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

Mar 27, 2023 / 5 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

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The Covid-19 outbreak has drastically impacted the travel industry, causing a significant drop in global tourism. This has led to a decrease in demand for flights and accommodations, resulting in a decrease in revenue for airlines, hotels, and other travel-related businesses. Furthermore, the restrictions on international travel have caused a disruption in the operation of tour planners, who are typically responsible for organizing trips and making reservations on behalf of their clients.

This has caused significant financial losses for these businesses, as they no longer have the same level of clientele and are unable to fulfill the same number of requests. this has had a ripple effect on the entire tourism industry, as the lack of tour planners has made it more difficult for travelers to plan their trips and book reservations.

Steps How to Become

Earn a Bachelor's Degree. A bachelor's degree in tourism, hospitality, or a related field is typically the minimum educational requirement for becoming a tour planner. Coursework may include travel geography, hospitality management, tourism marketing, international relations, and other related topics.
Gain Experience. Many employers prefer to hire tour planners with several years of experience working in the hospitality or travel industries. It may be possible to gain experience through internships or volunteer activities.
Obtain Certification. Several organizations offer certifications for tour planners. Some of these certifications require experience as well as passing an exam.
Consider Specialization. Tour planners can specialize in specific types of tours, such as corporate tours, educational tours, or adventure tours. Specialization requires additional knowledge and experience in the chosen area.
Get Licensed. Tour planners may need to obtain a business license or a license to operate a travel agency in certain locations. Licensing requirements vary by state.
Network. Networking is an important part of being a successful tour planner. Tour planners should build relationships with hotels, airlines, and other service providers in order to get the best prices and service for their clients.

Planning an ideal and efficient tour requires careful consideration of various factors. Firstly, it is important to determine the budget and duration of the trip, as these will affect the destinations and activities that are possible. Secondly, it is essential to research the various attractions at the chosen destinations, as well as the local customs and culture, so that travelers can be equipped with the knowledge to make the most of their experience.

Thirdly, it is important to consider transportation options such as flights or trains to get from one place to another, as well as accommodation options such as hotels or hostels. Finally, it is important to plan for potential emergencies or unexpected issues such as weather delays and medical issues, so that travelers can be prepared for any eventuality. By taking all these aspects into account, travelers can create an ideal and efficient tour.

You may want to check Tour Operator, Tour Consultant, and Tour Developer for alternative.

Job Description

Tour Guide: Responsible for leading and guiding tourists on their tour. This position requires excellent communication, organizational and customer service skills.
Tour Operator: Responsible for planning and organizing tours, managing the logistical aspects and arranging transport, accommodation, meals and other necessary services for the tour.
Tour Coordinator: Responsible for coordinating all aspects of the tour and ensuring it runs smoothly. This includes liaising with suppliers and customers, handling payments, monitoring timelines and budgets, and providing customer support.
Tour Planner: Responsible for researching and designing tours, creating itineraries, selecting destinations, and organizing activities.
Tour Support Staff: Responsible for providing administrative and technical support to the tour team. This includes scheduling, bookkeeping, and other general office duties.
Tour Accountant: Responsible for all financial aspects of the tour, such as budgeting, accounting, invoicing, and reporting.
Tour Manager: Responsible for overall management of the tour including team building, monitoring performance, resolving conflicts, and ensuring customer satisfaction.

Skills and Competencies to Have

Excellent organizational skills.
Ability to manage and coordinate travel arrangements.
Knowledge of geography and cultural customs of the area.
Ability to work under pressure and meet deadlines.
Excellent customer service skills.
Ability to work independently and as part of a team.
Knowledge of foreign languages.
Good budgeting and financial management skills.
Knowledge of safety and security regulations.
Knowledge of computer applications for travel planning.

Organizational skills are the most important skill to have when planning a tour. Being able to plan, organize, and execute a tour requires attention to detail, problem solving, and communication. Without these skills, it can be difficult to ensure that the tour runs smoothly, that all travelers have the necessary information, that any problems can be addressed quickly and effectively, and that the tour is enjoyable for all.

