Company Outing Budget Guide: How Much to Spend Per Person
Company Outing Budget Guide: How Much to Spend Per Person
Your company wants to plan an outing. The question always comes: "How much should we spend?" The answer depends on many factors. This guide helps you budget accurately.
What affects company outing costs
Group size
Small groups (20-30 people): Higher per-person costs because fixed costs are spread over fewer people. But more flexibility on venue choice.
Medium groups (50-100 people): Standard costs. Most venues and providers have packages for this size.
Large groups (100+): Economies of scale kick in. Per-person costs decrease. But logistics become more complex.
Activity type
Light activities (lunch + games): Lowest cost. Focus on gathering, low equipment/personnel needs.
Adventure activities (obstacle, rafting, etc.): Higher cost. Equipment rental, professional guides, location.
Cultural experiences (cooking, batik, etc.): Moderate cost. Specialized instructors, materials.
Overnight trips: Highest cost. Accommodation, multiple meals, transportation.
Location
Jakarta area: Lower transportation costs. More venue options.
Puncak/Bogor/Bandung: Higher costs (transport, accommodation). Overnight trips add expense.
Bali or further destinations: Highest costs. Flights, accommodation, multiple days.
Season
Peak season (November-February): Higher prices, less availability.
Off-season (February-October): Better rates, more availability.
Weekdays vs weekends: Weekends slightly higher.
Cost breakdown per person
Here is what a typical outing costs per person:
Half day outing (3-4 hours)
Budget includes: Venue rental Basic lunch or snacks Simple games/activities Transportation to venue
Approximate cost: Rp 300,000-500,000 per person for medium groups.
What you get: A nice lunch, some team games, and a change of scenery. Good for casual gatherings.
Full day outing (8 hours)
Budget includes: Venue rental Breakfast and lunch Structured activities and games Transportation Professional facilitator
Approximate cost: Rp 500,000-900,000 per person for medium groups.
What you get: A full day of activities, proper meals, and actual team building. Good for companies serious about cohesion.
Overnight retreat (2 days 1 night)
Budget includes: Accommodation (1 night) Meals (breakfast, lunch, dinner, snacks) Activities and games Venue for accommodation Transportation Professional facilitators Materials and equipment
Approximate cost: Rp 1,000,000-2,500,000 per person for medium groups.
What you get: A full immersive experience away from the office. Time for deeper connection and real team building. Good for annual company retreats or major team milestones.
Adventure outing (with activities)
Budget includes: Venue with activity infrastructure All meals Equipment and gear Professional instructors/guides Transportation Safety equipment Insurance
Approximate cost: Rp 500,000-1,500,000 per person depending on activity.
Activities included: Rafting, climbing, ziplining, obstacle courses.
Budget planning by scenario
Scenario 1: Small team casual outing
Situation: 25 people, half day, Jakarta area
Budget: Venue rental: Rp 500,000 Lunch (25 × Rp 75,000): Rp 1,875,000 Games/materials: Rp 500,000 Transportation: Rp 500,000
Total: Rp 3,375,000 for 25 people Per person: ~Rp 135,000
Realistic for: Casual team gathering, no specific learning objective.
Scenario 2: Medium group team building
Situation: 100 people, full day, Puncak area
Budget: Accommodation (1 night shared rooms): Rp 500,000 per person Meals (bfast, lunch, dinner): Rp 300,000 per person Activities and facilitators: Rp 300,000 per person Transportation (bus): Rp 100,000 per person Venue rental: Rp 50,000 per person
Total: Rp 1,250,000 per person For 100 people: Rp 125 million
Realistic for: Annual company retreat, serious team building objective.
Scenario 3: Large group adventure outing
Situation: 150 people, full day adventure in Puncak
Budget: Transportation (bus): Rp 80,000 per person Lunch and snacks: Rp 150,000 per person Activities (guides, equipment): Rp 300,000 per person Venue/location: Rp 30,000 per person Insurance and safety: Rp 50,000 per person
Total: Rp 610,000 per person For 150 people: Rp 91.5 million
Realistic for: Companies that want adventure and physical challenge.
Scenario 4: Premium retreat in Bali
Situation: 50 people, 3 days 2 nights in Bali
Budget: Flights Jakarta-Bali: Rp 1,000,000 per person Accommodation (2 nights, shared): Rp 500,000 per person Meals (6 meals): Rp 400,000 per person Activities and tours: Rp 200,000 per person Local transport: Rp 50,000 per person Venue and facilitation: Rp 100,000 per person
Total: Rp 2,250,000 per person For 50 people: Rp 112.5 million
Realistic for: Leadership retreat, high-priority team building, milestone celebration.
Where money adds up
Biggest expense areas
- Accommodation (for overnight trips): 30-40% of total budget.
- Meals: 20-30% of total. Quality matters here.
- Transportation: 10-15% depending on distance.
- Activities: 15-25% depending on intensity.
- Venue rental: 10-15%.
- Facilitation: 10-15% for quality facilitators.
Areas where you can save
Venue: Choose venues outside central Jakarta for better prices. Off-season travel: February to April has lower rates. Weekday outings: Slightly cheaper than weekends. Group rates: Negotiate discounts for larger groups. Simple activities: Skip expensive activities if the goal is team bonding.
Sample itineraries and budgets
Half day (lunch gathering)
Morning: Team gathering, coffee, light introduction games. Lunch: Catered or restaurant. Afternoon: Team activity (small games, discussions). Late afternoon: Closing reflection.
Budget per person: Rp 300,000-400,000
Full day (structured team building)
Early morning: Departure, arrival, welcome. Morning: Icebreakers and team activities. Lunch: Catered meal. Afternoon: Team challenges or workshops. Late afternoon: Reflection and wrap-up. Evening: Return trip.
Budget per person: Rp 700,000-1,000,000
Overnight (2 days)
Day 1:
- Arrival, welcome, orientation
- Icebreakers and team building
- Welcome dinner
- Optional evening activity
Day 2:
- Morning wellness or team activity
- Discussion and planning session
- Lunch together
- Departure
Budget per person: Rp 1,500,000-2,500,000
How to save money without cutting quality
Smart cost management
Combine with nearby activities. Visit a nearby attraction after the main activity.
Negotiate with providers. Ask for group discounts especially for large groups.
Use your own transportation: If staff can drive, save on bus rental.
Simple food: Simple, fresh, local food costs less than fancy catering.
DIY activities: Some activities can be self-organized (but hire facilitators for team building).
Choose the right season and timing.
Common mistakes
Trying to do it cheaply: Cheap outings look cheap. Invest in quality meals and facilitation.
Overcomplicating: Adding too many activities or elements increases cost without adding value.
Skipping professional facilitation: Professional facilitators matter more than fancy locations.
Unexpected surprises: Always include a contingency budget (5-10%) for unexpected expenses.
How EO Jakarta helps
We design outings within your exact budget:
We know pricing across Jakarta venues and activities. We negotiate better rates through established relationships. We identify where to spend and where to save. We plan realistic budgets based on your group size and goals.
Planning a company outing but unsure of the budget? Contact EO Jakarta. We help you plan the perfect outing within any budget.
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