1.

RECEIVING INFORMATION
1.1. Information about the Tour Group:
 Customer list (full name, passport number, date of birth, phone number,
email, special requests).
 Visa status, flight tickets, travel insurance.
 Special dietary requirements (vegetarian meals, food allergies, specific
requests).
 Age and health conditions of guests (if there are elderly guests or children
requiring special assistance).
1.2. Detailed Itinerary:
 Daily schedule (flight times, sightseeing locations, activities, hotels, meals).
 Travel time between locations, transportation used.
 Shopping stops, free time activities, optional activities.
1.3. Service Provider Information:
 Hotels: Name, address, phone number, room type.
 Restaurants: Expected menu, meal times, location.
 Local tour guides: Name, phone number, meeting point.
 Drivers and transportation: Vehicle license plate, driver’s name,
pick-up/drop-off times.
1.4. Financial Issues:
 Tips for tour guides, drivers, and porters.
 Currency exchange process, estimated additional costs.
 Taxes and surcharges (checked baggage fees, entrance fees, etc.).

2. PREPARATION BEFORE THE TOUR

2.1. Reviewing the Tour Execution Plan:
 Detailed itinerary.
 Pick-up locations and times.
 Services to be provided.
 Payment terms.
 Relevant service providers (accommodation, transportation, etc.).
 Guidelines for tour execution.
2.2. Understanding the Tour Group:
 Number of members in the group.
 Special requests (vegetarian meals, etc.).
 Special events related to the destination country or tour members.
 Cultural taboos.
 Maps, information, language details, and visual materials preparation.

2.3. Researching Information About the Destination Country:

Description Standards Reasons Knowledge
Tour guides utilize Specific sources of Updating Understanding
appropriate research skills to information, along with information is a how to find and
access current, accurate, regular connections for fundamental collect
basic, and relevant accessing these details, aspect of your necessary
information on the following include: profession. information.
topics: - Media and publications
- Geographical features such such as newspapers,
as flora, fauna, geology, magazines, textbooks,
waterways, and terrain guidebooks, television, and
- History and folklore maps
- Indigenous culture - Internet
- Government and politics - Professional associations
- Economy and colleagues
- National history - Chambers of commerce,
- Culture, including religion, tourist welcome centers,
arts, music, and literature and convention bureaus, as
- Education well as historical
- Major tourist destinations associations
- Cuisine - Government agencies,
- Sports including tourism
- Lifestyles and customs departments, national park
- Tipping practices associations, and wildlife
- Official holidays and fisheries agencies
- Temperature, e.g., measured - Public libraries, archives,
in Celsius or Fahrenheit and museums
- Fuel measurements in liters - Travel agencies
or gallons - Training courses,
- Distance measurements in workshops, and
kilometers or miles educational institutions
- Cost of - Courses, discussions, and
living/housing/population educational divisions
density/industry in the local - Personal travel
area experiences
- Weather and climate - Experts in history,
conditions geography, and
archaeology

2.4. Preparing Customer Service Conditions

 Room allocation list at the hotel; insurance list.
 Visa (if applicable).
 Flight tickets or transportation details.
 Group name tags, name tags, and company logo.
 Flags or signs for group identification.
 Gift items (hats, backpacks, travel pillows, etc.).
 Feedback forms and task confirmation forms.
2.5. Travel Documents
 Passport.
 Flight tickets (passenger name, flight number, departure time, etc.).
  Visa (if applicable).
 Tour itinerary and partner confirmation.
 Rooming list – contact details.
 Travel vouchers.
 Advance payment.
 Insurance documents.
 Gifts for guests.

3. CONDUCTING THE PRE-TOUR MEETING

- A successful trip depends on both a great itinerary and good preparation. Today’s
meeting will cover key details and answer any questions to ensure a smooth journey.
- Let me tell you what important information we need in a pre-trip meeting.
3.1. Meeting Agenda:
 Full names, contact numbers, and creating a group for Q&A.
 Detailed itinerary.
 Pick-up location and time.
 Flight details.
 Airline regulations: customs and immigration procedures.
 Accommodation details and destinations.
 Hotel facilities – food preferences during the tour.
 Weather conditions – recommended clothing – currency exchange.
 Electricity usage, plug types.
 Cultural, security, and safety guidelines.
3.2. Important Notes for Guests During the Pre-Tour Meeting
 Batteries must be removed and not placed in carry-on luggage.
 Valuable items such as money and jewelry should not be placed in checked
baggage.
 For international flights, passengers may carry up to 1 liter of liquid, while
domestic flights allow up to 5 liters, with each container not exceeding
100ml.
 Goods valued over $300 are subject to VAT.
 Unpaid taxes may result in travel restrictions or exit bans.