By this time in the planning you will have all the costs of the items
that impact the tour - materials, lodging, meals, transportation, step
on guide, marketing, host site fees, profit and or return to the
organization. Utilize the total and divide by the minimum number
expected for the tour. This is the break even number - if it is 20
participants any number that you recruit above this figure increases
your return and/or profit.
Your next decision is to determine what you include in the base fee
and what is left to the cost of the participant - for example, the
accommodation fee can be excluded. In that situation you can block
out the rooms and let the participants make their own arrangements (this
gets you out of the middle of potential problems and conflicts).
As a rule of thumb, if the all inclusive cost exceeds $100 per day per
person the fee may be too expensive for your client audience.
One day tour costs generally should not exceed $35 to $50 per person
for the day (meals, materials and transportation included). There
are many variables to these figures so use them carefully. Value
is the key! Participants expect good value for the fee paid.
Define carefully in your promotional materials what is included in the
fee and what is excluded (tips, certain meals, alcoholic beverages,
etc.)