Everyone,

I just wanted some feedback on this. One of my clients is in NYC, I'm in TN. He wants me to do some event planning for executive seminars 3 times a year where they want me to come onsite (NYC, Miami & San Fran) to make sure everything is set up correctly etc.
He wanted me there for 3 days but I told him since I have a school age son I could only come for the first night and make sure everything is set up correctly. I gave him a proposal where I listed my travel time from our airport to the destination airport and travel time to the hotel, to make sure I get paid for my time. He seems a little reluctant and I think he might want to try and get out of it. I already quoted a $5/hr lower rate for the travel time then I charge normally per hour for his services, but I won't travel for free. After all the time I spend traveling for him, is time I loose helping some of my other clients which I would get paid for. What do you think???
Thanks

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Tanja
http://www.englishgermanvs.com

I would stand your ground. Once your client gets your time for free he may well find many more of these types of things which will result in your providing free time. It's like the old saying "why does a dog lick himself? ... because he can!".

Lynne

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The Wordpro Wizard
www.wordprowizard.com

I am always amazed when people think we will utilize our time for free when something is relative to the work a client needs done. I won't go into it here but I am often asked to 'check something out' (like a website) or 'post something' as a favor. Nothing galls me more. I don't mind the occasional favor but then at some point it becomes more than a favor and eats into time I could be using for another client or for growing my business.

With that said, you should charge for travel time and quite frankly, I would not have discounted any of the fees. You have been more than generous. Stick to your business policy.

If you feel this will be something he might 'get out of', then ask for payment upfront and draw up another contract or an addendum to the one you currently have to ask for a covered deposit. I am not sure if you have collected a deposit (recommended) but if not, certainly consider obtaining one to cover yourself in the event of non-payment.

This might cause some discomfort for the client but you are a business owner and must pay your own expenses.

This entire trip should be billed and expenses should be covered IMO.

Janine

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Thank you Lynne and Janine. I'm glad my gut feeling is right.

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Tanja
http://www.englishgermanvs.com

Tanja,

You are being more than generous and as Janine stated, I would not have cut my rates. Also, is he being charged for all expenses such as meals and lodging? I would also reiterate to him about being off the clock for your other clients. Stick to your guns and let him know that this is out of your normal scope but as a good client you will make the exception. However, this is the rate and charges and you will travel for nothing less.

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Lee Drozak
My Office Assistant

It surprises me that clients believe that we shouldn't be charging for time which is completely dedicated and focused to the client, this includes travel time. I believe that this is because they see for themselves that they aren't getting "paid" to travel to their event, but in reality it's something they should be working into their costs for their seminars. Since they haven't worked in that cost for their own expenses related to the seminar they have a hard time understanding why they should pay you to travel to their event.

Another way to approach this next time is simply charge a per diem rate to the client. You can work this in for travel time. This is usually the way I manage it with my clients. I charge a per diem rate which includes my travel time and food. The only additional items charged to the client if I've paid for it would be hotel, flights, taxis, car rental etc...

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Renee Shupe, Become a Techie Virtual Assistant
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Thanks Lee, yes he mentioned already that of course they will pay for my flight and hotel and cab far, food etc., but when we met I didn't think to clarify my time traveling. When I sent him my proposal he made a "weird" remark (we are corresponding in German, since we are both native) but I told him I wasn't sure how his remark was meant. So we will talk on the phone this week and clarify what he meant But if he is trying to be cheap (German lawyer-go figure) than I will definately tell him that I would loose money both ways, him not wanting to pay for travel and me not being able to take care of other clients during that time. And I can't run my business that way. Hopefully it was just an "email" misunderstanding on my part and it won't be so bad when we talk on the phone :-) - I'll let you know what happens.

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Tanja
http://www.englishgermanvs.com

Thanks Renee, good point ! I haven't thought about per diem, but that would be another way to go.

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Tanja
http://www.englishgermanvs.com

This is a good topic. I charge a per diem rate, plus expenses (airfare, hotel, mileage to/from airport, etc.). He doesn't work for free, right? Keep us posted on the outcome ~ Good Luck.

Dawn Beauvais

Ok Ladies, I called him yesterday and sure enough my gut was right. He told me without any doubt and not up for negotiations that if I want to do the work for them, I would have to do it their way, or no way. He said they would only pay $5/hr less than what I had quoted for my regular administrative work and would only pay half of my already lowered travel time per hour, because that is what they charge their clients when they travel - hello, everyone remember I'm dealing with lawyers here, and I know their regular hourly rate is at least probably 5 - 8 times as high as mine, so their half and my half are totally different things. We agreed that I would let him know by early next week what I decide to do but I emailed him back just now and told him that unfortunately I won't be able to do the work for them under their terms and wished him good luck with their endeavors for the future. I'm so glad I'm not dependent on them and I know in my heart and gut that I don't want to work with any client that thinks they can tell me what they will pay, instead of what I charge, because I know good and well that they don't let their clients tell them what they can charge. So all is good and I appreciate your support and feedback as always. I also booked another pot. new client meeting for week after next, so I'm excited about that, plus I have another meeting with a gentleman next week, that wants my input about an upcoming trip to Germany. Life is GOOD !! :-)

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Tanja
http://www.englishgermanvs.com