Late cancellations and 'no-shows'

A reference can only be left on PurplePort for a confirmed booking arranged using our service. This requires a date, time, and location to be agreed upon beforehand by all parties involved in the shoot. The location must be a specific place where someone can physically show up (such as an address). 

A confirmed booking means that all creatives involved in the shoot know where and when the shoot is and have agreed to this all along (perhaps with the compensation).

A no-show and a late cancellation are different:

• A no-show occurs within 24 hours of the shoot when one creative fails to show up to a shoot they agreed to or cancels with less than 24 hours notice
• A late cancellation occurs within 72 hours of the shoot when one creative cancels 72 hours before the shoot 

Either way, this usually means it is too late to replace the creative who cancels or doesn't show up.

When someone cancels the shoot a short notice or doesn't show up, the effects on everyone involved can be similar: financial loss, disappointment, annoyance, and frustration.

When a model cancels a short notice or doesn't show up, it costs the others involved in the shoot:

• A photographer may have scouted locations or hired a studio
• They have booked assistants, a make-up artist or a hair stylist
• Either party may have booked time off work or rescheduled part of their life; they may have bought props or accessories

When a photographer cancels a short notice or doesn't show up, it costs the others involved in the shoot:

• A model may have spent time and effort on nails, hair or personal grooming
• If a photographer doesn't turn up for a paid shoot, the model could have lost out on other bookings

Click here for more resources about using references. 

Use PurplePort to book shoots and for all shoot communications

When you arrange a shoot, it's a good idea to book it in the PurplePort Calendar so you can keep track of when you are free to shoot, busy with something else, booked on a shoot, away, and so on. 

We also strongly recommend keeping your shoot communications on PurplePort, which enables us to see all the evidence available and support you as swiftly and best possible if things go wrong. We are limited in the support we can provide for communications that take place on another platform. Keeping your messages on PurplePort helps us arbitrate if issues arrive.

However, if find yourself in a situation where you need to discuss something outside of PurplePort, we strongly recommend that you send a message to that person on PurplePort summarising or repeating what has been discussed or agreed upon offsite (ideally, ask them to reply on PurplePort to acknowledge your message). This allows us to see a record of your shoot communications so we can best support you if things go wrong. 

When shoot communications take place elsewhere, and there is no record of these discussions on PurplePort, we have no verifiable evidence to investigate an issue. This means, sadly, we cannot fully assist you and help resolve a situation.

Click here for more resources about arranging photoshoots. 

If you need to cancel a shoot

There are times when it is impossible to avoid a late cancellation because of unforeseen circumstances (e.g. car breakdown, other job commitments, illness, etc.). However, there is never an excuse not to let other people know. In fact, it's not knowing that is the most frustrating part of it.

Communication is key

If you can't make a shoot, let everyone else know as soon as possible. It helps to prevent a lot of anguish. You should make every effort to apologise and let the other person know.

As you should have contact details (such as a phone number for emergencies), it's a good idea to call them, apologise and explain why you can't make it. Don't assume someone will check their text messages.

Also, make sure you send them a message on PurplePort. This will allow us to see whether you have cancelled in plenty of time. Doing this is important as it may prevent you from getting a negative reference. 

Don't assume the shoot will be rearranged

Most people are enthusiasts of this sort of photography and may be willing to rearrange (unless you are lying, and most people with experience will recognise a lie a mile off). But don't assume the other person will rebook. They may be irrevocably out of pocket and feel pretty annoyed at the cancellation. They may not want to risk that you will let them down again. 

Your safety is paramount

As a rule, you should make every effort to see a shoot through. Always check references in good time and ensure that communications and expectations are clear.

However, there may be times when you become uncomfortable about a shoot. If this is the case, your safety is paramount. If you need to cancel for this reason, you should do so as soon as possible, not in the immediate run-up to the shoot. Let the other person know days in advance (not hours!). 

Illness

If you are ill and feel you may not be able to make the shoot, do not wait until the day before to decide. Tell the other person as early as possible so that they can decide whether the risk of you not turning up is worth gambling on.

If someone cancels your shoot at short notice or doesn't show up 

Leaving a reference is a good way to share your experience working with someone with the rest of the creative community:

• If someone doesn't show up (or cancels your shoot with less than 24 hours notice), select the Did not show up option when leaving them a reference. 
• If someone cancels your shoot with less than 72 hours notice, select the Cancelled with less than 72 hours notice option when leaving them a reference. 

These timescales are not flexible and cannot be extended outside the 72-hour or 24-hour timeframe. They are rigidly and fairly enforced at all times, regardless of whether any financial loss has occurred. 

Anyone seeing a portfolio with negative references will make their own decision about whether it's worth booking them. However, a Did not show up reference is a bad thing, and it should be your aim to neither receive nor give this type of reference (both of which can be avoided by finding the right people to work with and being committed to any shoots you have booked).

You may decide to only leave a negative reference if you are unhappy with the explanation you have received or if you haven't had an explanation at all, but remember that references are not a place to rant about someone. 

There are some things you should not do if someone cancels at short notice or doesn't show up to your shoot:

• Do not post in the groups, on social media, etc., to rant about being let down. You will look unprofessional and harm your reputation!
• Do not name and shame. There is no need. A negative reference is all that is needed.
• Do not leave a rant reference. Stick to the facts. Less is more!
• Do not argue with the other person. Accept their view, leave a reference and move on. No good will come of arguing. 
• Do not blackmail the other person. Do not attempt to use any previous positive references as leverage to have a negative one removed. Anyone found to be using references to blackmail others will be dealt with in the strongest possible terms. If anyone receives any threats to remove a negative reference, please report this to us, as this will not be tolerated.

If you receive a negative reference

Receiving a negative reference is not the end of the world. Everyone loves to have a 100% good record, but sometimes this is simply not possible. If you do need to cancel and have been deeply apologetic, it's likely the other party won't leave a negative reference. However, if they do, just accept that they felt compelled to and leave it at that. 

Reporting references

If someone leaves you a negative reference that you think is unfair, please report this to us using a support ticket. The quickest way to report a reference on PurplePort is to view the reference and click Report (on the right-hand side of the reference). 

We'll review the evidence and make a decision, which will be a fairly swift process if all of your shoot communications were on PurplePort and you also used the calendar to book the shoot. 

Remember, if you need to discuss things offsite (such as email, social media, text, etc.), always send a message on PurplePort summarising or repeating what has been discussed or agreed upon offsite (ideally, ask them to reply on PurplePort to acknowledge your message). This allows us to see a record of your shoot communications, so we can best support you if things go wrong. 

Do not leave a reprisal negative reference

We do not allow retaliation references on PurplePort. While you may be angry, doing this will not help and will only make things worse. Abusing our referencing system by leaving a false reference will result in your reference being removed and your ability to leave references suspended for a ban. In some circumstances, this could result in a permanent suspension. 

 

For current advice on short notice cancellations due to Covid-19 related reasons, please see the information in the article How do I leave a reference? under the heading Short notice cancellations due to Covid-19.