Hokey 'mokes! How to respond

Ann McRae

Just recieved this by email:

I am a games assistant for the 2008 Alberta Winter Games. I am currently starting to inquire about setting a tender for photography (souvenirs) for the Games. I am writing this email because you have been recommended by one of our chairs as a possible photographer. My question for you is whether your company would be able to do such a mass event. With over 24 venues in a short two day period we are looking for a company that would be able to set up a main station at an athlete’s village to sell souvenirs to the athletes. I know that you would most likely not be able to provide enough man power to cover all the venues. We will help out by providing volunteers to take photos at the different venue and when they fill up their memory card they would bring it back to your company at the main station to get uploaded. The games will be happening on Feb 14-17, 2008. Again this email is just an inquiry about whether your company would possibly be able to cover such an event. If you are interested and able, I will be sending out a tender later on in the next few months and would put you down as a possibility. Please email me back as soon as possible. Thanks again and have a great day!


Now, clearly, I am not in this business right now...but maybe I could be.

Was at a tournament on the weekend, photographing my sons team. Got approached with 'are you the official photog'. Had to point to the guy on the next field with what had to be a 500mm lens (a bigma perhaps - I've never actually seen one). In any case, these people were looking for a company to do photos in their town, so I passed my info along. If that goes anywhere, I might be buying an on site set up so it could work for the above enquiry (or vise versa)

Feedback?
ann

dragon300zx

Ann McRae wrote:

Just recieved this by email:

Again this email is just an inquiry about whether your company would possibly be able to cover such an event. If you are interested and able, I will be sending out a tender later on in the next few months and would put you down as a possibility. Please email me back as soon as possible. Thanks again and have a great day!

Feedback?
ann

I would be willing to work this event with you as I'm sure you'll need help.

That aside I can see this being very overwhelming. This is a make or break kind of event though. It really boils down to is this something you really want? If it is, you know your friends here will help in whatever way we can. For now I would respond that you are interested and able, after all they are just feeling for a bid list right now. Get on the list, and start thinking.

raebrown

I agree Ann, get on the list. Once you see the actual RFP you can better decide if you want, or can handle, the project. In either case...congratulations!

TristanP

That's one heck of an opportunity - and one you'd need a LOT of help on. I'd imagine you could find enough peeps here to get it working. Doesn't hurt to throw your hat in the ring, as long as you're comfortable with the project.

DJ-S1

Whatever happened to that trailer-full of event equipment that was for sale here? And what a marketing dream for Smugmug, maybe Onethumb has some ideas and it all really COULD be pulled together!

That would be a massive undertaking, but what a once-in-a-lifetime opportunity it would be!

Ann McRae

Thanks, all.

I responded that I would like the opportunity to bid.

Info about the event here


I do not recognize any names on the board list dunno

Anyway, cool opportunity, and I hope it works out!

ann

entropysedge

Wow, what an opportunity! Good luck with it!

jdryan3

Wow! I was hoping to go out there to shoot for fun. What a great opportunity for you. Definitely submit an RFP - all they can do is say no, you will gain invaluable experience in the process, and even if you didn't get the whole gig, whover does this will need help. You would be on the short list.

BRATCH

I would have to agree with everyone else too, get on the list. If for nothing else, but to satisfy my curiousity as to how they plan to help you make it work.

I might simply be stating the obvious here, but they said they realize you most likely don't have enough photographers within your company to cover everything. However, I question what kind of "volunteers" they plan on providing a company to shoot the events. I doubt that they are going to have pro photographers volunteer to give up gigs and gigs of photos to use to make what could be a tremendous amount of cash for someone other than themselves. Also, are they going to provide volunteers with DSLRs and nice glass? Checking out the website, several events would have pros setting up remotes.

It seems like they are more interested in your ability to provide photos or "souvenirs" than they are looking for you to shoot the events. So it seems like they will provide you with an nice internet connection and they would like you to provide a few computers, or a lot of computers, so the prints can be purchased. Or they might have you provide information on how to get the photos online.

