2012 Religious Travel Planning Guide by Premier Travel Media

2012 EDITION

A Premier Tourism Marketing publication www.ReligiousTravelDirectory.com

contents

Vol. 2, No. 1 2012 EDITION

Your Faith-Based Tour

Choosing the Right Travel Provider

10 Hotels & Meals 12 Trip-Planning Timeline 16 Faith-Based Travel Retreats 18 Etiquette and Attitude 19 On the Road—and Back Home 21 Directory Resources

CHOOSING THE RIGHT TRAVEL PROVIDER

FAITH - BASED TRAVEL RETREATS

TRIP - PLANNING TIMELINE

About Our Contributor • Cindi Brodhecker A travel industry pro with more than 18 years’ experience in group and religious travel, Cindi Brodhecker is responsible for the editorial content in the Religious Travel Planning Guide. Based in Ephrata, Pa., she is president of Faith Travel Development and Consulting, launched in 2007 to “help group leaders, church and university leaders, and the travel industry develop group tours to change and inspire lives.” For women, she offers programs for fellow-

religioustraveldirectory.com 3 Religious Travel Planning Guide

ship and spiritual enrichment through The Priscilla Woman’s Tours. Cindi, formerly business development manager for MTS Travel, has led tours to Greece, Turkey, Israel, Germany, Switzerland and Italy to visit sites associated with the Old and New Testaments and the Reformation. Her grandfather, who was born in Greece, gave her a passion for that part of the Christian world. Her husband’s family is from Germany, a country that played a

major role in the Reformation. She has been interviewed by and written for many national publications. Cindi served as conference chairman of the first Faith Travel Conference and Expo held in Atlanta in October, 2011. She was responsible for creating and chairing the advisory board, designing the curriculum for all educational sessions, organizing panels and planning for speakers, actors and music.

Religious Travel Planning Guide religioustraveldirectory.com

Randy Mink

Groups Are Going All Over Creation Vol. 2, No. 1, 2012 Edition

t’s an exciting time to be involved in faith-based travel, a rapidly growing market that seems to know no bounds. The possibilities are endless for religious groups seeking fellowship on day trips, weekend retreats and multi-day tours. This second annual edition of the Religious Travel Planning Guide, beefed up with lots of new content, will prove to be a trusted companion for anyone working with churches, synagogues and other groups to develop programs with

LET THE RELIGIOUS TRAVEL PLANNING GUIDE AND OUR ONLINE RESOURCES EASE THE WAY FOR YOUR NEXT GROUP TRIP, FOREIGN OR DOMESTIC a spiritual component, whether it’s a once-in-a-lifetime trip to the Holy Land or an afternoon outing to a local shrine. Those merely contemplating the formation of a travel ministry will find plenty of inspiration in these pages, too. The concept of religious group travel covers many bases. While we often associate faith-based trips with spiritual retreats or pilgrimages to sacred sites, sometimes it’s smart to offer a getaway that focuses on relaxation, recreation or casual sightseeing. Much of the value of religious group travel, it’s worth noting, revolves around bonding with those who share similar beliefs. How about a white4

Religious Travel Planning Guide

water rafting trip to West Virginia or a Caribbean cruise? We want to extend a special thank you to Cindi Brodhecker, who wrote most of the articles in this guide. A friend, consultant and writer, she brings to our readers many years of expertise in faith-based travel. Complementing the Religious Travel Planning Guide is ReligiousTravelDirectory.com, which will sport a whole new look by the time you receive this guide. With listings and links to group-friendly destinations and businesses, it’s the premier research tool for the faith travel market. The website posts travel news, tour offerings and U.S and international destination features. Additionally, the e-newsletter InSite on Religious Travel offers monthly doses of ideas and inspiration for trip planners. Subscribe for free at http://insite.religioustraveldirectory.com. And by spring our new directory will be in place with lots of exciting new features. Thanks to all those in the faith travel world who have shared favorable comments on our print and online publications. We hope this 2012 edition of Religious Travel Planning Guide, combined with our online resources, will help you create and execute the best group trip ever.

Happy traveling,

Editorial Office

621 Plainfield Road, Suite 406 Willowbrook, IL 60527 P 630.794.0696 • F 630.794.0652 info@ptmgroups.com

Publisher – Jeffrey Gayduk jeff@ptmgroups.com

Managing Editor – Randy Mink randy@ptmgroups.com

Project Consultant/Writer Cindi Brodhecker

Director, Design & Production – Robert Wyszkowski rob@ptmgroups.com

Advertising Sales Office Phone: 630.794.0696 advertising@ptmgroups.com www.ptmgroups.com

The publisher accepts unsolicited editorial matter, as well as advertising, but assumes no responsibility for statements made by advertisers or contributors. Every effort is made to ensure the accuracy of the information published, but the publisher makes no warranty that listings are free of error. The publisher is not responsible for the return of unsolicited photos or manuscripts. Religious Travel Planning Guide is published annually by Premier Tourism Marketing, Inc., 621 Plainfield Rd., Suite 406, Willowbrook, IL 60527. Postage paid at Willowbrook, IL and Lebanon Junction, KY. The magazine is distributed free to religious group travel organizers and travel suppliers catering to the market. Single copies for all others is $9.95.

Send Address Change to: Premier Tourism Marketing, Inc. P.O. Box 609, Palos Heights, IL 60463

publication

Randy Mink Managing Editor religioustraveldirectory.com

Your Faith-Based Tour

hy travel with a church group when there are so many companies that offer tours to any place in the world, from the Arctic Circle to Antarctica? To answer that question we must look at the purpose and objective of your trip. The purposes of church travel programs are as varied as the types of cookies in a bakery. Let’s look at some major reasons to travel together: Spiritual enrichment. Your group may do a pilgrimage, traveling to destinations that are important to your faith. Israel is visited by more religious groups than any other country. How you visit Israel will be your decision. Your faith will always be an important factor in a visit to Israel, but did you know that Tel Aviv is one of the top 10 beach cities in the world, according to National Geographic? How you plan your Israel visit will be based on such questions as: Do you want to visit Old Testament biblical sites, New Testament sites, Palestinian areas, Jewish areas, Christian communities? Do you want to interact with people of different faiths or visit congregations sharing your beliefs?

Greece, Turkey, Egypt and Jordan are also important in the Old and New testaments. Europe is the birthplace of many denominations of today. A tour of Germany, France, Switzerland and Austria could focus on Reformation history, Anabaptist roots or Huguenot founders. Touring the United Kingdom will give you the foundations of Baptist, Methodist, Presbyterian and Episcopal denominations. Italy, Spain, France and Ireland have many important Catholic churches. Many domestic areas can also offer spiritual experiences—at retreats, churches, shrines and museums, for instance. There are numerous Catholic shrines in the U.S. that can be visited by your parish. Catholicshrines.net will give you a list by state. Here are a few examples of states and their number of shrines:

• Pennsylvania • New York • Ohio • California • Wisconsin

12 14 12 4 7

Many states have sites that hold interest for faith-based tour groups: historical 6

Religious Travel Planning Guide

PLANNING TOURS TO ENHANCE THE RELATIONS OF YOUR MEMBERS IS ANOTHER PART OF FAITH-BASED TRAVEL PROGRAMS. chapels and churches, sculpture gardens, museums and libraries (Billy Graham Library), conference centers—The Cove, Gloretta and Sandy Cove—to name a few. Cruises offer an ultimate fellowship opportunity for faith-based groups--time on the ship to spend in conversation, reflection, meditation and study. Visits at the ports of call include opportunities to enjoy the beauty of God’s creation and might even allow a few hours visiting people and doing small volunteer projects. Build community. Planning tours to enhance the relations of your members is another part of faith-based travel programs. Reaching out to inactive memreligioustraveldirectory.com

☛

you should know

Why Form a Travel Ministry? Here are a few points to encourage your religious organization to create or expand its travel ministry: Build a stronger bond between active members who may not interact on a regular basis due to age, marital status, committee involvement or focus. People can be so busy involved in their own volunteer projects in your organization. Take them out of the normal setting and get them on a bus, train, plane or ship to get time to stop and enjoy one another. This will lead to even more active members as they share their projects and get other members to join them. Bring together the generations, away from the confines of the church pews and age-related classes, worship times or interests, to join together on a motorcoach, train, plane or ship. This can take place on a one-day tour to share interests or longer trip where the generations will have time to chat and develop an understanding of each other. Set up a travel fund that can be used for members who want to travel but cannot do so financially—singles, widows, seniors, etc. This may be the most rewarding thing your organization can do in outreach. An example: A Bible college was offering a study and fellowship tour to Greece and Turkey, “The Steps of St Paul.” An elderly donor could no longer travel but wanted to give the gift of travel to a student. She donated the travel cost for a deserving student to go in her place. Support missions or missionary families and organizations by traveling to their part of the world and participating in projects that will encourage the missionaries, help others and give you a great feeling of fulfillment. Visiting your missionaries in the field opens doors of understanding that could never be ex-

religioustraveldirectory.com

perienced from letters, PowerPoints or even their visits to your church. You see firsthand the joys and challenges they experience daily and how you can support and encourage them on site or back home. Volunteer hands-on projects could be as simple as pulling weeds in gardens to building schools, health clinics or churches. Travelers today, no matter the age, want to leave more than their dollars in the destination—they want to leave their footprints and handprints. There is no age that cannot participate in these projects because of the variety of things you can do. Anyone can read a child a story in an orphanage or listen to them tell you their story. Whether it’s sharing a meal, bringing small gifts, painting a wall or sewing new curtains, these work projects lead to tearing down the old walls of misunderstanding other cultures. Planning and facilitating retreats for missionaries would include child care, teaching, fun and relaxation. Allow them to take a break and refresh their body and soul. Everyone needs to break away from normal day-to-day activities and enjoy fellowship with others in a different setting. Retreats allow this to happen in a short amount of time.

bers by inviting them to join you on a day trip, multi-day tour, international trip or cruise is a way to make them feel like a part of the group in a different and relaxed setting. Inviting non-members is great outreach to the community in general, and a positive travel experience can add to your church membership. Traveling with non-members can also widen your church’s cultural or ethnic boundaries. When you reach out to your church community and beyond, the travel destinations are endless. The tour can be to a region of interest to the cultural heritage of your hometown, a sister city in Europe, a culinary destination based on the ethnic background of the community or a place of natural beauty. Raise funds. Travel is a great tool in bringing together people who have been local supporters or introducing possible new contributors to your needs. Fundraising can benefit local membership projects, international causes and humanitarian requests in ways an individual could not impact alone. Here is one example of fundraising through travel: A local congregation needed a new educational room. They planned a “Footsteps of Paul” tour in Greece and Turkey with an added donation to the tour price for a building project. They built a new St. Paul teaching wing that gave meaning to all those who traveled, experienced the sites first hand and came back passionate to provide this facility for their congregation. Making it real and personal is always a driving force in writing the check. Another way to give supporters the opportunity to catch the vision is having the senior pastor or priest, college president or head of the organization lead the tour. This allows people more one-on-one time where the future of the church or organization can be shared and travelers become an important part of that vision with their donations. There is a proven increase in giving after trips such as this.U Religious Travel Planning Guide

Choosing the Right Travel Provider

othing is more important when starting your faith travel journey than selecting the right tour provider. The right tour operator will make your group’s dream a reality, ensuring that plans flow smoothly and provide peace of mind, a support network and industry expertise you do not have. Having your travelers ready to sign up for the next trip before they unpack their suitcases is the goal of your tour partner and your organization. But with so much competition in the market, choosing the right tour operator partner is no easy task.

