How to Charge for Freelance Meetings: Dos and Don’ts

How to Charge for Freelance Meetings: Dos and Don’ts

You often meet with potential clients as a freelancer to discuss upcoming projects. Establishing a policy for charging for these freelance meetings is essential – here are some tips to get you started.

Do you charge for a meeting as a freelancer, and if so, how much? This is a question I often get asked and one that freelancers sometimes struggle to answer.

Things to consider when deciding if you should charge for a meeting

Whether or not you charge for meetings as a freelancer is up to you, but before deciding, consider the following factors:

-How much time will the meeting take out of your day? If it’s a short meeting with a potential or existing client, it might be best not to charge. This will help you build rapport with them and may result in future business.

-What is the purpose of the meeting? Is this meeting a proposal to a new client, or are you brainstorming ideas and strategies with an existing client? In these cases, it might be best not to charge. On the other hand, if you are providing any services during the meeting (i.e., consulting), it might be best to charge for your time.

-Is this a meeting with someone who has referred business to you or is likely to do so in the future? Do you have a previous relationship with this individual? Have they helped you get business, or do they have connections to other individuals who may need your services? If so, charging them for a meeting might dilute their chances of doing business with you or referring you to any additional clients.

-If you’re offering your services pro bono (i.e., for free), it’s not appropriate to charge for a meeting. This is an excellent way to build your portfolio and get exposure, so don’t ruin it by trying to make a quick buck.

-Did you just start freelancing? If so, it might be wise not to charge customers for meetings. This will help you grow your clientele and build a track record surrounding your service or products.

If you’re still unsure whether to charge for a meeting, err on the side of caution and give the client a heads-up that you’ll be billing them for your time. This way, there are no surprises, and everyone is on the same page from the start.

Are there any other charges I should consider when deciding if I should charge for a meeting

In addition to meeting costs, you may also want to charge for travel time if the meeting is not in your city or town, especially if you must take public transportation or drive long distances.

Additionally, you may want to charge for phone calls if they are longer than 15 minutes or so. This allows you to be compensated for your time spent on the call without overcharging the client.

Finally, remember that you can (and should) negotiate your rates – don’t be afraid to ask for what you’re worth! Being comfortable with charging for a meeting lets clients know you are serious and that your time is valuable.

 How much should I charge for a meeting as a freelancer? 

To calculate your hourly rate, consider how much you want to make per year and divide that by the total number of hours you work per year. For example, if you want to make $120,000 per year and work (50 hours/week x 52weeks/year = 2600hrs annually), (120,000desired pay/2600hrs annually = around $46 per hour)

Once you’ve determined your hourly rate, multiply it by the number of hours the meeting will take. So, if a meeting is going to last two hours, you would charge $46 ($46.00 x two).

Remember that this is just an average – If you just started your freelancing business, your hourly rate may vary depending on what’s being discussed in the meeting and the duration of the meeting.

How much should I charge for a freelancer meeting if I’m charging a flat rate

If you charge a flat rate, you’ll need to consider how much the meeting is worth in relation to the project as a whole.

For example, if your quotation is $2000 for a project, and the meeting will last four hours, you might consider charging $160 for the meeting ($2000/50 = $40/hour x four).

 dos when charging for a meeting

– Dos be upfront about your fee. If you’re going to charge for a meeting, ensure your potential client knows this from the start. There’s nothing worse than springing a surprise fee on someone after they’ve already invested time and energy into meeting with you.

– Dos be reasonable with your fee. If you’re charging an hourly rate, ensure it’s in line with what other freelancers in your field are charging. You don’t want to price yourself out of a meeting by charging too much.

-Dos Be flexible with how you charge. Some clients may be more comfortable paying a flat fee for a meeting, while others may be okay with paying your hourly rate. It’s essential to be flexible and accommodating to your client’s needs.

-Dos Have a clear cancellation policy. If you charge for meetings, ensure a clear cancellation policy. If a client cancels last minute, you’re not left out of pocket.

Dont’s when charging for a meeting

There are a few things you should avoid doing when charging for a meeting:

– Don’t charge too much. Remember, the goal is to get the client to say yes to meeting with you. If your fee is too high, they may not be willing to invest in meeting with you.

– Don’t charge too little. On the other hand, if you charge too little, the client may not take you seriously. It’s crucial to find a happy medium when it comes to your fee.

– Don’t be afraid to negotiate. If a client is hesitant about paying your fee, try to negotiate a lower rate or offer to do the first meeting free of charge. Remember that it’s essential to be flexible to land the meeting.

– Lastly, don’t forget to factor in expenses. If you’re meeting with a client in person, consider travel costs like transportation and parking. These expenses can add up, so include them in your fee.

Now that you know the basics of charging for freelance meetings put these tips into practice the next time you meet with a client. And don’t forget to share your tips and experiences in the comments below!

Happy freelancing! Explore more.