But without quality photographers covering the events, the prints and souvenirs probably aren't going to sell nearly as well. And they obviously aren't going to pay photographers to help make you money so I'm wondering how this is going to work.

To me, it sounds like it would be a blast to do with all the different and sometimes obscure sports, but a logistical nightmare all at the same time.

rosselliot

depending on whether I could make up the money by selling goods there or whatever, I'd be glad to help you out as a photographer if the need arises. I'd definitely say you are interested, and whatever need arises, we'll be here for you.

- Ross

Ann McRae

You are absolutely right - it is a wierd description and perhaps they have not really thought it out from the photogs standpoint. I also wonder just what they consideer souvenirs? And there is a part of me wondering if they think I am a smugmug rep..which I could be...

I hop that I do get the opportunity to at least see the next step of the process.

ann

BRATCH wrote:

I would have to agree with everyone else too, get on the list. If for nothing else, but to satisfy my curiousity as to how they plan to help you make it work.

I might simply be stating the obvious here, but they said they realize you most likely don't have enough photographers within your company to cover everything. However, I question what kind of "volunteers" they plan on providing a company to shoot the events. I doubt that they are going to have pro photographers volunteer to give up gigs and gigs of photos to use to make what could be a tremendous amount of cash for someone other than themselves. Also, are they going to provide volunteers with DSLRs and nice glass? Checking out the website, several events would have pros setting up remotes.

It seems like they are more interested in your ability to provide photos or "souvenirs" than they are looking for you to shoot the events. So it seems like they will provide you with an nice internet connection and they would like you to provide a few computers, or a lot of computers, so the prints can be purchased. Or they might have you provide information on how to get the photos online.

But without quality photographers covering the events, the prints and souvenirs probably aren't going to sell nearly as well. And they obviously aren't going to pay photographers to help make you money so I'm wondering how this is going to work.

To me, it sounds like it would be a blast to do with all the different and sometimes obscure sports, but a logistical nightmare all at the same time.

Strav

I'm thinking pictures, prints, discs, and online site with this one. All done within a specified time frame. Enough photographers to cover each venue. Imagine the co. [yours] supplying the cameras, the printers, discs, etc., and them covering the extra photographers [volunteers] that you don't have at your disposal. Sounds like a period of no sleep when it's all said and done. Wonder what their budget is?

dragon300zx

aMy question for you is whether your company would be able to do such a mass event. With over 24 venues in a short two day period we are looking for a company that would be able to set up a main station at an athlete’s village to sell souvenirs to the athletes.

This would be prints, cd's, keychain's, other gift type items (the non print items could possibly be ordered online there and drop shipped to them so as not to have to have it onhand, onsite printing though would be a must prolly).

I know that you would most likely not be able to provide enough man power to cover all the venues. We will help out by providing volunteers to take photos at the different venue and when they fill up their memory card they would bring it back to your company at the main station to get uploaded.

Their voulanteers should be newbie freelancers with their own gear, or hire your own. I wouldn't supply that many people I didn't know with gear I owned. And you won't get many sellable photos of people who don't have a clue as to what they are doing. I would use the voulanteers as runners and sales only and have real photographers there.

BRATCH

You would think that onsite printing probably would be a must, but to me it would be much more convenient to be able to see a sample of everything I could buy and then sit at a computer and order them. That way they'll show up at your door in a few days and you don't have to pack them around and take care of them during my trip.

No matter how it goes down, I'm very interested in how it is all going to work. I don't know if they just know something we all don't or if they are underestimating the size of this event.

dragon300zx

BRATCH wrote:

You would think that onsite printing probably would be a must, but to me it would be much more convenient to be able to see a sample of everything I could buy and then sit at a computer and order them. That way they'll show up at your door in a few days and you don't have to pack them around and take care of them during my trip.

