tour programme rules

Tour Management: Efficient Ways to Get Things Done

Are you looking for a complete guide on how to manage a tour? Look no further! In this article, we will provide you with all the information a tour manager needs to know in order to make your tour a success.

It doesn't matter if you are running a concert tour or a hop-on-hop-off city tour , taking care of day-to-day operations can quickly consume too much time without efficient management.

From planning and organizing to training tour guides and marketing and promoting, we will cover it all! So read on and get ready to take your tour business to the next level!

A Guide for Tour Operators

Running a successful tour requires effective management. Your tour needs to kick off without a hitch if you want it to be successful.

Aspects such as planning, organizing, marketing, and promoting the tour, as well as handling any issues that may arise, are all included in what a tour operator handles.

By managing your tour business effectively, you can ensure that your customers have a pleasant experience and that your business is profitable.

In this post, we will cover tour management:

What are the basics of tour business management?

• How can a tour manager effectively plan and organize a tour?
• What is the most effective way to market and promote a tour?

Let's begin with the basics.

Tours run smoothly when they are managed efficiently. Managing a tour involves a lot more than just herding people from one place to another.

Tour managers are responsible for both the administrative side, such as booking hotels and transportation, as well as the operational side, like keeping the tour on schedule.

But a tour manager also needs to be a people person, able to manage both tour guides and anyone working for your tour company. After all, it's the tour manager's job to make sure everyone has a great time.

Here are the areas of management that every tour manager and all touring professionals need to know:

Resource Management

To achieve a truly outstanding customer experience, you need to ensure that your tours and activities do not get overbooked so that you can deliver a fantastic guest experience.

A packed tour can make you feel like you are part of a cattle call, and you don't want your guests to feel that way!

What can you do to prevent overbooking?

Use a tour operator online booking system with resource manager functionality. This way, you can limit your trips to available resources if one or more of your tours or activities rely on the same resources - like bikes, guides, or boats. You can also block off a resource for routine maintenance for a few days.

No overbooking means happy customers...and that's good for your tour company business!

Distribution Channel Management

A channel management tool can simplify your management if you're using online travel agencies and marketplaces, like Viator and Expedia.

Using channel management tools, you can connect all of your booking channels to one central system, making it easy to update your listings, availability, and pricing.

Not only will this save you time, but you'll also avoid double bookings and overbookings. Plus, you can make sure your customers see the most up-to-date info with real-time updates.

Managing Tour Guides and Staff

As a tour operator, you have a variety of responsibilities every day. The job description can be long, which includes juggling day-to-day operations, helping guests, hiring local guides and managing them. Your tour guides are one of the most helpful resources you'll have. You can tell a good tour guide by the quality of their service.

As your business grows, you'll need more staff or tour guides to handle the growth. More staff means more onboarding and tour guide training .

But don't just copy your current operations and management processes.

Consider simplifying and streamlining your systems instead.

Consider switching to a booking system that gives your tour guides rough idea to clear details about upcoming trips. By doing this, tour guides will always know how many guests to expect, the age group to host, and what special requirements they need to be aware of.

How do I plan and organize a tour?

Everything from managing your calendar to tracking bookings to connecting with guests to invoicing and payments requires management.

What can you do to make sure you're doing it right?

To begin with, know what each area of administration needs.

Booking Management

Is your tour and activity booking process efficient? You could be losing out on potential bookings if you use a contact form or email address for booking inquiries.

Consider using an online booking system instead.

Need help managing refunds and cancellations?: 5 Tips On How To Manage Tour Cancellation Policy In 2022

Booking systems make it easy for customers to see available times and dates, choose the one that fits their needs, and make a booking right away. You can automate key tasks like sending confirmation emails and reminders, so you can focus on providing a great experience.

We've got a magic link feature to help activity operators deal with guest booking changes. Guests can manage their bookings, change dates, or convert them into vouchers.

Find out more about the magic link here . 

Receiving and managing payments.

When it comes to payments, you want to give your customers as many options as possible. That's why you need a payment gateway for your online bookings on your website, like Stripe, SumUp, Adyen, and PayPal- so you can accept online payments.

But you don't want to stop there.

You also want a Point-of-Sale solution for your business, so you can accept payments in person, too.

With a payment gateway and Point-of-Sale solution, you'll be able to take down payments and deposits, so you can make sure that your business is always running smoothly. And the cool part is that your customers will have more options to pay , which means convenience for them. 

Calendar Management

It's easy to overbook or make mistakes when you're keeping track and managing your calendar manually. Additionally, you might not utilize your capacity because you are concerned about overbooking guides or resources.

