Below is a detailed overview of our travel policy; call 386-490-8900 with questions.
When travel is required, a reasonable effort will be made to provide safe, convenient, and comfortable accommodations for all cast and crew while working to mitigate unnecessary additional costs to the client. It is impossible to predict total expected travel fees in advance and if an estimate is requested, it will be provided with the understanding that New York Ave is not able to control the fluctuating rates associated with travel.
For media productions within 50 miles from our offices, there are no travel fees.
For media productions 50+ miles from our offices and/or are completed before 8am / after 7pm, additional travel fees may be billed to your account – see below.
All travel expenses will include +20% for planning, coordination, and unexpected expenses that may be incurred.
$0.70 per mile above 50 miles, per vehicle.
A reasonable effort will be made to find a cost-effective vehicle(s) rental or taxi service that is suitable for all cast, crew, and equipment for the duration of the media production, plus fuel. The rental will begin from the time our crew arrives and last until our crew leaves; additional mileage reimbursement will not be required. Rental insurance will be purchased and included in travel fees. New York Ave will typically rent through Hertz, Avis, or Enterprise and taxi via UBER or Lyft.
A reasonable effort will be made to find a cost-effective flight, train, and/or ferry ticket(s) for all cast, crew, and equipment for the duration of the production. Round-trip tickets will cover Comfort Plus class or below, plus travel insurance and luggage fees. New York Ave will typically fly Delta.
A reasonable effort will be made to find a cost-effective hotel or other equivalent lodging for all cast and crew for the duration of the media production. The stay will begin the day our crew arrives and last until the day our crew departs – subject to travel itinerary and delays beyond our control. New York Ave will typically stay within the Marriott family brand of hotels.
In some circumstances, shipping and/or renting equipment may be required. A reasonable effort will be made to find a cost-effective solution to provide the Service if shipping and/or equipment rental is necessary. Additional insurance will be purchased and included in travel fees.
A reasonable effort will be made to provide healthy, cost-effective meals for all cast and crew for the duration of the travel. This may include breakfast, lunch, and dinner for the duration of the media production. This will be billed at a rate of $25/meal/person with a maximum of 3 meals per person per day.
Additional insurance not already mentioned may be required. These will be on an as-needed basis and are dependent on the media production scope.
In some circumstances, vendors partners may charge additional fees to accommodate expedited production scheduling and/or rate adjustments for half-day productions that take place 50+ miles from our offices.
For media productions that take place outside the United States, additional travel fees may be billed to your account. Travel fees may include additional expenditures not outlined above.
