Meeting with a buyer

I just got a call from a local businessperson who saw my work hanging at a nearby coffee shop. He just opened a new office and would like a number of my prints for the office. He asked that I stop by for a meeting next week.

This is a pretty big shock to me. This is something I dreamed of happening when I hung my work at this restaurant, but now that it's happened, I don't really have an idea what to do. (Nearly all of my very few sales have been through my web site). I spoke to some photographer friends of mine for ideas from presentations they have done in the past.

My plan is to bring a portfolio of small images as well as a laptop to offer a large selection of images for them to browse. One suggestion was to bring a framed print to show off a "final product", but we decided this might not be necessary since they've seen my framed work at the coffee shop. I will bring prices with me for framed prints of different sizes, as well as for a couple different types of frames (metal, dark wood, light wood) depending on the type of space they have.

Aside from that, I plan to walk the office, to get an idea of the size of images, the number of images, etc.

I think that's the whole plan. But I have a few more questions about how to handle something like this: What about payment? Should there be payment in advance? Once the products are delivered? What form of payment should I accept? (I can accept credit card payment through Paypal online, but I can take a check also).

What about the presentation of images on a laptop? One suggestion was to bring a light table, but I thought that throwing 35mm slides on my cheapo lightbox might look unprofessional. So, I thought I'd be able to do something with my laptop. Has anyone here presented images this way? If so, what software did you use? I assume I would basically want some kind of "digital lightbox" with thumbnails that I can enlarge, and I could categorize as necessary.

Any help is appreciated. I've got a week to prepare. Thanks.

Have you spoken to the buyer since you met them? It might help to ask them a few questions before your arrival so you know you are on the same page before you get there. Ask them what they would like you to bring, what they are looking for, etc.

I have not yet met the buyer. He called me today after seeing my work hanging at the coffee shop. I spoke to him on the phone for a short time to set up the meeting. I mentioned I was going to bring a small portfolio of prints as well as a "collection of images". He seemed to think that was a great idea. But we never discussed how those images would be presented.

He sent me an email to verify the time and location, and I replied affirmative, as well as listed in more detail what I planned on for our meeting. I mentioned displaying the images on a laptop in that email. This was only a short time ago, and I have not yet received a response back regarding this.

Hi Brent

Congrats! I've been somehow fortunate enough to do this a couple of times. Here are a few thoughts for what they're worth;

Since they are already sold on your work, don't confuse them with too many choices. You want them to agree to a purchase at this meeting not tell you they have to get back to you after deciding on images. I think a portfolio book of 15 to 35 images that you select for them would be sufficient. The laptop is a great idea if what you bring is'nt what they wanted and you wish to show something else, but I'd only open it up if you need to. I'd definately bring a large framed sample or two if you can. People like to hold these up against the wall and get a feel for the size and style. Also bring a tape measure, 24x36 etc means little to most people without a visual. Don't forget a calculator and a receipt/order book either.

My expierence is that they will expect a discount and that you should basically create a theme for them and then explain why this theme works for their office. Its a good idea to dress something like you expect they will be dressed.

Hope this helps, sorry if I rambled

Brian

Brent-
Congratulations on the sales lead... that is excellent! First off - don't panic. If you both have the same goal in mind (your art in his office) you can work it out.

I'd recommend not asking him too many questions about the presentation, though. It might spook him if he gets the sense you haven't done this before. So gather the advice from your colleagues and make your own plan on his behalf.

I'd also suggest that you plan to have at least two meetings before closing the sale. The first is to get to know each other and build mutual trust. After all, you don't want to get screwed. So in that regard, he has to prove himself and his intentions to you as well.

In the first meeting, you should just show him a SMALL selection of your best/favorite images, including some that are like the ones in the restaurant but that he may not have seen. Try to keep the meeting short (30 minutes or less) and productive -- don't try to show him hundreds (or even dozens of images). Cut to the chase with your best work.

Try to get at least a general idea of his budget. This is often the hardest thing for people to talk about; just be up-front about it. Is he looking to spend a couple hundred, or a couple thousand? He may be coy about this, but you'll know if you ask the right questions.

After you've seen his office, you will both have some ideas as to which of your images might look the best on his walls. That's what the second meeting is for - you to present your "plan" as well as costs etc. After the second meeting you can ask for a down payment. Get the remaining balance when you deliver the final art - no exceptions.

Good luck and keep us posted on the progress!

Congrats first of all! I think you've thought this out very well.

I suggest waiting for your walk-through before you spend a lot of time on a proposed group of images. I find that clients either like to select a group of images (i.e. using a website gallery), or they like you to propose a group of prints for their available space. The latter obviously requires the walk-through by you - which you've got going already. (Bring a small camera for snapshots of the walls. Note wall colors. Note possible print sizes for each wall space.)

Have him browse your website in the meantime, and then - at the start of your meeting - ask him how he'd like to proceed - 1) He selects a group of prints or 2) you propose a group. Otherwise, you could spend a lot of time browsing an image collection.

I carry a very basic black, leather portfolio with tabloid size prints for galleries/buyers to preview. It doesn't contain all of my print images, but it's a good visual. They can see the quality and detail up close. For a client like this, showing them a lot of prints isn't necessary. You're "in the door" already. I wouldn't recommend showing them slides. Stick to prints. You could also just throw your website on your laptop, and browse through it offline at the meeting - if needed. (Your website, as is, does the job.)

You'll need to send him an invoice once the final selection has been made. Either credit card or corporate check will do the job. If you email your invoice, include your payment link or a note about requiring payment by check before producing your prints. I always require prepayment. I suggest at least a deposit that covers your expenses, if nothing else.

