Question for Destination Wedding Photogs

I've shot several destination weddings ever since going full time a few years back. One in Costa Rica, one in Hawaii and one in Mexico, so I feel like I've seen a bit of how the destination wedding industry works.

A year ago a bride contacted me about shooting her wedding in Mexico. We agreed upon a price and she signed the contract. Part of the contract is that I would be handling my airfare and hotel.

Two months ago I touch base and give her timeline suggestions, as I do with all my brides. She replied and let me know that everything was good to go, but the resort charged a $500 fee for using an outside photographer. She asked me to pay half, which wasn't in the original contract, but I agreed to help prevent any tensions. In my agreement to her, I explicitly stated that my business was to cover no other associated costs.

Fast forward to today, the wedding is on Saturday. She hit me up with another email saying my assistant and I will need $150 day pass to get on the resort to shoot the wedding. I really don't feel like stomaching another $300 fee. I have since built an EXPLICIT clause into my contract to prevent this from happening in the future, but what should I reply with for the time being?

It's probably a long shot but I would confirm independently that the day pass is actually required for you to get into the resort. If it's not - or if you can get a waiver - you're in the clear.

A long shot, but it's worth a phone call.

joe

The $500 outside photographer fee is pretty standard but the day pass should be included in that as well. I usually contact the venue in advance to know all of this without having to have the bride relay information. I'd call the venue and ask them if the $500 outside photographer fee includes a pass to get into the resort.

if your contract explicitly states that you aren't to take on any additional fees, why can't you ask her to pull out her copy of the contract and re-read that sentence?

It all depends how much you are gaining in total after all subtractions.
Then would you like to pay a visit to Mexico? That is in middle of a cold Winter in Northern Am?

If answer is still yes, I definitely suggest to go with that classic photographer's number that is first fulfill whatever is in the contract, then show a poorly printed sample of some of your best images (Some of those that you know no Brid will say No to) and tell them later that if they want it, they need to pay X amount more for the extra bonus images. That x is equal to twice of what you paid extra and firmly believe was unfair!!! (After subtracting cost) If you chose the right images for this section, you will get the money back, if not at least you enjoyed the trip and still gained some.

My getaway weddings contract clearly states that bride & groom handle all fees to get me from 1 airport and back - up to me to make it to this airport, but once I get there, they are on the hook for everything that is related to their day...
Taking on the responsibility of your air travel and hotel - if B&G are going, friends and relatives are also going, and are all probably booked through an agency that's taking care of them... if anything happens with dates or location, they'll easily be switched, and you might get stuck... let them take care of all logistics of getting you there and back - you worry about the job and about making you available for the job... this should also let you stay on the resort where they are staying - a whole lot easier to stay in touch!

of course, you also check and double check everything as far as job permits, resort rules, etc... before you go! B&G will say "it's ok, I asked" or "taken care of"... check anyways... language barriers and misunderstandings are quick to happen, and slow to resolve... also ask for a copy of everything related to you and your job... copy of tickets, itinerary, permits, certificates, receipts, etc...