☛

you should know

Create a checklist that includes the following criteria: • Does the tour operator understand the importance of this type of travel – are they responsive to your group’s needs

• Are they knowledgeable about your church, denomination and priorities

•

Can they arrange special services, allowing for daily devotions in itinerary if requested

• Do they have references from similar types of groups they have worked with

• Are they willing to be creative in itinerary planning • Are they timely in replying to email and phone calls • Do they participate in any consumer protection programs like that offered by the United States Tour Operators Association Depending on the type of trip you are offering (see page 6), a tour operator that specializes in your destination, denomination or unique program is the key to a suc8

Religious Travel Planning Guide

cessful trip. Some tour companies have great strength in the Catholic market and others may have strong ties to the Methodist, Lutheran or Baptist community. Some operators specialize in missionary-purpose travel, while others are more adept at travel ministry trips. Setting a budget in advance is most important, as operator quotes will vary based on trip inclusions – admissions, meals, hotel quality, etc., so it will be necessary to compare competitive quotes apples-to-apples. You should have an idea of what your travelers can afford, and the price of your trip needs to be reflective of this. Give tour operators a wish list of what you want to see and do, and let them know you are seeking alternate quotes. All tour operator pricing needs to clearly indicate

YOU WILL NEED TO COMPARE TOUR OPERATORS’ PRICE QUOTES APPLES-TO-APPLES

what is and what is not included. Get it in writing! Once you select your chosen tour operator, communication with your tour operator partner should cover all areas of budget and pricing in advance of setting a final selling price of your program. If you do not plan for special gifts, events and donations in the beginning, they will not happen, or if they do they will come out of your pocket (not desirable). When budgeting, look for ways to enhance the tour by adding a music or drama performance. Imagine seeing an actor portray St. Paul at Mars Hill in Athens or an actress play Mary, Mother of Jesus, at the Garden Tomb. Arranging private concerts will give your travelers something to talk about for months after they return. When pricing out trips, tour operators will always include a complimentary or reduced rate trip for a member of the congregation. This is often negotiable and can vary greatly in your final tour price. For example, compare tour operator A, who is offering one complimentary (comp) reservation per 10 paying passengers, versus religioustraveldirectory.com

GIVE TOUR OPERATORS A WISH LIST OF WHAT YOU WANT TO SEE AND DO, AND LET THEM KNOW YOU ARE SEEKING ALTERNATE QUOTES. ALL TOUR OPERATOR PRICING NEEDS TO CLEARLY INDICATE WHAT IS AND WHAT IS NOT INCLUDED. tour operator B, who offers one per group. If you are able to sell 40 slots on a trip, you would qualify for four complimentary reservations with operator A, but only one with operator B. You can use these comp trips as a fundraiser, to reduce the cost of the trip for other passengers, for your church leader(s) or to reward a deserving member of the congregation. Decide who should benefit from a complimentary or reduced-rate trip if you qualifyâ&#x20AC;&#x201D;it might be the leader and spouse, missionary family, widows or choir directors. Also determine who will be the person in charge of organizing the group. Will the senior pastor be your contact person or will the church office staff handle the phone calls and email questions? Should you enlist a volunteer from the church to be the point person and have them report back to you? As the price is finalized, you will need to decide if all gratuities are included. Or will travelers pay guides, drivers, dining room staff, housekeeping and bellmen as they go? On cruises, shore excursions are never included in the base price, so determine if you want to organize these in advance or let people make their plans on the ship. In some destinations where faith-site visits are important, you probably want to arrange private shore excursions through the cruise line or an independent tour operator. U religioustraveldirectory.com

HOTELS & MEALS

ost travel groups would not require kitchenettes or large suites, but your travelers may want to have a coffee pot or hot pot every day. This could be one of many factors in choosing a hotel, your “home away from home.” Many travelers want to wake up to the thought of that first cup of coffee or tea in their room before the start of a busy travel schedule. Other questions that may be raised by tour members: Does the room have a hair dryer? Do I need an electrical converter and adaptor? Is there an ironing board and iron? These seem like small concerns when looking at the overall travel experience but, with packing light being emphasized, it is important.

Consider the types of accommodations available—3-, 4- and 5-star hotels— and know what that means for your group, and for your travel budget. Hotels in foreign countries are categorized under a different type of rating system than in the U.S. Properties in the 2-star category would not usually be recommended, and in some countries 3-star hotels are not up to established standards with American groups. Your travel industry partner is the best source of information to assist you in understanding the comparisons to a U.S. hotel. Also understand that international hotels typically have smaller rooms that are not comfortable for three or four to a 10

Religious Travel Planning Guide

room. Many beds are twin, but if a double or queen bed is a must, be sure to designate this in preparing your rooming list. Websites for each hotel are good references and important to provide to your travel group. The hotel website has contact information for family members back home. Location is important if you have free time for evening strolls or shopping and want to be within walking distance. Citycenter hotels may be worth the extra dollars in the tour price if many of your activities are nearby – if not, save money by locating just outside the city. You will find a better quality property at a lower rate. Perhaps your group will want to stay in a monastery or mission guest house. If you are planning a youth trip, youth hostels are a great experience. It is not the amenities that attract youth to this type of lodging but the opportunity to meet travelers from many different countries and cultures. A monastery or hostel can be an exciting element to your trip, but be sure you understand that such accommodations differ from standard hotels and advise your travelers of any differences they will encounter. For example, some of these alternative

lodgings have quiet hours in the early evening. Others have minimal meal service. Do your guests have to handle their own luggage because there’s no bellman, and walk up flights of steps to get to and from their rooms? Have a bullet point list of questions before considering such lodging - advance planning can make this a very meaningful experience and ensure no surprises on arrival. If the travel is a true pilgrimage, staying in a monastery or mission guest house is an important part of the tour. Your travelers will experience a spiritual richness that is not found in a standard hotel, an opportunity to listen to the hush of holiness or the majesty of nature. Remember that monastery or mission guest houses are available in North America—you don’t need to go “across the pond” to experience this.

