Fixed net cost per pax band
The vehicle, guide and fixed costs are shared across the group, so the per-person rate goes down as it grows. We quote all the bands at once. That is enough to price a brochure without asking us for every passenger count.
Vietnam, Cambodia & Laos · Group Inclusive Tours (GIT) · Series & Ad-hoc Ten guests A hundred guests One team on the ground
Series departures and ad-hoc groups across Vietnam, Cambodia and Laos. Fixed net rates by group size, and never handed to another local operator.
10 → 100+Passengers per group
3 countriesOne contract, one coordinator
1 business dayNet rates back to you
24/7Duty phone while in country
Ground handling
A group booking is never one booking
It is eight or nine bookings running at once. Each has a different supplier, a different deadline and its own way of going wrong. They all sit on one desk, ours, and we confirm them before the group flies.
In-house teams in Vietnam, Cambodia and Laos
Tap the diagram to see it full size
Built for the trade
Groups are won on price, kept on delivery
A group quote must be stable enough to print in a brochure. It must also hold up with a full coach on a wet Tuesday in Hanoi. The same in-house team does the costing and runs the tour.
Four things decide whether a group programme holds together. All four sit with us, not with a subcontractor.
Room blocks held on allocation
Group rooms are held as a block by category, not booked one at a time. For the October to April peak, we also hold like-for-like hotels we have already inspected. If a hotel is oversold, the group moves to the same standard, not a lower one.
One coordinator per group
The same person costs the programme, holds the allocation, takes the rooming list and answers the phone at 11pm on day four. A Vietnam group extending into Siem Reap or Luang Prabang keeps that person the whole way.
24/7 support, in country
Our own operations teams are based in Vietnam, Cambodia and Laos. If something changes at 6am local time, the person who decides what to do is in the same time zone as the group.
Operational reality
What actually changes as the group grows
Group size is not just a line on a quote. It changes the vehicle, the guide ratio, how restaurants are handled and how the group moves through a site. Pick a band to see what changes and why the per-person rate moves with it.
12 guests, one movement
One minibus, one guide and one hotel block. The whole group moves as one unit all day.
Vehicle16-seat minibus. It can reach old-quarter streets where a full coach cannot park.
GuidingOne licensed guide for the whole programme, start to finish.
Watch mostRestaurant tables at peak lunch hour, and single supplements on an odd passenger count.
Below ten passengers, we usually quote a private tailor-made programme instead. A dedicated vehicle and guide give your client a better price that way.
Vehicle29-seat coach with a proper luggage bay.
GuidingOne guide throughout, plus a local station guide wherever a site requires one.
Watch mostCoach access and parking in Hoi An and Hanoi’s Old Quarter. We plan drop-off points in advance.
The first real step down in per-person cost happens here. The fixed vehicle and guide cost is now shared by roughly twice as many passengers.
Vehicle35 to 45-seat coach.
GuidingLead guide plus an assistant, and whisper headsets at busy sites so nobody loses the commentary.
Watch mostHotel check-in flow, and boat capacity on Halong cruises. A group this size rarely fits neatly on one boat.
Check-in becomes a timed event. Keys are pre-allocated against the rooming list so the group is not standing in a lobby for forty minutes.
VehicleMultiple coaches, each with its own written movement plan.
GuidingA guide per coach, with one coordinator holding the whole group together.
Watch mostStaggered timings, so two coaches never arrive at the same site at the same minute.
Above forty, the programme runs as parallel movements, not one long line of people. This is where an in-house ground team really matters.
Typical operating shape by group size. Exact vehicle, staffing and commercial terms are confirmed with each quote.
When it doesn’t go to plan
Eight things that go wrong, eight things we handle
Group travel has hundreds of moving parts, and some of them move without warning. As a local DMC, we do more than write the itinerary. We operate it, and we decide quickly when it has to change.
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On the ground
Real groups, real execution
- Arrival as one movementThe full group met and moved through arrivals together, not one taxi at a time.
