Cancellation Fees?

egproductions

egproductions

Veteran
What's normal to charge as a cancellation fee for a client that decides to change a shoot date. All my ducks are in a row so now I have to reschedule shooters, models etc. Not to mention that I am loosing out on a day of doing another job because its very last minute. I guess it's a rescheduling fee.
 
egproductions said:
What's normal to charge as a cancellation fee for a client that decides to change a shoot date. All my ducks are in a row so now I have to reschedule shooters, models etc. Not to mention that I am loosing out on a day of doing another job because its very last minute. I guess it's a rescheduling fee.
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This should be spelled out in the contract for the job. 'post facto' charging usually results in bad feelings, which usually result in a refusal to pay.

I'd say, take your loss on this one, but on the rescheduled event give notice that whatever your out of pocket costs for setup for a shoot, rentals, transportation, etc. plus percentage for 'lost hours', will be assessed for any future cancellation or rescheduling, that is 'within a reasonable time', say 48-72 hours, or so.

In the Wedding biz, we had a requirement of 'payment in full' before the wedding day, and a 'forfeit in full'(it's not like we could reschedule another wedding if those holding the day canceled...) if cancellation occurred 24 hours or less before the event. I think we only had one such cancellation... I don't recall the 'reasons', but later the Wife did a 'gratis' bridal shoot for the bride... who had found another vict... I mean groom... otherwise the new event was a completely separately paid event.
 
If you don't say something beforehand, you really can't charge for it.

I've generally done this with a deposit involved, especially when I have a client I'm a bit wary on. That way you are only left with the task of explaining why they don't get the money back, not trying to collect cash they don't want to pay. Best to hold the upper hand in such situations.
 
Agree with spelling it out ahead of time or not charging. As for HOW MUCH, i would say full rates for everyone who cancellation affects (crew, talent) if cancellation is less than 24 or 48 hours (up to you) before gig.
 
Thank you, great advice...needed an outsider opinion. I give my non wedding (commercial) clients too much leeway and although I normally ask for half the project estimate before work begins, I rarely enforce or deal with contracts.

For the weddings industry I make them sign a 5 page contract and expect to get paid 2/3 before the wedding and the last third that day/night. Wedding client are generally much more emotional.
 
This doesn't completely apply in your case, but this is the policy from the AICP:

18. CANCELLATION AND POSTPONEMENT
A cancellation or postponement is defined as a rescheduling of the production to a later specific date caused or directed by Agency/Client or a total cancellation of the project.
If the Production Company blocks out a specific period of time with the agreement that it represents a firm commit- ment from the Contracting Client, then the Production Company makes no further efforts to sell the time. If the job is canceled or postponed within the Guideline time frame, it is unlikely that this time can be re-booked. It should be understood that this time represents the Production Company’s only source of income.
A. Ifnoticeofcancellation/postponementisgiventotheProducerONETOTENWORKINGDAYSpriortothecom- mencement of the shoot, the Contracting- Client will be liable to the Production Company for: (1) All out-of-pocket costs. (2) Full director’s fee as bid.
B. B. If notice of cancellation/postponement is given ELEVEN TO FIFTEEN WORKING DAYS prior to the com- mencement of the shoot, the Contracting- Client will be liable to the Production Company for: (1) All out-of-pocket costs. (2) Not less than 50% of director’s fee as bid.
C. If notice of cancellation/postponement is given MORE THAN FIFTEEN WORKING DAYS prior to the com- mencement of the shoot, the Contracting-Client will be liable to the Production Company for: (1) All out-of-pocket costs. (2) Not less than 25% of the director’s fee as bid.
(3) Full production fee on the job as bid.
 
I've built in cancellation fees into contracts before, but twice I waived them due to circumstance. I'd take the money if its cancelled within 48 hours of the job though.
 
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