Corporate Events - Advise Please?

[Yi-P]

I have been asked to do couple of corporate events.

The coming events are award/welcoming events where I guess high ranked people and guests speakers will be upfront speaking to the public and they want a group photo of the speakers and maybe selected attendees. I expect group size around 20 people.

Their previous photographer was asking ~$500-600 for an one hour shoot. They contacted me to see if I can do anything cheaper. What you'd say I should be asking?

Should I prepare a contract for this? They might want the photographs to be used on their newsletter and as for record keeping. What are the possible 'copyright/legal' issues I will be bumping into?

Am I required to be GST registered (have ABN already) in order to issue them the invoice? I know I can issue invoices but not tax invoice if I'm not GST registered. The corporate I'm dealing with is very large organisation and they might have a strict accounting system, not sure if they really need the invoice to be GST inclusive.

[michael_]

firstly the tax side, i would register, but you dont have to by law, perhaps ask them.

as for the figure the other tog gave, was it just for his/her time? or was that the time and end product ie CD or prints or whatever? what do they plan to do with images?, $600 doesnt sound to bad if it includes an end product with a usage period, if its just to shoot then added fees on top, me i would quote everything seperate, hourly rate but remember 1 hour shooting also means say an hour travel to and from, a little time before hand so minimum 4 hours of your time, add post processing, add CD if they want a CD, add prints if they want prints, add usage rights (exclusive, unlimited, period of time), all questions you will need to ask in order to give the best most concise quote.

lega copyright issues, well your contract needs to stipulate usage and if they simply get usage or full rights, that will determine if they are yours at the end or not.

again back to the 500-600 photographer did they actually pay him/her that figure? or it was just a quote?

[sheepie]

Am I required to be GST registered (have ABN already) in order to issue them the invoice? I know I can issue invoices but not tax invoice if I'm not GST registered. The corporate I'm dealing with is very large organisation and they might have a strict accounting system, not sure if they really need the invoice to be GST inclusive.

I can't offer any advice on rates, but this question I can certainly help with

If, as you say, the corporate is a very large organisation then yes, they will have a strict accounting system. It will however be able to quite happily cope with an invoice which does not have a GST component. It simply means they can't claim the GST (as they have not been charged it ).

Having an ABN is more than adequate - in reality you don't really need that either, but I won't go into that here

What you do need to ensure is that any quote you give them clearly states the price is GST exclusive, and it would be worth pointing out you will not be charging GST - just to clarrify the situation

If you get to a point where you're turning over a decent amount it would be worth registering for GST - I believe the current requirement is $50k, but there is no real lower limit.

[michael_]

actually current limit is 75k (went up last year)

remember though if you are registered for GST you can claim back GST on business expenses so even though you might pay it out on sales you can certainly claim it back

[Reschsmooth]

actually current limit is 75k (went up last year)

remember though if you are registered for GST you can claim back GST on business expenses so even though you might pay it out on sales you can certainly claim it back

You may be able to claim it back, but there would be additional reporting requirements involved with being registered, as far as I am aware, which could offset the benefit of claiming 100% of your GST. The alternative is simply to claim the GST inclusive price of any deductible expenses as, well, a tax deduction. Prima facie, you will get less back, based on your marginal tax rate.

As Michael said, adjust your charge out based on copyright and usage - if you are giving them the copyright, charge them more, if you are giving them perpetual license, charge them more. Having said that, I have zero experience in this, so treat my "advice" accordingly.

[Yi-P]

again back to the 500-600 photographer did they actually pay him/her that figure? or it was just a quote?

That's what they paid before. But they are looking at some cheaper alternative for some 'longer term' solution on events they have in the future.

As Michael said, adjust your charge out based on copyright and usage - if you are giving them the copyright, charge them more, if you are giving them perpetual license, charge them more.

I think I will provide them with the images and they can use as they want. I don't really think the photographs from an event of such will be much use to me later in the future anyway. Nor that it can make any more money out of it.

But they really be looking for something cheaper than $500-600 an hour shoot. I'm thinking of $400 to 450 for the photos in that hour, some general global PP and give them a disk with all the images at full resolution (That's what the last photog did anyway). Probably about 2.0-2.5hrs work including travel. What do you guys think?

If I email them about the legal issues/rights, do I need to prepare a contract for them to sign?

[michael_]

You may be able to claim it back, but there would be additional reporting requirements involved with being registered, as far as I am aware, which could offset the benefit of claiming 100% of your GST. The alternative is simply to claim the GST inclusive price of any deductible expenses as, well, a tax deduction. Prima facie, you will get less back, based on your marginal tax rate.

only real reporting is your quarterly or yearly BAS statements which isnt hard, GST in minus GST out, difference paid or received then whatever the accountant does at the en of the Fiscal year, but do get professioal advise especially when it comes to tax, for small business its relatively easy, in out easy.

again back to the 500-600 photographer did they actually pay him/her that figure? or it was just a quote?

That's what they paid before. But they are looking at some cheaper alternative for some 'longer term' solution on events they have in the future.

As Michael said, adjust your charge out based on copyright and usage - if you are giving them the copyright, charge them more, if you are giving them perpetual license, charge them more.

I think I will provide them with the images and they can use as they want. I don't really think the photographs from an event of such will be much use to me later in the future anyway. Nor that it can make any more money out of it.

But they really be looking for something cheaper than $500-600 an hour shoot. I'm thinking of $400 to 450 for the photos in that hour, some general global PP and give them a disk with all the images at full resolution (That's what the last photog did anyway). Probably about 2.0-2.5hrs work including travel. What do you guys think?

If I email them about the legal issues/rights, do I need to prepare a contract for them to sign?

here lies the issue i feel with corporate work and the way you are thinking, yes to you its probably not usable however for them it may be for years to come which cuts you out of future similar work, but it is a party type scenario not corporate head shots or images which could be used by them as stock over and over again.

If you are happy to do it for the price you suggested and you see a long term thing from it then go for it, its tough because you dont want to quote to high and be ignored or to low then they always expect it on the cheap then when you want to raise prices they winge or look elsewhere like they are doing now.

if you are emailing just questions no but if you get the gig then definately prepare something which outlines what they get, what you get and usage if you feel it neccessary.

[michael_]

how has this turned out yip?