Enter the travel mode, accommodation, transfers, parking and any charges you already know. The worksheet shows who is responsible for each item and adds up the figures you entered into a known subtotal. It leaves unknown items open, so you can ask for them to be stated in writing.
What this worksheet does
It helps you see travel as a set of separate items instead of one unclear line in a quotation. For each item you record who is responsible: you, the photography team, the venue or the organiser.
It then adds the amounts you have entered into a known subtotal. Items without a figure stay visible as open questions.
How to use it
- Enter the event location and note whether the crew is local or travelling.
- Choose the actual travel mode you expect, for example road, ferry or air.
- Add accommodation, transfers, parking and any other charges. Enter a figure only if someone has given it to you.
- Mark who is responsible for each line.
- Review the subtotal and the list of open items.
Reading the result
The subtotal is not a price estimate. It is the sum of figures you already hold. A long list of open items means the quotation needs to state more before you can compare it fairly. Our guide to photography travel charges and quotation assumptions explains the common line items.
If you are comparing two offers, one may include travel inside the main fee while another lists it separately. The quotation comparison tool helps you put them on the same footing.
Assumptions and limits
The worksheet uses no live fares, distances or route times. It cannot tell you whether a crew is travelling, so ask. Read how outstation arrangements work with our team, and the wider guide to coverage and outstation planning in Malaysia.
When several events share one trip, the cost allocation worksheet shows how to divide shared costs. Your entries stay in your browser unless you save them on this device.
Checklist
- Write the venue address and the event date.
- Ask whether the crew is local to the venue or travelling.
- List transport, accommodation, meals and transfers separately.
- Ask who pays for parking and venue access charges.
- Ask how travel time is counted in the booked hours.
- Request that all travel assumptions appear in the quotation.
Send us the completed worksheet with your venue and date, and we will quote with the travel assumptions written out, so you can see which costs are included and which are not.
Request a quote with travel statedCommon questions
Does the worksheet know what travel will cost?
No. It does not use live fares or routes. It adds only the numbers you type in, such as a parking fee the venue has told you. Anything you leave blank stays listed as open, because the real figure comes from the quotation.
What is the difference between a local and a travelling crew?
A local crew starts near the venue. A travelling crew starts elsewhere and may need transport, a room or a meal break. Ask in your enquiry which one your quotation assumes, because it changes what travel lines appear.
Who usually pays for parking and venue fees?
It depends on the quotation. Some venues charge for crew vehicles or loading areas. Ask whether such charges are in the quoted amount, passed on at actual cost, or paid by you directly.
Can I use this for an event on another island?
Yes, for listing the cost items. Ferry or flight details depend on the dates and your arrangements, so enter only what you know and ask us to confirm the rest in writing.
Request a quote with travel stated
Send us the completed worksheet with your venue and date, and we will quote with the travel assumptions written out, so you can see which costs are included and which are not.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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