Live inventory booking systems ensure that your bookings are updated across all channels.

Additionally, you can sync your Google Calendar. This allows you to easily see upcoming tours and activities and avoid overbooking . Moreover, its a key part to maximize your business capacity.

Keeping in touch with customers

Pre- and post-trip notifications are an excellent way to streamline your business and improve customer satisfaction.

Your customers will receive email and SMS reminders to bring the things they need to complete a great tour experience. In addition, you can inform them of any changes to an upcoming trip.

By sending them an email after the trip, guests can also provide more feedback about their recent tour. With this system, you can save time and money while providing customers with a better experience. 

How do you price a tour?

Tour operators' business plans depend heavily on pricing. Choosing the right price for your tour will influence the tone of your entire business and help you stand out from your competitors.

When planning a fee structure for tours, factor in your target market and the types of tours your business will offer.

Consider these questions when pricing your tour:

• How are competitors targeting their tours?
• Organizing a tour can be expensive, so how do you balance customer interest with costs?

You can price your tour business using two main strategies: raising the price and lowering it . As with any strategy, there are advantages and disadvantages.

The most common strategy for tour businesses is to mark up their prices. By setting your prices higher, you are able to generate a larger profit.

One drawback of this strategy is that it can sometimes make it difficult to attract customers as it prices your tours out of the market.

Marking-down

Instead of raising your prices, you'll lower them to generate a smaller profit by marking them down.

You can use this strategy if you're trying to attract a large customer base since lower prices are usually more attractive.

The downside is that you won't make as much profit per tour.

What is the best way to market and promote a tour?

Marketing and promoting a tour can be a tricky task. With a dash of creativity and effort, it can be a great way to boost sales . The most effective way to market a tour is through a combination of traditional methods and digital media.

Reaching Local Audiences with Traditional Marketing

Traditional marketing techniques, such as flyers and brochures, can be effective at reaching local audiences. Displaying marketing materials in high-traffic areas, such as airports or hotels, is a cost-effective way to reach potential customers.

Attracting International Guests with Digital Marketing

Digital marketing is also essential for reaching a wider audience, including international guests. Utilizing social media platforms, such as Facebook, Instagram, and Twitter is a great way to promote a tour.

"83% of US adults want to book their trips online" - Over 60 Online Travel Booking Statistics (2022) by StratosJets

Tour Reviews Matter

Additionally, leveraging customer reviews is an excellent way to generate word-of-mouth marketing. After every great tour, be sure to ask guests to leave reviews on your own website or on popular travel review sites , such as TripAdvisor , TrustPilot , or Google Reviews .

Start thinking by figuring out which platform people prefer. When you ask for reviews, add a little personal touch. It'll get you far in the long run. Popular tour operators can prove this tested method of marketing. You'll get more bookings with more positive reviews.

By using a combination of traditional and digital marketing techniques, you can effectively promote your tour and attract more guests. Spend time keeping tracking of your marketing strategy's growth, then tweak it if necessary.

Get started with digital growth hacking with our free guide: SEO For Tour Operators: 4 Tactics To Generate More Leads

Use the Right Online Booking System for Your Tours

Ultimately, it all comes down to how effectively you manage your tours and activities.

Choose the right online booking solution!

An effective booking system will streamline all your administrative tasks, and improve regular communication between you and your guests and with your team. It also helps you plan and organize your tours more efficiently.

Whether you are running a grand cruise tour or smaller tours , tour managers of all sizes and touring professionals in the tourism industry all need the right tools to maximize time management.

An online booking system is definitely worth considering if you wish to improve tour management. 

Getting Started Finding the Right Booking System for your Tours:

• Distillery Tour Booking Software: 10 Must-Have Features
• Zoo Software: 8 Must-Have Features For Tour Operators
• How To Find The Best Online Booking Software For Tour Operators

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10 Game-Changing Tricks to Boost Bookings for Photography Tours

How Do Tour Operators Compete for Business?

How Can Tour Operators Overcome Seasonality?

Beyond the Basics: A Checklist Page for Your Tour Website

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Save time by simplifying daily operations & grow revenue by marketing smart. All of these require effective management. Here's what works!

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7th CPC TA Rules: Entitlement for Journeys on Tour or Training

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Are employees of pay leve 6 to 13 are entitled to move on non-ac/ ordinary taxi on temporary duty?

As per 7th CPC level 6 to 8 as entitle for travel in AC-II/by air in economics class on (on duty).my question is I am a sports player participating in departmental sports & national sports on on duty I will get same facility on on duty in sports to participate in outside the state.

