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Pre-Tour Preparations

Pre-Tour Preparations. Learning Objectives. To know how to start preparation for a tour. To prepare a checklist for a multi-day international tour. To understand fund transfers and standard vendor payment arrangements. To prepare a rooming list. Documentation Considerations.

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Pre-Tour Preparations

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  1. Pre-Tour Preparations

  2. Learning Objectives • To know how to start preparation for a tour. • To prepare a checklist for a multi-day international tour. • To understand fund transfers and standard vendor payment arrangements. • To prepare a rooming list.

  3. Documentation Considerations • Currently valid passports;

  4. Documentation Considerations • Currently valid tourist visas; • Health cards with all required immunisations documented; • Completed entry cards; • Completed currency control cards (for some countries); • A paid-for airline ticket for travel out of the country (for some countries)

  5. Tour Manager’s Work File • Itinerary • Contact list • Agreements or contracts • Accident report form • Death report form • Supplier evaluation form • Tour evaluation form

  6. Pre-tour Monetary Considerations • Fund transfers • To market the tour a long time before departure, collecting substantial up-front deposits at about the same time that vendor deposits are required. • To transfer sufficient funds to the destination country and held in a bank in the currency of the country until the money is needed to pay tour vendors. • Vendor payments • Pre-Payment arrangements • On-the-spot payment • Credit and Post-tour billing

  7. Tour Manager’s Preparation • Searching for information relevant to the itinerary and collect general information about the destination. • Attending a briefing and ask about anything that is unclear. • Review itinerary and vendor arrangements and make confirmation calls. • Check and review all the materials given. Be familiar with passenger names and any special client information or requests. • Prepare rooming list • Other preparations

  8. Rooming List • Tour name and code • Escort’s name • Hotel name, address, check-in and check-out date • Room No. (to be assigned) • Passenger’s tag no. name, and special instructions • Room for escort and driver • Agreement between the tour operator and the hotel on room charges. • Room and tax charges applied to the master folio, incidental charges will be billed to the individual rooms and the respective guest is responsible.

  9. Summary • Tour company should prepare a work file for the tour manager with a control form in front. • The work file should contain all the documents and forms to be in use on the tour. • Fund transfers need to be carefully managed to minimise currency fluctuations. • Tour manager must make sure he has all the documents and related materials and has prepared the rooming lists. Reference Chap 10, Essentials of Tour Management, Fay, Betsy 1992, Prentice Hall, G154.7 Fay Chap 7, Tour Design, Marketing, & Management, Poynter, J.M. Prentice Hall, G154.7 Poy

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