I recently volunteered, not as a graphic designer, at a non-profit organization helping cancer patients but they knew I was major in graphic design.
Since they knew I was a graphic design major, they asked me to help them with their presentation board because they had an event coming up in 2 days. What they had was printed texts, some clip art pictures, and glued them on the board. I told them what I usually is design a poster on computer and print it out.
Because time was sensitive and it was my first project designing for a non profit organization without charge, I didn't think about writing a contract. I thought the project was just for that event.
After my poster was approved by them, I printed it out for them. Couple hours later after meeting with them and gave them the poster, I got an email from them asking for the pdf file of the poster and editable file for the future because they like it.
Personally, I'm very hesitate to give an editable file because it was my work.
From reading some articles about designing for non-profit on the website, a contract and invoice is needed to protect both parties, the designer and the organization/company. I assumed that my work was pro-bono for the organization.
Because I don't have contract with them, I want to know what is the best step I should take now? Would it be proper for me to give them an invoice with 100% discount now? Should I write a contract for them although i didn't presented at the first place?
The reason I want to write an invoice is because the design of the poster looks pretty simple and easy but I put 12 hours on it. They thought that I came up with the concept and the layout of the poster pretty easily, which wasn't true.
They also asked me to print another 2 posters for them. Which I'm a little hesitate because 13x19 epson matte paper and epson ink aren't cheap for me.
I don't want to look unprofessional! sigh