How to Organize & Lead Your Own Tours: An Introduction

P R E S E N T E D B Y
HOW TO ORGANIZE & LEAD YOUR OWN TOURS:
AN INTRODUCTION
RALPH VELASCO: President, PhotoEnrichment Adventures
Founder, TourOrganizerTraining.com

© 2017 TourOrganizerTraining.com
• My Story
• Introduction
• What You’ll Learn
• The “Meat & Potatoes”
• Bonus
I’M JUST SAYIN’OVERVIEW

I’M JUST SAYIN’SPREAD THE GOOD WORD!
@TOURORGTRAINER
@TBEXEVENTS
#TBEX #TBEXJLM

• Lifelong International Traveler Since 1979
• Sold First Restaurant In 1987
• Round-The-World Trip In 1988
• Real Estate Broker
• Marketing Director For Division Of Fortune 500
I’M JUST SAYIN’MY STORY

• M.I.B.A. In Mexico City
• Sold Second Restaurant In 2004
• The Infamous Yellow Pad
• Financial Adviser 2005 > 2008
• Went Full Time With P.E.A. In 2008
• Location-Independent Since 2013
I’M JUST SAYIN’MY STORY

How Many Of You Are
Looking For More Ways To Make
Money From Travel?
I’M JUST SAYIN’QUESTION

• Learn From My Mistakes
• Save Time
• Save Money
• This Is Meant To Be An Overview
• Go Over This Presentation Often
I’M JUST SAYIN’INTRODUCTION

What Would Your Ultimate
Job Look Like?
I’M JUST SAYIN’QUESTION

• Be Your Own Boss?
• Involve Travel?
• Meet & Interact With Interesting People?
• Have Incredibly Unique Experiences?
• Learn About New Cultures & Languages?
• Consume Amazing Food & Drink?
• Be With People At Best Time Of Their Lives?
• Get Paid Well To Do This?
I’M JUST SAYIN’YOUR ULTIMATE JOB?

Well, Welcome To My Job!

I’M JUST SAYIN’SINCE 2004
• Founded P.E.A. Part-Time In 2004
• Full-Time Since 2008
• 100+ U.S.-Based Multi-Day Trips
• Organized & Led 70+ International Trips
• Constantly Adding New Destinations

I’M JUST SAYIN’LATE BLOOMER?
It Only Took Me 45 Years To Figure Out
What I Wanted To Do With My Life…
Most People Never Do!

I’M JUST SAYIN’WHAT YOU’LL LEARN
7 Steps To Leading A Highly Successful Tour
1. Pre-Scouting
2. Scouting
3. Post-Scouting
4. Pre-Trip
5. Group Trip
6. Post-Group Trip
7. Rinse & Repeat!

01.
Pre-Scouting

01.
PRE-SCOUTING
Decide on the STYLE of trip you’d like to lead
Backpacker?
Mid-range hotels?
5 star?
Other?
What’s going to be your niche, or the SPECIAL INTEREST of trip?
Writing?
Blogging?
Culinary?
Photography? Other?

I’M JUST SAYIN’MY ADVICE?
Teach What You Love,
The People Will Follow

01.
MY NICHE W/ PHOTOENRICHMENT ADVENTURES
Small Group Cultural Tours (6 - 11 pax)
Focus on photography
Somewhat oﬀ-the-beaten path
3 and 4 star accommodations
Unique cultural experiences
Half day scheduled, half day free time
I don’t include all meals on purpose
> 42% clients repeat

I’M JUST SAYIN’RICHES IN THE NICHES
What Will Your Niche Be?

01.
PRE-SCOUTING
Choose a destination you love
Find a local Tour Operator (TO)
Let them know exactly what you’re
looking for
I’ve developed detailed Expectation List

Talk about PhotoEnrichment Adventures and our clients
Ask for TO’s experience level, references
Category, location and type of accommodations
Guide, driver and transportation guidelines
Types of restaurants
Activities and experiences
Site visits
Photo opportunities
EXPECTATION LIST
01.

Scouting
02.

SCOUTING
Decide on right itinerary
Know and learn the local customs
Meet everyone - TO, guides, other staﬀ
Try everything in your niche
Get great photographs and other content
Constantly create buzz for trip
Establish credibility with your audience
02.

