Photographer Travel

posted 3 years ago in Photos/Videos
Post # 3
Member
10219 posts
Sugar Beekeeper
  • Wedding: December 2012

Hi @histarakeet: first and foremost, as this is your DEBUT post on WBee… a BIG Welcome to “the Hive”

You are right, that if you hire someone outside of your own area, that Vendors usually expect their Travel costs to be paid

IF that means a longer distance, then more costs being paid…

Airfare – Hotel (probably 2 Nights) – Meals – Rental Car… all reasonable expenses.

IF however the Vendor decides they want to travel by other means, then that is up to them.  I’d still just cover what the reasonable cost would be if they flew (considering the distance from where they live from the Wedding Location … flying would be the most cost efficient way to travel) 

So check on-line, get a quote for the Airfare (punch in actual dates & times)

Figure out how they’ll get from their house to the airport and back (taxi allowance or the price to park their car at the airport… again info available online)

Meals, I’d go with an establish perdiem rate for your City… you can find that info online or by talking with someone in the business world in your city

Rental Car… again Quotes available online

Hotel – Pick somewhere decent, and not to far from your Venue.  You don’t have to go 4 or 5 star by any means… but it should be 2 or 3 star and clean etc.  Check a website like TripAdvisor to see Reviews / get recommendations.

Add it all up… and that is the amount you put forward to the Photographer as your Travel Budget…

You pay this out whether they fly or drive.  That is the amount allowable that you’ll be paying out.  And what you put into the contract.

Altho if they fly, you’d probably make other arrangements for payment… you’d book the flights, etc.  And they’d provide receipts

If they choose to drive… they get the amount agreed to, and the rest is on them.

Hope this helps,

 

Post # 7
Member
2047 posts
Buzzing bee
  • Wedding: August 2013

@histarakeet:  well if they are professional they will have a rate per Km outside the local area. This covers gas and travel time etc (if driving) ….. ie: limo services charge these if your going outside the city for pics. SO…in this case what I would do is get the quote based on reasonable expenses for the vendor (you shouldnt have to pay extra expenses if they are wanting to bring people….like the other peoples meals). And then if they do have a price per Km…. google map the starting point to the destination (maybe add in a few extra for good measure) and say ok, based on your travel points this is what it should roughly be based on the distance purely for “work purposes”….any Km over and outside that THEY need to be responsible for….as well as extra hotels on the way.

If it would take (Im throwing out random things) a day and a half to drive to where the wedding is….so say 1000Km drive,  1 hotel night, plus a few meals and gas…. That is all you should be paying for on their way there! Then of course while they are there and back. Period

If your unsure or not comfortable with their quote maybe check out some other vendors and see what they charge for OOT jobs.

 

Post # 8
Member
631 posts
Busy bee
  • Wedding: August 2014

@histarakeet:  I charge a flat $1,000 fee for travel like that but you SHOULD be concerned about the pricing. It’s SUPER low even for the Midwest. It sounds like they also don’t have experience traveling for weddings and WHEW let me tell you it is not for the faint of heart or inexperienced. It’s a ton more work, risk, and expense than a local/in-state wedding. If you’d like a professional opinion feel free to send me their site via private message and I can take a look for you. I’m not getting great vibes from what you’ve described. I appreciate what ThisTimeAround shared but it is really on the photographer as the professional to know what it costs them to shoot away from home and put that coverage together. 

Post # 10
Member
995 posts
Busy bee
  • Wedding: September 2009

@histarakeet:  Recipe. for. disaster. Why? A.) Because the photographers prices are WAY too low for sustainability, and B.) Because your wedding is SO far out. SO much changes in an up-and-coming- photographers career in two years! First, if she’s ANY good at all, she’ll at some point realize the cost of doing business and raise her prices… A LOT, and second, since she’s clearly new (I don’t care what she told you, no one charges that low of a rate for more than a year or two because you CAN’T logisitically make a profit) she might be out of business.

IF she is still in business in 2015, she’ll for sure have raised her prices significantly. She won’t be interested in working for as cheap as you’ll be booking her anymore, and she might even be resentful, OR try to find a way out of the deal, leaving you without a photographer. Refunding a $300 deposit is going to mean nothing to her when she’s charging real money and gets an offer to shoot a wedding at her new full price of starting price $2,500. I’m sorry to be the bearer of bad news, but I know this from experience. I booked a wedding three years out from the couple’s wedding when I was a newbie (charging similar prices) and ended up refunding the couple about a year and a half out because it wasn’t financially feasable for me to shoot their wedding anymore. I also would have had to travel. I felt TERRIBLE about it, but it was the right business decision and I was able to help the couple find another photographer. Honestly, I’d pass on this one… not that the venue photographer sounds much better. Maybe do some research and find someone else you love who is local, and more established.

 

Post # 12
Member
631 posts
Busy bee
  • Wedding: August 2014

@PassionatePhotoLady:  cosign 100%. There are issues here that the general public wouldn’t dream would come up that you and I both know from experience (and a few years of reading weddigbee photographer horror stories!) 2015 is so long from now that I would probably not even book a photographer until the new year. I don’t book more than 15-18 months out for exactly the reasons you describe – costs go up, life changes happen, people move or go through crises or burn out … 

Post # 13
Member
995 posts
Busy bee
  • Wedding: September 2009

@histarakeet:  yeah, it’s not with any sort of pride that I admit any of this thought process to you. In a perfect world if you signed a contract and put down a retainer with her, all the rest be darned… It’s just unfortunate the amount of stuff you DON’T know when you’re opening up your first business. Heck, you’re so excited at the prospect of any business at all and a career doing something you love you’ll practically agree to anything (without thinking it through) to book a client. Just be careful 🙂 

As for the venues preferred photographer, all that usually means is the photographer is giving the venue a monthly payment or kickback to be referred by them. I don’t put any weight to other vendors recommendations for that reason. Can you run a google image search for your venue and pick a photographer based on the photos that come up? Just do “venue name wedding” and then click the photos that jump out at you and see who took them. Let me know if you need help! 🙂

Post # 14
Member
995 posts
Busy bee
  • Wedding: September 2009

@mariematt:  yeah I dont book that far out either… Lesson learned the hard way! I’m either turning down way higher paying gigs to honor old agreements or I’m wasting money on airfare to fly back across the country after an unplanned move. So not worth it, and no way to run a business.

Post # 15
Member
1315 posts
Bumble bee
  • Wedding: May 2006

As the other photographers have expressed to you there are huge concerns with any photographer charging that little so far out. Generally speaking in southern California photographers book 6-12 months in advance. We do of course book a handful of weddings past the 12 month mark, but it’s not super common. San Diego photographers like most cities generally start in the 2500-3000 range and go up from there. As a photographer who shoots a handful of destination weddings each year I fully support bringing the person whose work and personality you love with you for your day. But I also know for what you’re going to spend on bringing this person here you can for a little more money have your choice of a lot of amazing and awesome San Diego photographers who are legit pros that are going to be around in 2015.

Post # 16
Member
395 posts
Helper bee

easy math $1000 per wedding time 25 weddings ( which is generous!)  = 25,000 per year. subtract business expenses, taxes ( if she’s paying them) etc She may be making 15,000 per year. It’s really hard to be a dedicated, professional happy person you want at your wedding making 1,000 per month. take the travel money and spend it on a more experienced, stable local photographer. 

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