Travel Fees?

djcrazychris

DJ Extraordinaire
Jun 12, 2018
4,334
46
Just curious how you quantify your travel fees?

Do you charge a blank sum for a certain mileage range and factor in hotel and gas? or do you allow the client to provide hotel and charge for gas and extras?

Seems like a lot of my upcoming gigs are 2 states away... so im charging enough to cover 2 nights hotel ...gas...and a tad extra for unforseen travel costs.

The last wedding i booked in NC had recommended a nearby hotel...and once i had booked it i got a call that the client had called them to see what i was being charged and had added it to their family block of rooms...discounting me almost 100 dollars... i thought that was very kind of them....they never mentioned negotiating a lower travel fee....but part of me wondered if i should return the favor by discounting them that amount....

As a client...i would expect to pay a travel fee for a dj i really wanted...and a fee for their services...but if i knew for certain id just reduced their travel costs... i think i would want to atleast be offered that non needed money in return.

I did reach out to her and thank her for her kindness. But i really think i will be modifying the final invoice to note the reduction. Knowing this client...they will most likely refuse...or call it a tip... but i will sleep better at night ...lol

cc
 
Last edited:
  • Like
Reactions: Ausumm

DJ Bobcat

DJ Extraordinerror
Nov 8, 2014
12,138
Oklahoma City
If a gig is within my 60 mile radius, I don’t charge for travel, and I usually don’t take jobs beyond that range. However, I do occasionally violate my own rule for certain clients, in which case I charge the current IRS mileage rate...

Beginning on Jan. 1, 2019, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be: 58 cents per mile driven for business use...
... for any miles exceeding my 120 mile round trip.
 

djcrazychris

DJ Extraordinaire
Jun 12, 2018
4,334
46
im free up to 50.... then i jump up to a gas fee for 51 - 100... after that its hotel money as well.... im honestly not staying in a hotel unless i absolutely have to.

cc
 
  • Like
Reactions: ittigger

ittigger

Hundred Acre Industry Icon
Feb 1, 2011
13,837
Western Maryland
Just curious how you quantify your travel fees?

Do you charge a blank sum for a certain mileage range and factor in hotel and gas? or do you allow the client to provide hotel and charge for gas and extras?

Seems like a lot of my upcoming gigs are 2 states away... so im charging enough to cover 2 nights hotel ...gas...and a tad extra for unforseen travel costs.

The last wedding i booked in NC had recommended a nearby hotel...and once i had booked it i got a call that the client had called them to see what i was being charged and had added it to their family block of rooms...discounting me almost 100 dollars... i thought that was very kind of them....they never mentioned negotiating a lower travel fee....but part of me wondered if i should return the favor by discounting them that amount....

As a client...i would expect to pay a travel fee for a dj i really wanted...and a fee for their services...but if i knew for certain id just reduced their travel costs... i think i would want to atleast be offered that non needed money in return.

I did reach out to her and thank her for her kindness. But i really think i will be modifying the final invoice to note the reduction. Knowing this client...they will most likely refuse...or call it a tip... but i will sleep better at night ...lol

cc
I agree about discounting for this scenario. If they decide to let you keep it, then so be it - but at least that was their call to make. :)
 

DJ Bobcat

DJ Extraordinerror
Nov 8, 2014
12,138
Oklahoma City
I don’t usually travel so far that I need to stay in a hotel. The furtherest place in Oklahoma that I’d likely ever play is about 4 hours from OKC, but we’re so centrally located that most larger cities are less than 2.5 hours away. It wouldn’t be fun to drive two and a half hours to get home after a late ending gig, but I’d probably do it rather than spend the night in a hotel. The longest trip I’ve had so far was less than two hours, and it ended at 10PM, so I was home around 1AM.


Sent from my iPhone using Tapatalk
 

Jeff Romard

Administrator
Staff member
Sep 4, 2006
13,049
49
Sydney, Nova Scotia
im free up to 50.... then i jump up to a gas fee for 51 - 100... after that its hotel money as well.... im honestly not staying in a hotel unless i absolutely have to.

cc
I add $1 a mile after 20 these days. This year I started over 100 miles they either supply hotel or it's added on. rarely ever stayed in a hotel I usually come back the same night but I find as I get older I have a less of a desire to do that
 

djcrazychris

DJ Extraordinaire
Jun 12, 2018
4,334
46
years ago when i was young i would travel all weekend... be in one state on Friday...another on Saturday....and hop over a city on a Sunday.... got really used to hotels...but find it a major hassle now...

