When you start the conversation with a potential client, your first goal is to get a feel for their budget. This helps you understand how big of a production you can realistically create. Just as important, you need to know whether you are acting as a photographer or as a solo-agency. That distinction has a major impact on pricing.

If you are asked to take on the production side, remember to pay yourself for those extra days. Your time is valuable, and production work is just as much a part of the job as taking the photos.

Assistants are another factor to consider. A part-time assistant should be compensated for every hour of their involvement. If you work with a full-time assistant, you already know the ongoing costs of having them on projects, but it is worth factoring them into every budget conversation.

Budget flexibility is a big part of this business. If a client’s budget is lower than your usual rate, it is okay to accept the project if the number works for you. There is nothing wrong with adjusting your price as long as you are comfortable with the wage.

Sometimes clients will not fully understand why certain costs exist. In those cases, take the time to explain. Education builds trust and helps them see the value of your work.

One tool I have found helpful is breaking a quote into two clear parts:

Creative fee: what you make as a photographer, including the licensing.
Production fee: the actual cost of the project, which covers everything beyond your creative pay.

This approach simplifies conversations, avoids confusion, and gives clients clarity on where their money is going.

This lesson comes from my ebook "The Adventure Photographer's Playbook" and it costs $10. Why so cheap? The goal is to help as many new to mid level photographers as possible go from nothing to getting booked in 18 months: