Offsite and event transport cost calculator
Headcount in, vehicle mix and an honest charter band out — using the same minimum-kilometre arithmetic we would use to quote you, not a one-way distance shortcut.
In short
This calculator applies the real Bengaluru charter rules: billable kilometres are the greater of the round-trip distance and the class minimum × days (250 km/day for a tempo traveller, 300 for a minibus, 350 for a 45-seater), plus ₹600–₹1,250 driver bata per day. It returns a vehicle mix, a charter band and a cost per person.
Reviewed 20 September 2026 · rate basis synchronised with rate card version 2026.3; recalculated whenever the card is versioned
Your charter estimate
—
—
- Vehicle mix—
- Billable kilometres per vehicle—
- Driver bata, total—
- Cost per person—
- Seats you are paying for—
Charter subtotal only. Tolls, parking, inter-state entry tax and GST are added at actuals. Figures come from rate card version 2026.3 and are indicative bands, not a quote.
How this calculation works
Four steps, in the order we would do them on a quote sheet. There is no hidden multiplier and no lead-capture gate — the numbers are the numbers.
1 · Vehicle mix. Headcount is divided by usable capacity, which is one seat below nameplate on every class because a coordinator seat is kept free. The 'cheapest per seat' preference tests every class and picks the lowest total; 'fewest vehicles' biases toward larger coaches; 'more vehicles' restricts to 32 seats and under so you get shorter pickup loops.
2 · Billable kilometres. The greater of the actual round trip and the class minimum multiplied by days held — 250 km/day for a tempo traveller, 300 for a minibus or 33-seater, 350 for 45 seats and above. On short trips the minimum wins, which is exactly why a Nandi Hills day should be priced on a local package instead.
3 · Driver bata. ₹600–₹800 a day for a standard vehicle, ₹800–₹1,000 for 35-seat and larger coaches, ₹1,000–₹1,250 for Volvo and Mercedes classes, multiplied by vehicles and days. Duties running outside 06:00–22:00 attract a loading that this calculator does not model — ask us.
4 · What is deliberately not included. Tolls, parking, inter-state entry tax and GST. We could put an average in and the total would look more complete and be less true. Tolls on the Mysore and Tumkur corridors vary by route choice; entry tax depends on whether the vehicle holds an All India Tourist Permit; GST depends on which election your finance team makes. All three are named as line items on the real quote.
If the calculator gives you a number that looks too high for a short trip
It probably is — and the reason is the minimum-kilometre rule doing its job. A 60 km Nandi Hills day trip in a 45-seater bills 350 km because that is the class minimum for one day held. The right product for that trip is a local 8-hour / 80-kilometre package at ₹15,000–₹18,000 plus extra kilometres at ₹45–₹50, not outstation per-km pricing. Anywhere inside roughly 120 km of Bengaluru, ask for the package rate and compare. We quote both on the same sheet.
Cost per employee, and comparing it with a cab policy
The most useful output on this page is the per-person line, because it is the only figure that compares directly with what your company already spends on travel reimbursement.
We deliberately do not publish a cab-versus-bus rupee comparison. We do not operate cars in Bengaluru, and inventing a competitor's taxi rate to make our own product look good is exactly the kind of arithmetic this site exists to argue against. What we will say is what the comparison actually turns on, which is rarely the fare.
Coordination. Fifty people in cabs is twelve to seventeen vehicles, twelve to seventeen drivers, twelve to seventeen arrival times and one HR person who does not enjoy their morning. One coach is one manifest and one phone number.
Arrival integrity. A convoy of cabs arrives spread over 40 minutes and a session starts late. A single vehicle arrives once.
Accountability. A charter has a named operator, a contract, a permit, an insurance policy with a stated passenger liability and a control room. An aggregated cab booked on an app has none of those things in any form your risk team will accept for a company offsite.
Take the per-person number from the calculator, put it next to your own reimbursement average, and add the three items above to whichever side you think they belong. That is an honest comparison.
Questions we answer daily
How many buses do I need for 100 employees?
Four 33-seat AC buses if you want the lowest cost per seat, or two 45-seaters plus a 27-seat minibus if you want fewer vehicles. Plan usable capacity one seat below nameplate for a coordinator, and remember that real attendance on a 100-person offsite is typically 86 to 92 people.
Why does the calculator bill more kilometres than the distance?
Because Bengaluru charter pricing applies a minimum per day held: 250 km for a tempo traveller, 300 for a minibus or 33-seater and 350 for 45 seats and above. A two-day Coorg trip covers 530 km of road but bills 700 km in a 45-seater. Every operator prices this way; this calculator just says so.
Does the estimate include tolls and GST?
No, and that is deliberate. Tolls vary with route choice on the Mysore and Tumkur corridors, inter-state entry tax depends on whether the vehicle holds an All India Tourist Permit, and GST depends on whether you take the 5% or the 12% invoice. All three appear as named lines on the written quote.
How accurate is this calculator?
It reproduces the arithmetic on our rate card version 2026.3 exactly, so the band it returns is the band we would quote before actuals. What it cannot know is your exact return time, your pickup spread and whether the destination charges coach parking — which is why the written quote is the number that counts.
Can I use this for a conference or event shuttle?
Only for the outstation legs. Event-day city shuttling is a different product priced at ₹6,000–₹10,000 per 40-seat AC coach per day, because a hotel-to-venue loop covers 60–90 km rather than a class minimum. Use the conference shuttle page for that, not this calculator.
Why is a one-day trip so expensive per person?
Because the class minimum applies whether you drive it or not. A single-day 45-seater bills 350 km at ₹48–₹65 regardless of whether you went 120 km or 340. Inside about 120 km of Bengaluru, a local 8-hour / 80-kilometre package plus extra kilometres is almost always cheaper.
Does it work for a mixed group with separate pickup points?
Choose 'more vehicles, shorter pickup loops' and it restricts the mix to 32 seats and under, which is what you want when people are spread across Whitefield, the ORR and Electronic City. The total will be higher than a single-coach answer and every passenger will travel roughly an hour less.
Can I get this estimate as a document?
Send the four inputs on WhatsApp and we will return a written proforma with billable kilometres, bata by day, named actuals and both GST versions, usually within two hours. That is the document your finance team can raise a purchase order against; a screenshot of a calculator is not.
Where the numbers come from
- Rate card 2026.3 Every rate this tool uses, with the changelog
- Corporate offsite transport Worked mixes for 25 to 200 people
- Getaway cost matrix Fourteen destinations pre-computed
- Employee transport contracts Monthly, not per-trip
- Permits and entry tax What a border crossing adds
- Minibus rental The class the calculator picks most often
Send the headcount, the pickup points and the date.
You get a written quote with billable kilometres, bata, tolls and the GST option spelled out — usually inside two hours, on WhatsApp or as a proforma invoice your finance team can raise a PO against.