Primary Tour Leader

The primary tour leader is in charge of the whole group and works closely with the group leader in making decisions for the group. In a one bus tour, there would only be on tour leader who would be the primary tour leader. In a multi-bus tour, there will be a primary tour leader on the first bus and an assistant tour leader on each additional bus.

As the primary tour leader:

1. You are in charge of the whole group, not just your bus.
2. You keep the group organized, on time, and having fun!
3. You work closely with the group leader, motorcoach operators, assistant tour leaders, and vendors (hotels, restaurants, attractions, etc.) to keep the trip running smoothly.

Pre-tour preparation is essential for a successful trip. Before departure, primary tour leaders:

1. Analyze the final itinerary.
2. Diligently confirm all aspects of the tour.
3. Effectively communicate with assistant tour leaders and group leaders.
4. Prepare outstanding commentary.

1. Analyze the Final Itinerary

• Review and get to know the final itinerary. It may have changed since you accepted the assignment.
• Take out a map and decide which route you would need to take to get from place to place. Do not rely on the motorcoach driver to know the directions. A professional tour leader considers navigation their responsibility.
• Estimate distances and driving time. Keep maps close at hand.
• Be aware of things that will slow you down, including security, crowds, traffic, stragglers. Have an alternate plan.
• Know what can be arranged, what is scheduled, and what is not scheduled. Be flexible. Consider an alternate plan if the weather does not cooperate, the group runs out of steam, etc. Prepare fillers and be prepared for everything.
• Know the hours of operation of places you will be visiting. Have their addresses and phone numbers handy in case of delays.

2. Diligently Confirm All Aspects of the Tour

• Crosscheck that reservation times and dates match those on the itinerary.
• Confirm that the number of people on the rooming list is the same as each reservation.
• Call each vendor and reconfirm your appointment or reservation.

Motorcoach

• Confirm that you have one driver tip check per bus. Leave these tip checks blank until the end of the trip in case of an emergency.
• Call the motorcoach company to confirm your reservation and receive the names and phone numbers of your drivers. Confirm pick-up location. Confirm that they have directions to the school.

Hotel

• Confirm number of rooms being used. Request that all rooms be on one floor.
• Confirm breakfast location and times if at hotel.
• Confirm that bus parking is available.
• Ask where they would like the group to enter and if they have other special instructions.

Meals

• Confirm that you have the correct meal vouchers for each dining location.
• Count meal vouchers twice to confirm that you have the correct amount.
• Confirm that you have the correct amount of money for each cash meal. If you receive a check in your name, this is not advance payment. This check is for cash meals according to your tour leader report.
• Check the days and hours of operation for the food vendors and attractions.
• Call and confirm reservations at restaurants. Ask if they have any special instructions for groups.
• Divide cash meals and vouchers into envelopes by bus.

Attractions / Other Vendors

• Count tickets (if applicable) to confirm that you have the correct amount.
• Confirm that you have the correct vendor checks as stated on the tour leader report.
• Call each vendor and reconfirm your reservation. Ask if they have any special instructions, group entrances, etc. Confirm bus parking or drop-off location.
• Call the security company to confirm your reservation and receive the name(s)and phone number(s) of your security guard(s).

3.  Effectively Communicate with Assistant Tour Leaders

• Review itinerary
• Confirm where your assistants will meet the bus and time (sometimes you will meet the group at the school, en route or at the destination – find out where to park your car, make sure you have directions, car pool if meeting at destination, etc.).
• Share names and contact numbers (if available) for group leader, bus leaders, bus company, motorcoach drivers, etc.
• Answer any questions they may have about the group, their background, their travel history, etc.
• Remind them to wear comfortable walking shoes and to be prepared for any type of weather (umbrella, rain gear, jacket, sweaters, sun screen, sun glasses, etc.).

4. Effectively Communicate with Group Leader

• Email or call to introduce yourself and build excitement for the trip.
• Confirm your meeting time and location.
• Ask if they have any questions that you can answer before departure.

5.  Prepare Outstanding Commentary

• Do your homework – prepare, prepare, prepare.
• Learn about every site that you will be visiting. Make sure your commentary is age appropriate.
• Remember that you are the expert! You are expected to know what you are talking about. Prepare accordingly.
• Develop a strong opening to attract interest.
• Give them the facts and then tell a story.
• Engage the students. Give them something to look for, ask them questions, make them think, make it fun!
• Pull from many sources of information.
  • Visit the websites of each attraction. Take their virtual tours. Review the highlights of the location. Study the architecture and history of the building. See if they have a smartphone app.
  • Read the site brochures and museum guides.
  • Check the visitor bureau’s website.
  • Talk with other tour leaders and learn their stories.
  • Talk with park rangers.

Remember, you have been selected as the Primary Tour Leader because of ability, experience, and our confidence in you as a professional. We expect that, as part of your professional approach to tour leading, you will furnish service above and beyond the expectations of the group.  Please remember that the bus drivers, assistant tour leaders, vendors, hotel staff, and others are your teammates in a successful trip.

