Whether you’re serving your local market or jet-setting for a "micro-luxury" destination wedding, travel logistics have become a non-negotiable part of the job. But in 2026, the game has changed. With dynamic airline pricing, "sustainability fees" at hotels, and the continued rise of inflation, getting your travel pricing wrong can eat directly into your profits.
How do you handle these fluctuating costs without scaring off clients? We reached out to seasoned industry leaders to find out how they are protecting their margins in the current economic climate. From "all-in" pricing models to clauses that protect you from flight cancellations, here are 6 expert tips for the modern wedding pro.
The Expert: Shani Gailbreath of Canvas & Coif
“Our travel costs vary based on location, number of beauty services, and events. When we get an inquiry that involves travel, I ask the planner if there is room in the hotel block or quickly research local Airbnb and hotel costs. I also take note of flight costs and rental cars. As hair & makeup artists, we travel with many bags—so we also factor in rising baggage fees.
In the proposal, I estimate travel based on mid-to-high costs at the time. For example, if Airbnbs range from $2,000 to $6,000, I estimate $5,000. I try very hard to keep the actual dollars spent in that range. We accept a 50% retainer, with the remaining balance due 30 days before the event. By then I’ve booked all team travel. However, I bill the client again for any overages after the event!”
2026 Pro Tip: Use AI travel tools to instantly check average flight prices for the specific wedding dates before you quote. It takes seconds and prevents you from underquoting during peak seasons.
The Expert: Brooke Keegan of Brooke Keegan Special Events
“We bill the clients directly for all travel and personnel fees. We do not allow the client to book our travel for us; we do it ourselves to maintain control. We only charge the exact amounts—we do not inflate these prices.
Before we go to contract, we create a detailed breakdown outlining staffing needs. For example:
All of this is line-itemized in the contract so there are no surprises. However, our contract includes a crucial clause: 'Final travel and personnel fees are at the discretion of the Coordinator.' This protects us if scope changes. Most team members have company credit cards to handle baggage and hotel holds, so they never have to use their personal funds.”
The Expert: Petronella Lugemwa of Petronella Photography
“My clients want an all-in price. I travel a lot, so I have a good data set on what costs to account for—per diem, extra baggage, Ubers, etc. I determine these costs and bake them directly into my package fee.
It’s similar to the 'Amazon Prime' effect. If a client sees a $250 item but gets hit with a surprise $25 shipping fee at checkout, it kills the sale. I find that high-end clients in 2026 appreciate knowing the total bottom-line number upfront so they can accurately plan their budget.”
The Expert: Elizabeth McKellar of The Nouveau Romantics
“Clients pay for all travel, and it’s invoiced transparently with a pre-determined per diem per person. However, to keep logistics tight and costs reasonable, I bring only main team members and source additional freelance work locally or closer to the wedding’s location (Europe, Mexico, etc.).”
2026 Pro Tip: Sourcing locally isn't just a budget hack; it's a sustainability selling point. Many couples in 2026 prefer vendors who minimize their carbon footprint by hiring local support staff.
The Expert: Derek Chan of Derek Chan Films
“For destination weddings, we prefer planners booking our ground transfers and hotels—it's just easier. But we prefer to book flights ourselves. This allows us to modify itineraries quickly on our own apps in case of delays or cancellations, without having to wait for a third party to approve the change.”
The Expert: Marcy Blum of Marcy Blum Events & Wedding Planning
“However you charge for travel, it’s most important that you are very specific in your contracts upfront. Ambiguity is where relationships get ruined.”
2026 Pro Tip: Ensure your contract covers "force majeure" travel scenarios—like what happens if a flight is grounded due to weather or a tech outage. Make sure you are paid for your time even if travel logistics go sideways.
In 2026, the wedding pros who thrive aren't the ones hiding travel fees in fine print—they're the ones who own them transparently. Whether you use mid-to-high estimates, bundle travel into an all-in fee, or source talent locally, the common thread is clarity. Your clients expect it. Your team deserves it. And your bottom line depends on it.
The destination wedding market continues to boom, which means travel logistics are no longer a "nice to have" skill—they're a core competency. Master these six strategies, lock down your contracts, and you'll protect not just your margins, but your reputation.
Travel costs don't have to be a source of friction. When handled right, they become proof of your professionalism.
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