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Tour planning

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Rodney Johnson

The document provides guidance on planning a tourist tour, including creating a tourist profile, researching attractions and activities, compiling a day-by-day timed itinerary, and developing a tour budget. A tourist profile contains information about a tourist's needs and interests to guide tour planning. An itinerary should list activities next to specific times in each day, take travel times into account, and include descriptions of attractions. A tour budget details the costs of accommodation, transportation, and other expenses to provide an overall tour cost.

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TOUR PLANNING SUBJECT ADVISOR TRAINING CHERYL
12.3.3 TOUR PLANNING Setting up a Tourist profile The tourist profile is the start of any organised tour It contains lots of information on the needs of the tourist. The format and requirements differs from agency to agency. The tourist profile will assist the agent to set up a tour according to the requirements of the customer
TOUR PLANNING EXAMPLE OF A TOURIST PROFILE
Planning the tour Based on the requirements of the tourist profile, the actual planning of the tour can begin. Learners can now source relevant information on attractions/ destinations/ activities etc. for the tourist. The attractions/ activities have to match the interest of the tourist e.g. if the tourist is an adventure seeking tourist the activities must be adventurous activities etc. The research should include information on the following: Accommodation Transport ( Road/ Air/ Sea) Attractions Activities
Compiling a day to day itinerary There are two basic types of itineraries, namely the general itinerary (written as a narrative with general references to time) Or the timed itinerary (the whole day is set out clearly indicating the times that everything will take place. The learners are required to set up a timed itinerary, indicating activities next to specific times.
Guidelines to set up a good itinerary Be realistic. Have an interesting and/or relevant heading for everyday Take time and distances into consideration ( Use the 100km/ph rule) Use the 24 hr clock Each day is set out separately Indicate all activities that have been arranged next to the time allocated Ensure that your activities are indicated according to real time Dont be longwinded, but use adjectives to give short descriptions of the attractions/ destinations if required.
Guidelines. continued Draw attention to the main attractions Be careful not to include too many activities per day Use language creatively to paint a mental picture for the client, write clearly and concisely. Never make promises e.g. 08:00 Wake up to a beautiful sunny day. You cannot guarantee the weather. Include sufficient down/ leisure time, but provide suitable options/alternatives
Requirements of the day by day itinerary Each day set out on separate page, Numbered, and dated: Day 1 Monday 28 April 2008 Heading : Depart for Mauritius Format: Timed itinerary, Specify all meals e.g. Breakfast (B) C included/ location Lunch (L) - optional / suggestions?? Supper (S) C included/ location
Requirements - continued Leisure time must be indicated, provide alternative options e.g. shopping Must be logical Transport modes and times: SAA flight 601 Depart 13:10 Distances traveled for the day ( only consider road travel, not sea/air travel) Accommodation: Protea Hotel - Reunion The general appearance must be easy to read and uncluttered
Additional requirements of the tour plan Accommodation lists/ reservations/ confirmations/ pictures Transport reservations/bookings/confirmations Attraction lists/ pictures Maps detailing attractions, accommodations, routes etc Travel documents
Additional requirements of the tour plan Information on health , safety, weather, what to pack etc General information on countries e.g. language, culture etc Car rental Forex arrangements Travel Insurance arrangements Time changes
Tour budgets The tour budget of the tour is a very detailed costing sheet that will include all costs of the tour. It is advisable to determine the individual costs of the subsections first before compiling the final budget. E.g.
TOUR BUDGET Accommodation budget Always determined per nights spend, not days e.g. 14 days translate into 13 nights etc. Travel budget Will include all transport used during the tour e.g. Flights, bus, car rental, shuttles etc. OTHER - Indicate all other costs
FINAL TOUR BUDGET ITEM TOTAL Accommodation R3790.00 Transport R14273.00 Other R 7930.00 TOTAL R25993.00

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Tour planning

  • 1. TOUR PLANNING SUBJECT ADVISOR TRAINING CHERYL
  • 2. 12.3.3 TOUR PLANNING Setting up a Tourist profile The tourist profile is the start of any organised tour It contains lots of information on the needs of the tourist. The format and requirements differs from agency to agency. The tourist profile will assist the agent to set up a tour according to the requirements of the customer
  • 3. TOUR PLANNING EXAMPLE OF A TOURIST PROFILE
  • 4. Planning the tour Based on the requirements of the tourist profile, the actual planning of the tour can begin. Learners can now source relevant information on attractions/ destinations/ activities etc. for the tourist. The attractions/ activities have to match the interest of the tourist e.g. if the tourist is an adventure seeking tourist the activities must be adventurous activities etc. The research should include information on the following: Accommodation Transport ( Road/ Air/ Sea) Attractions Activities
  • 5. Compiling a day to day itinerary There are two basic types of itineraries, namely the general itinerary (written as a narrative with general references to time) Or the timed itinerary (the whole day is set out clearly indicating the times that everything will take place. The learners are required to set up a timed itinerary, indicating activities next to specific times.
  • 6. Guidelines to set up a good itinerary Be realistic. Have an interesting and/or relevant heading for everyday Take time and distances into consideration ( Use the 100km/ph rule) Use the 24 hr clock Each day is set out separately Indicate all activities that have been arranged next to the time allocated Ensure that your activities are indicated according to real time Dont be longwinded, but use adjectives to give short descriptions of the attractions/ destinations if required.
  • 7. Guidelines. continued Draw attention to the main attractions Be careful not to include too many activities per day Use language creatively to paint a mental picture for the client, write clearly and concisely. Never make promises e.g. 08:00 Wake up to a beautiful sunny day. You cannot guarantee the weather. Include sufficient down/ leisure time, but provide suitable options/alternatives
  • 8. Requirements of the day by day itinerary Each day set out on separate page, Numbered, and dated: Day 1 Monday 28 April 2008 Heading : Depart for Mauritius Format: Timed itinerary, Specify all meals e.g. Breakfast (B) C included/ location Lunch (L) - optional / suggestions?? Supper (S) C included/ location
  • 9. Requirements - continued Leisure time must be indicated, provide alternative options e.g. shopping Must be logical Transport modes and times: SAA flight 601 Depart 13:10 Distances traveled for the day ( only consider road travel, not sea/air travel) Accommodation: Protea Hotel - Reunion The general appearance must be easy to read and uncluttered
  • 10. Additional requirements of the tour plan Accommodation lists/ reservations/ confirmations/ pictures Transport reservations/bookings/confirmations Attraction lists/ pictures Maps detailing attractions, accommodations, routes etc Travel documents
  • 11. Additional requirements of the tour plan Information on health , safety, weather, what to pack etc General information on countries e.g. language, culture etc Car rental Forex arrangements Travel Insurance arrangements Time changes
  • 12. Tour budgets The tour budget of the tour is a very detailed costing sheet that will include all costs of the tour. It is advisable to determine the individual costs of the subsections first before compiling the final budget. E.g.
  • 13. TOUR BUDGET Accommodation budget Always determined per nights spend, not days e.g. 14 days translate into 13 nights etc. Travel budget Will include all transport used during the tour e.g. Flights, bus, car rental, shuttles etc. OTHER - Indicate all other costs
  • 14. FINAL TOUR BUDGET ITEM TOTAL Accommodation R3790.00 Transport R14273.00 Other R 7930.00 TOTAL R25993.00