Take Copious Notes

Post-Scouting
03.

POST-SCOUTING
Conﬁrm itinerary
Get pricing from Tour Operator
Know your expenses
Decide on dates & ﬁnal itinerary
03.

POST-SCOUTING
Price trip
Know the competition
Know your true value
What do you want to get out of this?
Discounted trip?
Free trip?
Make small or big proﬁt?
Make a living!03.

I’M JUST SAYIN’PRICING SCENARIOS
FREE TRIP
You get 10 people, you go FREE
SMALL PROFIT: You get 10 people, make $100/person
$1,000 proﬁt, AND free trip
NICE PROFIT: You get 10 people, make $500/person
GREAT PROFIT: You get 10 people, make $1,000/person

POST-SCOUTING (CONT.)
Create forms, webpage, supporting docs
Get people to join your trip
Start formal marketing
PR
Public speaking
Word-of-mouth
Guerilla marketing
Social media03.

POST-SCOUTING (CONT.)
03.
Get Paid!

I’M JUST SAYIN’QUESTION:
If I’ve Already Been To A Place
Can I Avoid The Trouble And
Expense Of Scouting It?

I’M JUST SAYIN’ANSWER:
Absolutely Not…
This Is The Most Crucial
Step To A Great Trip…
Plus, It Can Be Great Fun!

Pre-Group Trip
04.

PRE-GROUP TRIP
Prepare your people for trip - set expectations
FAQs: local customs, tipping, dos & taboos
Final checklist and other updated info
Conﬁrm it all again with TO
Pay the Tour Operator
Build a community around the trip
04.

I’M JUST SAYIN’JUST REMEMBER A.B.C.
Always Be Conﬁrming

Group Trip
05.

You Thought Herding Kittens Was Difﬁcult?
05.

Just Try Herding Travelers!

GROUP TRIP
Arrive early to acclimate, conﬁrm it all again
Oversee the Meet & Greet
Set the stage, you’re the leader
Continue to establish credibility and respect
Provide the service for which people registered
Tip local guides, drivers, other services
Get photographs and testimonials on site
05.

Post-Trip
06.

POST-TRIP
Keep trip going in participants’ minds
Facebook Group
Continue to share images and tips
Reach out via e-mail
Survey your clients
Ask for testimonials and referrals
06.

VIDEO TESTIMONIAL

“Ralph, this is the best trip I’ve ever
been on.”
~ T O M C U R L E Y, 2 0 1 6 V I E T N A M
TESTIMONIAL

“The best thing about Ralph’s trips is
that I don’t feel like a tourist.”
~ P AT R I C K M O N A H A N - V I E T N A M ,
M E X I C O , R O M A N I A , C U B A , I C E L A N D ,
C A M B O D I A , S P A I N , M A N Y O T H E R S
TESTIMONIAL

“Truly, I’d travel to the ends of the earth
to photograph with Ralph.”
~ L I Z R U M S E Y- T H E D A N U B E & C U B A
TESTIMONIAL

Rinse & Repeat
07.

RINSE & REPEAT
Was it fun? Proﬁtable? Then do it again!
Go over notes to improve next trip
Learn from mistakes
Inform TO about this trip and any changes
Update itinerary, dates, activities, hotels, etc.
Request pricing for next year
Reprice to your clients
07.

I’M JUST SAYIN’TAKEAWAYS
1. This Is Not A Vacation…Just The Best Job Ever!
2. Don’t Underestimate The Importance Of Scouting
3. Set Expectations - Both With T.O. & Clients
4. Remember A.B.C.- Always Be Conﬁrming!
5. Continually Create Buzz
6. Current Clients Your Best Advertisement
7. Teach What You Love, The People Will Follow

TourOrganizerTraining.com
JOIN OUR LIST: BONUS AVAILABLE
List of Special Interest Trips
You Can Organize and Lead
Other bonuses to follow!
info@TourOrganizerTraining.com

Download Ralph’s Free 101 Photography Tips Ebook By Visiting
PhotoEnrichment.com

info@TourOrganizerTraining.comTourOrganizerTraining.com
facebook.com/tourorganizertraining
@tourorgtrainer
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How to Organize & Lead Your Own Tours: An Introduction

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