Furthermore, having strong organizational skills means being able to anticipate potential issues before they arise and plan accordingly. For example, having a backup plan in place in case of inclement weather or unexpected delays can help to ensure a successful tour. In addition, strong organizational skills can also help to manage costs by ensuring that resources are used efficiently.

All of these factors are essential for a successful tour and can make the difference between a pleasant experience and an unpleasant one.

Tour Director, Tour Manager, and Tour Assistant are related jobs you may like.

Frequent Interview Questions

How have you successfully planned, managed, and executed a tour before?
What strategies have you used to manage a complex tour itinerary?
What challenges have you faced while coordinating group travel?
How do you handle stress and maintain a positive attitude when working with a demanding client?
How do you stay organized and ensure deadlines are met when planning a tour?
What methods do you use to ensure that the tour budget is adhered to?
How familiar are you with various tourist attractions, hotels and restaurants in the area?
Do you have experience handling group transportation arrangements?
Have you ever had to handle any difficult situations or complaints from clients during a tour?
What steps do you take to make sure the tour runs smoothly?

Common Tools in Industry

TripIt. TripIt is a travel planning tool that helps you organize and share your travel plans. (eg: Create an itinerary, book flights and hotels, and receive travel alerts all in one place. )
TripAdvisor. TripAdvisor is a website for reviewing hotels, restaurants, activities and attractions worldwide. (eg: Read reviews from other travelers, compare prices, check availability, and make reservations. )
Google Maps. Google Maps is a mapping service that helps you plan the best route for a trip. (eg: Use the 'Get Directions' feature to find the best routes by car, bike, public transit or walking. )
Kayak. Kayak is an online travel search engine to compare prices on flights, hotels and rental cars. (eg: Search for the best deals on airfare, hotels and rental cars, and then book directly with the providers. )
AirBnB. AirBnB is a website that offers private accommodation listings around the world. (eg: Find unique accommodations in cities around the world, read reviews from other travelers, and book directly with the hosts. )

Professional Organizations to Know

International Association of Business Communicators (IABC)
American Marketing Association (AMA)
Institute of Electrical and Electronics Engineers (IEEE)
Public Relations Society of America (PRSA)
National Association of Government Communicators (NAGC)
Advertising Educational Foundation (AEF)
International Association for Business and Society (IABS)
American Society of Association Executives (ASAE)
International Association of Business Analysts (IABA)
International Institute of Business Analysis (IIBA)

We also have Tour Guide Trainer, Tour Promoter, and Tour Administrator jobs reports.

Common Important Terms

Accommodation. A place to stay while on a trip, such as a hotel, resort, hostel, or other type of lodging.
Activity. A task or event that is planned for a specific time and place during a trip.
Itinerary. A planned route or schedule of activities for a trip.
Sightseeing. Visiting places of interest or attractions.
Transportation. The means of getting from one place to another, such as by car, bus, train, or plane.
Tour Guide. A person who provides information about a location and helps coordinate activities and logistics for the group.

Frequently Asked Questions

Q1: What is Tour Planner? A1: Tour Planner is a software platform designed to help users plan, create, and manage custom tours and activities. It offers a variety of features such as booking and scheduling, payment processing, customer management, and marketing tools. Q2: How many customers can Tour Planner accommodate? A2: Tour Planner can accommodate up to 500 customers at once. Q3: What type of payment methods does Tour Planner accept? A3: Tour Planner accepts all major credit cards and PayPal. Q4: Does Tour Planner offer customer support? A4: Yes, Tour Planner offers 24/7 customer support via phone, email, and live chat. Q5: How much does Tour Planner cost? A5: Tour Planner has two pricing plans, Basic and Pro. The Basic plan starts at $29/month, and the Pro plan starts at $99/month.