The document outlines the tour planning process, emphasizing the importance of grouping transport orders and conducting research, negotiations, and administrative tasks across five phases: planning, negotiations, administration, marketing, and departure. It details essential components of package tours, including transport, accommodation, and ancillary services, while also highlighting pricing strategies and factors influencing costs. Additionally, it covers pre-tour preparations and operational techniques necessary for successful tour management.

1. UNIT 2 - TOUR PLANNING AND PRE TOUR
OPERATIONS

2. TOUR PLANNING: NEW DESTINATION
 Tour planning is a planning process in which transport orders are grouped
into tours and put into a certain order.
 The tour is usually performed by one person or one vehicle. The tour
planning is important in the areas where there are many tours and orders.
 A travel plan is a package of actions designed by a workplace, school or
other organisation To encourage safe, healthy and sustainable travel
options.

3. The determinations of final pricing have to be established about 9-10 months operating
programme may be divided into the following phases.
 First Phase: Research and Planning Phase
 Second Phase: Negotiations phase
 Third Phase: Administrative phase
 Fourth Phase: Marketing phase
 Fifth Phase: Departure phase

4. Packages or inclusive tours are a total tourism product. It consists of a series of
integrated travel services such as:
 Transport from the generating area to the destination (air, rail,
road or ship)
 Transfer between hotel and airport
 Accommodation at the destination
 Recreational or business tourist services.
 Other services
 Excursion
 Car Rentals

5. Outlines for Tour Operation Planning

6. Second Phase: Negotiations phase

7. Third Phase: Administrative phase

8. Fourth Phase: Marketing phase

9. Fifth Phase: Departure phase

10. Negotiations
 It is important phase of marketing of a destination. Once the
destination and the number of passengers to be carried and
the departure of tour have been decided, and then starts the
negotiations are made with the principals to formal contacts:
 Negotiations with airlines
 Negotiations with hotels
 Negotiations with others

11. Negotiations with airlines
 A contract is signed with the airline wherein the conditions are spelled out
regarding conditions for release of aircraft seat and cancellation of
chartered aircraft flight with any penalties that the tour operator will incur.
 The price of contract will depend upon tour reputation and the expenses
with that airline or similar airline in the past. The negotiation will also
include:
a. The setting up of the tour operator flight plan
b. The date and frequency of operation
c. The airports to be used
d. The times of arrivals and departures

12. Negotiations with Hotels
 While negotiating with hotels, the tour operator should spell out the exact
requirements and issues, as given below:
1. Number of rooms required
2. Type of rooms required
3. Catering Provision required
4. Reservations and registration procedures
5. Free accommodation requests for any representatives or courier
6. Handling procedures and fees charges for porterage.
7. Special facilities available or needed such as catering for handicapped
customers, or special catering arrangements
8. Language spoken by hotel staff.

13. 9. System for payment by the guest for alcoholic drinks, wines, etc.
10. Reassurances on suitable fire and safety precautions
11. If required, suitable space for a representative customer‘s desk and notice
board.
 The tour operator should also check the alternative accommodation of a
comparable standard in the local neighbourhood, in the event of
overbooking.
 He should be fully satisfied about the arrangement made by the hotel.

14. Negotiations with Ancillary Services
Ancillary travel services include:
a. Locally based incoming operators / Handling Agents
b. Coach companies
c. Car hire companies

15. Employment of Overseas Representative
 A representative needs to be employed to carry a large number of
packages to a particular destination.
 Employment of local persons as the representative has certain advantages.
 These people are better acquainted with local customs and geography,
fluent in the language of the country and have good local contacts
especially with the police, shopkeepers, customs or language of their
client.
 During the busy tourist season, they have to work seven day a week for 24
hours a day to cope with the emergencies.

16. His main duties include:
1. Handling of guest inquiries
2. Advising on currency exchange
3. Advising on shopping
4. Organizing and supervising social activities at the hotel.
5. Publishing and booking optional excursions
6. Handling special requirements of customers
7. Handling of complaints
8. Acting as an intermediary of clients
9. Interceding with the hotel‘s proprietor, police or other local authorities.

17.  10. Handling other miscellaneous problems such as
a. Lost luggage
b. Ill health
c. Occasional deaths
d. Relocation of customers whose accommodation is inadequate or where
over booking occurs, and
e. Re –booking of flights for their customers whose plans changes because of
emergencies.

18. PACKAGE PRICING STRATEGIES
What is Pricing Strategy?
 A business can use a variety of pricing strategies when selling
a product or service.
 The Price can be set to maximize profitability for each unit
sold or from the market overall.

19. Pricing Strategy Objectives
 Long Run Profits
• Short Run Profits
• Increase Sales Volume
• Company Growth
• Match Competitors Price
• Create Interest & Excitement about the Product
• Discourage Competitors From cutting Price
• Social, Ethical & Ideological Objectives
• Discourage New Entrants
• Survival

20. Elements of Pricing
The factors taken for cost oriented tour operation pricing are as
under:
1. Transport cost
2. Hotel cost
3. Resort agent‘s handling fee
4. Transfer cost
5. Gratuities, porterage, etc.
6. Mark up for agency services
7. Marketing cost, (brochures, ticket, valets)
8. Head office administrative costs, and
9. Profit

22. TYPES OF COST
 Marginal Cost
 Average Cost
 Variable Cost
 Direct Cost

23. PRE-TOUR PREPARATIONS
 A tour manager must set objectives in advance and then make
sure, they are effectively realized.
 A tour manager‘s work begins long before he /she starts to
meet the people whom he will be escorting.
 The better the preparation, the more smoothly the tour will
run.
 A tour manager must be knowledgeable, organized and
prepared for any eventuality.

24. The main pre –tour preparations are:
 a. Confirming reservations
 b. Writing reports
 c. Evaluating service

25. Understanding the Type of Tours
Deluxe
First Class
Economy, and
Special

26. Understanding the tourists
Their ages
Ethnic affiliations
Other particulars

27. Copy of Client’s Itinerary
 Some company has manual for escorts.
 Read these matters carefully.
 Do not hesitate to ask any questions that may come to your
mind.
 Make certain that you understand everything.
 Point out any discrepancy to the company‘s representative.
 Notify the clients any changes.

28. Tourist Office/Embassies
 You may begin your research with the help of working
itinerary.
 The best and most reliable source of up to date information is
the state tourism development office located in the capital
city.
 These offices supply mailing maps and other material on
request.
 Airlines and tourist bureaus connected with the embassies are
invaluable sources of information about other countries.
 If you have special interest group such as lawyers or architects,
these offices will provide you the required information.

29. Guide Books/Brochures
 These are good sources of information.
 Some of the guides include listings and ratings of hotel in
every community in the region points of interest, history,
calendar of special events, geographical information and
community population.

30. Information Required
 About hotels and tourist accommodation you intend to stay
 About the city/villages
 Information Log
 Selection of Wardrobe
 Packing
 Reconfirmation Calls
 Hotel Reconfirmation
 Meals Reconfirmation
 Reconfirming Tickets
 Single and Twin Room

31.  Border Crossing
 Immigration Procedures
 Custom Procedures Abroad
 Custom Procedures while Returning Home
 Tourist Members Clearance
 Currency Exchange/Foreign Exchange
 Luggage

32. TOUR OPERATIONAL TECHNIQUES
1. First day of the tour.
2. Departure.
3. Hotel procedures.
4. Transportation
5. Emergency procedures.
6. Finance and accounting.
7. Mails and messages.
8. Food and beverages.