To determine operational/working parameters for the tour To obtain budget data – funding amounts, budget codes and similar To capture data/figures relation to previous similar tours – to use for basis and comparison purposes To identify human resources available for the tour To determine paperwork/documentation that needs to be completed in relation to capturing required resource allocation and usage for the tour To assist with optimising use of limited resources – by contributing to discussions/action facilitates sharing of resources amongst other tours/other staff within the organisation staff There is also a need to engage in discussions with other employees who have been involved with similar tours. These discussions are important to: Obtain their advice about what is needed – in terms of: Identifying and quantifying resources required Where resources can be obtained when on tour Feedback they have received from tour group members who have been on the tours being organised Learn from the lessons they have learned from conducting previous tours Identify and/or confirm resources being prepared or allocated Gain a better ‘feeling’ for the requirements of the tour Ensure items not listed on internal documentation/checklists but which are required are addressed – many operators use (for example) ‘loading sheets’ to guide the loading/allocation of resources to tour vehicles. Possible topics for discussion In addition to topics which have already been identified, discussion with colleagues should also address: Analysing operational issues – which needs to address: Matters and issues to be undertaken Timing of such activities Location of events Extent of involvement/engagement by staff, tour group members and external operatives Equipment and resources required for each individual ‘operational issue’ Risks and risk assessment and management Action taken by staff to: Identity, prevent and predict issues
These documents are not changed where minor/insignificant alterations occur because the expense involved in generating new advertisements/advertising materials is generally prohibitive – the key is promotional material must remain ‘truthful’ and never be deliberately ‘misleading’. Internal information documentation provided to: staff – to assist them provide information to customers venture partners and/or other agencies – to advise them of changes so they are aware of what is happening. Internal employees need to know about the changes so they can accurately and professionally communicate these new arrangements to others/potential customers Tour itineraries – altering (as appropriate on the basis of the review): Departure and date Travel methods/type/carrier Travel times Durations Arrival times at destinations and events Departure times from destinations and events Points of interest Accommodation details Catering details Inclusions Tour schedules – the sheets which list: Types of tours Days they run Times Prices Inclusions Booking details Tour checklists – the sheets/forms used to list and quantify resources allocated to standard tours to ensure all required items are supplied. These might need to be changed in terms of: Adding or removing items Changing type of items (but leaving quantity the same) Tour resource stock sheets – such as Inventory sheets Bin cards Stock-take sheets. Changes might need to address: