You Gotta' Run

Long distance travel, whether to another city or abroad, brings with it another whole set of challenges like cost of shipping, exchange rates and the like.  It’s not for the faint of heart.  Something else to consider is the office hours it will take to locate sources in the destination city, arrange for meetings and showings, etc.  All prep-work must take place before leaving for the trip.  Despite what you hear, an international trip really isn’t all that glamorous.  A designer should not be blinded by first class airfare.  It is still work and should be treated just like any other part of the job.  I prefer the client not come along on buying trips, but there are occasions when it’s just the ticket, so to speak.  In those instances, if an eager client is on hand to cover all out-of-pocket expenses as well as make on-the-spot decisions regarding purchases, all the better.  I always insist on separate accommodations when traveling with clients as the last thing a designer wants is to be on stage twenty-four hours a day.

When traveling for a client, the tendency is to charge less hourly because of the large number of hours involved, especially when traveling overnight or on multiple overnight trips.  I reduce my rate for extended travel time since it is almost impossible to rationalize normal hourly billing when you are spending time in your hotel after hours. 

     Remember, when you are presenting your travel estimate, success is predicated on being completely open with the client.  Start by explaining your point of view.  If the designer is a sole-proprietor, there is the question of missed opportunities at the office if away for an extended period.  In addition, who will oversee the operation until the principal returns if he or she has a limited staff?  If you are living right, these concerns might be offset by payment from the client.  If not, it probably wasn’t worth your time in the first place.

     Here are the terms I request from clients before making a commitment to travel:

·       Cost of airfare: business or first class if the trip is longer than four hours

·       Separate hotel accommodations

·       Meals and taxi/car rental expenses

·       An hourly fee

You will be able to create your own practices when it comes to travel and I hope you make it profitable and enjoyable.  No matter what, travel should still be fun.  I hope you work with your client to make it so.  Next week I’ll share a small story about learning the ropes when it comes to client travel.