This puts the client on notice that the engagement contemplates travel (which is sometimes, incredibly to me at the time, news), moves it out of the rate negotiation, moves your choice of flights/hotels out of the much more consequential negotiation, and often helps client.
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"How?" Your client works at a company which has a travel policy. They may also have a bucket of money allocated for travel which is not the same as their bucket of money allocated for professional services on the project you're working on. This makes your travel "free" to buyer.
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A word on "news to the client" which is important: the client has a lot of things to worry about, like their next performance review, several projects in the air other than this one, what someone said in a meeting the other day, and life itself. Your life: not their concern.
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I was always *really* surprised that clients didn't always do the math "Because Patrick lives in Japan and we are in Las Francago City, Patrick will need to get on a plane incident to this engagement." but, in hindsight, it's not like they really care about your street address.
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They assume you just magically show up at the door, which is reasonable. And you tell them that they'll pay for that, like they do for all their employees and like all your other clients do, and that is reasonable, too.
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So true. And for consulting, charge a flat rate for travel plus per diem. Travel on your own terms, without worrying about what might be declined or require additional approvals
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We never did anything like that, since ideally we’d want our rate to capture that kind of thing. If I’m at the point where a per diem is material to me, that’s a strong indicator I need to raise rates.
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For many of my clients this is extremely bad practice. They write a PO under the assumption that all costs incl. travel are covered under proposal, then get upset and look bad to their mgmt when they get a variation on the PO for additional travel costs. Be wary.
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Never once saw that happen, but then, the “expenses” section in our proposal comes right after the price, and is included in our contract as well.
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