The furthest ive gone is Florida...for a corporate seminar... i had done a lot of stuff for them locally and they wanted someone they trusted down there...

cc
 

djtaso

DJ Extraordinaire
Apr 4, 2017
5,045
32
NJ
www.djtaso.com
Taso has a lot of experience with this....
I keep it simple with flat fees for certain areas. For example philly area is $150 and most of Long Island. Everything in nj has no charge regardless of distance. Things over two hrs I then increase to $200 or $250 and anything more than that I charge more and will probably require hotel(s). I hate dealing with mileage charge so flat rates are better for me.
 

Ausumm

Day Late and a Dollar Short
Oct 21, 2008
11,012
55
Bethlehem PA
www.mikefoxx.com
I'm lucky that darn near all of my gigs are within a reasonable distance.
There are a few that are about an hour away, and I may increase my rate a bit,
rather than introducing a Travel Fee.
I only had one gig that was really far (about a 2-hour drive) and I did charge extra.
(but still didn't call it a Travel Fee)

I guess I feel that if you call it a Travel Fee, it sounds like it's just an excuse to get more money.
 
  • Like
Reactions: djcrazychris

rickryan.com

DJ Extraordinaire
Dec 9, 2009
12,729
55
Hendersonville, TN
www.RickRyan.com
im free up to 50.... then i jump up to a gas fee for 51 - 100... after that its hotel money as well.... im honestly not staying in a hotel unless i absolutely have to.

cc
I'm the same. First 50 miles is free then $1 per mile (both ways) overage. If you get past 150 miles, get a hotel. I've done a few of those 5-6 hour jumps and dead-headed it back home but it was a stupid thing to do. If the client's wanting you that far out then a standard per diem should be in effect.
 

djcrazychris

DJ Extraordinaire
Jun 12, 2018
4,334
46
I'm lucky that darn near all of my gigs are within a reasonable distance.
There are a few that are about an hour away, and I may increase my rate a bit,
rather than introducing a Travel Fee.
I only had one gig that was really far (about a 2-hour drive) and I did charge extra.
(but still didn't call it a Travel Fee)

I guess I feel that if you call it a Travel Fee, it sounds like it's just an excuse to get more money.
With a widespread referral based business ive found that when a client calls a dj 2 states away that they really want...they are normally surprised at how little i charge to travel. i like letting them know about the travel fee up front...and be completely unapologetic ....When you buy a specialized item on etsy from italy because the artison is exactly what u want....shipping fee is a non factor.....TAKE MY MONEY!

cc
 
  • Like
Reactions: ittigger

djtaso

DJ Extraordinaire
Apr 4, 2017
5,045
32
NJ
www.djtaso.com
Should clarify, when there’s distances that require loss of other potential gigs... I increase my base price to accommodate for those lost gigs. It’s a little harder to specify the amounts as it really depends on the season, how busy it is then, the average booking price during that time of year and the package their looking at and the labor costs involved.

Also, I have to call it a travel fee (or some other fancy name) as my pricing catalog has my base price... so if I quote something different the explanation has to be justified... hence travel fee.
 

djcrazychris

DJ Extraordinaire
Jun 12, 2018
4,334
46
Should clarify, when there’s distances that require loss of other potential gigs... I increase my base price to accommodate for those lost gigs. It’s a little harder to specify the amounts as it really depends on the season, how busy it is then, the average booking price during that time of year and the package their looking at and the labor costs involved.

Also, I have to call it a travel fee (or some other fancy name) as my pricing catalog has my base price... so if I quote something different the explanation has to be justified... hence travel fee.
how do you adjust your base price after the fact...do u first find out location and date before u send pricing? have a seperate package sheet for those?

I recently modified my package pricing sheet with a little extra bump for events that are just outside that 100 mile radius that i dont want to charge a huge hotel fee for.. so i have two package sheets....one specifically for that range...and one with standard package fees and standard travel fees

cc
 
  • Like
Reactions: ittigger

Ausumm

Day Late and a Dollar Short
Oct 21, 2008
11,012
55
Bethlehem PA
www.mikefoxx.com
Actually, I’ve found that clients are pretty understanding... they realize it costs money to drive a long distance with gas prices near $3 a gallon and wear-and-tear on your vehicle.
Agreed. The clients know WHY I am charging more.
It's just me, the copywriter, obsessing over every word.
To me, "travel fee" comes off sounding like a disclaimer on a car ad.