Entitlements for Journeys on Tour or Training as 7cpc

A.(i) Travel Entitlements within the Country

Pay Level in Pay Matrix Travel entitlement 6 to 11 Economy class by air or AC-II by train

As per 7 CPC for the Pay level mentioned above it says that 6 to 11are eligible for AIR travel entitlement . I being sports men represent Department in Central Revenue sports meet and travelled by Air. Whereas on submission of my TA claim PAO rejected my claim stating that journey/tour performed by sportsperson are considered as recreation purpose hence only 3rd AC is eligible. Is that correct pls clarify

Thanks a lot….

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Tour Championship

East Lake Golf Club

HOW SCOTTIE GOT SO GOOD

The PIP explained: PGA Tour reveals details on its controversial new program

Since news of its existence went public in April, the PGA Tour’s $40 million Player Impact Program has been something of a punching bag. Its detractors bemoan PIP, as it has come to be known, as concrete evidence of professional golf’s impending shift away from meritocracy and toward guaranteed money. It has been labeled a thinly veiled attempt by the tour to appease superstars in the face of legitimate competition. And, perhaps the most damning accusation of all: It’s what unnecessarily perpetuated the Brooks Koepka-Bryson DeChambeau feud throughout the summer and fall.

The PGA Tour has stayed silent on its controversial new program. Until now, that is. To better understand how the PIP works, Golf Digest spoke with Andy Pazder, the PGA Tour’s Chief Tournaments and Competitions Officer, who helped spearhead the project. While he would not divulge who will be taking home the $8 million grand prize—smart money says it’s a man who did not play a single PGA Tour event this year—Pazder did provide details on the program: who’s eligible, what the payment structure looks like and how it fits into the tour’s larger aims.

Here, then, are answers for your PIP FAQs.

What is the PIP, anyway?

Simply stated, it’s “a program designed to reward the players who have the biggest positive impact on our business,” according to Pazder. Literally speaking, it is a $40 million fund of money earmarked for the top 10 finishers of an internal PIP points list, which uses five criteria to rank tour players based on how much attention they bring to the game. It was ratified by the tour’s board in March 2020 and went into effect on Jan. 1, 2021. The list will refresh at the beginning of each calendar year and it is not tied to the tour’s wraparound tournament schedule.

It’s a great question, and the timing’s hard to ignore. While Pazder said the tour had held internal discussions about creating a program like PIP for years, its start in 2021 coincides with discussion surrounding the potential rise of two upstart leagues—one surfacing from the Greg Norman-led LIV Golf Investments (which is pumping money into the Asian Tour), the other known as the Premier Golf League, which hopes to team-ify golf under the PGA Tour umbrella.

While it is not clear what the Saudi-backed LIV Golf Investments’ ultimate vision is, Norman confirmed to Golf Digest that a significant portion of its $200 million investment will go toward player appearance fees, which are prohibited on the PGA Tour. A number of stars including Bryson DeChambeau, Phil Mickelson, Dustin Johnson and Xander Schauffele committed to February’s Saudi Invitational and are surely being paid handsomely to do so. The PGL has discussed a payment structure that does indeed reward higher finishes but pays all participants. This, then, would seem to be a mechanism for guaranteeing the very biggest names in the game a hefty payday even if their on-course form takes a dip.

MORE: Golf Digest’s top Newsmakers of 2021

How are the PIP rankings determined?

Pazder emphasized the objective nature of the ranking—suggesting that, given the subjective nature of popularity, the tour felt strongly about creating a system that filters out bias, is trackable in real time and relatively easy to understand. A player’s score is determined by five total components that are all worth 20 percent of the overall mark. They are as follows:

• Google searches: How many times a player’s name is searched for. Players will only receive credit for searches related to them, so Adam Scott won’t benefit simply from having the same name as the actor.

• Meltwater mentions: Tracks how often a player is mentioned across global media

• MVP Index: A measure of a player’s reach on social media

• Nielsen score: How often a player is featured on the television broadcast

• Q-Score: A decades-old measure of an entity’s familiarity and appeal

Notably, none of the five criteria are directly related to a player’s on-course performance—although an in-form player will certainly be featured more often on broadcasts and in Google searches.

Bryson DeChambeau and Brooks Koepka's year-long social-media exchange would likely help their PIP score.

David Becker

Who is eligible?

Any PGA Tour member who has played five or more events in the current season, or five or more events in at least one of the preceding five seasons. Tiger Woods, then, is eligible to win the 2021 grand prize and will be eligible through 2024 even if he never plays a tour event again.

“From the point when a player retires or isn’t physically eligible to play,” Pazder said, “there is a trailing period of five years when they can still benefit from this program. And that’s by design. It’s a reward for being a great ambassador of the game and remaining visible.”

