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Essential Pre-Arrival Activities for Tour Guides

Here are the answers to the learning tasks: Learning Task 1: A. 1, 2, 3, 4, 5 B. 1, 2, 3, 4, 5 C. 1, 2, 3, 4, 5 Learning Task 2: (I have written a sample script on yellow paper) Learning Task 3: A. 1. assignment 2. profile 3. familiar 4. confirmations 5. itinerary B. 1. I would suggest places with rich culture and history like Intramuros in Manila or Vigan in Ilocos Sur since learning about a destination's past is interesting and educative. 2. I

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Rea Rose Agapay
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299 views2 pages

Essential Pre-Arrival Activities for Tour Guides

Here are the answers to the learning tasks: Learning Task 1: A. 1, 2, 3, 4, 5 B. 1, 2, 3, 4, 5 C. 1, 2, 3, 4, 5 Learning Task 2: (I have written a sample script on yellow paper) Learning Task 3: A. 1. assignment 2. profile 3. familiar 4. confirmations 5. itinerary B. 1. I would suggest places with rich culture and history like Intramuros in Manila or Vigan in Ilocos Sur since learning about a destination's past is interesting and educative. 2. I

Uploaded by

Rea Rose Agapay
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Pre-Arrival Activities

It is the stage before guest actually comes to the hotel, inquiry by the guest and reservation
confirmation.

Leading tours requires demonstration of a wide set of skills and application of a diverse body of
knowledge. Tour guides need these skills and knowledge to conduct pre-arrival activities. During pre-arrival
activities, tour guides are concentrating on tasks to be completed before tour groups arrive for the tours.

Activities such as room assignment, updating guest profile, preparing welcome letters, collecting all
reservation correspondence, and sending request for amenities etc. are part of pre-arrival activities and
normally done one to two days prior to guest arrival.

The tour guide must report to his/her employer regularly to find out his/her tour assignment. When
assigned a tour, the tour guide must learn and understand the profile of the guests and the inclusion of the
tour program (i.e,, accommodations, tour and meal inclusions, etc.) The tour guide must call suppliers (i.e,,,
hotels, airlines, bus companies, restaurants, tour attractions, etc.) to ensure that reservations are properly
coordinated for the group. The tour guide must be familiar with the places that the tour group will visit; if not
he/she needs to do an ocular before the tour. The tour guide must know the points of interest as well as
common areas like toilets and stores. The tour guide must also know if there are special events happening in
the area during the tour.

For learning tasks 1 and 3 (copy and answer)

Learning Task 1.

Put a check mark (/) on the different skills and knowledge that a tour guide must do.

A. Checking of arrival schedules.

______ 1. Capturing hard copy information about tours and groups for the day.

______ 2. Contacting destinations and providers.

______ 3. Determining weather and other local conditions.

______ 4. Knowledge about composition of groups.

______ 5. Knowledge about how groups/members are arriving.

B. Checking reservations

______ 1. Types of booking which have been made.

______ 2. Seats/ tickets remaining available for sale.

______ 3. Confirming basics of the tour.

______ 4. Special request made by tour groups/members.

______ 5. Payments made and/or to be collected prior to departure.

C. Verifying itinerary

______ 1. Contacting destinations and providers.


______ 2. Arranging suitable alternatives.

______ 3. Obtaining and checking guide kit.

______ 4. Determining weather and other local conditions.

______ 5. Check the power point/ data projectors and screen.

Learning Task 2:

Create your own script on how you are going to entertain your guest during a call or on his/her inquiries and
how are you going to accommodate him/her.

Scenario:

Beatrice called your travel agency to inquire about the best tour package that you can offer to them (4 pax in
total) since they are planning to visit Batanes on April 8-10. She’s asking information about the inclusions to
your tour package and also the pricing.

(Write your script and pricing on yellow paper)

Learning Task 3.

