Post # 1
So our photographer lives in Dallas and we live in Louisiana. She generally shoots high profile people but a sweet lady we met a few weeks ago introduced us to her and she is trying to do more wedding photography vs. high profile clients because shes ready for a change thus she comes very cheap! $3000 for unlimited hours, rehearsal dinner through leaving from the reception including the rights to all of our photos. Super awesome!
We will need to pay for her hotel and food and gas for her to come over here though. How is that stuff normally taken care of? Do you dictate where she stays, what she eats, etc.? Does she take care of hotel and we reimburse? Do we suggest a hotel and see how she likes it? Do we give her a set amount of money and hope it takes care of everything? While she is cheaper than a lot of other people, she isn’t as experienced in wedding photos, general evening events, yes, formal photos yes, just not so many very personal photos. If with her hotel and everything she adds up too much then I would rather go with someone who is very experienced and specializes in weddings and is familiar with the venues we have choosen.
Okay so advice please!
Post # 2
Normally photographers who are willing to travel will charge you a flat rate and they take care of the arrangements on their own. Meaning the photographer needs to figure out what her costs of travel will be and charge you accordingly.
Post # 3
I would assume that she’s got a system in place if she’s normally shooting high profile clients. Normally, photographers that have to travel have some sort of system. My DH and I got married in Houston and almost hired a photographer from New Orleans, and the way she handled it was a certain charge per miles driven, and then she would send us the bill for her lodging arrangements.
I would just ask her. Good luck and congrats!
Post # 4
We had to rent a hotel room for our officiant for the rehearsal [the night before the wedding]. It is a 3 hour drive for her to our ceremony location, so this was written in her contract. There is only 1 hotel close to the ceremony location, which was a super 8, which is also where the bridal party will stay.
I did contact her to make sure she was okay with a super 8, she was fine with it.
Post # 5
If she is inexperienced in charging for travel to client sites, start with the IRS mileage allowance (http://www.irs.gov/2014-Standard-Mileage-Rates-for-Business,-Medical-and-Moving-Announced). Many companies and independent business people use this as the norm when billing for business travel. It factors in gas as well as expected wear-and-tear and maintenance. Currently it’s 56 cents per mile so if she drives 1000 miles round trip you’d pay her $560.00.
The government also publishes their per diem rates— the allowances government workers must stay within when they travel for business. This will be most helpful for meal allowances. They do publish hotel allowances but the government rates tend to be heavily discounted, since they have so many employees, so you may need to add 20-30% to get a reasonable room:
note that these hotel rates do not include taxes which will be another 15-30% depending on city and state taxes added to the bill.
Usually, you pay her the lump sum of the per diem allowances rather than requiring her to get reciepts and request reimbursement.
Post # 6
Thank you! This information has given me the information I need to tactfully ask her about her travel expenses. I hate working this type stuff out. This is the only reason I want a wedding planner is to do these things but I cannot rationalize spending the money just because I have a fear of talking about these type things with people.