Speaking Engagement Travel Add-On Policy
Living Beyond Boundaries | DMV Area & Beyond
Effective Date: June 2026
1. Distance-Based Travel Fee Tiers
| Distance from DMV | Travel Fee | Typical Locations | Notes |
|---|---|---|---|
| 0–50 miles (DMV Core) | Included | DC, MD, VA metro area | No travel charge |
| 51–100 miles | $150 flat fee | Baltimore, Richmond, Fredericksburg | Day trip range |
| 101–200 miles | $250 + mileage | Philadelphia, Norfolk, Charlottesville | Mileage at IRS rate |
| 201–400 miles | $400 + transport | New York, Charlotte, Pittsburgh | Actual transport costs apply |
| 401+ miles / Flight Required | Actual airfare + $500 | All other destinations | 14-day advance booking required |
IRS Standard Mileage Rate: $0.725 per mile (2026 — IRS Notice 2026-10). Example: 150-mile round trip = 300 miles × $0.725 = $217.50 + applicable flat fee.
2. Overnight Stay Policy
| Situation | Policy |
|---|---|
| Event ends after 9:00 PM | Hotel required — client covers or reimburses |
| Event starts before 9:00 AM (next day) | Prior night hotel required — client covers or reimburses |
| Multi-day engagement | All lodging covered by client (up to $175/night DMV-adjacent; $200/night major cities) |
| Meals per diem | $75/day (breakfast, lunch & dinner combined) |
3. Flight Policy (400+ Miles)
| Item | Policy |
|---|---|
| Airfare Class | Economy class — actual cost reimbursed with receipt |
| Booking Requirement | Minimum 14 days in advance by client, or reimbursed with receipt |
| Ground Transportation | Actual cost to/from airport — receipts required |
| Logistics Fee | $500 flat fee applies to all flight-required engagements |
4. Additional Service Add-Ons
| Add-On Service | Rate |
|---|---|
| Custom workbook / printed materials | $15–$25 per participant |
| Follow-up Q&A session (30 min) | $250 |
| Multi-session series (3+ dates) | 10% discount per session |
| Virtual / Webinar delivery | Starting at $750 |
5. Standard Contract Language
Travel expenses beyond a 50-mile radius of Washington, D.C. are billed separately at the IRS standard mileage rate plus applicable flat travel fees. Overnight accommodations and per diem meals are the responsibility of the contracting organization. All travel costs are invoiced with receipts within 5 business days of the engagement.
6. Booking & Payment Policies
- A 50% non-refundable deposit is required to confirm any out-of-DMV engagement.
- Full balance due no later than 3 business days before the event date.
- Travel reimbursements are submitted with receipts within 5 business days post-engagement.
- Non-profit clients may qualify for a 10–15% travel discount — contact us to discuss.
- All travel reimbursements are tax-reportable income to the organization and will be documented accordingly.
For booking inquiries: admin@sustainedlife.net | Virginia, DMV Area
This document is subject to update. Rates effective as of January 1, 2026 per IRS Notice 2026-10.