tourism generator or developer. Without a travel agency, there will be no coordinated initiative, preparation, or programming in the tourism industry. We can't imagine tourism without travel agencies because \"tourism is the product of a collaborative effort of travel- related activities,\" and travel agencies bring these activities together to shape the travel industry. A tour operator is a company that purchases individual travel components from manufacturers and blends them into a package tour that is sold directly to the public or through middlemen with its own price tag. Tour operators are primarily in charge of providing and performing the services listed in a given package tour. They can either provide these services themselves (some have their own cars and coaches, hotels, and other travel- related services), or they can buy them from other vendors. That is why they are known as tourism product manufacturers. A travel agent is a middleman who acts on the client's behalf. One of the primary duties of a travel agency is to negotiate with travel suppliers. Airlines, hotels, and railways are examples of suppliers. As a result, travel agents deliver service goods to clients and are compensated by travel suppliers. A travel agency may be a person, a company, or a corporation. They act as middlemen in the sale and promotion of various travel-related services. For instance, lodging, airlines, railways, road transportation, cruises, and so on. When they sell services to their clients, they get paid a fee. 3.2 DIFFERENCE BETWEEN TRAVEL AGENCY & TOUR OPERATION BUSINESS 1. Travel agents resell vacation packages obtained from various tour operators. Clients are taken care of according to the package overview, which includes airport pickup, meal services, sightseeing, and other travel destinations, among other things. 2. Tour operators are frequently focused on one or a few countries. However, most destinations can be handled by travel agents. 3. A travel agent makes a smaller profit, normally based on a small markup or commission on the travel they book. Since tour operators set their own prices, they have the ability to make a lot of money. 4. Travel agencies are unable to function without the assistance of tour operators. People are also more likely to call tour operators directly for a holiday package, so tour operators can operate without a travel agent. 5. There are various types of training programmes for starting a travel agency. The tour operator, on the other hand, needs proper business management skills. 6. Travel agents may provide assistance with travel documents such as passports and visas. Tour operators are excellent resources for legal advice on the field. 7. In the case of travel agents, there is no licencing scheme in place, while tour operators must receive a licence from the Ministry of Travel and Tourism. 51 CU IDOL SELF LEARNING MATERIAL (SLM)
8. A travel agent's source of income is fee, which he receives from the tour operator. While the tour operator gained money by offering services to clients and earning commission from various companies by booking their services for their clients, 9. 9. In terms of legality and liability, the travel agent is first to respond to clients, while the tour operator is second. 10. The duties of a travel agent are mostly service-oriented and do not necessitate a large investment, while the duties of a tour operator necessitate a large investment. 11. Travel operators have a wide range of travel options, while travel agents prefer to specialise in a particular region. 3.3 PROCEDURE FOR APPROVAL OF TRAVEL AGENCY IN INDIA Over the years, the function and activities of travel/tour companies have increased drastically. Technically and practically a travel/tour company need to be approved and recognized by the airlines, railways, hotels/resorts department of tourism (Dot)(Govt. of India) and Dot (state govt. for small scale companies), ministry of external affairs, RBI (Reserve Bank of India), IATA, TAAI, Cruises, car rental companies and other organizations. However, the most important approval and recognition in this context is in form of Department of Tourism. 3.3.1 Approval / Recognition of Dot: The aims and objectives of the recognition are to promote tourism in India. It is a voluntary scheme open to all Bonafede travel agencies and tour operators’ enterprises. The travel companies which are granted recognition or entitled to such incentives and constituencies as may be granted by govt. from time to time. 3.3.2 Rule for the travel agency: The following are the main rules prescribed by the DOT for the approval of travel agencies: 1. Head Office and Branch Office Names and Addresses 2. The nature of the company and the year it was founded, as well as documentary evidence. 3. Directors'/Partners'/Other Personnel's Names Details of their other business interests, if any, may also be listed. 4. List the employees, including their credentials, experience, salaries, and duration of service with the company. 5. Describe the office space in terms of square footage, whether it is in a commercial or residential setting, the building's level, the reception area, and restroom accessibility. 6. Bankers' Names (Please attach a reference from our bankers). 7. The names of the auditors. Each applicant must apply a balance sheet and profit and loss statement relating to the travel sector, as required by Company Law. These audited financial 52 CU IDOL SELF LEARNING MATERIAL (SLM)
