The short answer
Price a destination wedding as your normal package plus every cost and day the travel adds, not as a vacation you happen to get paid for. Put travel, lodging, and meals in the contract with a clear owner for each. Then plan the trip like a production: gear lists, battery rules, customs paperwork, backups, and a plan for what happens if a flight gets cancelled.
It's some of the most rewarding work in wedding photography and film. It's also the easiest place to lose money without noticing.
Pricing a destination wedding
Start with what you'd charge for the same coverage at home, then add what the trip costs you. There are two common ways to structure it.
| Approach | How it works | Watch out for |
|---|---|---|
| All-in price | One number that includes your fee, travel, lodging, and meals | Flight prices change, so build in a buffer or set an expiry on the quote |
| Fee plus travel | Your package price, with travel costs billed separately or booked by the couple | Spell out exactly what's covered, so there are no surprises later |
Either way, count the days, not just the wedding. A destination wedding often means a travel day out, the wedding, sometimes a welcome dinner or rehearsal, and a travel day back. Those are days you can't book anyone else. Decide whether your price covers them or whether extra days have a day rate.
Also count the people. If you bring a second shooter or an assistant, their flights, lodging, and meals are part of the cost too.
And remember that your editing time doesn't shrink because the wedding was on a beach. The floor price you calculate for a local wedding is still the floor.
Gear, batteries, customs, and permits
Batteries
Spare lithium batteries, including camera batteries and power banks, have to travel in your carry-on, not your checked bag. In the U.S., each lithium-ion battery is limited to 100 watt-hours. Larger spare lithium-ion batteries over 100 and up to 160 watt-hours need airline approval, and you can carry at most two of those larger spares. Tape the terminals or keep each battery in a case so they can't short (FAA). Airlines can set stricter rules, so check yours before you fly.
This matters more for filmmakers, who often travel with larger V-mount or gimbal batteries. Check the watt-hour rating printed on each one before you pack.
Customs and professional equipment
Bringing professional gear into another country can raise customs questions, especially with a lot of it. An ATA Carnet is a customs document that lets you temporarily bring goods, including professional equipment, into participating countries without paying duties or taxes. It's valid for up to a year and is accepted by about 80 countries (International Trade Administration).
Not every trip needs one, and not every country accepts them, so check your destination well before you travel. At minimum, keep a list of your gear with serial numbers and proof of purchase.
Permission to work
Photographing a wedding abroad is work, and some countries have rules about who can work there and how. Those rules vary a lot, so check the requirements for your destination before you sign the contract, not the week before you fly.
What to put in the contract
A destination contract needs everything a local one does, plus answers to travel questions before they turn into arguments.
- Who books and pays for flights, lodging, and ground transport, and what class of travel or type of room is included
- Meals, on travel days and at the wedding
- How many days are covered, and what extra days cost
- What happens if travel is disrupted: a cancelled flight, severe weather, or a closed border. Who covers rebooking, and what if you can't get there?
- Currency and payment timing, especially if the couple pays in a different currency
- Any permits, venue fees, or location fees, and who's responsible for them
Travel disruption is the clause most worth getting right, and the one where your local law and the specific situation matter most. Have a lawyer review it, and consider asking couples to look into travel insurance for the trip.
Travel-day checklist
- Passport valid well past your return date, and entry requirements checked for your destination
- Gear list with serial numbers, plus a carnet if your destination needs one
- Spare batteries in your carry-on, terminals protected
- Cameras, lenses, and cards in your carry-on, never checked
- Backup plan for the cards: a laptop or portable drive, and a second copy kept in a different bag
- Power adapters for the destination's outlets
- Contact info for the planner and venue, saved offline
- Arrival a day early, if your budget allows, so one delayed flight doesn't cost you the wedding
The last one is the cheapest insurance in destination work. A day of buffer gives you more options when a flight is delayed or cancelled, although it cannot eliminate the risk.
In Bower, you can save travel details in the wedding's Project notes alongside the contract and linked email conversation. Include the planner in the relevant thread so the planning details you exchange there stay with the wedding.
Frequently asked questions
How do I price a destination wedding?
Start with your normal package price for the same coverage, then add travel, lodging, meals, and the extra days you can't book elsewhere. Either quote one all-in price or your fee plus travel, and spell out what's included.
Can I bring camera batteries on a plane?
Spare lithium camera batteries must travel in the cabin with their terminals protected, including if your carry-on is checked at the gate. In the U.S., larger spares over 100 and up to 160 watt-hours need airline approval, with a limit of two of those larger spares. Check your airline for stricter rules.
Do I need an ATA Carnet for a destination wedding?
It depends on where you're going and how much gear you're bringing. A carnet lets professional equipment enter participating countries temporarily without duties or taxes. Check your destination before you travel.
Who pays if a flight is cancelled?
Responsibility depends on your agreement, applicable law, carrier terms, and any insurance coverage. Agree on travel disruption terms before booking and have a lawyer review them. Check what any travel insurance actually covers.
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