Tour operator workflow
2. Planning itinerary and products
3. Asking suppliers for availability
4. Designing tour
Before tour
1. Getting information about customers, getting prices from suppliers
Being clearly aware of customer’s information such as gender,
age, number of people, departure date, budget in order to design
a suitable tour for customers. For example, if tourists are mostly
female, they are more likely to enjoy shopping.
Making use of available program, getting prices from hotels and
other suppliers so they can choose services that are reasonable
for tourists and calculate an accurate price.
Before tour
2. Planning itinerary and products
In order to design good tours, planning
itinerary and products is indispensable for the
operators. Based on what they get from the
first step, tour operators can build the
framework of the tour by choosing service types
that are suitable for customers. For instance,
the tourists who want to use luxury services,
TO need to choose 5 star hotels.
Before tour
3. Asking suppliers for availability
Asking suitable suppliers for availability to choose the final suppliers that fit the tour
framework they had built.
Contacting according to the information taken from the folders in Excel, for example:
Before tour
4. Designing tour
Contacting customers to confirm the itinerary again.
Designing the tour based on the framework. In
this process, they contact selected suppliers for
reservation, confirm all the arrangements such
as guide, restaurants, activities, accommodation.
After completing tour design, they have to check
again carefully all the details and information.
Before tour
5. Sending final trip documents to customers
Sending documents related to the trip consist of itinerary and
other components to the tourists and make sure that they are
aware of all the information.
Explaining clearly to customers the refund and cancellation
policies.
Receiving deposits or full tour payments from customers.
Before tour
Travel contract template
During tour
6. Following the tour and handling situations flexibly
During the tour, the operators have to follow carefully in
order to flexibly solve each problem whenever it arises. They
especially need to ensure safety for the tourists.
Checking services: Ensuring the quantity and quality
Supplementing unexpected lack of services before tourists
arrive.
Coordinating with tour guides to resolve arising situations
Making a risk management folder to cope with the
unexpected problems. For example, the tourist's wallet is lost,
the schedule was prolonged, the weather is bad.
After tour
7. Receiving 360 degrees feedbacks and reporting
When the trip ended, it is very important for tour operators to receive
360 degrees feedbacks, listen not only from the customers, but also from
the superiors, suppliers, etc, so that the enterprise can gradually develop.
Making a trip summary, listing places visited and actual expenses
Making settlement with accountant.
Solving any tourist's requests or complaints after tour.
After tour
Feedback form
