Surcharges for Excursions: How to Discuss Them?

Communication Is Key

It may seem to many people that everything is included in the price of the tour, but generally this is far from the case. To avoid the expectations vs. reality trap, it is important to discuss all additional expenses with your client in advance and agree who will pay for them.

Be careful when applying for travel documents and make sure you explain all the nuances to the traveler before signing.

Extra costs incurred during the trip are usually related to services such as transport, tickets, meals, equipment hire and others.

Extra Payments Check-list

- Fuel fee;
- Airport fee;
- Fee for scheduled airlines;
- Surcharge for business class;
- Payment for babies and young children;
- Food;
- Private transfer;
- Additional insurance, etc.

You, as a guide, may set your own conditions for additional expenses, but following a plan always makes things easier. We’ve put together some basic tips that will help you avoid possible misunderstandings:

Let’s prepare step-by-step

Notify the traveler of any additional charges

It is necessary to inform the tourist about extra payments at the stage of discussing the trip in the chat. Note which services or activities may require additional fees and explain why this might occur.

Plan the tour

Make up the tour paying attention to the traveler's interests and preferences. Then signify the list of services that will be included in the excursion and determine which of them may require additional expenses.
For example, if you plan to visit a national park, you may need to pay an entrance fee and hire transport to navigate around.

Quick maths

Calculate the approximate sum of additional fees, add 30% for contingencies and tell the client to have this amount with them just in case.

Clarify the conditions

Ask whether these charges will be included in the total cost of the trip, or whether the client will pay for them separately. Also ask if the traveler will pay for you.
Don't forget to discuss the payment methods, because if the customer is going to pay in cash, he will need to prepare it beforehand.

Let’s imagine the vice versa scenario

For example, you are in Paris and your client gets an unplanned idea to visit Disneyland. You buy a ticket (62-99 euros) but some attractions involve additional payment. Being there all day you certainly will have lunch but it’s very complicated to find a place to eat there. Oops, you should've booked a table at the Disneyland’s restaurant in advance. Now the client is stressing about the restaurant and you’re stressing about the client.
To avoid such situations you should always talk about the terms of payment beforehand. And remember that the guide is not responsible for extra expenses if they were not discussed.

In conclusion

It is important to maintain transparency when discussing extra expenses. Never hesitate to answer any questions from tourists because honest and transparent communication is the foundation of a smooth tour. If any unexpected expenses arise, be sure to inform the group and explain the reason.
We hope these tips will help you make the tour as comfortable as possible. Have a good ride!