destination gig, airfare/hotel upfront?

i might have a destination gig. should i ask for the airfare and hotel upfront? in this situation, travel expenses exceed photography fees so if they bail on the second half of the payment then i'd be in the negative. how does that work? if travel cost $1k and photography is $100 (just an example), shouldn't i ask for the travel stuff up front?

IMO, if a client is willing to travel you, they pay the freight which pretty much automatically means they're paying up front by buying the airline ticket before you go...

Everything up front as far as the travel stuff goes - hotel, car, flight, and your deposit to hold the date.

This way, if they back out of the wedding, you can still take a swanky vacation later on :P.

i make people pay 50% of the total or 100% of the travel costs up front. whichever is greater but definitely get at least your expenses before you commit your self to tickets and what not.

+1 for travel costs upfront. If they pay my $1000 deposit and cancel, i just keep $1000 and really dont lose money, sure I lose business, but I am not going into the red. Now if I just booked that $500 non-refundable ticket, booked a hotel, rented a car, etc... and am losing business on top of that; you bet your butt i am going to have my actual costs covered on top the the deposit. The deposit is for my lost business potential, not for my actual costs.

100% travel arrangements, plus whatever your deposit is.

Aaagogo wrote in post #9544001
100% travel arrangements, plus whatever your deposit is.

I'm almost going to agree with this because if they're booking/reserving you for the date, knowing you're not from the area where they're getting married, they need to organise your flights and everything. It's another cost associated with their wedding that they need to deal with and, just like your deposit, it is not refundable.

I would suggest writing that into your contract before anything gets too serious so they can't think you've added it in there after changing your mind

I don't believe it would be fair to hold on to the airline ticket if the gig gets cancelled.

They aren't buying you a vacation, they're providing transportation to get where you need to be. If that need goes away, your deposit is your "safety net" not the plane ticket.

They bought the ticket .. they own it, not you.

I'm not exactly a jet-set photographer but I was paid up front when I hit Jamaica and Mexico. They took care of travel though, which was above and beyond my shooting fee. Their travel agent emailed me the vouchers and off I went. I didn't arrange anything because I'm travel-illiterate. In my case, however, vacation was part of the deal.

ALLLLLLLLLLL Travel expenses up front, plus the regular 50% booking.

DO NOT let the client book your air fare, hotel or rental car. You need to book it so the times meet your needs. If they book it, you have no control over flight arrangements and times. They will have it setup, but it wont meet your needs.
You should go on line and setup the flight, hotel and rental with your preferred carriers and let them pay for it IMO.

i never let anyone book anything for me i always just figure out what it will cost and let them know thats what my travel costs are and then i book everything my self after receiving the deposit

FlyingPhotog wrote in post #9545040
I don't believe it would be fair to hold on to the airline ticket if the gig gets cancelled.

They aren't buying you a vacation, they're providing transportation to get where you need to be. If that need goes away, your deposit is your "safety net" not the plane ticket.

They bought the ticket .. they own it, not you.

Would you suggest that the person being hired set up the travel arrangements? I would want to be in control of that just so I know I am not being booked on some puddle jumper crop duster plane. Also makes things more difficult if something goes wrong and you need to rebook.

cory1848 wrote in post #9546403
Would you suggest that the person being hired set up the travel arrangements? I would want to be in control of that just so I know I am not being booked on some puddle jumper crop duster plane. Also makes things more difficult if something goes wrong and you need to rebook.

I worked this way for 25 years.

Airfare, Hotel and Car all arranged by my clients but with at least a little input from me re: preferred airline and route (but not always granted...)

drdiesel1 wrote in post #9545082
ALLLLLLLLLLL Travel expenses up front, plus the regular 50% booking.

DO NOT let the client book your air fare, hotel or rental car. You need to book it so the times meet your needs. If they book it, you have no control over flight arrangements and times. They will have it setup, but it wont meet your needs.
You should go on line and setup the flight, hotel and rental with your preferred carriers and let them pay for it IMO.

Who says? I made it there and back in plenty of time. I communicated my needs to my brides and they set it up accordingly.

I let them arrange it because they can get my travel for their group rate. It works out fine for both of us.

cdifoto wrote in post #9547849
Who says? I made it there and back in plenty of time. I communicated my needs to my brides and they set it up accordingly.

I let them arrange it because they can get my travel for their group rate. It works out fine for both of us.

To each they`re own, but don't think it will work out every time
I was responding to the OP's questions and giving sound advise, but I guess because you have had a good experience with someone else booking for you.
Then it must be OK