I have worked events before and the way I have seen it done that produces the most sales is to have computers setup for people to view and order the prints and print them onsite. People want something they can hold onto right away for the most part (its a psychology thing) and by giving them that (a tangible item they can touch and feel) they are typically gonna buy more at these events based on the impulse of the flowing emotions, hence onsite printing being a must with the ability to order specialty items.

claudermilk

I don't have much to add except congratulations! What an amazing opportunity & this could be one heck of a notch in your belt. It's looking like maybe time to retire that poor, overworked 20D with a 1D-series. I'm definitely interested in hearing how things work out.

rwells

That's a BIG job...
Congratulations on the offer!

If I may offer some insight to some of the challenges that you may face while contemplating this offer:

I shoot rodeo events and sell pics both on-site and online. I shoot & have a person at the table with laptop and printers. If we shoot a 3 day event with say 250 contestants, that's a lot of pics to try and manage.

Contestants will come to the table (not necessarily the day they competed, or want to see pics from say day 2 - 3pm session), there not sure what time slot they were in, so you hunt and peck, trying to find their pics. Then when you do, they want to see the other days/times pics. All said and done, you have spent 20 minutes with just ONE person, and they may or may not buy any pics at all.

Lot's of times they just want to see them. When you do sell pics, you've got to figure that time in as well. (babysitting printer - out of paper, ink, ribbon, jam, etc...)

Also, there's the money thing. Cash box, change, credit card readers, etc...

One would have to set up many computers for this operation, all networked with a file server (so that all can access the pics for viewing. printing) etc...

Now, multiply this times the number of events that will be going on, the number of contestants, the number of events each will be "photographed" at, etc...

The company that shoots the Boston Marathon employees a huge number of people for that event, I can't see this as being much different.

I'm not trying to talk you out of anything, just trying to shed some light as to the magnitude of this undertaking.

Again, congratulations...

Sam

Ann,

I saw this when you first posted, but this is the first chance I have had to answer,

Here is Sam’s take on this:

Before you get all excited, and jump into planning mode you need details!!!!

Make a list of all the questions you have, and ask them now! Don’t do / plan / day dream anything until you have a good grasp on what they want.

I would think you, and the event organizers would need a signed contract within 90 days at the outside.

After reading the original query from the assistant, I don’t believe he / she knows exactly what they want.

Is the term photo, and souvenirs used interchangeably, or are they different things?

How have they done this for past events? Who did it last year? Why aren’t they doing it this year? What were the sales figures from previous events?

What type of insurance will be required?

You have time, and a wealth of knowledge here on Digital Grin. I have no doubts that you can organize this, but have past events generated sufficient sales to warrant the expenses, and effort that will be required?

This sounds like a huge, very fast paced project. But I would be very careful the organizers aren’t sucking you in to a loosing proposition.

Big events with large number of attendees hold the promise of high sales figures, but there will be a big investment on your part, and high risk.

Do your homework!

Sam

Ann McRae

Sam and Randy

Thank you both for these thoughtful and thought provoking replies.

I expect that to cover this event will require a large number of photogs (real, not volunteer) and a full investment in an event photog set up.

I have been thinking about this investment for a couple of years, as I know at event sales is the only way to really succeed. I just have never been in a financial position to get this set up.

I am pretty sure the assistant that emailed me really does not know the magnitude of what she is asking. These games are handed out yearly, about a year in advance, to small communities. This time, the community is right next to my city (in fact I used to work out there). I suspect that if there have been previous event photogs at these events, they have been the local company. These events are revenue generators for the host sommunity. However, this time, since this is so close to Edmonton, there should be lots of businesses that can handle some or all of the event.

I am so glad for the support that I have here. I also know 6 local photogs (maybe more) that I could hire if I were even considering this.

Any way, I will certainly keep asking for info, and keep asking for advice here.

Thanks

ann