How to Create a Travel Session Guide for Clients
A travel session guide for clients is one of the best things you can create as a photographer. Even if you’ve only done a few travel sessions, having a guide shows you’re prepared and care about the client’s experience.
Travel sessions are fun, but they come with a few extra steps. Clients may not know what to pack, how the day will go, or what to expect from weather or location rules. That’s where your guide helps. It answers questions before they ask, makes things easier, and helps them feel taken care of.
Hi, I’m Kellie, photographer turned mentor, here to help creatives build intentional, lasting businesses. If you’re adding travel sessions and want to prep your clients with ease, I offer 1:1 mentoring to help you build a travel session guide for clients that reflects your brand and keeps things stress-free. Let’s connect and get you ready to book with confidence.
Why You Need a Travel Session Guide (Even If You’ve Only Done a Few)
A travel session guide for clients can build trust, even if you’re just starting out. You don’t need to be an expert traveler to be helpful. What you do need is a plan. Clients want to feel like they’re in good hands. When they travel to meet you, they’re investing time and money. Your guide shows them you’ve thought of everything.
Also, having a guide saves you time. Instead of answering the same questions in emails or texts, you can direct people to one helpful spot. If you’ve done even one or two travel sessions, think back. What went well? What was confusing for the client? Use that to build your first version.
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What to Include in Your Travel Session Guide
Start with a warm welcome. Let your clients know you’re excited and thankful they’ve trusted you. Then move into the must-know info. Keep things short and easy to read.
Here’s what to include:
- What’s Included
Break down what’s part of the session. How long it lasts, how many images, how the gallery is delivered, etc. - Travel Fees
Be clear about any added travel costs. Is travel already included, or is it extra? - Scheduling Details
Share how to pick a date, what time sessions usually start, and how long they last. - Prep Tips
Suggest what to wear, what to bring, and what to expect based on the location or season. - Location Info
Let them know where to meet, how to get there, and if there’s anything tricky, like limited parking or a hike. - Policies
Be upfront about cancellations, reschedules, weather plans, and what happens if someone gets sick.
Each section should feel friendly, not stuffy. You’re their guide, not just their photographer.
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Prep Tips Specific to Travel Sessions
This is where your travel session guide for clients really shines. Travel shoots aren’t like local ones, they need a little more prep.
Here’s what you can include:
- Outfit Advice
Suggest wrinkle-free clothes that pack well. Encourage layers if weather might shift. - Essentials to Pack
Sunscreen, bug spray, water, snacks, backup shoes, they might not think of these, but they matter. - Timing Tips
Recommend arriving early in case of travel delays. A 20-minute buffer can ease a lot of stress. - Weather Backups
Let them know your plan if it rains or storms. Can you reschedule? Do you have an indoor option?
Simple reminders like these will make clients feel ready, and help the session run smoothly.
Location-Specific Notes and Permits
Each place has its own rules. Some require photo permits. Others may have limits on hours, group sizes, or certain props. Include a section in your guide that talks about this. If you handle permits, say so. If they need to get one themselves, tell them how and when.
Also, give a little background on the location. What makes it special? Is it a busy tourist spot or a quiet gem? Will there be a walk or hike? What’s the weather usually like? The more they know, the more relaxed they’ll feel.
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Session Day Flow: Set Clear Expectations
People like to know what’s coming. Your travel session guide for clients should lay out the day from start to finish.
A simple outline works great:
- Meet at 5:15 PM at the parking lot
- Walk 10 minutes to the first spot
- Shoot from 5:30–6:30 PM
- Quick outfit change at the halfway point
- Wrap up by sunset
This is even more helpful for families with kids or pets. It helps them plan ahead, so everyone arrives ready and in good spirits.
How to Design and Deliver It
You don’t need to hire a designer. Canva is a great tool for this, it’s free and easy to use. Pick clean fonts, light colors, and use your own photos to bring your guide to life. Keep the layout simple. Use bullet points, bold headers, and plenty of white space. You want people to skim and find info quickly. Once your travel session guide for clients is ready, send it as a PDF or link. You can attach it to your welcome email or make it part of your client portal.
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Final Touches That Elevate the Experience
This is your chance to go the extra mile. Add small things that make the guide feel personal and helpful.
Here are a few ideas:
- A packing checklist
- A favorite playlist for the road
- A reminder to bring a hairbrush or lip balm
- A handwritten thank you message at the end
These little touches show that you care about every part of their experience, not just the photos.
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Elevate the Experience with a Travel Session Guide for Clients
Your travel session guide for clients is more than a planning tool, it’s a way to serve well and show your heart. When clients feel seen and supported, they arrive with more trust and excitement.
Even if you’re early in your travel journey, start now. Build your guide, update it after each session, and let it grow with you. The more care you pour into the experience, the more memorable your sessions will be for you and your clients.
Thinking about adding travel sessions to your calendar but not sure how to prep your clients? I’ve got tools to help you plan with clarity and confidence. For real talk and behind-the-scenes tips, come hang out on Instagram.
If you’re ready to build a travel session guide for clients that reflects your brand and sets clear expectations, I offer 1:1 mentoring to help you map it all out. From choosing locations to creating a smooth client experience, I’m here to help. Reach out here and let’s build a season that works for you.
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