Wedding deposit suggestions

[Greg_Francis]

Hi,

I received the following email from a bride for a July 2005 wedding:

Hi Greg,
I just wanted to let you know that we have cancelled
our wedding for July 9, 2005. I was wondering however
if I could use the deposit towards other pictures. If
not that's ok, let me know. Thank you very
much.
Kristen

My initial thoughts were that the deposit is lost and I don't want to do any other type of photography for the bride, since in my contract it is clearly stated it is a non-refundable deposit that reserves the date.

I had drafted the following in response, but have not sent it yet:

Hi Kristen,

I am sorry, but you can’t use the $400 deposit toward any other photos or services unless you plan to fulfill the full agreement of the package price of $1800+. It is a non-refundable deposit that reserves the date and my services specifically for you, and only you on that date.

Why must I require a non-refundable deposit? I spend $100/month on advertising and when I reserve a date for a wedding, all future inquiries – from the advertising- are turned away and not entertained for that date.

I wish you luck and happiness in the future and hope you would consider my services again, should you find yourself engaged to be wed. I will not require you to pay the remaining balance of the package which is $1400+.

Greg


I was telling my parents of the cancellation tonite at dinner, and they thought I should do some photography for the bride, like portraiture, but I only charge $75.00 for a portrait session and she could get an awful lot of prints for $400. So, basically i'll have a lot of printing expenses and still not make the originally agreed upon $1800. I have already changed the package for the bride when she requested eliminating the two parent albums included, and receive the digital 'negatives' on CD instead.

I am generally booking weddings right now 11-13 months in advance, and most July inquiries already may have been turned away, meaning I have no other income for that day.

Any suggestions from other professionals would be greatly appreciated!

Greg
gkf@juno.com

[JoyPetersKurtz]

If I book another wedding for the day in question, at the same or better price, I will refund the reservation fee. I find that it maintains good will and shows the couple that I have that fee not to 'make money on their misfortune' but so that I have some way of recouping costs for a lost day. That's why I return it if I book something. There's no need for me to keep it if I am truly only using it to recoup costs.

If I don't, I don't refund the reservation fee.

How your contract reads is not necessarily what will hold up in small claims court, should it come to that. My attorney said never to use the word deposit, as a deposit is inherently refundable. A fee, on the other hand apparently is not taken that way. I hope I'm quoting her correctly...

If it was me, and I had a Sunday or weekday free during the slower seasons, I would shoot her in my studio or my outside grounds (I don't think I'd spend the time/energy it would take for a location shoot), just so that she could recoup her fee in pictures. Especially since she seems to ask for that, and seems to be in ok spirits about losing her 'deposit'.

I find that having clear and fair contract wording helps. And it gives me the ability should I choose, to do a bit for the client (on site shoot) so that everyone leaves the situation feeling ok about it.

But if I did the shoot and then DID book a wedding for her date, I woudn't return the money - since I had already used time for her on-site shoot.

Maybe you want to think about adjusting your portrait sitting prices? Yipes!

Best,

Joy
photo-joy.com

[Delane_B_Rouse]

I'm with Joy on this one and I feel you have (2) options:
#1- Tell her no initial refund but if you book the date you'll refund the $400.
#2- Shoot portraits for her in your studio (during the week) and make her happy anyway. If you do a good job the benefits will outweigh the $400 that you've "lost". *YOU* have the possibility to cerate a LOYAL customer here, which is much better than a satisfied customer.

[David_A_Smith]

Most Photogs in the know here also are careful to call the initial down payment a " Booking Fee" rather than a deposit. For portraits you also have to be careful not to call it a Sitting fee or a photography fee because if the sitting or photography never takes place, the customer is deemed to have paid for something they never recieved, hence you are obliged to refund them.

By calling it a Booking fee or reservation fee, The effect is that the action of taking the money and reserving the day for them in your paperwork is what the charge is for and of course this is automatically a service provided. If they cancell, no refund due. Thats the way it works here but no doubt there are endless varaitions in other parts of the world.

It is hard to say wether to take the money as you are due and that is it or to try to go above and beyond the call. I had a client come to me a few months ago who had paid a deposit on a session some 2 years ago. Thinking I may still make somethng out of the deal, I did the shoot. In the original deal there was a loss leader promo print included and that was all she took despite the rest of the pics being a better example of my work and having used my best sales pitches on her. Upshot was I would have been better off money and time wise had I just said no. On the other hand, I did get some worthwhile display pics the girl is happy for me to use, so....???

I guess you have to take a gamble if you decide to play Mr Nice guy. Sometimes you will win and other times loose. As you have an idea of the client, perhaps you could try to decide if you think there may be any value in giving her a shoot. Maybe if she gets engaged again she will come back and book with you but that is far from a sure thing. It is also possible she will feel a little embarrassed to book with you again having cancelled 1 wedding. That said, I have one client I have done 3 weddings for now and the guy isn't 40 yet! :0

If you decide to keep the money outright, there is nothing wrong with that either. I imagine most of the other vendors she has booked will be doing the same thing and it is what the agreement was in the first place and you have already incured a loss of your time and effort.

I don't refund if I do book another day..... Not that I ever have been able to do that too many times. I spent my time with them on the phone, seeing them in the studio, ( maybe a few times,) doing paperwork and organising things ( no matter how minimal) so its not like it hasn't cost me something.

I'm sure lots of people have stories about how they helped a client and their good will was repaid many fold but in reality I have found that for the most part these are exceptions not the norm. Whatever you do is a gamble.
At the end of the day, business is business and you are obligated to do no more than you have agreed to.

Hi Greg

The good people in these forums are very handy and you have some good advice but...

I want to stress that if 'on your contracts', you have written the word "deposit". You better hope she doesn't take it any further.

I got stuck with this word on my contracts years ago. BOOKING FEE mate... I had to re-do all of my stationary.

Regards,
Bill.

[Pete_Riding]

Greg, since the 9th July is a prime date and it is 9 months away you are unlikely to have difficulty filling it. So why not take the opportunity to get some goodwill and allow her request. But try and get some extra business referred by making sure that this is outside of what you or most other photogs would normally do.

Do you keep a record of who else has enquired for that date who you could contact? Chances are that some of them have not got round to booking anyone yet.

I would guess that you fee is midrange for your area. Perhaps you will get a higher paying package booked in its place :-)

[Scott_Hayes]

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