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Wes Holly Special user Cincinnati, OH, USA 644 Posts |
OK - Hi out there.
I did a search on "travel charges" and didn't find exactly what I was looking for. When you are facing plane travel and/or hotels, is it your preference to book your own, or do you find the client prefers to handle it? I am considering asking for a (specified amount) to accompany the contract as a deposit/travel voucher. I would provide reciepts to the client and any overage from the voucher would be reduced from the balance due. Or is this too complicated? How do you handle it? -Wes- |
Starrpower Inner circle 4070 Posts |
Poeple don't want booking to be difficult. It's hard enough for most people to simply find a good act, let alone deal with trivial details as you outlined. Simply charge enough to cover those expense, especially if you're traveling by car. Sometimes it'll be a little more to get there, other times a little less, but it'll average out ... and you'll keep it simple for the buyer.
The only time I charge extra, or have additional allowances made for travel is 1) if I need a hotel room, and then I generally leave it up to the buyer to provide (dealing with receipts, etc. is a pain for them AND you), and 2) if I need to fly. Again, I suggest the airline and flight schedule, but have the client actrually book it and pay. I do this because I've been screwed a few times, mostly by overly-ambitious agents who "guaranteed" me the date, only to have it fall through, and I was stuck with an airline ticket. |
MDS Special user USA 528 Posts |
I agree with you. If I am driving, I just tack the travel charge onto the fee. For long distance performances I send a tech rider and contract. In this it gives approx times on a specific date on a specific airline for them to book my flight. It also requests that they book a first class or at very least business class seat. The client is also in charge of booking my transportation to and from the airport whether it be by rental car, representative, car service or limo. It also has them book my hotel for the time that I will be there. I have certain standards as far as hotels go that are all outlined and they know what is acceptable. In addition to hotel expenses my rider states that they shall pay for office related expenses such as phone and internet that are used during my stay. Most of these items were added one at a time as individual experiences came up. You learn things from experience, so you know how to approach things in the future. It is very important that you are confident as a performer and as a businessman if you use these methods. They are generally for high paying corporate clients. Make sure that you can back up your demands with an equally impressive performance.
MDS |
pikacrd Veteran user Florida 387 Posts |
I have this issue quite a bit. I work several tradeshows a year that require me to travel and usually require at a minimum 1 night in a hotel. Here is how I handle the situation when dealing with a corporate client these steps will probably be different for private shows.
1) When working with the marketing department regarding the details for the show I always ask how and when the sales team will be traveling to the show. I then ask that if at all possible I have my travel set up for the same time so that I am traveling with the companies staff (more on traveling with the staff in a minute). 2) When in the planning stage I find out if the company uses a travel department or has a corporate travel planner that is assisting in making the reservations. Once I have this information, I suggest that they take care of booking and paying for my room and flight at the same time that they book there staffs rooms and flights because most times they can qualify for larger group discounts and it is less overall paperwork for them to handle on top of this I always make sure to ask them if I will be required to present a credit card at the time of check in (important to know). A lot of the times the hotels will be set up and booked through the company who is hosting the tradeshow, if this is the case I just recommend that they add my name to the list so all the particular details are worked out and I can just check in like any of the other show attendees. 3) Traveling with the staff, this is important for several reasons and sometimes has some fringe benefits. The first is the transfer from the airport to the hotel, if you are traveling by yourself you have to plan this out and if you did not remember to charge for the transfer you have to pay for the ride out of your pocket, but if you travel with the staff generally it is expected that they will cover the fare from airport to hotel and will just enter it as an expense this is the same for the return from the hotel to the airport. Also traveling in numbers is safer let’s face it you are a lot less likely to get in any sort of real trouble when you are in a group of four or five people than if you are by yourself and if you do run into any sort of unexpected problems generally having the staff with you is better than trying to handle the issues on your own. Some fringe benefits that I have experienced but never expect are for my meals to be covered and on one or two trips some quite interesting detours to some very nice adult watering holes have been made and covered by the staff. I have even gotten rounds of golf with the staff covered because that was the plan of action prior to heading to the hotel. Again these are never expected but when they are covered it is always nice. The last thing regarding traveling with the staff is that you can have them present there corporate card for the hotel room if a card is required. This saves you from having to worry about having to take care of any paperwork when you get home and the company gets the advantage of all of the credit card points or miles. The only down side to traveling with the staff is that you will be expected to perform at a moments notice, you will hear the dreaded “do a trick” when you are trying to catch a moment of shut eye on your flight to the show. You will hear ‘do a trick” when you are in the bathroom. Be ready for this and have a few things that you can do to blow them away so that you will not continually have to prove that you are what you say you are. I have 4 routines that I have set up that take 30 – 45 seconds to perform that I call question killers. They kill any question in any of the sales peoples minds about my abilities as a magician and tradeshow entertainer. 