Handling Meal Arrangements Food is always an important part of the travel experience, and the ability to dine like a local will help your travelers immerse themselves into the trip. Good food and good health is your goal. Having an understanding of the type religioustraveldirectory.com

of cuisine native to that destination will allow your group to better experience the local flavors without suffering gastronomical consequences. For example, certain spices might not agree with the American palate, not to mention what’s considered a delicacy in some regions would not ever make it on the plate of an American traveler. If your group is planning a meal with a local host, education on both sides is important. The host is eager to show the guests the best that is available and wants them to eat heartily. If large meals are not part of your travelers’ everyday routine, explain this to your host. Travelers should also be aware of local customs and be prepared to have a “taste” of everything. The way meals are served and what is standard for each course is a point to share with your group. When enjoying dinner in Italy, many

religioustraveldirectory.com

restaurants will serve pasta as a starter but if your group is not planning on this as a beginning to a meal, they will fill up on pasta. Desserts as well are not always the grand ending expected. Some cultures will serve light desserts such as fruit or small sweets. The heavy pastry and cakes are served in the afternoon during tea time or coffee time. Aside from being able to drink the water, many countries do not have the food service standards we do and even washed fruit and vegetables can be a problem. This type of information should be shared at the information session prior to travel. Educate and prepare them with examples of what is “safe” and what is to be declined. Do your research and inform the group in advance of do’s and don’ts to ensure healthy travels. U

☛

you should know

Here are some ideas to “spice up” your culinary experience: Sharing meals with fellow denominational members or mission staff members is a wonderful experience but must be arranged in advance. Cultural experiences (music, dancing) during meals can make an ordinary meal a special event. Take the opportunity to experience local foods, especially desserts. Include performers or lecturers to join your group and enhance the experience.

For more meal-planning tips, see the article on our InSite on Religious Travel website. Log on to http://insite.religioustraveldirectory.com/?p=4194.

Religious Travel Planning Guide

Trip-Planning Timeline

nce the travel seed has been planted, there will be an extended period of activity involving deadlines and questions from both booked travelers and prospective joiners. Be prepared for questions such as: Does the hotel have Internet access? Can three people share a room? What about my connecting flight? What time is the midnight buffet? Your groups should have a main contact person responsible for fielding inquiries from travelers and keeping them in the loop. He or she will have all the necessary information on travel logistics and should have easy access to the assigned staff member in the tour operator’s office. The pastor/clergyman or group leader does not have to be the main contact but should attend pre-trip meetings and share the spiritual goal of the trip. They need to make sure that travelers receive such materials as a reading list or study notes. The trip-planning timeline will be different for every group, but keep these time frames in mind:

18-24 Months Prior to Travel • Discuss the purpose of the trip—will it be strictly for fellowship or will there be a spiritual or fundraising element as well? Keep in mind the combination of purpose in one tour is a great way to promote a more specific tour later on. All travel can continue to be a combination of purpose. • Take an informal poll of group members and list places you want to visit. Create a wish list of destinations or a five-year plan of travel programs.

Religious Travel Planning Guide

☛

you should know

12 Months Prior to Travel Make a final decision on the type of travel you will offer: • Pilgrimage • Volunteer/mission • Spiritual refreshment • Fellowship and fun Will the tour include a fundraising donation? Choose a destination and date. For best pricing, travel during low or shoulder season rather than peak periods. Finalize the itinerary, which may include visits to church missionaries, special church visits, church history sites or former members who live out of the area. Once you have selected the tour operator/provider, start the brochure process and lend your own touch to material the travel company offers. Include biographical information on the spiritual or group leader and any wow factors you want to add. Due to airline schedules and rates, final pricing may not be available until 11 months prior. Cruise lines and motorcoach companies also work 11-12 months in advance. Most airlines will

hold group space 11 months prior to travel at a confirmed price, but taxes and fuel surcharges would still be subject to change. Be sure to note this in the brochure so your group will not have any surprises with final billing. Select travel insurance, which can be included in the tour price or an option. Review the Travel Insurance section in this publication before purchasing tour operator coverage. Start promoting the tour through organization newsletters and websites, postcards, press releases to local newspapers, church bulletins, themed dinners, coffees and teas, and social network sites. Plan informational meetings with short lectures and sharing of firsthand experiences. If you have visited the area, bring pictures, books and souvenirs. Take advantage of any familiarization tours or preview trips offered to the destination by the tour operator. This offers you the added value of experience and firsthand knowledge. Many companies offer a refund when your group travels. religioustraveldirectory.com

THE FAMILIAR STORY OF A FISHERMAN AND A TEACHER

TOLD IN THE MOST AMAZING WAY! Original contemporary music sets the stage as Simon becomes Peter, the “Rock” and begins his journey with Jesus, the “Rabbi.” Masterful storytelling and amazing music make this a truly inspirational experience! The Fireside is the perfect complement to any Wisconsin tour or a complete destination in itself -- celebrating 48 years of Klopcic Family hospitality and 35 seasons of professional theatre. Group benefits start with just 13 guests.

2012 Season On Sale Now! VIVA VEGAS, 9 TO 5 THE MUSICAL, LEGALLY BLONDE THE MUSICAL, THE ROCK & THE RABBI, HELLO DOLLY, and SCROOGE THE MUSICAL Plus Christian Concerts by The Browns, Soul’d Out Quartet with Aaron Wilburn, Bill Murk, and Palmetto State Quartet

More than you’d ever expect! Superb Musicals | Fine Dining | Spectacular Shops | Fabulous Service 1131 Janesville Avenue, Fort Atkinson, WI 53538 • (800) 477-9505 • www.firesidetheatre.com

Have faith that you’ll have fun You can have faith that your church groups will have fun here in Pigeon Forge. Whether it’s the shopping, attractions, shows or Dollywood ®, you’ll find wholesome entertainment at every turn. And the majestic beauty of the Smoky Mountains is always an inspiring sight. Pigeon Forge is filled with variety and dedicated to creating a family friendly atmosphere that everyone can enjoy.

