Thread: Pricing for Big Corporate Events: WWBD?

OK, here's the poop:

This Tuesday I'm meeting with the organizer for a pretty big corporate event. I wouldn't be surprised if he asked me for a final quote, so I want to be prepared. He's looking for 2 dancers, approximately a 45-minute show. There will also be a live band. Since May, there's been quite a bit of planning, via e-mails, coordinating with the other dancer, and meeting various people at the event site. Plus, I'll have to order a bodystocking, as they requested a more "covered" look.

My normal rate for a 25-minute party set is $250, but I'm thinking of quoting something closer to $300 or even $350, as the majority of my performances don't involve this amount of prep. Do you guys charge a little extra for these meticulously planned corporate events? What might you consider to be a fair rate for this event?

ETA: Going back to previous conversations with the event planner, he initially told me that he'd pay me a little extra for my role in helping him orchestrate the event. So 1. I'm dealing with somebody who's very cool and reasonable, and 2. it won't exactly be a shocker if my rates reflect our extensive meetings and communication.

Is this a two set event? I would probably price it like a wedding with Zeffa and then add a percentage which I felt comfortable with.

{{{HUGS}}}

Forty-five minutes is a lot longer than 20. Even if it is just one set, you should charge more for it. Plus all the work and extra expenses you're incurring to put this on? I'd start at $400 or higher. Remember, he'll likely try to talk you down, so start high.

Exactly what was on my mind, Aazura. It's not only the prep, but the fact that we're possibly going to be dancing for 20 minutes longer than usual. Good call...

will there be meetings / rehearsals with the band? remember to figure that time as well.

Yes, charge more. It is a shame that you've already put so much effort into this without being able to give a quote that includes additional charges for extra effort. I assume your base fee is for a gig contracted over the phone for which you choose costume, music, and dances? Once the customer needs more than that try to think of some way to get the meter running.

Originally Posted by maurazebra

Yes, charge more. It is a shame that you've already put so much effort into this without being able to give a quote that includes additional charges for extra effort. I assume your base fee is for a gig contracted over the phone for which you choose costume, music, and dances? Once the customer needs more than that try to think of some way to get the meter running.

You got it. 9 out of 10 times, my rate reflects a fairly simple amount of prep and communication: one or two quick conversations on the phone to pin down details, no face-to-face meetings, no other dancers to coordinate with. Once in awhile, I'll get a big wedding or a corporate event that involves a meetup in-person, but usually we seal the deal shortly after the first meeting. This will be my second meeting for this gig, not to mention any upcoming meetings with the band.

I'm just a little confused because I feel like this all calls for a fairly substantial upcharge, but I also want to make sure that whatever fees I tack on to my base rate are fair for both parties. It's all a learning process.

Perhaps, I should build a "corporate events" option into my price list?

I would start high and then ask him/her what they had in mind/think is fair if they balk. Negotiate from there to make sure you both get a fair deal.

In addition to the extra planning/prep time everyone has mentioned- these corporate events sometimes take up a lot more time on the day of. The more "players" an event has, the more frequently they are off schedule. You have to schedule time for that whether or not it happens.

To respond to your last question, I would call that new option on your site something that makes it clear that it refers to an event that requires a lot more planning and time - not just any corporate event. I do a lot of corporate shows, especially around the holidays, that require no more than the usual amount of preparation. However, in this case you already know that with their specific requirements and all of the work they're putting in, they're not about to hire just anybody. Plus, I'm sure your pay is coming out of a budgeted business account, so that puts you in a good position to negotiate.

Still, it is a good idea to confirm the price and get a deposit ASAP so they don't blow their budget before they get to paying you. I once had all the details worked out for a show that involved being flown to Georgia for the weekend with two other dancers - and in a last-minute meeting they realized they'd spent too much on everything else to even hire ONE local dancer!

My main considerations would be:

-Are they expecting a full 45 minutes from each dancer (will you both be onstage simultaneously for the length of the show)? Sometimes when I do a multi-dancer show we pick a couple of points where we switch off and do solos, which makes things easier.

-Do they expect the show to be fully choreographed and rehearsed?

-Is it broken into sets, or will it be one continuous performance?

-How many times will you have to meet and rehearse with the band?

Rehearsal time is huge, even if it's just with the other dancer. In my experience, the less we're being paid for our prep time, the fewer rehearsals we can afford - which affects the amount of tight choreography we are able to do for the show. So that would be the main consideration for me...

You guys have all given me a lot to think about! Thanks ,r:;..g.:

The event coordinator expects my friend and I to dance simultaneously, rather than 2 45-minute sets. So we've already talked about alternating between mini-solos and dancing together, just as Serafina described. This format usually works best for longer multi-dancer shows.

Not sure if there will be any rehearsals or meetings with the band. Again, these are great questions for me to ask at the meeting tomorrow.

Most corporate events don't seem to require this much planning, but it sounds like these guys want to transform their space into a Moroccan bazaar with food, decorations, music and dancing. Each year, this organization picks a part of the world to highlight in their cultural events. This year, they're making an effort to educate their staff about the Middle East and North Africa. Last year, they did China and had crazy kung fu demonstrations and acrobatics. Should be fun to see what we can come up with!

Originally Posted by SatinWorship19

Perhaps, I should build a "corporate events" option into my price list?

Everyone has their own way of doing business. Since you publish your prices online, why not a 'corporate events' option? but define it as including xxx OR yyy (one meeting with the band OR one trip to check out the local event venue or whatever); this to ensure fair pay for you for efforts expended and to remind all concerned that extras have to be paid for. To minimize effort that goes into negotiations for an event you might not be hired for, consider delaying xxx and yyy until AFTER the contract is signed. Decide what you WILL do before contract is signed... the rest comes AFTER the contract. If the sponsor needs to vet you and the band needs to vet you and etc before signing, suggest you ask them to meet you at your studio or office or local coffee shop.

Update: My friend and I met with the event planning team yesterday and it went beautifully. We hashed out the final details regarding the band, the structure of the event, and upcoming rehearsals, and we all agreed upon a rate of $400 per dancer. They'll be collecting a contract and an invoice shortly.

Most importantly, the event planning team was so cool and so enthusiastic about sharing a taste of Middle Eastern and North African culture with their Connecticut team. They're going to project greetings from their employees in the Middle East on the wall, and have booths set up with cultural information, and an author of African poetry will also be there. Really looking forward to being part of such a fun educational event!

That sounds like a great event! Have fun with it!