4) The last thing that I will mention is that when you travel with the staff it gives you the chance to know them; you will be better able to tell who you are going to work well with at the show. It also gives you the opportunity to show them how great of a person you are. This is important because if they like you chances are that they will want you back. I sell the getting to know the staff bit to the marketing people, when giving them reasons why I should travel with the staff, it is not a joke it is an important opportunity for you to learn about them and for them to learn about you. I have booked more repeat business on flights home with marketing directors and sales managers than I can list. You have the opportunity to re-hash the good and bad of the show and tell them what you think that you could do better for them on the next show now that you know them there company, clients, and focus better. So my recommendations to you are do your best to travel with the staff. If it is not that type of show, I would recommend that you look up how much the fed is giving per mile (if driving) go to AAA ask how many miles you are going and charge that amount upfront itemized on your invoice. If a room is required call the hotel find out exactly how much (with taxes) the room will be and charge that amount on your invoice as well. If a flight is required make sure that they book it and pay for it making sure that you let them know if you have any weight issues with your luggage. If you carry a lot of stuff or are doing a show that your props need to be specially shipped to make sure that your shipping is taken care of. Most airlines allow a 60 inch piece of luggage that is W + H + L and can not be more than 60 inches total and can weigh no more than 50-60 lbs. with JetBlue being the exception to the rule. If you know that you are going to exceed this and will be charged a fee for your luggage because you are over weight or have excess baggage you should make sure to add this into your invoice. You can require that these fees be paid prior to travel as part of your deposit. I would never recommend that you get into a situation were you have to bill the client for your travel after your services have been given. Bad idea for many reasons, you could get yourself into a situation where the customer who seemed great and wonderful to work with just flat out refuses to pay because they have already gotten the show. Always be open and upfront in your conversations about your travel fees so that there are not any surprises for you or your client, thinking ahead will show your client that you are a true professional.
“Indubitably, Magic is one of the subtlest and most difficult of the sciences and arts. There is more opportunity for errors of comprehension, judgment and practice than in any other branch of physics”. William S. Burroughs 1914-1997 American Writer
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nucinud Inner circle New York, New York 1298 Posts |
I always get a 50% deposit on the estimated travel charges and expenses as well as my fee. I make them sign a contract. I bill them after the event for the rest
I give the client the option to book the airfare and hotel.
"We are what we pretend to be" Kurt Vonnegut, jr.
Now U C It Now U Don't Harry Mandel www.mandelmagic.com |
Jim Snack Inner circle 1338 Posts |
Great posting pikacrd. I never considered the idea of traveling with the company's staff and you covered all the advantages and disadvantages.
I have used a client's travel department or agent and will still do so if the client wishes, but my preferred policy now is to offer clients a flat fee that includes all travel expenses except my hotel room, that is direct billed to the client's master account with the hotel. I do it for a couple of reasons. I like booking my own airline tickets because sometimes travel agents make choices I would never make...like 30 minutes between flights at Chicago's O'Hare Airport. That's a guaranteed missed connection. (Actually I avoid O'Hare in the winter). Or booking the last flight of the day...another no-no. If I'm flying to the California, I like taking Southwest non-stop from Albany to Las Vegas, then booking the second leg on one the many airlines that fly to California from Vegas. I can get a great deal and spend a night in Sin City on the return leg. I used to invoice clients after the engagement for my travel expenses, but it's a pain for me and the client. So now I just estimate the cost and build it into my fee. I find that clients appreciate knowing up front what the travel costs are and that they won't be gouged by an excessive airfare. When driving, I just charge the IRS rate, currently $.485 per mile. Jim |
Starrpower Inner circle 4070 Posts |
Nice to be able to bypass O'Hare. A little tougher for those of us who live here! Of course, Southwest flies out of Midway, but their lack of a "First Class" section (or any assigned seating) takes them off my list (except for the times I worked FOR them, and the air was included.)
As an aside, how do you guys feel about specifying "First Class"? I felt it was being too forward and "prima donna"-ish for quite some time, until I realized the benefit of arriving fresh, rested, and ready to go on. Cramped, uncomfortable travel makes for a lousy presenter, and since I started requesting First Class, I have never had an objection. |
Jim Snack Inner circle 1338 Posts |
My wife has a saying, "Luxury once experienced becomes necessity."
