A Comprehensive Guide to Billing for Out-of-State Events

When attending out-of-state events on behalf of a client, it's crucial to have a clear and transparent strategy for billing your time. This article will explore best practices and key considerations for managing billing, from defining billable time to invoicing.

Defining Billable Time

When billing for attendance at out-of-state events, the success of your approach depends on clear communication and a well-defined policy. Here are the primary elements of timeframe that can be charged:

Preparation Time

In preparation for the event, you might spend time researching the event, creating materials, and strategizing. All of this time is typically billable:

Include:

Event research Material creation Strategizing sessions

Event Attendance

The time spent at the event itself, including sessions, meetings, and networking are also billable. Be sure to communicate this clearly with your client:

Include:

Event sessions Networking activities Meetings

Travel Time

Travel time is a contentious area, but you can handle it in several ways:

Possible Billing Scenarios:

Bill for 50-100% of your hourly rate Charge a fixed rate for the entire trip Not bill for travel time at all

It's essential to establish this policy in advance and communicate it clearly with your client. If you do bill for travel time, consider providing a 50-100% hourly rate to keep it flexible and fair.

Travel Expenses

Travel expenses can be a significant component of your bill. Here’s how to handle them effectively:

Transportation Costs

You can bill for actual transportation costs such as airfares, train tickets, and car rentals, but be sure to keep all receipts:

Include:

Airfare Train tickets Car rentals and fuel

Accommodation

If overnight stays are required, you can bill for hotel expenses or negotiate a per diem rate:

Include actual hotel costs Negotiate a per diem rate for multiple attendees if applicable

Meals

You can either bill for meals or set a per diem rate, depending on your agreement:

Options include:

Billing for actual meal expenses Negotiating a per diem rate for meals

Communication with the Client

Before the event, it's crucial to discuss billing expectations with your client. This includes:

Clarifying whether travel time is billable Negotiating on how to handle travel expenses (reimbursement or billing)

A written agreement can help solidify these terms and prevent any misunderstandings. Consider including this in your contract or as a separate addendum.

Invoicing

When creating your invoice, clearly itemize the following:

Preparation time Travel time Event attendance Expenses (transportation, accommodation, meals, etc.)

Transparency in your invoicing will help maintain a good client relationship and ensure both parties are on the same page.

Best Practices

Establish Policies Early

To ensure a smooth process for future events, establish clear policies for billing travel and event attendance early on. This will save time and avoid any confusion in the future.

Be Flexible

Depending on the client relationship and the nature of the event, you might choose to adjust your approach. Flexibility can be key to maintaining a good client relationship.

Conclusion

By setting clear expectations and communicating openly with your client, you can effectively manage billing for your time and ensure that both parties are satisfied with the arrangement. Whether you bill for preparation time, event attendance, or travel time, transparency and clear communication are the keys to a successful collaboration.