Short answer: it depends. In practice the “minimum” depends on what exactly you want to organize — a private guide only, hired transport, group tickets for museums, or a full pilgrimage package with accommodation and pastoral care. In this article I explain typical thresholds you’ll encounter and give simple tips to avoid unpleasant surprises.
A private guide will often lead a tour for 1–2 people, while services that involve group tickets, a coach, or special reservations at sanctuaries usually require more participants.
I won’t be describing offers from other guides or companies here — this text focuses on what’s useful when planning a pilgrimage with private sightseeing in Krakow.
Below I break this down into the most important elements and concrete numbers you’re likely to meet in practice. That will make planning and conversations with a travel agency, your parish or the venue much easier.
1) Private guide - minimum: often 1–2 people. If you want a personal walk through the Old Town with commentary tailored to your group, in most cases a guide will accept a small group. When booking, check whether the price is fixed (hour/day fee) or charged per person.
2) Group tickets for museums and city institutions - minimum: around 10 people. Many institutions offer group rates and a group guide only from a certain threshold (e.g. 10 people); below that, individual tickets apply.
3) Educational activities/workshops - minimum: often 15 people. School and educational workshops usually have a minimum participant number.
4) Coach / transport - minimum: depends on the vehicle. A small minibus can be rented for a few people, while a full-size coach usually becomes cost-effective from about 20–25 people. With few participants the cost per person rises because fixed transport costs are divided among fewer people.
5) Full pilgrimage package (accommodation, special tickets, pastoral support) - minimum: often 20–40 people. Many parishes and agencies set a minimum number of participants below which a trip can be cancelled or the price adjusted. Thresholds like 30 or 40 people are not uncommon, especially when flights, hotel blocks and a priest’s presence are involved.
Remember — the numbers above are typical examples; final conditions are set by each organizer, institution or agency.
Minimums exist for several reasons: fixed costs (coach hire, guide reservation fees, pre-purchased entrance tickets), organisational limits (booking a place for Mass, pastoral services) and museum/institution pricing policies. If an organiser expects a small group, they often have to cover the same fixed costs themselves, so they may charge more or refuse to confirm without a minimum.
For example, reserving a special place in a sanctuary or ordering an official Mass for a group involves extra fees and logistics, so parishes and offices tend to prefer larger groups that justify those arrangements. Similarly, a museum will offer a group ticket and assign a group guide only from a certain threshold because managing groups requires dedicated coordination.
This is normal — smaller groups aren’t doomed to problems, you just need to choose the right booking model.
- What is the minimum number of participants required for the offer to be realized — and is it possible to guarantee the trip for an extra fee?
- Is the price calculated per person, or is it a fixed fee for the guide/coach?
- What are the group ticket rules at the places you’ll visit (minimum people for a group ticket, booking hours, need for advance notification)?
- Is there a reservation for Mass or another service in the program, and what conditions does the parish/sanctuary impose (advance booking, fees for celebrants, seat limits)?
- What is the contingency plan if the minimum is not reached (extra payment, rescheduling, joining another group)?
- Is transport (coach) confirmed and how does cost change with different participant numbers?
- What is the cancellation policy and refund schedule — especially important for group reservations and paid entrance tickets?
Asking these questions early gives you time to adapt the program and budget. Get answers in writing — an email is enough — to avoid misunderstandings.
- Guarantee top-up: often an organiser or agency will agree to run the trip for fewer people if the group pays the difference in costs. This is a quick solution for small groups that don’t want to change dates.
- Change the format: instead of a full package choose a shorter program — for example just a guided walk without transport or without accommodation — then minimums may be lower.
- Book a private guided walk at a fixed rate: many guides offer a flat hourly/daily fee regardless of group size — convenient when your group is small.
- Combine groups: talk to the parish, deanery or local organisers — sometimes it’s possible to join two small groups and share costs.
- Self-guided visiting with a short guide commentary at key places — this saves time and money while still delivering a strong spiritual and tourist experience.
Each option has pros and cons — choose what matters most for your group: flexibility of dates, lower price, or certainty the trip will happen.
- Price scale: for most operators the cost per person decreases as the group grows. With small groups many services become relatively more expensive because of fixed costs.
- Practical example: day and multi-day offers often show price brackets for 2, 3–4, 5–8 people, etc. — this is normal and shows how transport and reservation costs spread out.
- Private guide: you can expect hourly or daily rates. For a small group an hourly fee is often the most sensible choice.
- Transport: a small minibus is good for very small groups; a coach is economical for 20+ people.
- Souvenirs and entrance tickets: remember that some attractions apply group rates only from 10–15 participants — with smaller groups you’ll buy individual tickets.
Budget planning: ask for a calculation of total cost and cost per person for three scenarios: low (e.g. 10 people), medium (20–25) and high (30+). That will show how much you’d need to top up if the group doesn’t grow.
- Written confirmation of the minimum number of participants and any extra payment required.
- Group ticket reservations (museums, Wieliczka Salt Mine, etc.) with information about required participant thresholds.
- Reservation for Mass or visits in sanctuaries with clear rules about numbers and costs.
- Confirmed transport with vehicle description and capacity.
- Information about alternative costs (what happens if people are missing — extra payment, rescheduling, program change).
- Contact details for the responsible person on the guide’s and organizer’s side (phone + email).
- Book early. The sooner you confirm dates and numbers, the more options you’ll have and the lower the risk of extra charges.
- Don’t be afraid to negotiate — asking for an offer with several variants (no coach, no accommodation, guaranteed execution for an extra fee) gives you flexibility.
- For a small group consider a private guided walk for a flat fee instead of chasing a cheaper group option that might not work out.
- If you’re organising a parish pilgrimage, coordinate registrations and payments so you quickly reach the required threshold.
If you’d like, I’ll gladly help plan a pilgrimage program around Krakow — from a short walk through the Old Town to visits to Łagiewniki (Sanctuary of Divine Mercy), the Wieliczka Salt Mine, Wawel and other places of devotion. Tell me how many people you expect and what matters most to you — I will prepare a proposal tailored to your needs and budget.
Meeting points and timing - for parish groups it’s convenient to choose a single meeting point (a church or central square). Allow extra time for luggage, tickets and restroom breaks, especially when visiting sites with security checks.
Wawel and St. Mary's - Wawel Castle (including Cathedral) and St. Mary's Basilica are very popular; if you plan visits there, reserve slots in advance to avoid queues and to secure space for a Mass or blessing if needed.
Wieliczka Salt Mine - a UNESCO site outside Krakow often requires pre-booking for group visits. The tour routes include stairs and underground passages, so check mobility needs in advance.
Sanctuaries and Łagiewniki - if you want a reserved Mass or group service at a sanctuary, contact the sanctuary office early. Some services require a fee or prior arrangement for a celebrant.
Food and rest stops - for a hearty traditional meal try places serving pierogi and regional dishes; if you prefer a quick stop, Krakow has many cafés near the Old Town. For groups I can suggest suitable restaurants with space for larger parties.
Accessibility - if any participants have limited mobility, tell the organiser in advance. Some historic sites have limited access and may require special arrangements.
Local transport - Krakow has good public transport (trams and buses). For door-to-door comfort and time savings, consider private transport; for short inner-city visits a short walking program combined with local public transport can work well.
If you’d like help with a sample itinerary, cost estimate for different group sizes, or recommended restaurants and meeting points, tell me your preferred dates and the number of participants and I’ll prepare options.