1. Arrive early and find parking. If the approximate arrival time on the itinerary is 11:00, be there by 10:30 – or earlier.

2. Go over any last minute changes with your assistants.  Bring them up to speed on what you know about the group, how the group leader wants to organize the trip, changes to the itinerary, etc.  Don’t forget to keep your teammates updated on every aspect of the trip.

Bus Communication

• Decide where to safely position yourself. Always be holding on to something stable. If possible, face the group and maintain a line of site. This will engage student’s attention and participation.
• Time commentary to speed and traffic.
• When pointing out something, be very specific
• Build anticipation in your commentary. Let the excitement shine through in your voice and expression.
• Before exiting the bus, establish a specific meeting time and place (other than the bus). Make sure that you have the cell phone numbers of your driver, group leader, assistants, etc before stepping off of the bus.
• If the group leader permits, set up “Remind” to assist in reminders and last minute announcements.
• Advise the students to travel light.

Walking Tour Communication

• Be prepared for outside interferences, crowds, noise, airplanes, traffic, etc,. and plan stopping points accordingly.
• Wait until all of the group is around you before speaking. Make sure that you can be seen and heard.
• When walking between sites, stay to the right on side walks and walk 2 x 2. Obey traffic signals and only cross at crosswalks.
• Keep your group together. Be wary of stragglers and encourage chaperones to assist in keeping the group together.
• Be respectful of other tour groups and buses.

Site Communication

• Know the rules and regulations of each site.
• At outdoor sites, communicate a meeting place and time if applicable. Keep the group together and share the sidewalks. Be respectful of other guests and control the noise of the group.
• At indoor sites, communicate to the group what to expect. Explain the procedure for security and what items are not allowed. Tell students if photographs are permitted. Always communicate a specific meeting time and place.
• Physically walk students to meeting place if possible.

Energizing a Drowsy Group

• Get off of the motorcoach and get the students moving and involved.
• Have a less structured stops (run in an open space, play a game, scavenger hunt, etc).
• Plan some fun activities.
• Be flexible and change your delivery.

Hotel Communication

Prior to arriving at the hotel, talk to the group leader. Determine how they would like to organize the check in procedure. Group leaders will have different methods depending on their past experiences. If the group has a preferred method of unloading,  use that method even if you know there’s a better way. Don’t force your methods onto them. Feel free to offer suggestions, but a headstrong group leader will see you as trying to wrestle control of the group from them if you don’t follow their methods.

Before unloading the bus, be sure everyone knows:

• Entry Instructions – where luggage will be and where to enter hotel.
• Lights out time
• Wake up call time
• Breakfast – where and what time
• Departure time – when they need to be on the bus and ready to depart
• Appropriate attire for weather (sun glasses, rain coats, etc)
• Necessary supplies (cameras, water, sun screen, etc)

Then,

• Remind the group to stay quiet while entering the hotel
• Thank them for a great day!
• Send out a text message with this information using “Remind”.

If the group leader asks for your advice, recommend the following procedure:

Suggested Hotel Check-In:

1. Keep the students on the bus to gather belongings and pick-up any trash.
2. The Primary Tour Leader and Group Leader will get the keys from the front desk, sort the keys, and double check the room assignments.
3. If you are parked in the unloading zone, have two students from each bus volunteer to unload the luggage onto the curb.
4. If there are no problems with the room assignments, return to the buses.
5. Talk to your assistants and make sure they understand the procedure for unloading.
6. Send half of the chaperones to the floors so they can direct the students and keep things quiet.
7. Begin unloading. Each bus can unload a room every 60 seconds or so. With larger groups, timing will count.  You want to avoid a big queue at the elevators. Positioning an adult at the elevators will help with loading and crowding.
8. Recommend the stairs whenever possible. It will go much faster.
9. Remind the group to stay quiet while entering the hotel. Noise is your biggest enemy.
10. Tell the students to go their rooms and stay there until a chaperone comes around with additional information for them. During the unloading / check in, some of the first students into their rooms will want to get sodas, ice, etc.  If they are out of their rooms, they will create confusion, noise and take up needed space on the elevators.
11. Walk the halls and be visible, don’t hide in your room. Be part of the group, be helpful and be seen.

On the Way Home

• Circulate through the bus and talk with the students. If they are interested, you may try a trivia game or other group game. Try and co-ordinate you efforts with the assistant tour leaders, so it will not appear as though your portion of the group is receiving different or preferential service.
• Ask the group leader how they think the trip went.  Would they change anything?
• Have your assistants do the same on their buses and get their feedback.

After the Trip

• Report any issues encountered to the office so we have a heads up before we talk to the group leader.
• Let us know of any special services or attention you may have received from our vendors so we can thank them appropriately.
• Complete your paperwork. Send the following to Scholastica within 30 days:
  • Tour Leader Report (all sections completed)
  • Unused vouchers or tickets
  • Receipts from restaurants and attractions
  • Rooming list with hotel room assignments
  • Security forms – please note if guards were late or left early
  • Accident reports
• Submit your invoice within 30 days.