As photographers, we’re always looking for ways to build our client base and secure meaningful projects. While skill, creativity, and professionalism are critical to success, timing can also play a significant role in your ability to land work with organizations. Reaching out at the right moment increases your chances of standing out and booking those sought-after opportunities. Let’s explore the best times to contact organizations and why this timing matters.
"Timing is everything—reach out strategically to capture more opportunities."
1. At the Start of Their Fiscal Year
Most organizations operate on a fiscal year budget, which often resets annually, quarterly, or biannually. Reaching out at the beginning of their fiscal year is ideal because budgets for projects and events are freshly allocated. This is the time when decision-makers are most open to exploring options for vendors, including photographers.
Why It Matters:
Budgets are still flexible, allowing them to prioritize high-quality services like yours.
You’re more likely to catch them in the planning stages of events or marketing campaigns.
Pro Tip: Research the fiscal year start for the industry or organization type you’re targeting. For example, government agencies often begin their fiscal year in October, while many businesses operate on a January-to-December cycle.
2. Before Key Industry Events
If your target organizations participate in or host conferences, trade shows, or annual galas, reach out a few months before these events. Planning often begins well in advance, and this is when they’re most likely sourcing photographers.
Why It Matters:
You position yourself as a proactive, well-prepared vendor.
They’ll appreciate your understanding of their event cycle.
Pro Tip: Keep track of major events in your niche. If an organization hosts an annual conference every April, start reaching out in January or February with tailored pitches.
3. At the End of the Year
The end of the calendar year is often overlooked, but it can be a strategic time to connect. Organizations are wrapping up their current year while planning for the next. Many have leftover budgets that must be spent or risk being lost.
Why It Matters:
They may have immediate funding to allocate to photography services.
You can position yourself for upcoming projects or events in the new year.
Pro Tip: Use this time to send warm holiday greetings or year-end newsletters showcasing your best work. This soft touch keeps you on their radar.
4. During "Slow" Seasons
Every industry has its own busy and slow seasons. Reaching out during quieter times increases your chances of getting a response since decision-makers are less inundated with tasks.
Why It Matters:
They have more time to evaluate your services.
You’re less likely to get lost in the shuffle of their busy schedules.
Pro Tip: Use this time to build relationships rather than making a hard sell. Focus on learning about their upcoming needs and how you can help.
5. After Major Rebrands or Leadership Changes
Organizations going through a rebrand, merger, or leadership change are often looking to refresh their visual content. This is an excellent opportunity to position yourself as a solution to their new photography needs.
Why It Matters:
They’re likely reevaluating vendors and open to new partnerships.
You can align your pitch with their fresh vision or leadership priorities.
Pro Tip: Stay informed by following industry news or the organization’s press releases and announcements.
"Frame your outreach for success by striking at the right moment."
Bonus: When You Have Fresh Work to Showcase
Whenever you’ve completed a notable project or created a portfolio piece relevant to your target market, use it as a reason to reconnect with organizations. Sharing new work keeps your services top of mind and demonstrates your ongoing expertise.
Why It Matters:
Fresh work provides a natural conversation starter.
It shows you’re actively producing high-quality, relevant content.
Pro Tip: Include a short, personalized note about why the project aligns with their needs or industry trends.
Final Thoughts
Timing isn’t everything, but it can give you a significant advantage when reaching out to organizations. By understanding their schedules, budgets, and priorities, you position yourself as a strategic partner rather than just another vendor. Combine this with consistent follow-ups and personalized pitches, and you’ll increase your chances of securing valuable photography opportunities.
When have you found the most success reaching out to organizations? Share your experience in the comments below!
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