When Clients Fly You Out: How We Handle Travel the Right Way
One of the things I used to think about growing up was traveling for work. Not vacation. Not saving up for a trip. Actual work. Getting on a plane because that’s the job. Now it’s something I get to do regularly, and it still doesn’t feel normal. The only difference is, it’s not the version you see in movies. It’s not just a laptop and a carry-on. It’s cases, gear, batteries, backups, and making sure everything gets there safely. Still, it’s one of those things I don’t take lightly. Because the reality is, there are talented creatives everywhere. A client can hire someone local almost anywhere in the world. So when someone chooses to fly you out, it’s not just about the job. It’s about trust.
This Project Took Us to Santa Monica
For this project, I was brought on by Vanessa Joy to film content for a YouTube series in partnership with Adorama. The concept was simple but fun. Take budget or older camera gear and have photographers compete to see who could create the strongest image. We filmed multiple episodes out in Santa Monica, building content that had to feel clean, consistent, and on brand for a major name in the photography space. But before any of that happens, travel has to be handled the right way. And that’s where most people get it wrong.
Don’t Turn Travel Into a Vacation
One of the biggest mistakes creatives make is treating travel like a perk instead of part of the business. It’s easy to get excited about flying somewhere and forget that this is still a job. If you are not careful, you end up undercharging, overspending, and essentially paying to work. The first rule is simple.Set a budget and stick to it. If the numbers don’t make sense, the job doesn’t make sense. No matter how cool the location is.
Why We Control Our Own Travel
Whenever possible, I handle my own flights and logistics and structure it as a reimbursement with the client. Not because of control for the sake of control, but because it protects the project. There are a few reasons for that:
Flight timing matters. A bad itinerary can throw off multiple days of work
Gear matters. We are often traveling with tens of thousands of dollars in equipment
Connections and delays increase risk for both gear and production timelines
Clients are thinking about cost. I’m thinking about execution. Both matter, but someone has to make sure the job actually runs smoothly.
Keeping Travel Fair and Practical
The goal is not to make money on travel. It’s to cover it properly. Flights are typically reimbursed based on actual cost, rounded cleanly. If it’s a simple trip, it stays simple. If it requires heavy planning, then it’s billed accordingly. We also factor in:
Transportation to and from the airport
Parking or rideshare depending on the trip length
A per diem for meals while traveling
A standard approach is about $25 per meal, three meals per day, per person. Nothing excessive. Just realistic for being on the road.
Travel Days Are Still Work Days
This is where people hesitate, but it matters. Travel takes time. It limits your ability to take on other work. It impacts your schedule before and after the job. So yes, travel days should be billed. Not at a full production rate, but at a reduced rate that reflects your time being committed to the project. Because whether you’re filming or sitting in an airport, that day is still allocated to that client.
The Bigger Picture
Travel is one of the best parts of this job, but only if it’s handled correctly. When done right, it allows you to:
Work with clients you already have strong relationships with
Maintain consistency across projects and locations
Deliver the same level of quality no matter where the shoot is
This project in Santa Monica is a perfect example of that. Same standards. Different location.