BSC TTM Sem-3 Travel Agency Management and Tour Operations u-6

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Bsc.TTM avel Agency Management and Tour perations Course Code: BTT 111 Semester: Third SLM UNITS : (write units covered in E- lesson from normal syllabus) Unit: 6

TRAVEL AGENCY MANAGEMENT AND TOUR OPERATIONS OBJECTIVES INTRODUCTION Student will be able to :  In this unit we are going to learn about the Understand the concept ,definition and importance concept ,definition and importance of of Itinerary. Itinerary. Understand the elements of effective Tour Itinerary  Under this unit you will also understand th elements of effective Tour Itinerary. Analyze the Steps of Planning of a Tour Itinerary This Unit will also make us to understand  Steps of Planning of a Tour Itinerary INSTITUTE OF DISTANCE AND ONLINE LE

TOPICS TO BE COVERED > Concept ,definition and importance of Itinerary. > Types of Itinerary > Elements of effective Tour Itinerary > Travel Itinerary Template > Guidelines for Itinerary Planning > Steps of Planning of a Tour Itinerary > Points to be considered while preparing Itinerary

ITINERARY • The word “itinerary,” means, “the route of a journey or tour, or the proposed outline of one.” • An itinerary is a plan of a journey showing the route and the places that the visitor will visit. Thus, it is a schedule or timetable produced in association with a package tour. • It is basically designed to identify the route, day-by-day journey format, origin, destination, and all the enroute halting points, period of halts along with accommodation, mode of travel, activities and other services offered during a visitor’s tour. • An itinerary is a key and significant component of a tour package.

The key features of tour itinerary include:  Grass roots travel using all forms of local public transport where possible.  Using small scale locally owned accommodation and homestays were available and using local Restaurants and markets for dining.  Employing western leaders who facilitate the company’s values to travellers and local communities, educating them in sustainable tourism practices. Intrepid also employ local guides to aid travellers understanding of local culture and etiquette.  Having maximum group sizes of twelve, which allow travellers to experience, cultures at a grass roots level offering greater opportunity for cross-cultural understanding.

Importance of Itinerary • It is essentially important to ensure quality of package tour. • The quality can be measured from the suitability, nature and comprehensiveness of a tour itinerary as it is described in tour brochures. • It gives much confidence and interest to undertake journey to places of interest. • A planned itinerary eliminates much of the tension and problems at the time of operation of tour. • One tour operator can design package tour on the basis of itinerary as it is a final product for sale. • Thus, it is important to study the meaning and importance of itinerary planning and tour packaging.

Types of Itineraries A) Based on formulation -A General Itinerary / Ready made Itinerary -Personalized Itinerary /Special or Tailor made Itinerary ) Based on description -Skeletal -Technical - Descriptive C) According to the Person for it is Prepared for -Tourist Itinerary -Tour Manager’s Itinerary - Vendor’s itinerary -Bus Driver’s Itinerary -Tour Escort’s Itinerary



Elements of Itinerary • Think Chronologically • Tour Program • Timetable • Duration • Destination • 4 As.

Using This Travel Itinerary Template 1. Personalize the HEADER information on the template 2. Update/add all AIRLINE information 3. Update the GROUND TRANSPORTATION information 4. Update the HOTEL information 5. MEETING INFORMATION in order of dates/times 6. Check each section of the itinerary for information that needs to be updated. 7. Treat the compilation of the itinerary as though you were the traveler. 8. PROOF READ, PROOF READ, PROOF READ the completed itinerary.

For effective itinerary also consider - • The Executive Travel Vendors • The Documentation • The Connections • The Comprehensiveness • The Flexibility

Itinerary Planning • Planning of tour itinerary is secondary mandatory function of travel agency. • It is most important aspect for Domestic, Inbound & outbound tours weather group or individual tours. • The itinerary is a suit the client’s need. • The itinerary is preplanned tour programme in sequential order like day by days description of tour. • Itinerary is developed to perform the sales process. • It tries to solve the problems created by service nature, “here and there” nature and synchronized effort nature.

Guidelines for Itinerary Planning • Determine what time of the year your tours should ideally depart. • Determine what day of the week your tour should leave. • Determine how many days your tour should run. • Schedule flights with practical client considerations in mind. • Schedule a general city tour as one of your first tour activities. • Allow plenty of time for rest stops.

