How to Be Tour Manager - Job Description, Skills, and Interview Questions

Dec 2, 2022 / 5 Minutes Read / By Albert

How to Become

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The lack of an experienced tour manager can have serious consequences for a touring team. Without a tour manager to handle the logistics of the tour, the band may find themselves without a place to stay or transportation to their next show. Additionally, they may have difficulty with communicating with promoters, managing their time, or coordinating their finances. As a result, the tour is likely to be disorganized and chaotic, leaving the band unable to execute their performances to their fullest potential and disappointing their fans.

Steps How to Become

Obtain a Bachelor's Degree. Most tour managers have a bachelor's degree in hospitality, tourism or business management. These programs provide students with the knowledge and skills needed to work in the travel and tourism industry.
Gain Experience. Experience is often required to be a tour manager. Gaining experience in the travel and tourism industry can be done in a variety of ways, such as working as a tour guide, taking internships in the industry, or working as a travel agent.
Get Certified. Most employers require tour managers to have certifications demonstrating that they are knowledgeable about the industry. Certifications can be obtained from organizations such as the National Tour Association (NTA) and the International Air Transport Association (IATA).
Obtain a Driver's License. Most tour managers are required to have a valid driver's license in order to transport groups of people from one place to another.
Develop Good Interpersonal Skills. Tour managers must be able to communicate effectively with different groups of people and must also be able to handle difficult situations. Having strong interpersonal skills is essential for this job.
Apply for Jobs. Once you have the necessary qualifications and experience, you can start applying for jobs as a tour manager. Many tour companies advertise their vacancies online, so make sure to check job websites regularly.

Managing a tour requires an individual to possess a great deal of knowledge and expertise. The success of a tour depends upon the tour managers ability to effectively plan and organize the itinerary, manage the budget, and communicate with all stakeholders involved. An ideal tour manager must possess strong organizational, communication, and problem solving skills in order to efficiently coordinate the tour logistics, effectively manage conflicts, and ensure the smooth operation of the tour.

Furthermore, they must be knowledgeable in the areas of travel, safety, and customer service in order to provide a safe, enjoyable, and memorable experience to all tour participants. Having an experienced and capable tour manager is essential for ensuring that the tour is successful and that everyone involved has a positive experience.

You may want to check Tour Representative, Tour Operator, and Tour Assistant for alternative.

Job Description

Plan and organize tour dates and locations
Book transportation, venues, and accommodations for the tour
Manage tour schedule and budget
Oversee the setup and breakdown of tour equipment and logistics
Manage tour personnel, including recruiting, hiring, and training staff
Maintain positive relationships with tour venues, promoters, booking agents, and other industry professionals
Ensure compliance with legal requirements, including permits, licenses, insurance, and contracts
Handle tour finances, including invoicing, payments, and budget reconciliation
Track tour expenses, including staff wages and travel costs
Oversee tour publicity, marketing, and promotion
Handle customer service inquiries related to the tour
Maintain a professional attitude while interacting with fans and other industry professionals
Provide health and safety training to tour personnel
Monitor tour performance and provide feedback to artists and other staff members

Skills and Competencies to Have

Excellent organizational and planning skills.
Ability to multi-task and work under pressure.
Knowledge of the music industry and music business.
Ability to network and build professional relationships.
Excellent communication and interpersonal skills.
Proficiency in computer programs, such as Microsoft Office Suite.
Ability to read and interpret contracts and agreements.
Proven leadership and problem-solving skills.
Strong budgeting and financial management skills.
Knowledge of local laws, regulations, and customs.
Ability to identify potential risks and take preventive measures.
Ability to evaluate and negotiate deals with vendors.
Ability to provide customer service and handle customer complaints.
Demonstrated ability to work with a diverse range of people in a professional manner.

Time management is an essential skill for any Tour Manager to possess. Without it, the success of a tour can be greatly hindered due to missed opportunities, deadlines, and other important events. When a Tour Manager is able to effectively manage their time, they can ensure that all aspects of the tour are attended to, such as ensuring the transportation, accommodation, and meals are all arranged in advance.

