What it costs, and why the curve is not smooth
Per-person cost falls as a group grows, but it falls in steps rather than smoothly, and at two specific points it goes back up. Understanding where those points are is worth more than any negotiation you will do on rate.
Indicative ranges, four days three nights
At 4-star grade, shoulder season, including conference, gala and one activity. VAT included, air tickets excluded.
| Group size | USD per person | VND per person | Rooms to block | Notes |
|---|---|---|---|---|
| 20 - 29 | 395 - 610 | 10.3 - 15.9 m | 11 | Fixed costs spread thinly |
| 30 - 49 | 355 - 548 | 9.2 - 14.2 m | 16 - 26 | Complimentary allocation starts |
| 50 - 69 | 327 - 505 | 8.5 - 13.1 m | 27 - 37 | Beach dining viable |
| 70 - 119 | 309 - 476 | 8.0 - 12.4 m | 37 - 63 | Most common band |
| 120 - 199 | 297 - 457 | 7.7 - 11.9 m | 64 - 106 | Book 90-120 days ahead |
| 200 + | Quoted per project | Quoted per project | 106 + | Site survey first |
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%. A group of 46 can genuinely cost more per head than a group of 45.
Delegate 120
Above 120 the number of resorts that can offer both the room block and adequate function space narrows sharply, particularly in peak season.
Effect: you lose negotiating leverage. Fewer viable properties means less competition for your business.
If your headcount lands between 46 and 52, trimming to 45 is the single largest saving available on a Phu Quoc programme, larger than anything you will win negotiating menus or accommodation grade. We raise this before you ask, because a quote you understand is worth more to us than a quote you accept and later resent.
Season multipliers
| Period | Multiplier | Conditions | Availability |
|---|---|---|---|
| November - March | 1.25 - 1.35 | Peak. Best weather, calm seas. | Tight. Book 120 days ahead for 100-plus |
| April - May | 1.00 - 1.10 | Hot, dry, generally reliable. | Good |
| June - September | 0.70 - 0.80 | Rainy season, rough seas. | Wide open |
| October | 0.90 - 1.00 | Transitional, improving. | Good |
The June to September discount is real and substantial. Whether it is a good trade depends entirely on how much of your programme depends on being on the water — see the weather page for an honest assessment.
Grade multipliers and programme length
| Variable | Effect on per-person cost |
|---|---|
| 3-star accommodation | 0.72 - 0.80 of the 4-star figure |
| 4-star accommodation | Baseline |
| 5-star resort | 1.45 - 1.75 |
| 3 days 2 nights | 0.72 - 0.78 of the 4-day figure |
| 4 days 3 nights | Baseline |
| 5 days 4 nights | 1.22 - 1.30 |
| Conference removed | −12 to −18% |
| Gala removed | −15 to −25% |
| Island cruise removed | −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 on the deposit; because vehicles and guides are then shared by fewer people, the per-person price is requoted in writing first. This matters because corporate headcounts move, and a structure that punishes normal variation is a structure that 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. Very few operators in this market will put that in writing.
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.
Is VAT included?
Yes, all figures include Vietnamese VAT and a full tax invoice is issued. Air tickets are excluded throughout.
How much cheaper is the rainy season really?
Twenty to thirty percent below shoulder season on the total programme, not just accommodation. The trade is that marine activity may be cancelled at short notice. For a conference-weighted programme it is close to free money; for an incentive built around the island day it is a real risk.
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.