Date Issued: August 16th, 2017

Purpose:

This policy covers compensation and recommended practices towards travel to and from events.

Scope:

This policy applies to all full-time, part-time, and temporary Staff Members, Employees, DJs, Photo Booth Attendants, and DJ Trivia/DJ Bingo Hosts, Subcontractors, and Assistants who work at Pro Sound & Light Show and its affiliated events & clients.

Policy:

You, the Entertainer, is responsible for making sure you have plenty of time for loading and unloading equipment, travel time, and set up.  Allow extra time for travel if there is bad weather. A show is very rarely cancelled because of the weather.

You need to be set up and “Show Ready” at the start of the performance time.  We recommend arriving at least 2 hours in advance to give yourself extra time to set up, sound-check, and relax before starting your performance.

Starting late is the equivalent of a no-show, and may be cause for termination of employment.

Travel to and from events is paid at the IRS Mileage rate of $0.58/mile as calculated by Google Maps.  This is calculated as:

1. Pro Sound & Light Show – 350 Garfield Ave, Duluth, MN 55802
2. VENUE ADDRESS
3. Pro Sound & Light Show – 350 Garfield Ave, Duluth, MN 55802

For Entertainers not based in Duluth, Travel is calculated from the nearest Pro Sound & Light Show Storage facility, or the Entertainers home address if the DJ lives more than 20 miles from a Pro Sound & Light Show Storage facility.

Tracking Mileage for Tax Deductions

It is strongly recommended to track your own mileage driving to and from events for tax purposes.  The generally accepted method for tracking mileage logs is:

DATE, Starting Mileage, Ending Mileage, Miles Driven, Purpose of Trip

For automated mileage tracking, we recommend the use of the “Mile IQ” app for iPhone or Android.  As always, consult with your tax advisor on proper mileage reporting and deductions.

Travel with Assistants

When multiple people are traveling to and from an event, the head DJ is responsible for making sure everyone arrives safe and on-time.  Unless otherwise approved by the Entertainment Manager, only one person will be paid for travel to and from the event, the person responsible for the vehicle used to travel.

If multiple vehicles are required to travel to an event, authorization for travel fees must be granted beforehand.  Any unplanned and unapproved travel costs are the responsibility of the head DJ for the event.

Hotel Policy

When travelling more than 150 miles for an event, we strongly recommend booking a hotel room to stay overnight.  As DJs, we put in long days, and it can be physically demanding. We DO NOT recommend driving more than 2 hours home after an event.

You acknowledge that by choosing to drive home after an event you choose to do so at your own risk.

For events requiring travel of more than 150 miles from the warehouse to the venue, you may opt for Hotel Reimbursement.  In order to receive Hotel Reimbursement you must:

1. Forward your room reservation email to the Entertainment Manager prior to the event date.
2. Provide your final room checkout receipt to the office.

You will be reimbursed for the cost of the hotel room, up to and not to exceed $100.