BIPOC Freelancer Outdoor Industry Guide

If you’re a BIPOC freelancer making your way in the outdoor industry, get ready. This is a steep trail with many obstacles and hazards along the way. Here at Melanin Base Camp, we’ve assembled a guide with strategies to help you side-step coercive corporate practices while making smart informed decisions for your career.

If you’ve been around this industry for more than a few months, you may have noticed that the murder of George Floyd was an inflection point for many outdoor companies and nonprofits, which had previously made a successful habit out of ignoring racial injustice. Companies that had relied on all-white sponsored athlete line-ups, all white or white passing models and an all white c-suite prior to May 25, 2020, were feeling tremendous pressure to act.

If you are a Black, Indigenous or POC outdoor influencer, activist, writer, or model you undoubtedly felt this seismic shift. How could you not? While you were still grieving - publicly and privately - the violence against Black bodies in the U.S., outdoor companies were already sliding into your inbox and DMs to ask you to work for free, speak for free, consult for free, model for free, and join several nonprofit boards and committees. Overwhelming, right?

The good news is you are being sought out for your expertise (or skin color) as a diversity, equity and inclusion (DEI) activist, intersectional environmentalist, influencer, or affinity space leader. Or maybe the company of your dreams finally noticed how well you snowboard, surf, climb or hike while also blogging about systemic racism, ableism and queer-phobia. Multiple outdoor industry publications are prepared to label you as “next-generation” and to ask you to speak on behalf of brown people everywhere! No pressure.

As an outdoorsy BIPOC, you may feel obliged to say yes in order to make it easier for the next black, or brown or trans person—but what exactly are you getting yourself into when you agree to let a major outdoor brand or nonprofit “pick your brain?”

This line of work can be mentally and emotionally exhausting. So let’s start with establishing that your time has value—is valuable. So before you commit to a phone call, send them your consulting fee schedule!

HOW TO CREATE A CONSULTING AGREEMENT AND FEE SCHEDULE:

Photo credit: Getty Images

Creating a consulting fee schedule is one way to communicate that your time and labor have value. The brands you choose to work with will know you mean business from the get go! Don’t wait until you get trapped on a long call with a shady business or nonprofit that expects you to consult for free. Set your price and send your fee schedule in advance. This will discourage those who are unwilling to compensate you for your labor from moving forward, however, it isn’t rude, it’s expected. Don’t work for free.

There are a lot of great online resources that can help you determine your consulting fee. You should also consider whether or not to charge an hourly rate or flat fee for the project. If you charge a flat rate, make sure your consulting agreement clearly lays out the services provided. Otherwise there’s a danger of project creep, or the client expecting you to commit to hours-long calls at a moments notice for no additional fee.

It’s also helpful to consider the market value for the services you’ll be providing. That means talking to other freelancers to see what they’re charging. Then ask for a higher amount, because it’s 2021, and your voice, as a person of color, is literally in demand. Outdoor companies need you more than you need them. I know this can feel scary but its worth it. Companies which say they value DEI and then refuse to pay for DEI consulting are not brands you want to work with. Even if this client walks away, other opportunities will come along.

If you have Google Docs, you can open up a new document “From a Template” and view the options under “Freelancer Engagement.”

Here’s the trap that brands set and that a lot of freelancers fall into. Don’t you care about making this industry a safer, more equitable community for BIPOC? You do care? Great. We have this fantastic opportunity. No there isn’t a budget for it but we think you’re a great candidate.

Remember, predominantly white companies that claim to care about DEI and then refuse to pay BIPOC for DEI consulting are establishing a dangerous precedent: that our labor and ideas have no value.

Not sure what the market rate is for a good or service? Ask a white friend what their consulting fee is—then add a percentage to that. It is a truth universally acknowledged, that BIPOC consultants, freelancers, models and photographers are underpaid in the outdoor industry. It’s time to reclaim those lost wages.

“Don’t make the most vulnerable people in this industry - Black and Indigenous freelancers - chase down missing wages. We can’t pay bills with late paychecks, gear or second selects. ”

If the outdoor client wants to gift you gear vs. a paycheck, consider your needs. Do you need free t-shirts and water bottles or do you need income? Then make a decision. If the outdoor client wants to compensate you through “great exposure”, pass on the work. Although free gear and exposure can seem nice, they won’t pay your bills, or your taxes.

Politely decline and move on. I know it seems like you’re missing out on an opportunity, but there will be other offers.

Brands aren’t the only organizations that will demand you work for free. Universities, conservancies, nonprofits and conferences will try to make the same demand. So how do you say no without burning bridges?

How TO politely decline an unpaid offer

Try these phrases:

“Thank you for the opportunity. I am already at capacity for pro-bono work and, regrettably, am unable to take on any additional unpaid projects.”

