Planning tool
Guest RSVP & Headcount Tracker
Keep a running headcount and per-person cost in your browser as guests confirm or drop out. Add names, mark them in or out, and the per-person share of the quoted total updates. The list is stored on your device only; it does not send links or collect responses from guests.
- From
- $245/hr
- Most trips
- 4 hours
- Quotes sent
- 16k+
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What the Guest RSVP & Headcount Tracker is for
The hard part of organizing a group ride isn't booking the bus. It's working out who is actually coming and what each of them owes. This tracker keeps a running list of guests, marks each one confirmed, maybe or declined, and shows the per-person share as the answers land.
It's built for organizers splitting one bus total among friends: bachelor and bachelorette groups, birthdays, prom groups, nights out. Enter the total bus cost, add each name and set their status. You get the confirmed count, the undecided count, the cost per confirmed guest, and what the share would drop to if every maybe says yes.
How to use it
- Enter the total bus cost. Use the full written total from your quote, fees and the gratuity your group agreed on included. The tool divides one figure, so anything left out won't show up in anyone's share.
- Add each guest by name. Type a name and press Enter or click Add. New guests start as Maybe, since you normally add people before they've actually committed.
- Set each guest's status. Click the check mark for confirmed, the question mark for maybe, or the X for declined. Declined guests stay on the list but drop out of the math. The small X on the right removes someone completely.
- Watch the per-person figures. Per Person (confirmed) divides the total by confirmed guests only. The line underneath shows the lower share if every maybe confirms, which is a handy number for nudging the undecided.
Guest RSVP & Headcount Tracker
Planning aid. Results use the assumptions explained below; your written quote and the provider's policies are what count.
If all maybes confirm: $400.00/person
Reading the results
Per Person (confirmed) is the worst case for your current list: the total split among the people who have committed. That's the figure to plan around, because maybes drop out. The 'If all maybes confirm' line is the best case, and it only appears when there are maybes to count.
The math is exact division of the number you enter. It knows nothing about the tip, fuel, parking, tolls or anything else outside that total, and it assumes everyone pays the same. If some guests ride one way, or the guest of honor isn't paying, adjust the total or handle those shares separately.
The list isn't saved. Refreshing or leaving the page clears it and brings back the three sample names. Keep your real list in a note or spreadsheet and come here to run the numbers.
Worked example: Splitting an $1,800 bachelorette ride
An organizer has an $1,800 written total, gratuity included, and invites 15 people. A week later 11 have confirmed, 3 are maybes and 1 has declined. She enters $1,800, adds all 15 names and marks each one.
The tracker shows 11 confirmed, 3 maybe and a confirmed share of $163.64 per person. The line underneath says that if all the maybes confirm, the share drops to $128.57. The declined guest changes neither number.
She messages the three maybes directly with both figures and a firm deadline, explaining that the confirmed guests pay the higher share if they don't decide. She collects $163.64 from each confirmed guest for the deposit and plans to refund the difference if the maybes join.
Mistakes to avoid
Collecting at the best-case price
Charge everyone the 'all maybes confirm' figure, have two maybes drop out, and you're covering the gap. Collect at the confirmed share and refund later if more people join.
Leaving the tip out of the total
If gratuity isn't already in your quote, add what your group agreed on before splitting. Otherwise one person ends up covering the tip for everyone at the end of the night.
Treating the tracker as your saved list
It doesn't save names or statuses, and a refresh resets it. Keep the master list somewhere permanent and re-enter it when you want to check the math.
No deadline for maybes
The per-person figure can't settle while people stay undecided. Set a clear response date that falls well before your deposit or balance is due.
Where to go next
- Cost Split Calculator Split a total with a tip percentage once your headcount is firm.
- Deposits and payments guide Time your group collection around when payments are due.
- Group Size Recommender Check the vehicle size still fits as confirmations change.
- Bachelor party buses See planning notes for groups splitting one ride between friends.
What people actually pay
Quotes across our markets · June 2023 – September 2026
- Per hour, starting around
- $245–$355
- Typical night out (4 hours)
- $1,300–$1,580
| Party size | Per hour, from |
|---|---|
| 1–10 passengers | $225–$315 |
| 11–15 passengers | $240–$340 |
| 16–20 passengers | $260–$365 |
| 21–30 passengers | $280–$400 |
| 31–40 passengers | $305–$450 |
| 41–60 passengers | $300–$450 |
Your price depends on the date, the city, how many hours you need, the bus and your group size. These come from quotes we have actually sent: the low end up to the middle of the range. Busy Saturdays cost more, quiet weeknights less. Minimum hours, the drive to your pickup, tolls and gratuity all move the final number.
Five minutes that saves the night
Full booking checklist- Pay the company named on the contract, nobody else.
- Ask for photos of the actual bus and its legal seat count.
- Get one total with hours, travel, tolls, tax and gratuity listed out.
- Read the cancellation and bad-weather terms before you put money down.
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Guest RSVP & Headcount Tracker questions, answered
Why do new guests start as Maybe?
Most organizers add names before people have committed, so the tracker assumes undecided until you say otherwise. That keeps the confirmed share honest, since it only counts people you've actively marked. Click the check mark once someone has confirmed, ideally after they've paid.
Does the tracker save my guest list?
No. Everything lives in the open page only. Refreshing, closing the tab or navigating away resets the list to the three sample names. Keep your real list in a notes app or spreadsheet and come back here whenever you want to check the per-person math.
What happens to declined guests in the math?
They're left out entirely. They stay visible on the list so you remember who said no, but they don't affect the confirmed count, the maybe count or either per-person figure. Use the small X on the right if you'd rather clear them away.
Why does the per-person cost show $0.00?
It only divides by confirmed guests, so with nobody marked confirmed there's nothing to divide by and it shows $0.00. Mark at least one guest with the check mark to see a real share. The maybe line still shows what the split would be if everyone undecided joined.
How do I handle a guest of honor who is not paying?
The tracker assumes every confirmed guest pays the same. Simplest fix: leave the guest of honor off the list, or mark them declined, so the total splits among the paying guests only. Tell the group the share covers the guest of honor too.
Should I include the tip in the total bus cost?
Yes, unless your quote already includes gratuity, so check the written quote first. If it doesn't, add whatever your group agreed to the total before splitting, so the tip gets collected with everyone's share instead of landing on one person at the end.
When should I stop taking maybes?
Set a deadline before your deposit or balance is due, so you know the final headcount before you pay. After that date, treat the remaining maybes as not coming. If they turn up later, you can refund the confirmed group the difference, as long as there's still a seat.
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Ready for a real price?
Send us what you worked out here and we will quote your actual trip.
No obligation. Written quotes from a reservation agent. Availability varies by date, vehicle, and provider.
What we see in real requests
Taken from quote requests people sent us. These are requests, not completed trips.
61% of every request we get is for a Saturday, and another 20% for a Friday. That is why Saturday availability is the first thing to ask about.
All markets · June 2023 – August 2026
Requests peak in April, July, and August, when prom, graduation, and wedding season all land at once. Spring dates are the ones that go first.
All markets · June 2023 – August 2026
4 hours is by far the most common ask: 71% of the requests that name a length come in at exactly that. Another 18% want 6 hours or more.
All markets · June 2023 – August 2026