What to Do: It's Your First Meeting with a Potential (Paying) Graphic Design Client!
Prepare yourself. Have your part of the contract and an estimate form filled out. Find out what you can about the company and what your competitors have to offer. Have a pen and notebook for taking notes. Clean your place of business and your computer and computer desk (they almost always say, "Can I show you something I saw on the internet?"). Have some refreshments if you think it is appropriate and have time to prepare some (such as at noon or 6 pm).
Make sure to ask them to come prepared. They will need to bring samples, text and photos, if any, and previously designed pieces. Also ask them to please bring all of the key decision makers along. I have had clients who tried to be the go-between. It was from me to them to the boss, and from the boss to them to me. They asked me to do it style x. I did style x. The boss wanted style y. They had to have me fix it. This is confusing. Don't deal with it. It isn't worth it. I also had a client who was excited, then called his business partner, who said he wanted to meet me. The meeting was set, moved twice, and eventually I was dropped from their radar. When you set up the meeting, ask them to come with all key decision makers, to the first meeting. If the spouse is this key decision maker, ask them to please bring their spouse.
Don't go to them. Make them come to you. They'll never make you a priority if you go to their place of business, and will treat you like an employee. They'll see you as a beginner. If if is at your place, even if that is your home, you are in charge of the situation, you can control the environment. If they are late, you are out nothing. You don't have to worry about traffic or transporting your portfolio. Besides all of the above, clients don't appreciate being charged money for travel time, so my advice is, don't let there be any. If they aren't willing to come, pass it up, unless you are desperate for portfolio pieces and a client (which you will be at the beginning).
Greet them happily and shake their hand(s). Say it's nice to meet you. Then shut up. Listen. They always talk first. They are the ones who know what they need, why they need it, and what they are looking for. Don't think hard about prices or what you can do for them. Just listen. Ask about their company and needs. Learn about them. Discuss their project. The first thing to say is how you can do this and are excited to work with them. The first thing on their mind is, 'Are you able to do this?'
After you tell them you can do it and would love to, explain your prices and give them an estimate, or, if it will take time, let them know that you will give them an estimate by E-mail by that night. If you need more information to give a good estimate, get all of the information that you can.
Then show them your portfolio. Why is this last? I'll tell you—Because I have found that they really don't much care. If it happens that they have asked for it sooner, I am sure you showed it to them. If they don't, ask them, "Would you like to see my work?" They usually say yes, but some say, "No." Respect that. They may already be familiar with your work (from your web site or a referral) or they really may not care about portfolios. Some only care about their own business and couldn't care less about anyone else's. Some have chosen to work with you because they've already decided they like you and your personality goes well with theirs.
Get out the estimate form. Explain how many hours you estimate it will take to do each part of the process. Then give them an overall estimate of hours. The amount of time you will dedicate to them will be pleasing to them. Ask about a deadline. Please be wise and have different hourly rates for 1) Rush and 2) not rush). Explain the rush, not rush pricing. Tell them that for this many hours it will be this price. Talk about it with them. Negotiate. If they need a lower price, ask for more time, free advertising, etc. Don't go for work in trade. It is too complicated and I had a bad situation when a client had me do work, then didn't do her end. We hadn't filled out a contract because it was not for money. Silly me!
Well, then pull out the contract, ask them to put their name and address on there. They will read it. They will ask questions. You will explain everything confidently, because it is fair, and you will be confident. (You will be nervous the first few times, but after a few clients, you won't be). When they have signed, ask if they want a photocopy (I have a copy machine. It was well worth the money) now, or in the mail. Explain & ask for the down payment. When they give it to you, ask if they'd like a receipt now or in the mail. (I have a computer close by. I can quickly make a receipt and print it right then. This saves money (no stamp) and makes them feel secure.
Ask how they found your company. Make sure to find out if they have any questions. Get all contact info possible. Set up a follow up meeting. You did it! Yay!