“Thanks for reaching out. Unfortunately, I’m going to have to pass on this opportunity. I have limited bandwidth and am unable to take on additional unpaid projects.”

Some situations call for a more direct approach. You can always try the following:

“It is exploitative to expect BIPOC to work for free. I’m going to have to decline your offer.”

Once that’s done, don’t forget to text your outdoorsy BIPOC friends to let them know that said company is asking BIPOC to work for free. Why? Because outdoor companies will hit-up every BIPOC they can find on your social media with the same outrageous requests. They also assume we don’t talk to each other—false.

How to ask for compensation

“Thanks for the opportunity. I am definitely interested in consulting. I’ve attached a copy of my fee schedule.”

“Thanks for reaching out. I’d love to jump on an initial call. My consulting fee is $75/hr.”

“I’m interested in hearing more about this speaking opportunity. Can you provide more details about the audience, venue, honorarium and travel costs?”

“I’d love to consult on this project. My consulting fee schedule is attached.”

Their response may vary. Often times, because outdoor brands and nonprofits expect BIPOC to work for free, their initial response will be that there is no budget for the DEI committee they want you to join or the film project they expect you to participate in. This isn’t where you back down. It is an opportunity to negotiate or to politely decline. There will be other opportunities.

HOW TO ASK FOR AN HONORARIUM

An honorarium is a voluntary payment given to an individual for rendering a professional service. When will you have to ask for an honorarium? If you’re invited to speak at a university, college outing club, conference, convention, etc, ask for an honorarium. If you are invited to speak, always ask for an honorarium—even if the payment is nominal; even if there is a very small budget for speakers. It establishes the precedent that your time and labor have value. That means your honorarium could vary from $50 to $1,500 or more — depending on your experience and expertise.

When is an honorarium not appropriate? It is unusual to receive payment for participating in a panel. Honorariums are usually reserved for speakers.

Having difficulty? Find an intermediary!

A fellow outdoor enthusiast once mentioned that they had felt they were generally underpaid when working with outdoor brands. Their solution was to find an agent that was able to negotiate rates for them.

OUTDOOR MODELING

Congratulations! You’ve been scouted by a producer or casting director for a major brand. Here are some things you should know. This is a challenging industry to work in. Once again, the standard is to underpay outdoor models or to not pay them at all. While that exploitative practice applies to people of all ethnicities, BIPOC models are disproportionately affected. Here are a few things you can do to help protect yourself:

Know market rates

Large outdoor brand - $600/day is the standard rate for stills. This does not include per diem, mileage, or travel costs.

Large outdoor brand - $1,200/day is the standard rate for video. This does not include per diem, mileage or travel costs.

Ask questions

Usage - Will the stills or video be used for a local or national, digital or televised campaign? Usage impacts compensation, so make sure you ask before you sign the contract. Two years unlimited is standard. That means the brand can do whatever they want with the images for two years.

Compensation - Ask about the day-rate, travel costs/mileage and per diem.

Work for trade - Smaller brands and sometimes larger companies may offer work for trade. That means instead of receiving financial compensation, you will be offered gear and access to photos. This occurs if the budget for the shoot is low or nonexistent. However, it can also be a predatory tactic when a brand wants to work with “real people” without compensating them fairly. If you choose to work for trade, make sure you negotiate to keep photos or product. Otherwise, it’s highly unusual for models to keep gear or clothing. Yep, that puffy jacket you sweated in all day will be dry cleaned and worn by someone else on a different shoot.

Make a comp card or highlight reel

Photo by heylagostechie on Unsplash

A comp card includes the best shots from your portfolio along with your contact information, height/weight and clothing sizes. The video version of a comp card is a highlight reel. Make sure your comp card is tailored to the outdoor industry.

You can also make a one page media kit that includes photos and past brands you’ve worked with.

Manage your cashflow

The gig economy varies from state to state. However, even if your state requires payment no later than Net 90, companies usually wait until the very last minute. This can make it difficult to budget, unless you are working consistently. Working as an outdoor model means chasing down clients and sending polite but persistent e-mails until you receive your check. It’s possible to add a late fee clause in your invoice, however, that brings additional concerns. Even though the brand may be in the wrong, you may have legitimate fears of retaliation or getting blacklisted. Sounds unfair, right? Imagine what would happen if you paid a bill 90 days after it was due? Net 90 payment terms put freelancers at risk, however, they’re the norm - or worse. You can try offering a small discount (1-2%) to clients who pay invoices within 30 days. This may help you maintain a positive cashflow.

Get aN agent

Agency representation is a shortcut to better, more frequent and higher paying modeling jobs.

