Working a Charity Event...Suggestions?

[Erik Anderson]

I've been approached to cover a charity event and would like some input and opinions. From what I'm reading, businesses are donating their profits from the event. I'd do likewise from any sales generated at the event.

In exchange for being named the 'official photographer' of the event, it's been asked of me to give rights for use my photos on the website (which I don't have a problem with). They've also requested photos for a magazine article (the magazine will also be there to cover the event).

This event is to have the involvement of many area businesses as well as well-to-do participants. I would like to secure a position that allows not only a successful outcome for the charities involved, but also future business for myself so I can continue to support these types of events. This is uncharted territory for me, so please let me know if I'm not asking the right questions. Thanks!

Question 1
Is it inappropriate to ask for a 1/4 page/sidebar blurb (or some other advertisement) about my business in exchange for the photo usage in the magazine?

Question 2
What are some of the better ways you've found to maximize exposure to the attendees in order to garner future continued business from them? I will likely have a 10x10 display of my best framed work on display including banners, business cards, and flyers.

[Dennis Murray]

Is the magazine a for-profit magazine? I would think you should deal directly with the magazine on the photos for the magazine.

#2 is a tough question. A booth would probably not work great, since I assume that you will be out covering the event and not standing behind a table. (Displays are nice, but people tend to just walk on by if there's no one there).

[Erik Anderson]

Is the magazine a for-profit magazine? I would think you should deal directly with the magazine on the photos for the magazine.

#2 is a tough question. A booth would probably not work great, since I assume that you will be out covering the event and not standing behind a table. (Displays are nice, but people tend to just walk on by if there's no one there).

That's an excellent point, yes, the magazine is for-profit. My contact's media group does the website for sure, but outside of that, I don't know if they have ties to the magazine. I'm told they (the magazine) will have their own photographers there as well but may be interested in using some of my work.

With this much advance notice, I can likely get someone to man (or WOman!) the booth. I've got some assistants that I've worked with in the past, so that should be a good possibility. If that's the case, then I will likely print on-site and offer prints of cars for sale during the event.

[Dennis Murray]

If you need people to run the booth....think people with personality and sales skills over people with photography skills. You don't want those guys from the car dealership reality show on A&E (anyone else watched that?) but they are selling you and you need them to be good at it.

[Erik Anderson]

If you need people to run the booth....think people with personality and sales skills over people with photography skills. You don't want those guys from the car dealership reality show on A&E (anyone else watched that?) but they are selling you and you need them to be good at it.

Another good point. I've done exactly that for my assistants. One woman in particular is very well suited for that role. I've listened to her pitches just out of site and am pleased with her ad lib sales ability. I'll definitely be giving her a call!

[Erik Anderson]

My assessment of the situation was a bit off from what I previously wrote, but I think everything worked out. I went forth with the negotiations and believe that we're on the same page. I'm waiting for the final word, but it's all but locked up. Here's how it ended up:

As the official image provider for the event, I will be required to get shots of the corporate teams during the morning of the rally. Other than that, I'm free to cover the event in my own style. I'll be given unrestricted access to the entire event, be riding with the event organizers and possibly some of the participants to get images from their point of view. In exchange, the organizers will chose select images to use on the website for next years promotion as well as a magazine article reporting the 2006 Rally (The organizers own both the website and the magazine, so images for both was a requirement and non-negotiable). The organizers will email the participants prior to the event, inform them of my status, and that I will be available for commisioning for photos of their team(s) during the event. They will also be putting a gallery of low-resolution photos on the event website to sell to the public, the order for which, will go directly to me with no royalties to be paid to the organizers.

This is a high-society charity gathering, so I'm planning a marketing campaign directed towards that market segment. I will likely have more questions in the near future on how to best address that marketplace from those that have successfully done so.

[John Thawley]

Just make sure the organizers "use rights" are non-transferrable. These organizations have a bad habit of sharing images with thier marketing partners.

JT