• Anchor the last days of your itinerary with dramatic destinations, attractions, or events. • Choose interesting and efficient routings. • Don’t overburden each day. • Handle meal planning with care. • Arrival meals and breakfast should be near or at hotel • Meal planning should be varied • Plan some on-their-own meals • Enhance itinerary with special arrangement

STEPS IN DEVELOPING/PLANNING A TOUR ITINERARY • Step 1 -Information and research input • Step 2 – Name of the tour • Step 3 – Map out the duration, frequency and departure point of your tour • Step 4 – List the major locations and highlights of your tour • Step 5 – Research your tour content and commentary • Step 6 – List any third-party activities, attractions, entrance fees and inclusions • Step 7 – Obtain permission to access private and public properties • Step 8 - Perfecting your tour timing • Step 9 – Test driving your tour itinerary

Tour itinerary may be prepared on the basis of the following points. * Single or multiple destinations * Special interest package * Tour package * Travel package * Outbound package * Inbound package * Domestic tours

Essential travel itinerary information is paramount to develop a tour package • Transport • Accommodation • Things to Do • Emergency Contact Information • Subway Map and Hours • Average Local Weather • Photos of Where You Are Going • Excerpts from Travel Blogs

Points To Be Considered While preparing Itinerary • Duration of tour • .Interest • Season • Budget • Possible to express in monetary terms • Possible to fulfill • Do Research • Add in Travel Time • Build in Flexibility • Build in Rest Days

The following information should be kept in mind when planning an itinerary: •Always have an interesting and attractive heading for your itinerary • Show the date and time clearly • You must draw special attention to your highlights • Always break your itinerary up into paragraphs with new dates • Provide as much information about the attractions and activities included • in your tour plan, as possible Always us the 24-hour clock ,• Allow sufficient time for each highlight Place • Distance must be realistic, try to use the 100km per hour rule • Never make promises in your description that you may not be able to • keep, (e.g. don’t say, “You will enjoy a glorious sunny day at the beach”, it cou pour with rain on that day).

Points to Remember • The choice of hotels, meal plan and transport would depend on the paying capacity, interests and the number of clients in the group. • Back tracking should be avoided. Therefore, the routings should be given a special consideration while planning an itinerary. • Reducing the number of destinations to be visited if the time available is less or an optional mode of transport can be chosen which saves upon time. • Hotel Check-in & check –out time . • While planning a tour program, include any festivals or cultural events taking place during this period.

Contents of Itinerary •Write clearly and to the point .• The client must want to travel immediately to their preferred destination when they read your itinerary. • It must however leave the client wanting to travel in order to discover the destination for them. • Give them just enough information to wet their appetite. • Never use the word etc in an itinerary • If your itinerary is for five days or more, you can include one day at leisure

• Sample tour itinerary Pilgrimage and Leh Tour Duration: 16 Nights / 17 Days Destinations Covered: Delhi - Lucknow - Sravasti - Lumbini – Kushinagar-Vaishali - Patna - Nalanda - Rajgir - Bodhgaya - Varanasi - Delhi - Leh - Alchi - Lamayuru - Leh - Delhi - Agra – Delhi

• Day 01: Arrival Delhi • Day 02: Delhi - Lucknow – Sravasti • Day 03: Sravasti – Lumbini • Day 04: Lumbini – Kushinagar • Day 5: Kushinagar - Vaishali – Patna • Day 6: Patna - Nalanda - Rajgir – Bodhgaya • Day 07: Bodhgaya • Day 08: Bodhgaya – Varanasi • Day 09: Varanasi – Delhi • Day 10: Delhi – Leh • Day 11 & Day 12: Leh • Day 13: Leh – Alchi • Day 14: Alchi - Lamayuru – Leh • Day 15: Leh - Delhi – Agra • Day 16: Agra- Delhi • Day 17: Delhi /Tour end /Tour Concluded

MULTIPLE CHOICE QUESTIONS Q1 : Which types of information a tourist want to know about a destination? a) Hotel b) Climate c) Transportation d) All of these Q2: Each portion of itinerary is called b) Segment a) Division d) Sector c) Group Q3 : A description ofa customers travel plans b) Brochure a) Itinerary d) None of these c) Tour package Q4 : Itinerary is a b) Incentive a) Map d) Guidebook c) Travel plan

SUMMARY  An itinerary is a plan of a journey showing the route and the places that the visitor will visit. Basically it is designed to identify the origin, destination and all the enroute stopping points along with the transportation, accommodation and other services on a travelers trip an itinerary has various portions and these portions are known as segments.  It is essential for a tour operator to first gain knowledge about the market conditions and then acquires product knowledge. Customer satisfaction is concerned and cannot be taken lightly in a tour operation industry. These are equally important for managers, supervisory staff as well as employees.

Q- What are the benefits of adequate Information and research input in itinerary planning? Ans : It gives you ability to make multiple, simultaneous enquiries for a holiday using only one set of data entry stream. Because of the use of the interface platform principal and travel agent are able to give better support to the retailers in the form of customer specific sales and marketing information as well as customer service.Its use allows both principals and tour operators to maintain their market penetration whilst enjoying the benefits of the technological change. It is play a role of advisors to provide value-added information to their customers, assisting them in their choices of specific products and destinations.

Reference • Travel Agency and Tour Operation, Concepts and Principles – J.M.S. Negi. • Travel Agency Management - Mohinder Chand. • Professional Travel Agency Management – Chunk, James, Dexter &Boberg • The Business of Travel Agency Operations and Management– D.L. Foster

For queries Email: mae.query@cuidol.