PigeonForgeMeeting.com 1-800-285-7557

Trip-Planning Timeline STAY IN TOUCH WITH CONTACTS IN YOUR TRAVEL DESTINATION SO THEY CAN PREPARE FOR YOUR GROUP’S ARRIVAL.

• Do an additional newsletter posting

• Get travel information from a travel agent or tour operator and ask about the time frame required for planning a trip to your destinations of interest. You may work with one partner for cruises, one for domestic and one for international. Many agents and operators specialize in certain types of travel. • Determine whether you have church affiliations to partner with or a missionary in the destinations.

6 Months Prior to Travel • Early followers should be signed up with deposits paid. Do not be discouraged if the payments do come in slowly. People are waiting to make deposits but you can get verbal commitment and set a solid date for travelers to join. Early booking discounts will encourage them to make deposits quickly. • If a passport or visa is required, now is the time to apply. Be sure passports are valid at least three to six months past the travel date return. Many destinations require a certain period of validity for a set time after return. Your travel agent or tour 14

Religious Travel Planning Guide

operator can give you this information. Keep in mind that a passport is needed for Mexico and Canada. • Contact people who have shown interest but still have not committed. A phone call from the travel leader can make people feel important and know that they are wanted on the tour. This personal touch can grow your group in the early stages of planning or even last minute if one or two more travelers are needed. Everyone wants to be invited by the leader if possible.

and press release. Keep excitement going with these methods of communication. Create a Facebook page for the group or a blog to keep the information flowing to the traveler and later to the family and friends at home during your trip. • Encourage folks who have signed up to invite friends or family. If your budget allows, give them an extra incentive to invite others, as simple as a small gift card for Starbucks or other special perks or discounts. • Stay in touch with contacts in your travel destination so they can prepare for your group’s arrival. Communication is key to building a relationship with your on-site contacts. You will be great friends by the time you travel and build a relationship that will transfer to the rest of the group.

3 Months Prior to Travel • Do a last big promotional push to get interested people to commit. This is again time to make the personal contact by phone or email. • Airline and cruise final payment deadlines are looming, so communication with your travelers who have paid deposits starts now. Airline deadlines are not flexible and this is information that your travel group should understand. The utilization date and numbers are extremely religioustraveldirectory.com

☛

you should know

30 Days Prior to Travel

important so you or your travel partner do not incur a financial penalty. • Check all cancellation dates to be sure deposits are still refundable at 90 days should the need arise. Travel insurance is a great tool in giving your travelers protection on their deposit. • Continue promoting your trip in bulletins, newsletters and meetings –

keeping interest alive in those who have signed up and filling those last few seats. Last-minute reservations can make a big difference in many areas—financial, extra benefits to you as leader and even holding the price for all travelers. • Arrange transportation to and from the airport if your travel company is not handling it. U

Work with the travel company to prepare final travel document packets, which might include a suggested packing guide and study guides for tour visits. Once document packets are in order, host a pre-departure meeting to pass out documents and prepare your travelers for the journey ahead. Travelers should be made aware of any donations that may be needed on visits to churches or missions. If tips are not included in the tour price, discuss the tips needed and give travelers a take-along printed guideline. Plan a final fellowship meeting that will create a bond among travelers, confirm trip details and gather any last information you need. Suggest any necessary physical preparation, such as walking on a regular basis. This is a good idea no matter what type of tour you are offering. Most tour days do involve more walking than some travelers would do on a normal day back home. Suggest proper dress for religious shrines, monasteries or churches. Dress codes may call for head coverings or no shorts or sleeveless tops. This is a good time to include information on any dinners or occasions that will need special clothes Finalize contacts and timetables for partners in the destination where you may be holding special meet and greets, meal functions or worship. Plan group meals to introduce foods of the destination.

religioustraveldirectory.com

Religious Travel Planning Guide

Faith-Based travel retreats

etreat is defined as the act or process of withdrawing as a group or individual for prayer, meditation or study. The Christian retreat, in the most simplest of terms, is a definite time (from a few hours in length to a month) spent away from one’s normal life for the purpose of reconnecting, usually in prayer, with God. The modern-day retreat includes the additional elements of fun, fellowship and relaxation, and it can be an easy entry into a faith travel ministry. Retreats can target a certain niche within your faith community or have a broad base of people, such as:

• Women’s groups • Teens or youth ministry • Singles or widows • Men’s groups • Married couples • Mentoring • Ministry workers Some steps to consider as you plan your retreat program: Theme. This, of course, is dependent on who your attendees will include. Consider these points:

Religious Travel Planning Guide

• What do you want them to experience or learn from the retreat? • Can you offer educational or career credits for the learning experience? • Will your structure include some light study time mixed with serious study? • How much fun, relaxation and games can you include and still have the attendee leave with a feeling of fulfillment? Will you have only spiritual application or life experience as well?

Budget. Cost will be a major factor in how many people will attend. As you plan the expense side of the retreat, consideration must be given to who will come on a complimentary basis. The pastor is usually free and has travel expenses included. An outside speaker will have a fee and travel expenses must also be included—a per diem many be the best way to work out the total amount. A workbook or textbook may be needed and can be part of the total cost. Location. Choices include the church facility, a hotel or retreat center. It can be a wonderful “treat” to go outside the area to a retreat center or hotel. Allow the staff of these accommodations to do the work and give your members a total break from responsibility and a chance to focus on the retreat purpose. Look at the type of hotel/retreat center you want to use. All locations should have meal service on site. Having attendees be on their own for meals may cause schedule problems, higher cost, and getting sidetracked on other things and missing sessions. religioustraveldirectory.com

