First of all, when it comes to the expense of a trip, it varies depending on what fees are included, what guests prepay for and these kinds of cases.
Speaking of which expenses guests need to prepay, it would be best if you include admission fees of facilities and/or activities where you need to book and pay in advance, such as the Ghibli art museum and a ceramics art class. Basically guides include them in Expense you would like to have it pre-settled.
However, this is also determined during preliminary consultation between guides and guests. Depending on circumstances, guests may pay admission fees and these kinds of expenses on the appointed day.
[Decide travel expenses]
When guests receive a draft plan, then find a favorite guide and plan, preliminary consultation will start within a dedicated message thread to work out the details. It will go on based on questions that guests answered, but there probably is something to check again.
In preliminary consultation, you check the expense of a trip after making sure you can continue consulting.
It is all up to you to decide what expenses they need. However, it must be decided with no discrepancy with guests. You are likely to have troubles if you set up expenses without consulting properly with guests. There are many things you need to make sure about fees; like how its breakdown is, what is included in it, and what guests need to pay on the appointed day.
For example, suppose that a day's hiking tour is in Kamakura. In the tour, we will go hiking, go around some temples, have lunch, and go to Enoshima at the end.
The cost incurred on this tour is
1. Guest side
Travel expenses for the appointed day, entrance fees to the temples, a meal fee, guide fee, and insurance fee
2. Guide side
Travel expenses for the appointed day, entrance fees to the temples, a meal fee
Since the transportation fare to the meeting place on the guide side is already included in the guide fee, it is not mentioned above. What guests pay depends on guides and also consultation. In this case, suppose that they decide to order lunch they individually want. As a result, the cost to be paid by the guest is as follows.
1. Not included in expenses
Guides' meal fees
2. Included in expense
Guides' and guests' travel fees, guides' and guests' admission fees for temples, a guide fee, an insurance fee.
Next, you will decide what to include in the preliminary payment. It is also up to guides. For example, guests pay transportation fares of the appointed day in preliminary settlement and guides pay for all fares on the appointed day, or guests do not pay transportation fares of the appointed day in preliminary settlement and pay for all fares on the appointed day.
The method recommended by Tomodachi Guide is to make preliminary settlement including everything. In this example, it is a method that guests do not pay except for the amount of meal fees and souvenirs that guests buy abruptly. If you deal with a settlement preliminary, you can avoid having troubles with money on the appointed day and also feeling sorry to ask them to pay.