This only applies if any of our consultants or trainers will be traveling to your office to perform any of our services onsite.
Understanding the total cost of a project proposal is important. However, travel is difficult to estimate at the proposal stage for two primary reasons. First, our consultants live all over the United States, and second, we often don’t know who will be assigned to your project. We bill actual travel costs that include flights or mileage, rental cars or Uber/Lyft charges, parking and hotels. In addition, we bill a per diem charge to cover meals.
1. TRAVEL BY AIR/RAIL
We will book our travel as soon as it makes sense, to secure the best possible pricing for the trip. For estimating purposes, $500-$600 per round-trip ticket, including things like baggage fees (if applicable) is a good number to use. Keep in mind, size of the airport, events going on in your city, tourist season and airline can all affect the cost of a ticket.
2. TRAVEL FEE
When we are traveling to and from your office, our consultants are traveling on their personal time, or they are flying during a business day and cannot serve other clients. Travel Fees are based on the time zone in which the Client is located.
- Located in the Eastern & Central Time Zones – $450 Travel Fee Each Way, per consultant
- Located in the Mountain or Pacific Time Zones – $900 Travel Fee Each Way, per consultant
If our consultants can fly on a day that the client is already paying a flat rate for onsite consulting, a travel fee for that leg of travel will not be charged.
3. TRANSPORTATION TO YOUR OFFICE/HOTEL
Depending on the location of your office, we may rent a car. In that case, you are responsible for the car rental fees, the insurance, the fuel and any other fees. In some instances, we use Uber/Lyft. The actual transportation charges will be billed to your firm.
4. TRAVEL BY CAR
If it makes more sense to travel to your office by car, you will be charged for mileage at the standard IRS rate, and any incidental charges, including tolls and parking.
5. HOTEL ACCOMMODATIONS
Many of our consultants spend a fair amount of time on the road and have a preferred hotel brand. If you have any prearranged rates with a nearby hotel, please feel free to let us know, and we will take that into consideration when booking accommodations.
For estimating purposes, plan on $250-$300 per night, per consultant. If you live in a major metropolitan area, or there is a big event going on in your city, that number could be higher.
6. MEALS/PER DIEM
We charge a flat per diem to cover meals and incidental expenses. The amount is $70 per day/per consultant, or, $90 per day/per consultant in a major metropolitan area*.
*A Major Metropolitan area includes the following cities and their surrounding areas: New York, Los Angeles, Chicago, Washington DC, San Jose, San Francisco, Oakland, Boston, Philadelphia, Dallas, Miami, Houston, Atlanta.
7. INTERNATIONAL TRAVEL
This policy applies to all international travel undertaken by Affinity Consulting Group’s employees, contractors, or representatives in connection with consulting and training services provided to clients.
Client Responsibilities
Documentation: The client is responsible for providing all necessary documentation required for international travel, including but not limited to:
- Invitation letters (if applicable).
- Proof of engagement or contracts required for visa applications.
- Any other supporting documents as required by the destination country.
Visa and Work Permits: The client must assist in obtaining any required visas, work permits, or other travel authorizations. This includes providing timely and accurate information to facilitate the application process.
Costs: The client agrees to cover all costs associated with obtaining travel documentation, including but not limited to:
- Visa application fees.
- Work permit fees.
- Expedited processing fees (if necessary).
Increased Costs: Any additional costs incurred due to changes in visa or work permit requirements, government fees, or other unforeseen circumstances will be communicated to the client promptly. The client agrees to reimburse Affinity Consulting Group for such costs within 15 days of receiving an invoice
Changes in Laws or Regulations
Affinity Consulting Group is not responsible for delays, additional costs, or other issues arising from changes in immigration laws, visa requirements, or other regulations in the destination country. The client agrees to bear any additional costs or responsibilities resulting from such changes.
If you have any questions about our travel policy, please email info@affinityconsulting.com or reach out to the person who sent you the proposal.
Last revised: 3/20/2025