I definitely prefer First Class, but never charge a client for it. If a client wants me to invoice travel expenses, I'll specify unrestricted coach fare ("Y" class), then upgrade using miles, money from my pocket, or by charming the gate attendent. It's easy to get a gate attendent to upgrade a "Y" class fare for free if there is room in First Class. Jim |
Starrpower Inner circle 4070 Posts |
Now you're the second guy I've heard say that about complimentary upgrades ... the first was Roger Dawson. But I've never gotten away with it. Out with it, Jim ... we want details!!
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Jim Snack Inner circle 1338 Posts |
First it helps to have a full fare unrestricted "Y" class ticket, not a discounted fare. If there is room in First Class, the out of pocket cost for the upgrade from "Y" class to First is typically about $35, so it's not a big deal for the agent to waive the $35 upgrade fee.
I have gotten the upgrade with a discounted ticket, but you have to really charm the ticket attendent, or be such a frequent flyer that he or she recognizes you. I know several ticket agents at the Albany Airport, my home base airport. One dates a good friend of mine who just happens to be a great juggler, so she will bump me up anytime I fly her airline. Another one used to date the best man at my wedding and I've done magic shows gratis for charity events she has been involved with (Make a Wish). She takes care of me whenever possible. When I fly home from an engagement, I always ask how the "load" is on the flight as soon as I reach the gate (that's airline lingo for how many seats sold). If the flight looks overbooked I'll ask to be put on the volunteer bump list. That way, if they need volunteers to take a bump, I'm usually first on the list. Not only do I get the compensation of a free flight coupon, but they will often seat me in First Class on the next flight out. I will take a bumo whenever possible. That way I can charge a client a fee that includes airfare (usually adding $500 to my performance fee) and use the free coupon so it doesn't cost me anything out of pocket. It's a win/win deal. My client is overjoyed to get away with only $500 for travel, and I pick up an extra $500 on the booking. Okay, no more travel secrets tonight. I'm going to bed! Jim |
Dannydoyle Eternal Order 21219 Posts |
Flying first class is the best thing Jim is right. I personally am built like a lowland Gorilla so it really helps me a lot.
After 20 years and God knows how many miles it the miles are doing nothing anyhow so to get an upgrade this way is easy. If clients book it they will book naturally the cheapest flight they can. Jim is right and make no concessions for anything. I like to make my own arrangements and have the hotel already booked by them. It also gives you another sales tool really. You don't shoot them a price immediatly you work up an estimate. Most if not all companies are used to dealing in this fashion. Doing flights gives you more room to haggle without them knowing it. The other problem with them making the arrangements is they never know where I may be the beginning of the week. So it makes it easier if I do it myself, and charge them.
Danny Doyle
<BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell |
DoctorCognos Elite user 413 Posts |
Taking the seat over the wings, the one with the escape hatch, not only addresses my recurring premonition of the need to get the %$## out of there as soon as possible, but also offers a lot more leg room.
So if you must fly coach. This should be the first choice. A second choice is the seat right behind the first class bulkhead/doorway. It doesn't give you a foor storage, but unless you carry a lot of stuff inst too bad. On the other hand, neither of these are first class. So make your Steward(ess) aware of your entertaining abilities, and see if she thinks you could take the empty seat in first class as your entertain her/him and the passengers up there. If that works, great. Have fun, and a bit of entertaining is good for a first class seat. If it doesn't work, then at least your are not jammed in with kness up to your chin, and the back of they chair ahead of you in your lap when the fat guy up front reclines.
The Doctor Knows.....
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MDS Special user USA 528 Posts |
Great info on this thread. Jim, I may try your advice on booking my own flight. I have been in that situation where I am running to the gate and in a couple of cases missed the flight. I don't feel like a pre-Madonna requesting first or business class, but I don't always get it. I have flown more than my fare share of coach. That is very true that you can charm the attendant and get upgrades. It is easier if it is a female in my experience. I have volunteered for bumps as well. It is win win. If you are stuck with coach I agree that when you book your flight you should get an exit row, it allows a lot more leg room.
My main problem being from Dayton, Ohio is no matter what class my flight is; I am still stuck on a midsized puddle jumper for my first leg. It is called "Dayton International Airport", but you have to fly to Cincinnati or another major hub to get anywhere (weird huh!). For this reason, I tend to fly out of Cincy or Columbus to bypass this. Oddly enough in most cases it is more expensive to bypass the puddle jumper even if you’re ending up on the same flight. Anyway, the bottom line is travel can be exciting, but can be very stressful at the same time. Try to stay calm and it will pay off. |
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