Here we go
While I’d much rather blog about bridal portraits, golden hour sessions, and all the other fun stuff, sometimes the not-so-fun stuff has to be mentioned also. So here we go with the corporate business style blog that I have put off writing for quite some time (I started this blog six months ago). First let me say, photography is more than just a job for me. As I sat in my bedroom the other night with 4 half sessions and 6 mini sessions from the same week in my editing queue, I wished I could go back in time and tell 'beginner me' that exactly what she prayed for came true. From the very first click of my starter camera a few years ago, I knew I had found my passion in life. Photography has been life changing for me, and I cannot thank my clients, supporters, and followers enough for making this dream of mine turn into a beautiful reality. Charging clients for sessions feels like it should be illegal, considering how much I enjoy making memories with your family and crafting your galleries! So imagine how it feels when I have to enforce cancellation and rescheduling policies. It makes me sick and makes me feel like I am doing something horribly wrong. Because I understand. Life happens. I get sick sometimes, and so does my child. I’ve been through my fair share of family emergencies. I know what it’s like to have car trouble. I know what it’s like to go through emotional situations that make it hard to get out of bed. I empathize with the million unfair things that life can throw at us at the last minute that could cause clients to miss their photo sessions, and for that reason, I truly wish that I could accommodate every last-minute cancellation or rescheduling request. But simply put, I can’t do that and run a successful business. Cancellation and rescheduling policies will vary between photographers, and it is extremely important to ensure that you read your photographer’s policies before signing your contract. I’m going to explain my cancellation and rescheduling policies and get into the why’s of everything here.
*30 or 60 minute sessions at a public or private location where a fee is not required for use of the location:
At the time of signing your contract, a non-refundable retainer fee will be due. The retainer fee is collected to hold your spot for the specific day and time of your session. Once a contract is signed and the retainer fee is paid, my schedule will show as ‘booked’ to other clients, and I will then turn away other business for the date and time of your session. Without exception, your remaining balance will be due 7 days before your scheduled session. The due date will be listed in your contract, and multiple invoice reminders will be sent to you in the days leading up to the due date as well. If you fail to pay your remaining balance by the due date, your session will be cancelled. Once a session has been scheduled for a particular date and time, I count on that income. It is very difficult, and sometimes even impossible depending on the time of year, to fill your spot with less than 7 days notice of cancellation. Rescheduling your session is permitted a maximum of one time without additional fee or penalty provided you notify me at least 2 hours before your session starts. I will make every effort to reschedule your session to the nearest date and time that is suitable for both of us. If we cannot agree upon a suitable date and time, your session will be cancelled, and session fees will not be refunded. The same applies if you are unable to attend the rescheduled session for any reason.
30 or 60 minute sessions at a photography venue, studio, or other location where a fee is required for use of the location:
At the time of signing your contract, a non-refundable retainer fee will be due. The retainer fee is collected to hold your spot for the specific day and time of your session. Once a contract is signed and the retainer fee is paid, my schedule will show as ‘booked’ to other clients, and I will then turn away other business for the date and time of your session. Without exception, your remaining balance will be due 7 days before your scheduled session. The due date will be listed in your contract, and multiple invoice reminders will be sent to you in the days leading up to the due date as well. If you fail to pay your remaining balance by the due date, your session will be cancelled. Once a session has been scheduled for a particular date and time, I count on that income. It is very difficult, and sometimes even impossible depending on the time of year, to fill your spot with less than 7 days notice of cancellation. Rescheduling your session is permitted a maximum of one time, provided you notify me at least 48 hours before your session starts. This is because the studios and photography venues I frequently use require at least 48 hours notice to reschedule, and they do not allow cancellations. If you do not make a request to reschedule within the allotted timeframe, your session will be cancelled, and session fees will not be refunded. If you make a request to reschedule within the allotted timeframe, I will make every effort to reschedule your session to the nearest date and time that is suitable for both of us and for the venue or studio. If the studio or venue does not have availability on a date and time that is suitable for both of us, your session will be cancelled, and session fees will not be refunded. The same applies if you are unable to attend the rescheduled session for any reason.
Mini Sessions
I offer mini sessions at select studios and photography venues throughout the year. The venue or studio charges me a non-refundable rental fee that must be paid at the time of booking, and rentals are only offered by the studios/venues in either 30 or 60 increments. I then break down these time slots into back-to-back 10 or 15 minute mini sessions and offer them to clients. When you book a mini session, a non-refundable retainer fee will be due immediately. For mini sessions that are booked January – August, the remaining balance will be due without exception one week before your session. For Fall and Christmas sessions, the remaining balance will be due without exception two weeks before your session. If you fail to pay your remaining balance by the due date, your session will be cancelled. Here is where mini sessions significantly differ from 30 or 60 minute sessions: Mini sessions cannot be rescheduled under any circumstances due to the fact that the studio/venue will not allow me to reschedule a singular 1o or 15 minute mini session. If for any reason you are no longer able to come to your mini session, you are welcome to sell or gift your mini session spot to a friend or family member. If you do this, please send me the name and contact information of the adult(s) who will come in your place no less than one hour before your scheduled session time. All mini session bookings are final once the remaining balance has been paid. Think of booking a mini session like buying a ticket for a sporting event or concert. Once your ticket has been purchased, it won’t be refunded if you can no longer go, but you can sell or transfer your ticket to someone else.
I know some of you may be thinking "but if I don't show up to my mini session, you don't have to do the work; therefore, a refund shouldn't be a problem." I urge you to think about it like this: Your employer puts you on the schedule for 40 hours next week. You calculate how much money you will make and budget your bills and expenses based on that amount. After working 30 hours, your employer comes to you and says that they no longer need you to come to work tomorrow, refuses to pay you for the remaining 10 hours, and tells you that it should be fine because now you can sleep in and relax all day. Three extra hours of sleep isn't going to pay the bills. Please remember, when a session is booked, I count on that income, and I am not profiting 100% of each mini session. Part of each client's mini session fee pays me back for initially renting the set from the venue or studio, and normal business operating expenses are subtracted from each mini session as well. Credits for future mini sessions are also not an option. This would essentially be a refund. If I credit clients for a future mini session, I will still be missing out on revenue for a missed session somewhere.
your contract
The cancellation and rescheduling policies for the type of session you book will be contained in your contract. I always encourage clients to take a few minutes to read their contracts before signing them. I am happy to answer questions and provide additional clarification on any terms and conditions that you have! Please remember, by signing your contract, you are explicitly stating that you have read, understood, and agreed to all terms and conditions contained therein. This includes rescheduling and cancellation policies.
in closing
Again, having to write this blog has given me so much anxiety. I've never proofread anything so much in my life. Not for spelling or grammar, but to try to be sure that it comes across as kind and informative instead of rude and overbearing. When I say I understand all of the things that life can throw at us at a moment's notice, I mean it. I want to be a caring and understanding human being above all else, but to protect my business, and in turn my family's means of survival, certain policies are necessary. I hope after reading this, you can see where I'm coming from and can see why these policies are necessary also.