SAG-AFTRA

Acting jobs that fall under SAG AFTRA offer higher pay - significantly higher, ranging from a few thousand to tens of thousands of dollars. Landing a SAG job does not automatically make you a member. You have to complete three SAG jobs as a background actor or one SAG job as a principal actor before you can apply for membership.

HOW TO CREATE A MEDIA KIT:

Want to write for a big outdoor publication? Pitch a short film idea? Or model for an outdoor brand? Use Canva to personalize a one-page media kit. It should include a headshot along with contact information and your rates.

By creating a media kit, you’re letting the client know that you’re professional and concise (and that you know your worth).

The key components you want to focus on when creating a media kit are:

• Your Awesome Face:

  • Include a headshot

• The “About You” Section:

  • Highlight brands you’ve modeled for, film projects you’ve directed or where your work has been published along with a few biographical details

• Rates:

  • If certain aspects of your work require additional inquiry, let them know.

HOW TO CREATE AN INVOICE:

Once you’ve provided your service to a client, it’s time to get your check. Make sure your invoice is prepped and ready to go. PayPal, QuickBooks and many other apps/programs - some subscription based, some free - will allow you to create, track and send invoices. Or create your own and send it via e-mail. Your contract, or the state you live in may provide more information about payment terms, or how long a company can take to send your check. Be prepared to send repeat e-mails until you receive your paycheck. Here’s how:

Invoice Email Etiquette:

• Send your invoice as a PDF attachment. Do not send it in the body of your email.

• Clients get flooded with emails all the time so make sure you put all the important information in the subject line (invoice number, service, and date).

Here’s a simple example of a friendly email you can send to your client:

Subject line: Invoice [Invoice number] for [service] due [date]

Dear [Client],

I hope this message finds you well! Please see the Invoice [Invoice number] for [service] due on [date]. If you have any questions or concerns, don’t hesitate to reach out.

Best regards,

[Sender’s name, signature, etc.]

Here’s an example of an invoice:

Here’s how to request payment for an overdue invoice:

Subject line: Invoice [Invoice number] for [service] due [date]

Dear [Client],

I hope this message finds you well! I have yet to receive payment for [Invoice number] for [service] due on [date]. Please inform me when I can expect to receive payment. 

If you have any questions or concerns, don’t hesitate to reach out.

Best regards,

[Sender’s name, signature, etc.]

Other things you might be asked to provide prior to receiving payment include a W-9. The company may also direct you to register online as a vendor - this is especially true for freelance writers on assignment for large publications. Make sure you take care of any administrative asks as soon as possible.

If it has still been some time and you have not been compensated, you can file a complaint at your state’s department of labor. If you have the means, you can also go to court to retrieve payment on lost wages.

This leads us to a few other dangers that can befall BIPOC freelancers in the outdoor industry. 

RED FLAGS & PITFALLS TO AVOID 

Photo by Mimi Thian on Unsplash

By learning to spot these freelance red flags and pitfalls, you’ll have a smoother path to traverse. Don’t forget, your goal is to be compensated fairly for your labor.

DEFERRED PAYMENT OR NON-PAYMENT

Let’s say that you’re a BIPOC content creator and you’ve been asked by your favorite outdoor company to design a layout for their website. The thing is, they’re not paying. Instead, the job description states that it’s a “trial” and that they hope to pay after they see your skill level.” This is a red flag.

Don’t work for free! This is not a legitimate ask. It may be tempting but other opportunities are out there. In this situation, it would be completely appropriate to communicate how much you charge for website design and to walk away from the table if the company attempts to negotiate down your rate.

LOWBALL OFFERS

What if you’re a BIPOC model who has been contacted by an outdoor company to promote gear or clothing? Wow, what an opportunity! Then you realize the client is only offering $200 for an 6-hr shoot. This is a red flag.

Yikes! What a hot mess. There are so many reasons why you should walk away. Even if you choose to take the job, at least take the time to recognize that this is a major red flag. When should you make an exception? If you’re best friends with the owner, it’s a sole proprietorship and the owner is a woman of color. Then by all means, show support! Most of the time, that is not the case, unfortunately. Plenty of outdoor brands which can afford to pay market rates, will try to low-ball BIPOC models because “it’s for a good cause.” In fact, the cause is so important, they can’t seem to assemble a budget for the shoot. That’s how much they care.

PROJECT CREEP

Let’s say that you’ve been consulting on a marketing project for an outdoor company. You’re being compensated fairly and they like your work. They like it so much, they are asking you to do additional work outside the scope of your original contract for no extra pay. This is a red flag.

Asking you to do additional unpaid work outside the terms and conditions of your contract is not ethical. You should offer to draw up a new contract for their review and signature. This is one reason why charging an hourly rate will protect you from project creep while charging a flat rate won’t.

