How Experience Pricing Works
Experience pricing in EquipDash is flexible enough to handle a variety of business models. Whether you charge per person, per group, or adjust prices by season, EquipDash has you covered.
The Two Pricing Decisions
When you create or edit an experience, you make two pricing decisions:
- When does the pricing apply? — Year-round or seasonal.
- How do you charge? — Per participant or per group.
These two choices combine into four possible pricing configurations.
Applies: Year Round vs Seasonal
Year Round
One set of prices applies all year long. This is the simplest option and works well if your pricing does not change with the seasons.
Seasonal
Different prices apply during different seasons. For example, you might charge more during summer and less during the off-season. This requires seasons to be configured in your account. See Seasonal Pricing for details.
Pricing Structure: By Participant vs By Group
By Participant
Each person booking the experience pays an individual price. You can set different prices for different types of participants using rate categories — for example, Adult, Child, Senior, or any custom category you define.
This is the most common pricing model for tours and activities. See Rate Categories for more on setting these up.
Example:
- Adult: $65 per person
- Child (5-12): $40 per person
- Under 5: Free
By Group
A single flat price covers the whole group, regardless of how many people attend (up to a maximum number of participants that you define).
This works well for private tours or activities where you charge a fixed rate for the experience itself.
Example:
- $250 per group (up to 8 people)
The Four Pricing Configurations
| Configuration | When to Use | Example |
|---|---|---|
| Year Round + By Participant | Simple per-person pricing all year | Guided hike: $50/adult, $30/child |
| Year Round + By Group | Fixed group rate all year | Private boat tour: $300/group |
| Seasonal + By Participant | Per-person pricing that varies by season | Summer kayak tour: $70/adult; Winter: $50/adult |
| Seasonal + By Group | Group rate that varies by season | Summer private tour: $350/group; Off-peak: $250/group |
How Pricing Appears to Customers
In the booking widget, customers see the prices relevant to their booking:
- For per-participant pricing, they select how many people of each rate category are attending. The total is calculated automatically.
- For per-group pricing, they see the flat group rate and the maximum number of participants allowed.
- For seasonal pricing, the system automatically applies the correct rate based on the date of the session they are booking.
Setting Up Pricing
Pricing is configured during Step 2 of the experience wizard when you create or edit an experience.
- Choose Year Round or Seasonal under the "Applies" section.
- Choose By Participant or By Group under the "Pricing Structure" section.
- Fill in the price fields that appear.
For per-participant pricing, you will need to select which rate categories to use. If you have not set up rate categories yet, see Rate Categories.
Changing Pricing Later
You can change the pricing structure of an existing experience at any time by editing it. However, be aware that:
- Switching between By Participant and By Group will reset your existing prices. You will need to re-enter them.
- Switching between Year Round and Seasonal will also reset prices.
- Existing bookings are not affected by pricing changes — they keep the price that was calculated at the time of booking.