Calculator
Small group trip break-even calculator
Enter your price, your per traveler land cost and your fixed outlays, and see the seat at which the departure turns profitable and what it pays you per hour.
Free tools
Free calculators for running a small group departure
Both of these answer questions organizers usually settle with a guess: what this departure actually pays you, and how many hours of roster admin it quietly costs.
A full roster is not the same as a profitable trip. Between the published price and what lands in your account sit land costs, a guide retainer, your own airfare, the card fee taken from every installment and the eighty odd hours you spent selling and organizing. The break even calculator puts all of it in one view so you can see the seat at which the departure stops losing money.
The second calculator counts something organizers rarely measure: the administrative hours a departure consumes before anyone boards a plane. Payment chasing, document collection and rooming are each small tasks repeated across twelve travelers, and multiplied across a season they add up to work weeks. Use both numbers when you set next season's prices and decide how many departures you can honestly run.
Calculator
Pre-departure admin hours calculator
See how many hours the roster work on one departure takes and what that becomes across a full season of trips.
Working document
The departure readiness checklist
Every task a small group departure needs between the day you announce it and the morning everyone meets in the lobby, in the order it has to happen.
Why both calculators are open with no sign up
There is nothing proprietary about the arithmetic of a departure. Every organizer already does some version of it on the back of a ground quote, dividing the guide retainer and her own airfare across whatever roster she ends up with, subtracting a card fee she half remembers, and rounding to a price that reads well on the trip page. Putting that same math into a form that adds up correctly is not worth charging you an email address for, so neither calculator asks for one.
Run them and take the numbers with you even if you never open a roster here. The break even seat is useful the next time a ground partner quotes you a minimum, and the admin minutes per traveler are useful the next time you decide whether next season is three departures or six. If either figure makes uncomfortable reading against the price you published last year, that is the calculator doing exactly what you opened it for.
Now take that number back to the roster
A break even seat or a season admin total only earns its keep if you change something because of it. Book a demo and we will open a departure with your roster size and your published payment dates in it, so you can see which of those hours the installment reminders and document requests take off your desk. Nothing to install and nothing to migrate first.