If I may interject here - I traveled extensively for IT related work and can tell you that if there's one place you can easily get burned is travel expenses.
Always scout out the cost of hotel stays, meals, and car rentals if needed
for the time of year you will be going. Last thing you want is to check out prices now, then find out the week you'll be there is some kind of tournament week and all hotels are at peak season prices.
Always have a contract outlining the basics of any photoshoot, plus:
- what is covered and what is not, including expenses and reimbursement conditions (advances, once billed, expense reports submitted, etc) and how long before you get that money.
- For expenses, use the IRS guide (lists city/states for acceptable hotel/car rental/meals for per diems)
You can use this first trip as your gauge - Have them agree to cover your expenses for this trip and charge them a reduced fee for your services. Whatever you decide, never do anything for - people will wonder why and how good can you be if you're giving it away.
As far as usage, if it's going to be that extensive you might want to contact a lawyer or get an agent or some such thing. I defer to the uber commercial photogs on that one
.