- Sightseeing on scheduleThrough the landmark sites without losing the day to logistics.
- Dining arranged in advanceTables held for the whole group, menus agreed before anyone landed.
Series departures
Series departures you can publish
For the programmes you sell again and again, such as a brochure, a catalogue or a seasonal campaign. Dates are set in advance and hotel allocation is held for them. The costing stays stable, so you can print it and sell it without re-quoting every enquiry.
- Published departure dates across the season
- Room blocks held on allocation, not booked ad hoc
- Repeatable net costing per passenger band
- Guaranteed operation from your agreed minimum
Ad-hoc groups
Ad-hoc groups, on your own dates
For the group that arrives in your inbox with its own dates, routing and budget. It might be a corporate incentive, a club, an extended family or a school. We cost it to that brief instead of forcing it into a fixed departure.
- Your dates, your routing, your hotel category
- Costed to the exact passenger count and band
- Itinerary reshaped around the group’s pace and interests
- Quoted within one business day
An incentive or a conference, rather than a leisure group, goes to our MICE and Incentives desk. That desk adds venue, staging and run-of-show production to the ground programme.
See MICE & Incentives →
From brief to departure
How a group tour moves from brief to departure
Exact deadlines depend on the hotels and any internal flights in the programme. We confirm them in writing with your quote. This is the usual working rhythm.
01
The briefDay zero
Dates, routing and an approximate passenger count. That is enough to start.
02
Net ratesOne business day
Costed per passenger band, ready to brand, with the bands quoted so you can price a range.
03
Allocation heldOn confirmation
Room blocks held by category, plus like-for-like alternatives for the October to April peak.
04
Rooming list3–4 weeks out
Final numbers and names. Changes after that are worked with the hotel, not bounced back to you.
05
ArrivalDay one
One coordinator on the ground and a duty phone live for the whole programme.
FAQ
Questions the trade asks us
If your question is not here, send it with the group brief. You will get a straight answer from the person who would run the programme.
What is the minimum group size you operate?
We operate groups from around 10 passengers upward. Below that, we usually quote a private tailor-made (FIT) programme instead. With a dedicated vehicle and guide, the per-person cost works out better for your client.
How is a group tour costed: per person or per group?
Per person, banded by group size. The vehicle, guide and some fixed costs are shared across the group, so the per-person net rate goes down as the group grows. We quote all the bands, so you can price a brochure or catalogue without asking us for every pax count.
What is the difference between a series departure and an ad-hoc group?
A series departure runs on fixed, published dates, with hotel allocation held in advance. It suits brochure and catalogue programmes that you sell again and again. An ad-hoc group is a one-off on your own dates, costed to that routing and passenger count.
How far in advance do you need rooming lists and final passenger numbers?
As a working rule, we ask for the rooming list and final passenger count about three to four weeks before arrival. Please send name changes as early as possible after that. Exact deadlines depend on the hotels and any internal flights in the programme. We confirm them in writing with your quote.
Do you provide a tour leader or free-of-charge place for our escort?
A licensed local guide travels with the group as standard. Free-of-charge places for your own tour leader or escort depend on the group size and the hotels contracted. We confirm them with each quote, not as a blanket policy.
Can a group programme cross into Cambodia or Laos?
Yes, on a single contract. We have in-house operations teams in all three countries. A Vietnam group extending to Siem Reap or Luang Prabang keeps one coordinator and one point of accountability. It is not handed to a separate local supplier at the border.
What happens if a group hotel is oversold in peak season?
Group room blocks are held on allocation, not booked room by room. For peak dates from October to April, we also hold alternatives of the same category. If a property fails, the group moves to a like-for-like hotel we have already inspected, not to whatever is free that night.
Next step
Send us the group, get the bands
Dates, routing and an approximate passenger count are enough to start. We come back with net rates per band, costed and ready to brand, within one business day.
1 dayAverage quote turnaround
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