Suggested Benchmarks for Travel & Expenses
As an independent professional, you determine your own business model. Travel, accommodations, and meals are legitimate business costs that many professionals choose to bill to the client. The figures below are suggested industry benchmarks based on common practice, provided for your reference and as a potential starting point for negotiations.
You are the CEO of your musical enterprise. You have the final authority to set your own rates, negotiate package deals, or waive any expenses as you see fit for your business strategy and client relationships.
1. Mileage (Use of Personal Vehicle)
Many musicians charge for mileage to offset vehicle wear, tear, and fuel costs when a gig requires personal vehicle use.
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Common Industry Benchmark: $0.70 per kilometre
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This figure is a common reference point, often based on or exceeding the CRA (Canada Revenue Agency) deductible rate, which is a widely accepted tax standard for business travel.
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Your Business, Your Choice:
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You may choose this rate, a different rate, a flat travel fee, or include travel in your overall performance package.
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How to Calculate (if using per km): Round-trip km from your base to the gig location x your chosen rate.
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Example of Flexibility: “For engagements within the city, I include travel in my base fee. For locations beyond 50km, I add a travel fee of either $0.70/km or a flat $50 surcharge, depending on the route.”
2. Per Diem (Meals & Incidentals)
A per diem (Latin for “per day”) is a fixed daily allowance for food and minor costs when work takes you away from home, typically overnight.
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Typical Daily Benchmark Ranges:
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Full Day (Overnight): $60 – $90
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Partial Day (Extended hours, no overnight): $30 – $50
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This is Your Decision:
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Use these ranges as a guide, or set your own daily rate that matches your needs.
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You can also opt to bill actual meal receipts instead of a per diem.
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For local gigs, most musicians do not charge a per diem.
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3. Travel Time
Your time is valuable. You may choose to bill for significant travel time, as it prevents other work.
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A Common Approach (Not a Rule):
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Some musicians bill a half-rate or flat fee for travel time exceeding a certain threshold (e.g., beyond the first 60 or 90 minutes).
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Your Approach May Vary:
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You might build an estimated travel fee into your total quoted price.
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You might offer a “radius” rate (one fee within 50km, a higher fee beyond).
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You might consider extensive travel part of the job and not bill separately for it.
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4. Accommodations
If a gig requires an overnight stay, it is standard professional practice for the client to cover suitable lodging. As a professional, your rest and well-being directly impact performance quality.
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Standard Expectation: A private, good-quality room in a reputable hotel, motel, or B&B. The accommodation should be clean, safe, quiet, and conducive to rest and preparation.
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Host Family Stays: If the client arranges a homestay with a host family, it is reasonable for you to expect:
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A private, clean, and quiet room.
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A strictly non-smoking environment.
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Clear communication regarding house rules, Wi-Fi access, and privacy.
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Advance discussion of any dietary restrictions, allergies, or strong preferences (e.g., vegetarian, gluten-free, nut allergy, dairy intolerance, etc.) to ensure the host is aware of foods you can or cannot eat. Your health and comfort are paramount.
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Your Negotiation & Well-being:
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Client books/pays directly for a room that meets a mutually agreed standard.
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You book and are reimbursed, with a pre-agreed nightly cap.
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You have the right to inquire about and approve accommodation arrangements in advance to ensure they support your professional and personal needs.
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5. Provided Meals
When meals are provided by the client (e.g., at a festival, wedding, or long rehearsal day), clear communication about your needs is key to a successful engagement.
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Professional Consideration: Proper fuel is part of your job preparation. Provided meals should be adequate, timely, and respectful of performer needs.
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It is reasonable for you to communicate:
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Dietary Requirements: Any allergies, intolerances, or dietary restrictions (vegetarian, vegan, gluten-free, kosher, halal, etc.) must be communicated in writing well in advance. This is non-negotiable for health and safety.
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Timing: Meal breaks should be scheduled at appropriate intervals relative to call times and performance.
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Quality/Quantity: Meals should be sufficient for the workday. A simple, adequate meal is perfectly acceptable, but it should be discussed, not assumed.
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How to Use These Benchmarks
These numbers and considerations are tools for your confidence, not rules for your business. Use them to:
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Inform Your Decisions: Know what common professional standards are.
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Advocate for Your Well-being: You have a right to rest, safe food, and nourishment that allows you to perform at your best.
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Simplify Negotiations: “For the three-day festival, my package includes performance fees, travel, a per diem for meals, and a clean, non-smoking hotel room. Please note my severe nut allergy—this must be communicated to any caterer or host family. I’m happy to discuss the specifics.”
Your invoice, your terms, your well-being. You are free to negotiate all aspects of an engagement. The goal is to reach a fair, professional agreement that respects your art, your business, and your personal needs.
Ultimate Guild Principle: You set your value and your conditions. These guidelines are here to support your professional authority, not to limit it.
