the price of the contract. Even if it didn't, what would the damages be? There is never a guarantee that a B/G will get p<em>articular</em> photographs. I just fail to see where a lawsuit would be a worry here.</p>

<p>That said, a backup shooter is always necessary.</p>

We overbook, let the people know you have someone very qualified to photograph.

 

There's a lot of very gifted photographers pretty much in any city. It's never been an issue because some of the best pros are hurting. You won't have to worry about the quality. Hope this helps. We pay the pro's about $500 and whatever is left over is out profit.

<p>As someone getting married in August, I'd be furious. At myself for not insuring that you as a "pro" had a backup plan and at you for not having one. But you created the situation, now you fix it. If it means you can't work one Friday for your regular job and you fly back to the US for the weekend, then that is what you do. No one is that indispensable. Make it work. You gave your word in the contract and never said "Unless something more important comes up at my other job that matters more to me." </p>

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<p>Is there any way you can convince the day job to let you return earlier?</p>

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<p>Doesn't your day job need to ask you if you are available for travel rather than tell you? If this was me and I already had plans the answer would be no.</p>

<p>What I tried to say was that even if you are not in a position to control your life a little more with the day job so you can come home earlier from the trip, then forget coming home earlier--just come home for the weekend since you made that commitment without conditions to the bride/groom. Live and learn, but your word is your word. Take off the Friday from work--just one day; surely no one is so indispensable they can't arrange a single day away. That let's you fly home Thursday night, get to Chicago by Friday night, and fulfill your promise on Saturday. Sunday you'll have to turn around and fly back and just be tired at work on Monday. But a weekend of crazy travel never killed anyone. </p>

<p>He can't count on getting back from Chicago or sweet talking his employer. They may be sympathetic, yet they may simply be unable to accommodate any changes to his availability. When I traveled for business, it might have been possible a few times to find the trip shortened, more often we ended up extending the trip. Wandering off on my own (second job or whatever) and not being available when needed the next Monday, etc., could easily have gotten me fired and caused huge problems for my company, a subcontractor and the government program. We have no insight into the job situation and it's foolhardy to try to cut that kind of long distance international travel closely.</p>

<p>He needs to find a competent local photographer to take the wedding and he needs to deal with any cost issues himself.</p>

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<p>Why would there be concern of a lawsuit? A contract should always limit damages to the price of the contract. Even if it didn't, what would the damages be? There is never a guarantee that a B/G will get p<em>articular</em> photographs. I just fail to see where a lawsuit would be a worry here.</p>

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<p>Brian, the problem is that the contract wasn't worded properly to begin with and other arrangements were never made. Besides, whether right or wrong, anyone can file suit against anyone. This creates a lot of time and expense even if no damages are awarded.</p>

<p>I made contact with two seasoned professional photographers that are willing to step in... wheh! thanks pnet! i will likely work out a deal with one where she shows up and shoots if i make it back in time or not. if i'm back in time then the bride gets 2 for the price of 1. if not then she just gets one. and i see a lot of good advice to follow regarding "work for hire" in the above thread. its time to revise my contract and get other couples who wedding is further down the road to resign. regarding my employer, there's no way they would be sympathetic to my situation here considering the significance of this project. this trip is already a high cost to them, plus this is a pretty significant project that will have a big impact on our plant. i love photographing weddings, but my day job pays the bills so i have to be careful not to come across as a slacker because of weddings. </p>

<p>considering the importance of this project to the company. that i have the lead role for this project. it could be a career ending decision if they knew i wanted to cut this trip short to get back and shoot a wedding</p>

<p>I'm not sure how much success you'll have getting anyone to re-sign a contract with less desirable terms. Yes, it's protection for you, but what's in it for them? You're asking them to agree to a less comfortable situation with less of a commitment from you.<br>

I would certainly redo future contracts and have a good solid plan in place for situations that require it. You should also put your name out there as someone who is willing to cover for others, need be.</p>

<p>You've got to be straight up with them. This is their big day. They'd be even madder if you didn't tell and let them down rather than you tell and they source an alternative.<br>

I'm in a similar position (well a little different) I have a wedding booked in at the same time as my wife is due to give birth to our first child. I've alerted the customer I may need to dash and they have prepared a back up plan. They were happy that I kept them in the loop.<br>

You'll do the right thing I'm sure</p>