A retreat facility will have breakout and general session rooms, but as with hotels this may need to be part of your negotiations. These rooms may be an extra expense or free with a large room block. As you look at the location for the retreat, transportation is a budget consideration. Schedule also is a factor if travel takes a big part of your first day and closing day. On the other hand, travel can also attract attendees to enjoy a new destination, pre- or post-retreat. Speaker. A speaker from within the organization or an outside paid speaker can be the single most important factor of your event. A dynamic speaker will keep attendees excited and motivated to be at every session and leave them renewed and eager to share the “Good News” with others. If you need recommendations for speakers, talk to your colleagues and draw

RESORT

THE MODERN-DAY RETREAT INCLUDES THE ADDITIONAL ELEMENTS OF FUN, FELLOWSHIP AND RELAXATION, AND IT CAN BE AN EASY ENTRY INTO A FAITH TRAVEL MINISTRY. from their experiences. There are several speakers’ bureaus or associations that represent qualified people for such events. The Internet can be a great resource for these organizations, with suggestions by topic or geographic location. The speaker’s fee is discussed upfront and a deposit is needed to hold the date. The speaker can be a strong partner for a

●

GOLF

●

first-time retreat planner and may have a data base of followers that want to know when he or she will be speaking in their area—this can result in higher attendance for your event. Attendance. Who should you invite? Many churches include only their own community and their friends. Some organizations use retreats as an outreach to others with similar interests or faith. Retreat location can influence the decision to open it up to others or keep it within the “family.” Retreats can be a part of family vacation plans. Pre- and postfun time can be part of the promotion of your event. Many lodging locations will offer special rates for coming early or extending the stay. Retreats can be the stepping stone to longer tours offered by your travel ministry. A successful weekend retreat can be the best promotion in recruiting a group for a future travel program. U

S SPA PA

No Longer Lost… The Right Location for Your Your Next N Retreat Has Just Been Found Accommodating A ccommodating marriage, marriage, family & youth youth rretreats, etreats, Honor’s Honor ’s Haven Haven has seamlessly integrated integrated cconference onfe erence functionality func tionality with a rrelaxing elaxing rresort esort aatmosphere. tmosphere. Combine C ombine tha thatt with a unique assor assortment tment of near nearby by natural natural w wonders onders and leisur leisure e in interest terest and the rresult esult is a rretreat etreat destination destination ffor or cultur cultural cul al en enthusiasts thusiasts and adv advenenture tur e seekers alike; and it it’s ’s all just 90-minut 90-minutes es fr from om just about anywhere anywhere in the TTri ri SState tate A Area! rea! Lodging, L odging, D Dining, ining, M Meeting eeting F Facilities acilities / G Golf olf & Spa S Services ervices Indoor Indoor & Outdoor Outdoor Recr Recreational eational A Amenities menities Camp C amp Fire Fire & S S’mores ’mores P Party arty / F Fitness itness C Center, enterr, Y Yoga oga & T Tai ai C Chi hi Call Call or email Honor’s Honor ’s Ha Haven ven today, today, tto o book a rreligious eligious rretreat etreat yyou ou can ha have ve faith in!

845-210-3114 / wlupinski@honorshaven.com wlupinsk i@honorshaven.com

religioustraveldirectory.com

Religious Travel Planning Guide

Etiquette and Attitude

nderstanding other cultures and forms of worship will broaden your horizons and bring the world one step closer to peace, so prepare your travelers for what they can expect while traveling with your group. Learning respect for other nationalities and religions and their extending respect for you is the most valuable souvenir you will bring back. This applies not only to international travel, but to our own USA and its diverse geographic regions.

☛

you should know

Timely Tips on Etiquette and Attitude: • As you meet people of other regions, provide gifts or donations when appropriate.

•

Provide a reading list of books or articles that help everyone understand the cultures and worship practices that you may encounter.

opportunity to share my beliefs with him, something I do with all guides in other countries. It is an exchange of information that leads to understanding—never a point of converting anyone. On the Sunday of our tour we had a worship service led by one of our travelers. Our guide stayed with us the entire service, listening and showing great respect. After the service as we walked down the street of a small Turkish village, I thanked him

REMIND TRAVELERS THEY ARE LEAVING HOME TO SEE, TOUCH AND TASTE ANOTHER Prior to departure, discuss what your group will experience and prepare for a positive approach to worship, food and customs in other cultures. Joining in worship with other faiths and being open to hearing about other faiths is an educational experience for both sides. Sharing a personal experience from a trip to Turkey, we were a group of travel leaders on an educational study trip with a guide who was Muslim. I asked him to share with me his beliefs and then had the 18

Religious Travel Planning Guide

PART OF THE WORLD AND TO BE OPEN TO LOCAL CUSTOMS

for being with us in worship. He linked his arm in mine and said, “We all worship the same God.” That was several years ago, and to this day we are friends and exchange greetings regularly. As you meet with people from other regions, provide gifts or donations when appropriate. This can be part of your pricing or you can have individuals handle this—give them proper notice so they are ready with the correct currency and denominations in bills or coins. Do some research and be prepared for what is appropriate in each situation, showing respect for local traditions. Take along things from your hometown as a way of sharing who you are and where you are from. Within your travel group, it is important to stick to the pre-assigned schedule. This requires multiple announcements of arrival and departure times, especially if they deviate from the itinerary. Discuss with your tour leader about what roles will be assigned during the trip. Who will be in front of the bus, who will be the liaison with guides and travelers and who will be the spiritual leader? Knowing everyone’s duties in advance of a busy trip will ensure smooth sailing, regardless of the weather. U religioustraveldirectory.com

On the Road —and Back Home

ll the planning, promotion and even the packing are finished, and now you are on the road. The following will be important in your daily travel schedule: Staying on time and stressing to all travelers that being on time gives them more shopping opportunities, time to see additional museum exhibits, people watch in a corner cafe, and perhaps time to sleep in! Should you have a tardy traveler, take them aside and stress the important of staying on schedule. Do not encourage the group to clap when the late member does arrive—this is embarrassing to the late member and they may have a valid reason for being late. Respect is important for all travelers to show and receive. Rotating seats (at the beginning of your day, not during the travel day) to keep conversation flowing during travel. If this is not something your group enjoys, allow them to keep the same seat but change the way they get off the motorcoach—door side or driver side first. Keeping the spiritual emphasis as part of each day and allowing time for devotions and reflections. If your group is traveling to a destination of importance to your faith, onsite devotions are so meaningful. This should be discussed with your guide in advance so that time is set aside. It is rewarding to have the guide join you for these special moments but they should not be “pressured” into staying with you. The guide may need the time to call ahead to the next stop or to relax. Traveling as a faith-based organization does come with the responsibility to show your faith to others in your words, smiles, attitudes and quiet peace. As you travel with your group sharing your faith is not meant to “convert” others but to allow them to see your strength through your faith.