MORE: 19 quotes that sum up the highs, lows and in-betweens of golf in 2021

How is the money distributed?

The $40 million fund for 2021 will be split as follows:

Winner: $8 million

Second: $6 million

3-6: $3.5 million

7-10: $3 million

The 11th-place finisher will receive no money from the pool. The overall prize fund will increase to $50 million for 2022, with the winner taking home $10 million.

When will we know who wins?

The tour plans to distribute a list of the top 10 winners to its membership in mid-to-late February. And while that list will not be made public, there is little doubt the information eventually will find its way to the media.

Does the money come in a lump sum?

Players will be paid in two parts, but only after satisfying two requirements. The first half will be delivered after a player attends a mutually agreed upon “sponsor function.” This can take the form of media interviews, a dinner party, a Q&A, a golf outing, etc. The second half comes after the player plays in a mutually agreed upon tournament on the PGA Tour schedule. The tour could use this rule to drive interest in a lagging tournament or to help a player satisfy his requirement to play at least one new event (defined as a tournament he has not played in the last four seasons) each year. “It can be a number of things,” Pazder said. “Could be sponsor-related, or we’re running a campaign and it makes sense for us to have a specific player there.”

MORE: The valuable commodity that upstart golf leagues give top tour pros—leverage

Is this a step on the road toward appearance fees in tour events?

As previously noted, the PGA Tour does not currently permit a tournament to pay players an appearance fee, and Pazder said that is not likely to change any time soon.

“We still want the vast majority of our player earnings to be based on performance,” Pazder says. “We think that’s a unique aspect of our sport. It’s a differentiator for us. Is there ever a day where we allow appearance fees? I don’t see it happening. The way our business model works, we’re a very sponsor-centric sport. We rely heavily on our title sponsor base, our official marketing partner base and our media revenue, which is our largest source of revenue. We want all those constituents investing in the tour, which allows us to provide $838 million in player allocations for next season … as opposed to the tournaments themselves or the title sponsor doing side deals with players.”

Can a player check where he stands in the PIP race?

Yes, players can receive a detailed breakdown of their standing throughout the year. They will not, however, be able to obtain information on where any other player ranks.

Does the tour care whether a player’s coverage/attention is positive in nature?

Yes and no. Pazder said fears that a player might purposely act out to drive up his PIP score are unwarranted. The tour does hold the authority, however, to nullify a player’s score in a certain category for extreme cases.

MORE: Golf’s feel-good moments in 2021 transformed pain into something brighter

Seems like the tour is helping its richest players get richer. What about the other guys?

According to Pazder, the PIP is part of the tour’s growing efforts to aid its membership in off-course business opportunities. The tour recently launched a Player Partnerships program, headed by Dan Glod, that seeks to help players market themselves to potential sponsors and, in some cases, to connect sponsors with potential ambassadors. The tour has accumulated data on how much players are paid for a varying number of agreements—how much does a 30-year-old with X number of PGA Tour wins and X number of social-media followers charge for the logo on his hat; his bag; his left sleeve—that it intends to share with members. The tour also will provide players with dollar-amount values for the exposure they receive through the tour’s media channels, including broadcast and digital media content.

“We have no desire to replace what agents do. We view [the program] as complementary or supplementary to what a player’s representative is doing. … And if a company comes to us and says we’re interested in sponsoring professional golfers, we can customize a program for them—do they want one headliner, or do they want eight mid-level people? We have the data now to filter by age, by availability on a player’s shirt or sleeve or golf bag. And if a player is doing any contract negotiation, we can aid them and their representatives by giving them this data.”

These types of services—industry-wide comparisons and analysis of earning opportunities—have previously been available to players, but they’ve been provided by for-hire consulting/media/marketing companies. The PGA Tour will provide this service to its membership free of charge.

“I’ve personally viewed in our sport, and this is always an interesting debate at the breakfast table with our players, their off-course income as their ‘guaranteed income.’ Jon Rahm knows what he’s going to make from Callaway in 2022. The counter to that would be yeah, I had to play my tail off to earn those dollars and that’s a reward for my play. I wouldn’t call it guaranteed money, per se, but my mentality thinks of it in that fashion.”

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7th CPC TA Rules: 2 Entitlement for Journeys on Tour or Training

7th CPC TA Rules: 2 Entitlement for Journeys on Tour or Training  2.  Entitlement for Journeys on Tour or Training 7th CPC TA Rules: 2 Entit...

 2.  Entitlement for Journeys on Tour or Training

(iii) the revised travel entitlements are subject to following:-.

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