A. Read the statement carefully and fill in the blanks with the correct answer.

______ 1. The tour guide must report to his/her employer regularly to find out his/her tour ______.

______ 2. When assigned a tour, the tour guide must understand the _______ of the guest.

______ 3. The tour guide must be _______ with the places that the tour group will visit.

______ 4. Booking ________, welcome email, and relevant information are the types of pre-arrival
communication.

______ 5. Checking of arrival schedules, checking reservations, verifying _______ are some of the pre-
arrival activities.

B. Answer the questions.


1. If you were given a chance to be a tour guide someday, what places are you going to suggests to
your guests? Why?
2. How will you compare yourself to your favorite place/ destination?
3. If you are going to be a tourist destination/ tourist spot, what would it be? Why?

Common questions

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Effective booking verification ensures that all components of a tour, from transportation to accommodations to activities, are confirmed and aligned with guest requests. This minimizes last-minute changes or cancellations, enhancing operational efficiency and reducing stress for both guides and guests. It assures that the tour runs smoothly, meeting guest expectations and contributing to a positive overall experience .

Pre-arrival communications, like booking confirmations, welcome emails, and relevant information, set clear expectations for guests about what they can anticipate during their stay or tour. Effectively managing these communications can enhance guest satisfaction by providing clarity and reducing uncertainty, thus allowing guests to adequately prepare for their experience and feel valued by the service provider .

Tour guides play a critical role in identifying and integrating local special events into the tour itinerary, enriching the guest experience. This offers clients a unique insight into local culture and can often be a highlight of their visit. Coordination involves liaising with local event organizers to ensure inclusion in the tour schedule and preparing guests with relevant cultural or logistical information .

Tour guides must engage in several key pre-arrival activities to ensure a smooth tour experience, including room assignment, updating guest profiles, preparing welcome letters, collecting all reservation correspondence, and sending requests for amenities. They should also confirm reservations with suppliers such as hotels, airlines, and tour attractions. Additionally, tour guides need to familiarize themselves with the destination, including points of interest, common areas like restrooms, and any special events occurring during the tour .

Knowledge of local conditions, particularly weather, allows a tour guide to anticipate and address potential disruptions in the tour schedule, ensuring guest safety and comfort. This involves making informed decisions about outdoor activities, suggesting appropriate attire, and potentially restructuring itineraries to maintain the quality and enjoyment of the tour. Such proactive measures are crucial in avoiding dissatisfaction or safety incidents .

Major skills include excellent communication, organizational ability, and knowledge of the local area and cultural insights. These skills allow the tour guide to manage bookings, coordinate with suppliers, adjust itineraries when necessary, and provide informative and engaging narration during the tour. Effectively utilizing these skills enhances guest satisfaction by providing a well-organized, informative, and enjoyable experience .

Regular communication with employers allows tour guides to receive updates on their tour assignments, facilitating efficient planning. Communication with suppliers ensures that all reservations, including accommodations, transportation, and activities, are confirmed and any discrepancies are addressed before guests arrive, thus preventing operational issues and ensuring a seamless guest experience .

Conducting ocular inspections allows tour guides to familiarize themselves with the tour routes and venues. This preparation helps identify any potential accessibility issues, safety concerns, and optimal paths or locations for guests. It ensures the guide is thoroughly prepared to handle the group's itinerary efficiently, enhancing the overall tour quality by preventing on-site surprises and ensuring guest safety and engagement .

A tour guide must know the demographic details of the group, such as age, nationality, preferences, and any special requests. This knowledge helps tailor the tour to meet the group's needs, enhancing satisfaction by providing relevant information and accommodating any specific requirements. Understanding group composition can also streamline logistics such as transportation and meal planning .

Verifying the itinerary ensures that all tour arrangements are confirmed and accurate, thus preventing potential issues during the tour. This includes contacting destinations and providers to confirm bookings, arranging suitable alternatives if necessary, checking the guide kit, and determining local weather conditions. Proper verification helps the tour guide anticipate any disruptions and manage guest expectations effectively .

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