TIME WASTERS

Maybe you’re a photographer and you open up a lengthy email from a company that you’ve always dreamed of working with. But there aren’t any specifics. They spend paragraphs talking about how their company really does care about diversity, with a three-paragraph aside discussing their feelings surrounding the murder of George Floyd, but its not clear what they want. Your hope starts to fade. You’re not sure what exactly they want and neither are they, although it involves scheduling a phone call so they can ‘pick your brain’ and see if there’s ‘overlap.’ This is a red flag.

Proceed with extreme caution. It’s hard to believe, but there are organizations and people out there who are literal time wasters. You can’t pin down specifics, because there are none. They don’t respect the fact that your time has value. They do want to get you a phone call so they can tell you all about their Black friend from college, their feelings on race in America or how they don’t see color. Wait, why is this a thing?

It takes a lot of ego, and a lot of racial privilege to think that a BIPOC freelancer owes you their time. If they’re not offering anything, move on. One way to avoid getting trapped on a 2-hr long call only to find out they want you to work for free, is to respond with a polite e-mail requesting that they clarify their ask in writing first. If you don’t get a concrete answer, it’s time to move on.

FRAUDS/SCAMS

Congratulations, you’ve been asked to join a DEI Board for an outdoor organization, however, the client keeps delaying your payment while avoiding direct communication. This is a red flag.

This is a worst-case scenario. It’s time to contact your state’s department of labor and warn BIPOC freelancers about this exploitative company.

THEFT OF INTELLECTUAL PROPERTY AND TRADEMARKS

Unfortunately, this is something that occurs frequently in the outdoor industry. Major brands, conservancies and nonprofits sometimes view affinity groups and BIPOC influencers as easy targets. Their unethical behavior may range from drafting off posts, stealing photos, reposting without consent—not illegal, but definitely unethical and predatory if they are a major brand, using trademarks without consent, and using photos without asking permission from the copyright owner and without licensing them. It may also include the slightly stranger phenomenon of a nonprofit using your name or trademarks to publicly advertise their virtual event - even though you haven’t actually agreed to speak.

It’s time for a strongly worded e-mail that will get your point across and fast. Here are two examples. Notice the difference in tone.

Example 1

Example 2

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HOW TO SUPPORT BIPOC FREELANCERS

Support BIPOC Outdoor Models & Photographers

Are you an outdoor brand? Stop underpaying BIPOC models. Practice what you preach by paying market rates. If you only use light skinned and white passing models of color, you aren’t practicing DEI, you’re reinforcing racial hierarchies, white supremacy and colorism. Pay models on time. Don’t make the most vulnerable people in this industry - Black and Indigenous freelancers - chase down missing wages. We can’t pay bills with late paychecks, gear or second selects.

If you are a white, white passing or a light skinned model in the outdoor industry, use your racial privilege for good. That means sharing information and social capital. Introduce BIPOC to casting directors, share best practices and knowledge, review someone’s comp card or media kit, look over a contract or give advice.

Photo by Ilias Chebbi on Unsplash

Outdoor companies, stop stealing photos from BIPOC photographers and copyright owners without properly licensing them first. Hire BIPOC photographers instead of always deferring to your immediate social network of all white photographers, filmmakers, creative directors and talent. If you are a white photographer or filmmaker, use your racial privilege for good. Make introductions, review pitch decks and don’t steal content from BIPOC affinity groups, influencers, nonprofits & small businesses. It doesn’t matter if you can’t find the exact image you want on iStock or Tandemstock. Ask permission and license photos instead of stealing them.

Support BIPOC Freelancers

The BLM sign on your lawn means nothing if you don’t live your values. Freelancers, regardless of race, are exposed to exploitative practices within the outdoor industry. You can help support us through a few simple steps: hire us, pay us, and pay us on time. Avoid project creep and don’t ask BIPOC freelancers to do unpaid work beyond the scope of our contract. Do not ask us to work for free, speak for free, or help you virtue signal when your organization is unwilling to make significant changes or to transfer social capital to BIPOC outdoor activists and community organizers.

Stop sending long e-mails with no clear ask. BIPOC freelancers are not therapists and it isn’t our job to handle your emotional angst as you slowly awaken to the realities of racism in America. No one wants to be your magical negro. It is not our job to absolve you of guilt or to make you feel better about yourself. Stop taking advantage of our goodwill. Stop trying to lure us onto hours-long calls to “pick our brain.” If you really care about diversity, equity and inclusion, you’ll budget for it. It’s that simple.

Thanks for reading! We hope this resource will help you protect your time, energy and finances as a freelancer working within what can be a very difficult industry. As you become more experienced and savvy, don’t forget to share your knowledge within the community and help the next generation of BIPOC freelancers overcome adversity.

This is a living resource which we will continue to expand as we have new information. Check back for updates on outdoor photography, media licensing, honorariums and more.