Per-person cost falls as the group grows, but not smoothly
Per-person cost drops as a group grows, but it drops in steps rather than smoothly, because coaches, rooms and banquet tables are all fixed-capacity units. Knowing where the steps are is worth more than any negotiation you will do on rate.
Indicative ranges, three days two nights
For the standard conference plus gala plus Hoi An programme, at 4-star grade, shoulder season. VAT included, air tickets excluded.
| Group size | USD per person | VND per person | Rooms to block | Notes |
|---|---|---|---|---|
| 20 - 29 guests | 255 - 395 | 6.6 - 10.3 m | 11 | Most flexible, no group leverage yet |
| 30 - 49 guests | 230 - 355 | 6.0 - 9.2 m | 16 - 26 | Complimentary allocation starts |
| 50 - 69 guests | 212 - 327 | 5.5 - 8.5 m | 27 - 37 | Buffet service viable |
| 70 - 119 guests | 200 - 309 | 5.2 - 8.0 m | 37 - 63 | Most common band |
| 120 - 199 guests | 192 - 296 | 5.0 - 7.7 m | 64 - 106 | Book at least 90 days ahead |
| 200 guests or more | Quoted per project | Quoted per project | 106 + | Site survey before quoting |
Rates include Vietnamese VAT and a full tax invoice is issued. Air tickets are not included: fares move daily, and bundling them would make any quote expire within 48 hours.
The two points where cost goes back up
Both are capacity thresholds in fixed units, and neither appears in any rate card.
Delegate 46
A 45-seat coach carries forty-five people. The forty-sixth delegate forces a second vehicle for the entire programme: every transfer, every excursion, every day.
Effect: transport cost per person rises about 45%. If your list sits between 46 and 52, trimming to 45 is the single largest saving available. If it cannot be 45, look at 55 to 60, because you are paying for the second vehicle either way.
Delegate 120
Above 120 the properties that can offer both the room block and adequate function space narrow to 4 and 5-star, and in June and July the shortlist gets shorter still.
Effect: you lose negotiating leverage rather than availability. Fewer viable properties means less competition for your business.
Because a quote you understand is worth more to us than a quote you accept and later resent.
Season multipliers
| Period | Multiplier | Conditions | Availability |
|---|---|---|---|
| February - May | 1.05 - 1.15 | The most reliable weather of the year | Good, tightening in April |
| June - July | 1.20 - 1.30 | Hot, domestic peak, city events | Tight, especially 120-plus |
| August | 1.05 - 1.15 | Hot, domestic demand easing | Good |
| September - October | 0.90 - 1.00 | Transitional, storm risk rising | Wide open |
| November - December | 0.80 - 0.90 | Rain and storm season | Wide open |
| January | 0.95 - 1.10 | Cool and grey; avoid the Tet week entirely | Variable |
The autumn discount is real and substantial. Whether it is a good trade depends on how much of the programme sits outdoors — see the weather page for an honest assessment.
Grade multipliers and programme length
| Variable | Effect on per-person cost |
|---|---|
| 3-star accommodation | 0.74 - 0.82 of the 4-star figure |
| 4-star accommodation | Baseline |
| 5-star resort | 1.40 - 1.70 |
| 3 days 2 nights | Baseline |
| 4 days 3 nights | 1.32 - 1.42 |
| 5 days 4 nights | 1.60 - 1.75 |
| Conference removed | −10 to −16% |
| Gala removed | −15 to −25% |
| Ba Na Hills added | +8 to +14% |
Payment structure
| Milestone | Share | When |
|---|---|---|
| Deposit on signature | 35% | Converts the soft hold to a confirmation |
| Second payment | 50% | 30 days before arrival |
| Balance | 15% | 7 days before arrival, after the rooming list locks at 14 days |
The deposit is calculated on a guaranteed minimum headcount, not on your optimistic estimate. Falling 5-10% short of that minimum carries no penalty, because corporate headcounts move and a structure that punishes normal variation produces arguments.
The detailed quote will land within 15% of the indicative range above, provided the brief you give us is accurate and the destination, accommodation grade and season do not change.
Get a number you can take internally
Four fields and the detailed quote lands within three working days, inside 15% of the range on this page.
Questions travellers ask most
Why are these ranges rather than fixed prices?
Because the spread between a basic and a premium version of the same programme structure is genuinely that wide, and quoting a single number would mean choosing for you. The detailed quote is a fixed number against a specific brief.
How does Da Nang compare with Phu Quoc on cost?
At the same accommodation grade and programme shape, Da Nang runs roughly 15-20% below Phu Quoc. The reason is structural: nothing has to be flown or shipped to an island, and supply is deeper so properties compete for the group.
Is the autumn discount worth taking?
For a conference-weighted programme, usually yes. September and October are 10 to 20% below the spring rate and the risk is manageable with contracted indoor alternatives. For a programme built around a beach gala, the trade is less attractive.
Do you charge for producing a detailed quote?
A refundable card authorisation is required before we produce a detailed quote. It filters speculative enquiries, since producing a real quote takes two working days of somebody's time, and it is released in full within five days if you do not proceed.
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Tell us about your group
Dates, party size and the places you care about are enough to start. You get a draft route and an indicative price, not a brochure.