T&E Budget Categories
Travel & Expense budgets should include at minimum the following categories (built into the standard budget template):
- Site Visit Travel
- Activation Travel — Airfare
- Activation Travel — Lodging
- Activation Travel — Per Diem
- Activation Travel — Taxi/Rideshare
- Activation Travel — Car Rental
Budgeting Process
- Initial Scoping: Account and Production Leads collaboratively build the T&E plan based on known factors. Share with Team Leaders for alignment and sign-off.
- Client Approval: Upon budget approval, Accounts Lead notifies project team members of required travel and approved budgets.
- Changes: Any changes to team support or travel plans must be addressed by the project team and/or Team Leaders so the budget can be updated accordingly.
Booking Rules
- Strictly adhere to the approved budget shared by Account and Production Lead
- Total costs, taxes, and fees must not exceed the provided budget
- If you have an IN Company Card, all travel must be booked through that card
- If using personal payment, follow the Reimbursement Policy and Expense Reporting Guide
- All receipts must be saved on the Drive under relevant project folders
IN Standards
- Minimum T&E: At least 1 member each from Accounts, Production, and Creative
- Leadership: Recommended to include 1-2 Leadership members (may be foregone on lean programs)
- Fab Shop Visits: When fabrication is in a market where IN teams are not present, budget for at least 1 shop visit. Creative/Production should arrive early enough to review final scenic before load-in.
- BD Travel: Additional team members for client management/BD purposes are tracked as Business Development expenses, not project budget. Requires department head approval.
Airfare Classes
- Economy Plus: Default for all flights under 12 hours
- Business Class: Permitted only when:
- Overnight flight with same-day work resumption required
- Total flight time exceeds 12 hours
- Must be approved by Leadership and cost must not be excessive
Lodging & Per Diem
- Lodging: Standard Double/Queen room for each individual
- Per Diem: Covers daily personal meals and project-related incidentals. Should reflect cost of living in the market.
- Equity: All team members receive the same T&E budgets regardless of title or seniority
Creative On-Site Requirements
At least one creative must be on-site for all IN activations. Creative responsibilities include:
- Site Visit: Dimensions, floor plan, electrical specs, loading dock/elevator constraints
- Pre-Production: Spec sheet development, print files/grid, build drawing approvals, floor plan approvals
- On-Site: Support Account/Production, manage print material inventory/installation, approve all fabricated and print work, problem-solve issues