On Tour
❖ marty sarbey de souto, ctc
My “Baker’s Dozen” Rules for Successful Trips I’VE OFTEN THOUGHT, “If people asked me to name a dozen top things I would do to ensure successful trips, even during an economic downturn, what would they be?” I could write and write, but if I had to synthesize everything I’ve learned in over 40 years of operating tours, here’s what I’d say:
1
Start your trip plans early enough …. a one-year lead time is needed. You need the first three months to plan and book all services, cost the trip and get your promotional materials published. Then the next six months are needed to market and sell, and the last three months to finalize everything.
2
Be sure to get all reservations in writing – that’s from each hotel, the airlines, receptive tour operators, and so forth - in short, from anyone who will be providing services for your group. Don’t go to press with just verbal confirmations.
3
Be sure to review all deadline dates and enter them on your master calendar so that no important deadline is mistakenly overlooked causing you to lose your space or any upfront deposits you may have already paid to suppliers.
4
Be sure your itineraries facilitate your participants doing something – not just listening or watching or remaining sedentary.
5
Try using public transport at times – it saves money and it forces them to see how the locals live (and perhaps 6 October 2011
meet some of them). Taking the subway in Moscow was one of our highlights.
6
For best hotel rates, go into big city commercial hotels during the weekend and to resorts on weekdays. Try to give hotels more business than just sleeping rooms. They’re going to be more cooperative if you’re also booking a party, meeting space, some meals, etc. Deal with their sales department rather than the reservations department.
7
Try to modify meal menus with hotels and restaurants so your folks get enough to eat but not necessarily over-eat. It’s surprising how many places will negotiate with you if you’re willing to cut a course or eliminate dessert.
8
Include something private in your itinerary – some event or feature that the “regular” public doesn’t get to do in their tours.
9
Be sure your scheduling is such that people get enough sleep and don’t get too overtired. When they’re overtired, they either start skipping events or they push themselves so as not to miss anything and then get sick.
10
Do all you can to ensure that trip participants mix, socialize and make friends. Some of the best trips I’ve had have been when things went wrong but folks remember the wonderful time they had – the laughs, the camaraderie. Facilitate this by being sure they change seats frequently on a motorcoach and don’t always
sit with the same people at meals.
11
Be willing to try alternative types of accommodations: college dormitories, bed and breakfasts, condos, and the like. As long as you’re upfront with your tour members and explain what it will be like (no elevator? share bath?) they’re usually reasonable.
Do all you can to ensure that trip participants mix, socialize and make friends
12
Price the trip so you can surely include a bang-up farewell dinner party the last night, so they go home in a festive mood with wonderful memories. It’s not just the food and drink that make for a great final evening. Think about music, telling stories, jokes, contests, skits and roasts. I often write a lengthy poem with a stanza about each member.
13
Send a welcome home letter when you get back and have a reunion soon after to keep the “travel juices” flowing so they go on your next trip – and bring along a friend. Marty is a Certified Travel Counselor who designs and leads tours. Her travel industry consulting and educational firm is Sarbey Associates (sarbeyassociates.com).
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