Vendors traveling.. how to take care of hotel, food and gas?

posted 2 years ago in Logistics
Post # 2
2052 posts
Buzzing bee

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
642 posts
Busy bee
  • Wedding: May 2014

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
8680 posts
Bumble Beekeeper
  • Wedding: October 2014

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
5793 posts
Bee Keeper
  • Wedding: October 2014

If she is inexperienced in charging for travel to client sites, start with the IRS mileage allowance (,-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. 

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