So I jumped ahead a bit in the last post, in talking about casting. That would normally come later in the process. I am attempting to share the order of the process as well as the details.
Normally once we would get the illustration or layout from the agency we would have to estimate out the project. Whether it was a competitive estimate (where we are basically bidding against other photographers to get the job) or even if we pretty much have the job secured we would need to provide costs for the production. Most of the time the agency has to produce a Purchase Order or P.O. and that number would ultimately have to go on our final invoice when doing our billing. The P.O. always lists a total amount for the job which we need to stay within 10% of.
So the estimating process consists of looking at all of the factors and variable of each job and coming up with solid costs and fees to produce it. Every job is different and much of the time there is an element or two that needs to be researched. Having been doing this for many years, a lot of the costs we can estimate without much effort. But we do contact members of the team we anticipate using on any particular job, to make sure our costs are still in line and that we are not missing anything.
If we were to be estimating out this shot, here is a list of what might be included on the estimate.
- Photo Fee
- Usage or Licensing Fee
- Pre & Post Production
- Model Fees
- Digital Processing of Images
- Equipment Rentals
- Studio Supplies
- Studio Rental
- Food & Refreshments
- Hair & Make-up
- Animal Talent
- Set/Prop Stylist
- Wardrobe Stylist
- Shipping & Messengers
These would be items for this shoot.
Other projects may include locations so we would have to include items like:
- Location Scouting
- Location Fees
- Equipment Van
- Travel Expenses
If there were kids on set we would have to include
- Social Worker / Teacher
If we were shooting products we might need to include
Of course we include all of the standard verbiage regarding our terms and conditions as well as clearly spelling out what our interpretation of the shot is, a description, the intended usage of the photo, approximate dates of the shoot, delivery of the imagery, # of days, # of shots, and specifics of what the estimate may or may not include.
And all if this would be put together on a nice and easy to read estimate and presented to the agency and then we cross our fingers and hold our breath.