Furthermore, by being organized and on top of their scheduling, Tour Managers can easily accommodate last minute changes to the itinerary and handle any unexpected challenges that may arise. The ability to effectively manage their time also allows Tour Managers to easily keep track of their tour groups progress and make sure everyone is on schedule and having a great time. having effective time management skills is essential for any Tour Manager to ensure their tours run smoothly and successfully.

Tour Producer, Tour Supervisor, and Tour Analyst are related jobs you may like.

Frequent Interview Questions

How have you managed tour operations in the past?
What do you consider to be the most important responsibilities of a tour manager?
How do you handle difficult customers on tour?
Describe a time when you had to make a difficult decision while managing a tour.
How do you ensure group safety while on tour?
How do you manage customer complaints while on tour?
What techniques do you use to ensure that tour participants are engaged and enjoying their experience?
Describe a time when you had to deal with an emergency situation while on tour.
How do you handle unexpected changes in tour plans?
How do you ensure that all tour participants are well-informed about their trip before they arrive?

Common Tools in Industry

Tripit. A travel organization app that allows users to store and organize all their travel plans in one place (eg: store flight information, hotel reservations, rental car bookings).
TourPlanner. Software designed for tour operators to manage their bookings, itineraries and payments (eg: create custom itineraries, track payments and manage client data).
Google Maps. An online mapping service that provides directions, live traffic updates and other geographic information (eg: plan driving routes, view satellite imagery, get directions).
TourCMS. A web-based system that helps tour operators manage their businesses and create online booking forms (eg: create customer profiles, maintain customer records, accept payments).
TripAdvisor. A website that provides reviews and advice on destinations and attractions (eg: research hotels, compare prices, read reviews).
WorldMate. A mobile app that helps travelers plan their trips and keep track of their itinerary (eg: store flight information, send notifications of flight changes, view currency rates).

Professional Organizations to Know

American Society of Tour Managers (ASTM)
International Tour Management Institute (ITMI)
International Association of Tour Managers (IATM)
Association of Professional Tour Directors and Guides (APTDG)
National Tour Association (NTA)
Professional Convention Management Association (PCMA)
International Congress and Convention Association (ICCA)
National Association of Professional Tour Operators (NAPTO)
North American Tour Operators Association (NATOA)
Tour Operators Initiative for Sustainable Tourism Development (TOI-STD)

We also have Tour Designer, Tour Administrator, and Tour Coordinator jobs reports.

Common Important Terms

Tour Operator. A business or individual that organizes and sells packages for tourist travel.
Tour Guide. A person who escorts groups of tourists and provides them with information about the places they visit.
Itinerary. A planned route of travel, including all stops along the way.
Logistics. The planning, organizing, and coordination of resources and activities necessary to meet a specific goal.
Accommodation. Lodging provided for travelers during their trip.
Transportation. The movement of people or goods from one place to another.
Budgeting. The process of creating and maintaining a financial plan for a trip or tour.
Marketing. Promoting a product or service to potential customers.
Customer Service. The assistance provided to customers before, during, and after a purchase.
Risk Management. The process of assessing, controlling, and managing risks associated with tour operations.

Frequently Asked Questions

What is the purpose of a Tour Manager?

The purpose of a Tour Manager is to manage and coordinate all aspects of a tour, including scheduling, staffing, transportation, accommodations, and other logistics.

What qualifications are required to become a Tour Manager?

To become a Tour Manager, one must possess excellent organizational and communication skills, an understanding of the area they will be touring, and a valid driver's license.

What are the duties of a Tour Manager?

The duties of a Tour Manager include creating and executing detailed itineraries, arranging transportation and lodging, managing budgets, and resolving any issues that may arise during the tour.

How many people does a Tour Manager typically manage?

A Tour Manager typically manages groups of between 5 and 25 people.

What are the working hours of a Tour Manager?

The working hours of a Tour Manager can vary depending on the tour schedule. Generally, Tour Managers work long and irregular hours, including weekends and holidays.