Use a simple formula to charge for travel, setup complexity, and downtime so your rates stay profitable across cities.
Quoting travel costs on the fly, per inquiry, leads to inconsistent pricing that's hard to defend if two couples compare notes, and it puts you in the position of doing real-time math while trying to sound confident on a call. A simple, consistent formula solves both problems.
Rather than calculating exact mileage for every inquiry, build 3-4 distance tiers: your free local radius, a "regional" tier with a flat added fee, a "extended regional" tier with overnight consideration, and a "destination" tier priced as its own package category with lodging and multi-day considerations built in. This lets you quote instantly and consistently instead of pulling out a calculator on every call.
Keep reading for the framework, or have ShootRate check one real quote, package, or inquiry path for pricing friction before you send it.
Review my real quote for $29 →A true destination wedding (requiring flights, multiple nights, and a significantly different planning process) is often better priced as its own package category rather than your standard local rate plus a bolted-on travel fee — the scope of communication, planning, and time commitment is genuinely different, and pricing it as a distinct offering reflects that rather than making it feel like a surcharge on your normal service.
Clients generally accept reasonable travel fees without much pushback when they're presented as a clear, pre-set structure rather than an improvised number. "Destination and travel pricing starts at $X for locations within [radius], with a custom quote for further travel" on your pricing page sets the expectation before an inquiry even reaches you, saving both of you the awkwardness of negotiating it live.
A stunning destination location can tempt photographers into discounting the travel fee because they're excited about the shoot itself — but the actual costs (time, money, opportunity cost of the dates you're unavailable locally) don't go away just because the location is appealing. Price the trip on its real cost structure, and let the exciting location be its own separate reward.
Keep a separate line item. Clients understand fixed base value better when travel and complexity are transparent.
Offer to absorb part of travel on non-peak days. On high-demand dates, keep cost controls explicit and consistent.
You can, but only if the bundled amount includes a clear mileage, overnight, and access-cost floor.
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See the real low, mid, and high full-day package range in your market.
Find the minimum you have to charge per shoot to cover costs and pay yourself.
Work back from the income you want to the average sale your packages need.
See what a mini session day really pays per hour once editing is counted.
Full-day package ranges across 72 US markets and 11 regions. Free to cite.
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