Ranges, not a single number — and where the curve breaks
A single figure quoted before anyone has looked at your dates is a guess with a decimal point. What follows is the range a programme actually falls into, what moves it, and the two headcounts where cost per person goes back up.
Indicative ranges — 4 days, 3 nights
Per person, twin share, VAT included, air excluded. Includes accommodation, all meals in the programme, ground transport, activities and entrance fees, guides at contracted ratio, a coordinator, permits, and a contracted wet-weather alternative.
| Group size | Phu Quoc | Da Nang | Ha Long Bay |
|---|---|---|---|
| 20 – 29 | 355 – 540 | 330 – 505 | 340 – 520 |
| 30 – 49 | 320 – 488 | 297 – 455 | 305 – 470 |
| 50 – 69 | 298 – 455 | 277 – 424 | 285 – 438 |
| 70 – 119 | 285 – 435 | 265 – 405 | 272 – 418 |
| 120 – 199 | 278 – 424 | 258 – 394 | 265 – 405 |
| 200 or more | Quoted per project | Quoted per project | Quoted per project |
Three days two nights runs at roughly 72% of these figures; five days four nights at roughly 128%.
Where the curve breaks
The table reads as a smooth decline. It is not. In every destination there are headcounts where cost per person stops falling and steps back up.
| Threshold | What happens | Effect |
|---|---|---|
| Guest 46 | A 45-seat coach carries 44 guests plus a guide. Guest 46 adds a second vehicle for the whole programme. | Applies in all three destinations |
| Guest 45, Ha Long Bay | A vessel holds about 44. A second ship is required, with its own crew, fuel and clearance. | Cost per person rises 20–30% at this point |
| Guest 71, Ha Long Bay | A sun deck seats about 70. The gala moves ashore or splits. | Adds a shore venue, transfers and production |
| Ballroom capacity | Varies by property. Crossing it means a different venue, or splitting the group. | The step is venue-specific and we will name it |
If your list is at 45 to 48 and two of those people are optional, cutting back to 44 is frequently the largest single saving available in the whole programme — larger than any negotiation on rate. We raise this at brief stage rather than after you have signed.
Seasonal multipliers
| Destination | Peak | Multiplier | Low | Multiplier |
|---|---|---|---|---|
| Phu Quoc | Nov – Mar | 1.15 – 1.25 | Jul – Sep | 0.80 – 0.90 |
| Da Nang | Feb – Aug | 1.10 – 1.25 | Sep – Nov | 0.78 – 0.88 |
| Ha Long Bay | Oct – Nov | 1.20 – 1.30 | Dec – Feb | 0.75 – 0.85 |
The three do not share a calendar, which is useful rather than confusing: fixed dates that look expensive in one destination are often shoulder season in another. The destination comparison sets out the whole year.
What is included and what is not
| Included | Not included |
|---|---|
| Accommodation at the quoted grade | International and domestic flights |
| All meals stated in the programme | Visa fees where applicable |
| Ground transport throughout | Alcohol beyond the welcome service |
| Activities and entrance fees in the itinerary | Gala production above the standard package |
| Guides at contracted ratio | Photography and video |
| A coordinator on the ground | Travel insurance |
| Permits and local fees | Personal expenses |
| A contracted wet-weather alternative | Anything added after numbers lock at D-14 |
When comparing us against a cheaper quote, normalise the exclusions first. Gala production and alcohol are the two lines most often quietly omitted, and together they can account for a fifth of a programme.
Questions clients ask most
How accurate are these ranges?
We commit to quoting within 15% of the indicative range provided the brief is accurate and the destination, accommodation grade, programme length and season do not change. If our detailed quote falls outside that, explaining the difference is on us.
Why a range rather than a price?
Because accommodation grade, venue choice, activity set and season move the number materially. A single figure would be a fiction and you would discover it at quote stage, which is worse for both of us.
Can we reduce the price?
Usually, and the honest levers are accommodation grade, season and gala scope — in that order of impact. Cutting the coordinator or the contingency saves very little and costs you the things that make a programme work.
Is VAT included?
Yes, and a full tax invoice is issued to your company. Air tickets are excluded throughout.
Where to go next
Four fields and you can send
Send the outline and you get a free feasibility reply within eight working hours — whether your dates hold at that headcount, what constrains them, and an indicative price range. No payment and no commitment at this stage.