I can't speak about software recommendation. (I use Portfolio for image management, and it also allows me to compile mini galleries for client presentation - which I can email or send on disk.)

Congrats!

We do a fair bit of this each year and in our experience it's hard to anticipate tastes. Therefore we do a very small portfolio (no more than 20 images) at the first meeting. Explain to them that the point is to explore his tastes and needs in terms of color theme and subject matter. Make sure your portfolio reflects that.

First things first, ask to tour his new offices when you arrive. This lets them show off the space while giving you a better idea of what's going on. They'll be a lot more receptive after showing you around. Tape measure is a must.

For the first portfolio (again, 20 or less), we drop them into a slide show with appropriate music, 8-10 seconds per image. Invite his staff/family to watch too, if possible. (By having a spouse on hand, you often garner an extra sale or two for home use, even if it ends up on their business account.) After viewing the slide show, go back image by image and talk in more detail about colors and subjects, in order to return with a larger portfolio specific to their needs (no slide show/music on the second visit). We use iPhoto to prep a Q&D slide show for this purpose.

Definitely bring a large framed print or two so he can see how big they are in relationship to wall space. This almost always results in sales of larger prints. Here's a rule of thumb to help you decide how big to bring: Most folks buy at least one size smaller than whatever you display as an "economy" measure.

Be prepared to discuss framing and mats: Yours or theirs? Styles, colors, etc. We bring along frame and mat samples to the second meeting.

Definitely be prepared to talk discounts.

We get half down, balance on delivery.

Definitely be prepared to take credit cards. The banks have long known that folks tend to spend more freely with their credit cards than their checkbooks.

Dress professionally.

Never mention cameras, lenses, f/stops, difficulty in getting shots, etc. Instead help them express their enthusiasm about the majic of wild places, great colors, etc.

Most of all, be prepared to make new friends. It can be fun and exciting, and if they have a good time along with the great images, word will spread to other businesses.

Excellent suggestions above. The most important thing is to find out what's important to him. Not what you think he's thinking. You may think drum scanning is important. But he may want to tell you about some great hikes.
You have already demonstrated what you can do, so he thinks you're cool.
Know you asking price. Know your minimum price. Stick to those numbers and decide not to worry about it. Remember framing is expensive.
Be prepared to issue a receipt for a deposit at your first meeting.
Don't spend too much time on figuring out what will happen. Selling is just strange. Some people will make quick decisions and write a check on your asking price. Other people will bargain and bargain and never buy. For example, he may think you should give him a huge discount because of all the important people coming through his office. Or he and his wife may support the arts and he plans to spend good money. You just never know. Plan to enjoy showing off your work and making a new positive relationship.

Thanks for all the great info. This helps a lot.

One more question, for now: Would you offer single vs. double-mat as an option? Or would you just offer double mat? Should I be prepared with pricing for both?

We have prices for both. We also have a range of prices in wood frames and three for metal, depending on which they chose.

Brent, great job! The excitement of that first big step is heady, yes?

Hank's given good advice. In fact, Hank's given perfect advice. You're getting to know a person, not chasing a sale. Focus on him and his needs. Listen carefully to what he says and how he acts. Listen more than you talk. If you show that you have an interest in what his feelings are and hear what he says, the sale will follow.

Be prepared for him to ask you how YOU think your work should be presented/displayed. This has happened to me several times, and it's a good idea, once you've toured the space, to form your own opinions about presentation, in case he asks. I have very definite opinions of how I like to see my work displayed in general, and am always ready to offer suggestions once I've seen the space, but only if the client asks.

And making a friend in the process of making a sale means you'll find more customers, because your new client will be one of your best ambassadors. Your new client also may become a continued client, and that's the best sort of relationship.

Update: Just got back from my meeting. Wasn't quite what I expected. This person was one of a number of partners in the suite, and the rest haven't moved in yet. He really wants to decorate the whole place, but that will have to wait. He just wanted to do his (large) office for now. He's going to recommend my work to everyone else once they move in, and kept a big stack of business cards.

Anyway, all your suggestions were great. I ended up using everything I brought, except the digital camera. I would have used that if I was doing the whole suite, but didn't really need it for just this one office. Framed print? Check. Portfolio? Check. Laptop? Check. Calculator, receipt book, tape measure? Check, check, check. I'm glad everyone recommended these things, because I would have been stumbling without them.

He ended up buying 3 large prints and one small print, all framed. Thanks everyone for all your help!

Congratulations Brent! Now you have a very happy sales rep with sample products elbow to elbow with potential clients needing your services. How can you beat that! Here's another marketing tip: If you get more sales, present him with a free print. If everyone in the complex buys from you, give the group one for display in their reception area. An additional 10% in cost to you invested this way is much more meaningful than any 10% deducton in your prices for volume sales. That's the best kind of "discount" in our experience, and it's one that will keep on producing sales in the future. They're sure going to brag about you each time someone comments on their photos!

Thanks, Hank. I wasn't sure the best way to handle discounts. My plan was to offer 10% off if they ordered 10 prints, then an additional 1% off for each additional print, up to 15%. Seemed like they would work fine. Then it just ended up being this one guy's office, instead of the whole suite, so that idea was out the window. I like your discount ideas, and I'll keep that in mind if (when?) they are ready to do the rest of the suite.

I'll also mention that I used a box like this as a portfolio for small prints. Very classy appearance.

And I used Picasa to display images on the laptop. The more I use Picasa, the more I like it. A great little program.