•

religioustraveldirectory.com

• Allowing for fun and lighthearted activities, with time for fellowship and bonding between travelers. Plan on some motorcoach games, perhaps with small teams. Cruising also offers wonderful times for games and activities for the group. If you want to have a group game night or tournament, contact the cruise ship in advance to have space on board reserved. Keep in mind that down time is needed on any trip. During the trip, something is bound to go wrong – a cancelled reservation, weather delay, traffic congestion or human error that otherwise ruins a perfect trip. Expect this to happen and act accordingly. Help your travelers understand this is the nature of travel and that sometimes unexpected issues can lead to pleasant surprises. If a delay or cancellation causes a trip interruption, be ready to step in with an alternative to keep spirits high and things running smoothly. Tour members will watch you and follow your lead. If you are excited or anxious, that sets the tone for the whole group. Creating a special bond and making everyone realize how important they are to the whole of the group will have them

ready to sign up for the next trip. Visiting with each travel member for small chats is important. You do not want to show a favorite in the group. As the leader, you want to keep the spirit alive on the motorcoach or cruise ship, airplane or train. You will build on the success of this experience and have it flow right into the next tour.

Post-Tour Activities After you return home, plan post-trip activities and evaluation. Encourage your travelers to give honest feedback, letting them know their input is vital to the ongoing success of your travel program. An evaluation form can be sent to them on return with a letter of thanks for joining you on the tour. Some points to include in the evaluation: Overall tour Hotel Meals Transportation Guide Site visits What would you add or delete? Religious Travel Planning Guide

HIS LIFE

changed our world. The experience could change YOURS.

Plan a tour reunion where everyone can share memories and photos. This opportunity to maintain friendships will help you get signups for future tours. Your event can be a picnic, potluck meal, desserts or Sundaes on Sunday. If you host several tours a year, you may consider a big event and invite everyone. Seat them at tables for each tour but encourage fellowship as a whole. Have the schedule of your next travel opportunity and give them incentives to sign up early. You may have a full brochure ready or only the general outline of what you will do. Give handouts of your future travel plans, such as this example:

HIS LIFE comes to yours in live voices, music… even live animals and rain! It’s the experience of His life. But it could change yours. 201 PerformaOce Dates All performances start at 2 p.m. Saturday, March Sunday, .BSDI Saturday, .BSDI Saturday, .BSDI Saturday, .BSDI Held at the comfortable and magnificent Bloomington Center for the Performing Arts, Bloomington, Illinois. Buffet lunch available!

To order, call toll free 1-800-354-9640 or 309-829-3903

SPRING

Garden tour Mystery tour

SUMMER

Alaska Cruise Beach trip

FALL

Greece and Turkey Fall Foliage train tour

WINTER

European

American Passion Play www.americanpassionplay.org P.O. Box 3354, Bloomington, IL 61702-3354

Christmas markets One-day

Christmas show

PERILLO TOURS PRESENTS

CUSTOM GROUPS, ITALIAN STYLE. For three generations, the Perillo Family has welcomed travelers with warm smiles and open hearts offering a true cultural immersion, Italian Style! Our dedicated Group Department can create or refine any itinerary to reflect your group’s interests and budget. Here are the advantages of working with Perillo Tours to arrange a customized group: 1. Mangia!! Experience the abundance of the “Italian Table” and enjoy the highest quality

regional cuisine chosen by some of Italy’s top chefs. 2. You are part of the family when you travel on a Perillo Tour and will experience the passion of the Italian culture from tasting, feeling and laughing, not from the window of a motorcoach. 3. Freedom to design any itinerary based upon your group’s travel goals. 4. We understand the needs of special interest groups and offer exclusive access to sights not offered on scheduled tours.

Call us at 855-PTGROUP (855-784-7687) email us at groups@perillotours.com or visit us at www.perillogroups.com 20

Religious Travel Planning Guide

Exact dates do not need to be listed, just the time frame, destination and type of tour. When you have the exact date but not all the details for a brochure, send them a save-the-date postcard. Everyone loves to share their photos and in this digital age it is so easy to do. Give everybody a photo gift book (this can be built into the tour price and given as a surprise gift at your reunion event). There are many Internet sites that allow you to create a photo book that looks very professional. A job well done during the reunion event will add numbers to your next tours with repeaters and new travelers as they spread the word with family and friends! U religioustraveldirectory.com

religious travel planning guide directory

2012—our 89th consecutive season HIS LIFE changed our World. The experience could change YOURS. Presented at the newly renovated Bloomington Center for the Performing Arts.

The prime location in the suburbs of Atlanta, exceptional amenities and easy accessibility make planning your religious event in East Point, Georgia the smart choice.

The Original American Passion Play 107 E. Chestnut St., P.O. Box 3354 Bloomington, IL 61701 800-354-9640 tickets@americanpassionplay.org www.americanpassionplay.org

Atlanta Convention & Visitors Bureau 233 Peachtree St., Suite 1400 Atlanta, Georgia 30303 Phone Number: 404-521-6647 Email: crossfrancois@atlanta.net www.atlanta.net/eastpoint

The Original American Passion Play

Atlanta CVB

Group travel specialists offering over 30 fully-inclusive Ireland and Britain coach vacations. Customized special interest programs, including faith-based tours, of any length and price range.

