Repeat agency partners
10 — 14%
Hybrid pass-through structure for agencies on their second program with us. We open the supplier-cost ledger and bill the coordination fee separately.
Pricing
Twelve line items. One defined fee. No invoice surprises.
Most Thai DMC quotes look comparable on the headline and surprise on the final invoice. We structure quotes so procurement teams can compare like for like, and so finance teams can reconcile every number against the contract appendix.
What follows is exactly the structure we send. The numbers in the sample budget below are illustrative; we quote against your real brief within 48 hours of receipt.
The twelve lines
Every Halia proposal contains these twelve lines. Nothing material is bundled or hidden.
1. Room block
Net room rate × nights × room count, named hotel, room category, and any block-discount terms.
2. Hotel F&B
Breakfast, group lunches, group dinners, gala dinner — broken out per meal with cover counts.
3. Service charge (10%)
Standard Thai hotel and restaurant service charge, shown separately from VAT and from the headline F&B figure.
4. VAT (7%)
Thai value-added tax on Halia-billed services, shown separately so finance teams can reconcile against the local tax regime.
5. Ground transport
Arrival transfers, departure transfers, and in-program transfers between activities. Vehicle type, count, and crew specified per move.
6. Activities
Each programmed activity priced individually with crew, equipment, transfers, and any per-pax fees.
7. Permits
Marine park entry (Ang Thong is THB 300/pax), temple permits, special-use venue permits — listed line by line.
8. AV production
Sound, lighting, stage, screens, and technician schedule for any gala, awards, or event programming. Tech-rider available on request.
9. Gratuity allocation
Pre-funded gratuity pool for drivers, boat crews, guides, and on-island event staff. Lets you avoid awkward cash distribution on closing day.
10. Activity insurance
Per-activity insurance fees for boat charters, water sports, and adventure programming. Itemised because they are variable by group size.
11. Halia coordination fee
Defined percentage of net program cost. Disclosed up-front by client tier (see below). Not buried inside other line items.
12. Contingency
Recommended 5% buffer for weather, force majeure, and group-size variability. Refundable to you if not drawn during program execution.
Coordination fee — disclosed up-front by client tier
The Halia fee is line item 11. Not commission baked into hotel rates.
We disclose the coordination fee at the start of the proposal, with a defined percentage by client tier. Suppliers are billed at net rate; the fee is the only place we make money on a program.
First-time agency clients
18 — 22%
Standard agency pricing for the first program together. Transparency on every line; no commission baked into hotel rates without disclosure.
Direct corporate buyers
25 — 30%
Direct-buyer pricing reflects the deeper service envelope — concept design, briefing, on-island delivery, post-program reporting — that an agency would otherwise own.
Sample line-item budget
What a 100-pax, 5-day incentive at Conrad actually looks like, broken out.
Indicative line-item budget for a 100-pax, 5-day incentive at Conrad Koh Samui (illustrative only — every program is quoted on the actual brief).
1. Room block (50 villas × 4 nights)
USD 88,000
2. Hotel F&B (3 group meals + gala)
USD 56,000
3. Service charge (10%)
USD 5,600
4. VAT (7% on Halia-billed services)
USD 4,900
5. Ground transport (arrival, departure, in-program)
USD 6,800
6. Activities (full-day catamaran, cooking, Muay Thai)
USD 14,500
7. Permits (Ang Thong + temple)
USD 1,400
8. AV production (gala only)
USD 6,200
9. Gratuity allocation
USD 1,800
10. Activity insurance
USD 1,200
11. Halia coordination fee (12% net, repeat-agency tier)
USD 22,400
12. Contingency (5%, refundable if not drawn)
USD 10,400
Total program (illustrative)
USD 219,200
Per pax
USD 2,192 per pax
What we do not bake in
Items we deliberately leave out of the program quote.
International and domestic flights
We coordinate flight planning and provide routing recommendations (direct USM vs Bangkok overnight) but do not mark up airfare. Booked through your preferred TMC or directly.
Participant insurance
Activity-specific insurance is included (line 10). Comprehensive participant travel insurance is the buyer's responsibility per most corporate travel policies.
Visa coordination
Thailand visa requirements vary by passport. Halia provides a participant briefing pack including visa guidance; visa fees are paid by participants directly.
Force majeure adjustments
If a program is materially altered by force majeure (typhoon, civil disruption, public health), supplier-side cancellation terms apply. Documented in the contract appendix.
FAQ
Procurement and finance questions, answered.
Why publish this when most DMCs do not?+
Procurement teams ask for line-item breakdowns. DMCs that cannot provide them lose the proposal. We are designed to be the agency that can answer the procurement-side questions in writing.
Is the 5% contingency really refundable?+
Yes. The contingency line is held as a buffer against weather, force majeure, and unexpected group-size variability. If the program runs to plan, the unused balance is refunded as part of the post-program reconciliation.
What currency do you bill in?+
USD, EUR, GBP, or Thai baht. Settled via wire transfer, Wise Business, or local arrangement. Most agency clients prefer USD or EUR; corporate buyers vary by finance policy.
What is the typical payment schedule?+
30% deposit on confirmation (suppliers are not held without deposit), 40% at 60 days before program start, 30% at 14 days before program start. Final reconciliation within 14 days of program close.
Can you provide post-program emissions reporting?+
Yes, as an optional layer. Coordinated with Climate Partner or Sustainable Travel International. Cost: USD 1,500 — 4,000 depending on program complexity. Reporting available within 4 weeks of program close.
What do you charge for a one-day catamaran charter or standalone gala?+
Smaller standalone bookings (single-day catamaran, gala-only, half-day team building) are priced per-event with the same line-item structure. The coordination fee on standalone events is typically 15 to 20% rather than the multi-day program structure.
Send the brief
For an actual quote in this format, send the brief.
We respond within 48 hours with the twelve-line breakdown ready for procurement review. No obligation.