If you shoot headshots, at some point you're going to get an inquiry for a big corporate job. Maybe it's 50 people at a conference, maybe it's 200. Either way, knowing how to bid on headshot jobs like that is one of the most valuable skills you can develop. Most photographers panic. This article covers exactly what to do.
How to bid on big headshot jobs
The short version
- ✓Don't try to build a relationship first. Answer the questions they asked and keep it moving.
- ✓Respond fast. They are talking to other photographers at the same time.
- ✓Be brief. Long emails signal inexperience in this world.
- ✓Answer the two questions that matter. Are you available? How much?
- ✓Be proactive. Attach your W-9, link a gallery, end with a question.
That's the gist. Keep reading if you want to see exactly how to put it together.
You've been building your headshot business, getting your pricing sorted, and then one day this lands in your inbox:
"Our company is hosting our annual sales conference in your town next month on the 15th through the 18th at the Hyatt Regency. We would like to have headshots taken of our management team, about 150 people, during the event. Are you available and could you send me a quote?"
For a lot of photographers, this is where the wheels come off. There's a lot to unpack in an email like that, and if you come from the portrait or wedding world, your instincts are going to tell you exactly the wrong things to do.
Top 5 tips for bidding on big headshot jobs
01
Don't try to draw them into a larger conversation
This isn't a high-end wedding. There's no relationship marketing, no feelings involved. Scan the email for everything you need to send a quote. Most of the time, they've already given it to you. You don't need to get them on the phone first. Send the information they asked for, and do it fast.
02
Respond quickly
The person on the other end is not holding out for a hero. They're trying to check this off their list and they are almost certainly talking to several other photographers at the same time. Speed is part of your pitch.
03
Be brief
Write every response as if every word costs you something. This person lives in their inbox and they appreciate responses that are short and to the point. Brevity signals experience. A long email signals that you haven't done this before.
04
Answer the damn questions
If you come from the portrait world, this is the hardest part to unlearn. While you're trying to get them to fall in love with you, another photographer is going to answer their questions and eat your lunch. There are really only two questions: Are you available? How much will it cost? Answer those.
05
Be proactive
This might be your only shot to stand out from whoever else is on their list. When you send the quote, go the extra mile:
- ›Attach your W-9. They're going to need it anyway, and sending it upfront signals you've done this before.
- ›Link to a gallery from a similar job so they can see exactly what they're going to get.
- ›Include a BTS video if you have one. Video gets people excited in a way a quote sheet never will.
- ›List your advantages clearly. We use Headshot Tools for all our event jobs, which means instant individual delivery, private galleries, and zero admin work for the client. Lead with what makes you different.
- ›End with a question. It prompts a response and moves things forward.
What a good response actually looks like
Hi Teresa,
We would love to help you with headshots at your event and I'm happy to say that we do have availability during that time. We've worked with the team at the Hyatt plenty of times, it's a great venue. Based on your inquiry, we can provide headshots for 150 people as part of our full-day coverage for $xxx. This includes one headshot station and instant delivery in individual, private galleries for each participant. There are more options available, like retouching and hair and makeup, and you can view the quote live and adjust it to your needs using the link below.
I've also included a link to a gallery from a recent event and a BTS video of our headshot station so you can see what kind of experience your attendees are in for.
[Gallery link]
[BTS video link]
We also offer event photography and video services if you have need of those. Do you have time later this week to jump on a brief call to hammer out the details? If you have a specific budget in mind, please let me know and we will work with it if possible.
Gary Hughes
Headshot Photographer
A few things worth knowing
- ✓ They probably already have a budget. If you've done your homework on pricing, you should be in the ballpark. Mention budget flexibility so they know you're open to a conversation if their number is close.
- ✓ The lowest bid doesn't always win. They want to use their budget. Low-balling can actually cost you the job. We bid over budget on about half the jobs we ultimately book.
- ✓ You're often not pitching the decision-maker. The person sending the inquiry is usually coordinating the event, not signing the check. Your job is to arm them with everything they need to make the case for hiring you.
- ✓ Sometimes the job was already lost before you got the email. Some companies require multiple bids by policy even when they already know who they want. After 15 years of doing this, we still lose as many bids as we win. That's just part of the business.
Want to build a business that wins jobs like this?
Everything you need to price, market, and grow a sustainable headshot photography business. Start with the free intro module.
See inside the course for free