destination gig, airfare/hotel upfront?

drdiesel1 wrote in post #9549288
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

Maybe. I've only done it twice that way and have never worked out travel on my own. I don't see how it could NOT work out every time, since you do get confirmation of everything. I had to approve of the travel arrangements both times before they were a done deal.

I would definitely make my own travel arrangements so I can make sure they accommodate my needs (equipment/baggage, preferences, etc). Airlines have difference restrictions, some are more forgiving in some areas, and knowing this can help make the travel smoother. When the reservations are made, sometimes the person making them need to change a little detail or two, and if they aren't familiar with what the photographer needs it could turn a routine trip it a hassle. So I always do the reservations myself.

Also, expenses should be covered up front. This gets more and more important as the projects get bigger and more complicated, so why not start off right. It's not that big of a deal to front the cash for a trip on a smaller job, but when the travel expenses start to grow, you don't want a precedent set that has the photographer footing the bill.

I do mostly commercial work, but this applies equally as well to a destination wedding. I ask for 100% of the expenses to be covered up front, and don't start any job until I have that (plus a signed contract, Purchase Order, etc). In the instances that I forgo the advance, I charge a markup on all expenses. Since I'll basically be their banker, billing department, and have the risk that if they flake on me I am out the expenses, the markup is justified. Whichever way they choose, I'm ok with it since I'm covered with either an advance, or and additional 20% for the risk and effort.

I'd make my own arrangements as well if I was out to make a profit on the travel, but on both destination weddings I arranged vacation time to myself before the wedding at their expense. I have yet to do a fly in, shoot, fly out thing. It's been fly in, drink/eat/bake in the sun/hang out/take an excursion with the wedding party/drink more, shoot, fly out.

In other words, I was there almost as long as they were there and I drank almost as much as they drank, with full resort accommodations as if I was family. The only cash I ever had out of pocket was the gas and tolls to and from Dulles.

cdifoto wrote in post #9554361
... fly in, drink/eat/bake in the sun/hang out/take an excursion with the wedding party/drink more, shoot, fly out...

Start shooting commercial/advertising where corp execs throw large budgets at creative types that play as hard as they work. Talk about fun times

sfaust wrote in post #9554970
Start shooting commercial/advertising where corp execs throw large budgets at creative types that play as hard as they work. Talk about fun times

Hahaha. I bet!

But hey you can have a lot of fun with an "all inclusive, unlimited food & drink" plan at those resorts.

cdifoto wrote in post #9554987
Hahaha. I bet!

But hey you can have a lot of fun with an "all inclusive, unlimited food & drink" plan at those resorts.

Can't argue with that!

Reviving an older thread here: I agree with the procedure of having the client pay for travel costs up front but my question is, how do they know the costs if they haven't already ordered their own tickets? Or do they just accept that whatever the costs are when they buy the tickets, it is what it is? I don't think I'd have a problem letting the client set up flight/accomodation/re​ntal car details as long as they agree to certain criteria (time range, baggage/gear allowances, safety issues, etc).

Michelle Brooks Photography wrote in post #11535643
Reviving an older thread here: I agree with the procedure of having the client pay for travel costs up front but my question is, how do they know the costs if they haven't already ordered their own tickets? Or do they just accept that whatever the costs are when they buy the tickets, it is what it is? I don't think I'd have a problem letting the client set up flight/accomodation/re​ntal car details as long as they agree to certain criteria (time range, baggage/gear allowances, safety issues, etc).

Like I said before. All expenses up front. That way if they flake, your not a-- out. I only fly certain airlines, so I prefer to make my own arrangement because I know when, where and how I want to travel and what I expect for that travel dollar.
Letting someone else handle it leaves to many open ended issues about location and quality accommodations. Why would anyone be willing to spend an extra 40 bucks on you, if they can find some cheap joint for you to stay at.
I only stay at certain hotels too. Dive hotels are not on the list, especially those in bad areas.
I won't drive a Toyota Echo either. I need at least a safe rental vehicle that can haul my gear and me safely. A mid-size is a must for me.

drdiesel1 wrote in post #11536176
Like I said before. All expenses up front. That way if they flake, your not a-- out. I only fly certain airlines, so I prefer to make my own arrangement because I know when, where and how I want to travel and what I expect for that travel dollar.
Letting someone else handle it leaves to many open ended issues about location and quality accommodations. Why would anyone be willing to spend an extra 40 bucks on you, if they can find some cheap joint for you to stay at.
I only stay at certain hotels too. Dive hotels are not on the list, especially those in bad areas.
I won't drive a Toyota Echo either. I need at least a safe rental vehicle that can haul my gear and me safely. A mid-size is a must for me.

Or 20-hour layovers and such.

RDKirk wrote in post #11536698
Or 20-hour layovers and such.

Hahaha. Laying in an airport terminal on a hard seat or floor.
That would make a really great day, working an 8 hour wedding with a sore back and legs

Yeah, I can see these are valid points...but how do you collect "up front" if the tickets for air fare are not to be purchased for some months?

Michelle Brooks Photography wrote in post #11541349
Yeah, I can see these are valid points...but how do you collect "up front" if the tickets for air fare are not to be purchased for some months?

Book in advance

drdiesel1 wrote in post #11541454
Book in advance

And then itemize on the invoice.

Ok, so I can be sure I understand--someone asks about costs for doing a destination wedding-- you say "Our cost for the wedding package you want is $XXXX plus all travel costs including air fare, accomodations, daily food expenses, and car rental, and we require than we make our own flight, hotel and car rental reservations as soon as we are under contract with you so that you can include those expenses in your budget." Is that about right? But, let's say you're at a wedding expo and someone wants to book you there for the destination wedding-- how would you word it in the contract since you don't know yet the exact costs for those things? Won't the client want some kind of cap or something to insure that you're not going to book first class seats and a penthouse suite? Hope this makes sense...

Michelle Brooks Photography wrote in post #11546511
Ok, so I can be sure I understand--someone asks about costs for doing a destination wedding-- you say "Our cost for the wedding package you want is $XXXX plus all travel costs including air fare, accomodations, daily food expenses, and car rental, and we require than we make our own flight, hotel and car rental reservations as soon as we are under contract with you so that you can include those expenses in your budget." Is that about right? But, let's say you're at a wedding expo and someone wants to book you there for the destination wedding-- how would you word it in the contract since you don't know yet the exact costs for those things? Won't the client want some kind of cap or something to insure that you're not going to book first class seats and a penthouse suite? Hope this makes sense...

Add it to the deposit with an estimated $ figure and state that in the contract. Say maybe 15% - 20% of the contract. You don't need to have 100% accuracy until final payment is due/made.