A leader in travel since 1918, Collette offers over 150 tours to all 7 continents. Other faith-based journeys include: Pilgrimage to Fatima & Lourdes with Barcelona, Shrines of Italy, and Greece: In the Footsteps of Paul the Apostle. Call for details.

Have you always longed to travel to the emerald isle of Ireland, Europe or the South Pacific? Our highly experienced group travel professionals offer you world-wide destinations, customized faith-based tours and Endless Possibilities. Celtic Tours World Vacations 1860 Western Ave, Albany, NY 12203 Phone: 1-800-833-4373 Email: operations@celtictours.com www.CelticTours.com

Celtic Tours World Vacations

Only in this Ozark Mountains destination can your group be spellbound at every turn! Award winning restaurants, exciting attractions, quality lodging and unique shopping await.

For more information call 877-861-8687 or contact your local District Sales Manager www.collettevacations.com

Eureka Springs City Advertising & Promotion Commission Karen Pryor, Sales Director 121 E. Van Buren Ste. 3B, P.O. Box 522 Eureka Springs, AR 72632 karen@eurekasprings.org www.eurekasprings.org • 866-947-4387

C.I.E. Tours

Collette Vacations

Eureka Springs City

Inspiring 1- and 2- bedroom luxury condominium suites in spectacular resort settings across America! Ask about our attractive group rates for your next retreat or gathering.

Enjoy superb dining, beautiful gift shops, family hospitality and professional Broadway musicals and revues including Christian concerts, original religious musicals and an annual Christmas show.

The gold standard in escorted travel, Globus brings the world to life with vivid storytelling and engaging cultural experiences.

Extra Holidays by Wyndham, Vacation Condominium Resorts 80+ Resorts Across the U.S. 800-619-4831 info@extraholidays.com www.WyndhamGroups.com

The Fireside Dinner Theatre 1131 Janesville Avenue Fort Atkinson, WI 53538 800-477-9505 • www.firesidetheatre.com information@firesidetheatre.com Contact Jackie Brisko

Globus 5301 South Federal Circle Littleton, CO 80123 866-821-2752 www.globusfaith.com www.globusfamilygroups.com

Extra Holidays by Wyndham

The Fireside Dinner Theatre

Globus

CIE Tours International 10 Park Place, P.O. Box 1965 Morristown, NJ 07962-1965 Phone: 1-800-CIE-TOUR or 973-292-3899 Fax: 1-800-338-3964 or 973-292-0463 www.cietours.com

religioustraveldirectory.com

Religious Travel Planning Guide

religious travel planning guide directory

Goway Travel Ltd. is one of the oldest tour companies in North America specializing in long-haul group travel. We are experts at designing customized faith-based itineraries for all types of religious and spiritual journeys and for all budget levels.

A four-season resort destination boasting formal gardens, championship golf, superb resort amenities & a host of spa services as well as over 36,000 square feet of dedicated meeting space.

Goway Travel Ltd. 1200 West 73rd Ave., Suite 1050 Vancouver, B.C. V6P 6G5 Phone: 800-838-0618 Email: groups@goway.com www.goway.com

Honor’s Haven Resort & Spa 1195 Arrowhead Road Ellenville, NY 12428 845-210-3114 wlupinski@honorshaven.com www.honorshaven.com

Goway Travel Ltd.

Honors Haven Resort & Spa

• Ancient Biblical Sites • Modern Adventures To receive a FREE DVD and more information, please contact:

For more than 66 years, Perillo Tours has hosted thousands of believers on carefully crafted itineraries which offer a perfect blend of touring and exploring.

When you walk the ancient streets of Jerusalem…When you follow in the footsteps of Jesus and his disciples…When you are transformed in your heart and spirit like never before … You’ll never be the same! Visit Israel 212-499-5660 info@goisrael.com www.israeltoolkit.com

Visit Israel

Pigeon Forge, Tennessee, draws its inspiration from the Great Smoky Mountains and presents the finest in wholesome entertainment and activities that all ages can enjoy.

Jordan Tourism Board N.A. 1-877-733-5673 Email: dvd@visitjordan.com www.visitjordan.com

Perillo Tours Perillo Plaza, 577 Chestnut Ridge Road, Woodcliff Lake, NJ 07677 USA groups@perillotours.com Phone: 1-855-PT-GROUP (1-855-784-7687) www.perillotours.com/groups

Jordan Tourism Board N.A.

Perillo Tours

Reformation Tours specializes in quality Christian tours to Europe and the Bible lands. We cater to any size group and offer full marketing support.

The Victorian is a Favorite Choice for Religious Meetings. Spacious condominiums with nicely equipped kitchens, meeting spaces both indoors and out, swimming pools, and more.

Reformation Tours P.O. Box 854 Belleville, IL 62222 800-303-5534 info@reformationtours.com www.reformationtours.com

The Victorian Condo-Hotel Resort & Conference Center 6300 Seawall Boulevard, Galveston, TX 77551 Phone: 888-804-1420 Kallen@viccondo.com www.victoriancondo.com

VisitNorfolk Donna Allen, Vice President Sales & Marketing dallen@visitnorfolktoday.com 757-664-6620 232 E. Main Street Norfolk, Virginia 23510 www.visitnorfolktoday.com

Reformation Tours

The Victorian Condo-Hotel Resort

VisitNorfolk

Religious Travel Planning Guide

Pigeon Forge Department of Tourism Sales Department Joy McNealy, CTIS or Kay Poole, CTIS P.O. Box 1390, Pigeon Forge, TN 37863 1-800-285-7557 • groupsales@mypigeonforge.com

Pigeon Forge

Norfolk, Virginia is a dynamic, modern city known for its scenic waterways, historic sites, moderate climate and diverse cultural and entertainment opportunities. For more information: www.visitnorfolktoday.com

religioustraveldirectory.com