TH1808

STAGES OF TOUR GUIDING

PRE-ARRIVAL
The tour operator has a major role during the pre-tour since this is the stage that involves planning, costing,
negotiating, and booking with suppliers and other service providers. It covers all the preparations needed for
the tour and choosing the most appropriate tour guide for the group.

The following are the procedures during the pre-arrival of the tourists:

I. Consultation – Once the tour operator has assigned the tour guide/s, s/he proceeds with polishing the
entire tour by consulting with them. It is noteworthy to mention that tour guides are more skilled and
familiar with the destinations; therefore, their input is valuable. They are more knowledgeable with
significant information like the weather, road conditions, tourist attractions, behavior, and personality of
natives, and they even know where to purchase local delicacies and souvenirs.

II. Endorsement – Once the tour operator has made all the bookings, the tour guide will be called in to be
given the proper travel documents. These are the itinerary, rooming list, guest list, tour vouchers, tickets,
and petty cash for payables or incidental expenses. It is essential to provide tour guides with other
pertinent information like contact details of suppliers, liquidation sheets for expenses, and evaluation
forms for tourists to fill out after the tour.

III. Briefing – This is the part where the tour operator reiterates the itinerary and inclusions in the tour
packages, explains the flow of the tour, and even sets the expectations from the tour guide. They are
expected to promote and sell optional tours to tourists for their next travel. In doing so, it is necessary to
know the guests’ profiles when recommending or selling tour packages. This is the time when they try to
acquire as much information they can get about the tourists. In promoting other packages, aggressive
selling is not recommended.

IV. Research – Tour guides should not rely on personal opinions; they must also be educated and well-
informed. Learning is important in a tour, and tourists get this from commentaries. An excellent tour
guide researches current events and interesting new facts about the destination. Furthermore, the guide
should also know what would interest the guests and assess whether they can relate to the explanations.

V. Ocular Inspection – The tour guides must be familiar with the sites, points of interest, restaurants, and
other stops stated in the itinerary. Ideally, it is best to visit them beforehand. The points of interest or
attractions include museums, parks, factories, churches, historical buildings or infrastructures,
restaurants, and the like. Tour guides must also know where to bring tourists who look for restrooms,
automated teller machines (ATMs), and souvenir shops. In addition, they should not only focus on the
sites reflected in the itinerary, but also be informed about other interesting spots along the way.

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TOUR PROPER
This stage involves the tasks that tour guides do from the time they meet their guests until they depart and
head back home or to another destination. In conducting tours, this is referred to as “first day routines.” During
the first encounter with the tourists, or as soon as they arrive, the tour guide needs to give a very good
impression of himself/herself. This includes being punctual and already on his/her spot to welcome them,
positioning himself/herself in the arrival area of the airport, port, or train, and bus station, doing a pleasant
introduction, and being ready to hand out travel documents for checking and inventory of guests. This is the
stage where they meet and assist the guests.
Meeting the group
• Welcoming and gathering the group – The tour guide meets the group at the arrival area of the airport,
pier, and bus or train station. S/He assembles them in a controlled area and welcomes them to the city.
• Introduction – The guide waits until the group is complete, then pleasantly introduces himself/herself.
• Identification – Some tours come in big groups. As soon as the guests are all settled in their seats in the
motor coach, and introductions have been done, the tour guide starts to check the number of
passengers inside the bus and the list. All tourists in the list are called individually, and tour guide makes
sure they are complete. Some tour operators provide company tour stickers to be placed on each
tourist’s chest area. This is very helpful for easier identification once the guests are mixed up with the
crowd.
• Instructions – These should be given during the meetup or assembly and should be short. Guests need
to know only immediate and important information. This includes the description and body number of
the bus, handling of luggage, and instructions on identifying and following the guide’s direction.

Activities during the tour

• Pickup and assembly –The actual tour stipulated in the itinerary is about to begin. Guests are picked up
from their respective hotel/s and led aboard the motor coach or van. In such cases, the tour vehicle
needs to pick up guests from their respective accommodations. Some joiner tours have an assembly
area where guests will be picked up.
• Doing the tour commentary – A tour will not be complete if there is no one explaining facts and
describing scenes. Giving commentaries is a challenging yet entertaining task for the tour guide. The
guide’s knowledge and communication skills will be tested in what tour guides refer to as “the moment
of truth.”
• On-coach guiding – This refers to tour guides’ activities while inside the motor coach or bus.
Commentaries can be done at any time during the tour. In the motor coach, tour guiding may already
start. During this tour, it is best that the guide must be lively and enthusiastic to be able to engage
tourists.
• Keeping the group preoccupied – Idleness can result in boredom. When boredom strikes, it reflects on
the tour guides. This is why tour guides try to be very innovative in their approach of killing time. Time-
occupying activities include giving information, playing games, conducting sing-alongs, making small
talks, and telling jokes, among others.
• Walking tours – A tour that is full of activities that tourists commonly engage in is a walking tour. In this
tour, tourists are always moving about and are occupied with activities. This tour is led by guides that
have knowledge of the sites, the landscapes, history, and artistic significance.

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POST-ARRIVAL
This is the stage when all tour events have to be documented. The tour guide reports to submit necessary
forms about the tour. This includes liquidation of cash advances, submission of cash vouchers, receipts, and
remittance of other collections. A general report of what transpired during the tour, most especially if there
are complaints, must also be submitted. Tour guides must also send in all evaluations and take into
consideration the complaints and recommendations.
Liquidation and accounting – During the tour, there may be some necessary expenses that need to be
purchased or paid. The tour guide is entrusted with cash for the payables and other expenses. Any expense
must be liquidated. This refers to the detailed list of expenses incurred. All transactions must have official
receipts so these can be attached to the liquidation papers. Remaining cash, together with other collections,
should be remitted back to the tour operator.
Evaluation forms – Feedback is important to any service industry. More often than not, tour companies
provide evaluation forms that tourists can answer briefly. These forms are given to tourists at the end of the
tour and collected back. After compiling them, these have to be forwarded to the tour operator. All evaluations
are read and acted upon immediately.
Tour guide’s report – The following are some questions that need to be included in the report of the tour
guide:
 Did the guests enjoy their tour? Was it fun and educational?
 What are the things that could have been done to make a better tour?
 Were there any complaints? If so, what did the tour guide do to handle these situations?
 Were there any untoward incidents? If so, what did the tour guide do to handle the situation/s?
 Was there any problem with the clients? If so, what did the tour guide do to handle these
situations?
 How are the services of other suppliers like transportation, attractions, and accommodations?
 What are the other expenses incurred during the tour? Was the itinerary followed?

Reference:
Baltazar, J. P., & Verzosa, R. F. (2016). Local guiding services. Quezon City: Phoenix Publishing House, Inc.

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