statements should be for the most recent completed financial year or the calendar year immediately preceding the date of your application submission. Also, fill out the following Performa with information about your revenue: Specifics of the Travel Agency in Question: (a) Capital that has been paid up (or capital employed) (b) Loans i) Secured ii) Unsecured (c) Reserves (d) Obligations and Provisions for the Present (e) The total (from a to d): f) Long-term assets (excluding intangible assets) (g) Investments (h) Current assets (f to I Total (f to I I Intangible assets (j) Total (f to I Observations: (i) Profit and loss account balances should be included in reserves, but taxes reserves should be excluded. (ii) Taxation reserve should be included in current liabilities and provisions. (iii) Debts, loans, advances, currency, and bank balance can all be considered current assets. (iv) Goodwill preliminary costs, tenancy and market rights, deferred income investment, net loss, and other intangible assets should be included. 8. Please enclose a copy of the acknowledgment certificate for the current assessment year's income tax return. 9. Does the company engage in any other operations except travel-related activities? 10. Please list the firm's air, shipping, and rail ticketing agencies. 11. If we are a member of an international travel organisation, please state so. 12. Include an IATA letter of approval and a certificate of accreditation for the current year. IATA airlines' GSAs should provide documentary evidence in this regard. 13. If the application is for renewal of recognition, please enclose a Demand Draft for Rs 2,000 for the Head Office and Rs 1,000 for each Branch Office as recognition fees, and Rs 53 CU IDOL SELF LEARNING MATERIAL (SLM)
1,000 and Rs 500 for the Head Office and each Branch Office, respectively. (Include the DD number, date, and amount.) Signature of the owner, partner, or managing director Stamp with rubber: Date: Location: 3.3.3 Contents 1) Name and address………………………………………………….. 2) Year of establishment……………………………………………… 3) Nature of business and year of commencement…………….……... 4) Types of business form…………………………………………….. 5) Name and address of directors/partner…………………………….. 6) Staff employed……………………………………………………... i) Qualification…………………………………………………….. ii) Salary/wages structure………………………………...………… iii) Experience………………………………………………………. iv) Length of service………………………………………………... 7) Name of bankers…………………………………………………… 8) Name of auditors…………………………………………………… 9) Auditor’s financial statement………………………………………. 10) Copy of income Tax no………………………………………. 11) Auditor’s financial statement………………………………… 12) Letters of approval from IATA………………………………. 13) Membership of professional travel trade organization such as IATA/TAAI/IATO/WTO/ASTA/PATA /etc………………………. 14) Sales turnover during last five years…………………………. 15) Steps taken to promote tourist traffic in the country……….... 16) Any other steps/activities…………………………………….. 3.3.4 Rules for Recognition of tour operator by DOT: 1. The scheme for recognition's goals and priorities are to encourage tourism in India. This is a self-regulatory programme open to all legitimate tour operators. 2. Define terms: A tour operator is a company that organises transportation, lodging, sightseeing, entertainment, and other tourism-related services for visitors. 3. All applications for tour operator recognition must be sent to the Director General of Tourism, Transport Bhawan, 1 Parliament Street, New Delhi 110001. 54 CU IDOL SELF LEARNING MATERIAL (SLM)
4. The tour operator must meet the following requirements in order to be recognised by the Ministry of Tourism: (i) The application for recognition must be completed in the specified format and submitted in two copies. (ii) The tour operator must have a minimum paid-up capital (or capital employed) of Rs. 2.00 lakh, which must be backed up by the most recent audited Balance Sheet/Chartered accountant's certificate. (iii) The firm's foreign exchange or rupee turnover from one year to the next. Just a minimum of Rs 10.00 lakh should be spent on tour operations, which should be backed up by a Chartered Accountant's certificate. (iv) The tour operator should have an office with a full-time employee who is sufficiently trained/experienced in matters of transportation, lodging, currency, customs legislation, and general knowledge about travel and tourism-related facilities. Good communication skills and knowledge of a foreign language other than English, on the other hand, could be given more weight. A minimum of four eligible staff members should be present, with at least two of them holding a diploma or degree in travel and tourism from a recognised university, IIITM, or an AICTE-approved institution. Academic qualifications can be waived for employees with extensive experience in airlines, shipping, transportation, public relations companies, hotels, and other corporate entities, as well as those with two years of experience with Ministry of Tourism-approved tour operators. (v) The tour operator must have been in business for at least two years prior to the application deadline. (vi) A minimum of 250 square feet of office space is required. Furthermore, the office should be in a tidy and clean environment and fitted with internet, fax, and a computer reservation system, among other things. If the office is in a residential area, it should be on the first floor or first floor, with enough space for reception and convenient access to restrooms. (vii) The tour operator must be an income tax assessee who has filed an income tax return for the current tax year. 5. Tour operators must apply and pay a fee to be recognised as an official tour operator, which will be granted for three years and then extended every five years. 6. When applying for recognition, the tour operator must pay a non-refundable fee of Rs 2000. The fee will be paid in the form of a bank draught to the Ministry of Tourism's Pay & Accounts Officer. The fee for each branch office's recognition will be Rs 1000. Renewal fees for the Head and Branch Offices will be Rs. 1000 and Rs. 500, respectively. 7. The tour operator's corporate headquarters will be recognised. Make a branch 55 CU IDOL SELF LEARNING MATERIAL (SLM)
Offices will be authorised concurrently with the Head Office or later given that the Branch Offices' information is sent to the Ministry of Tourism is popular and well-liked. 8. In the matter of recognition, the Government of India's decision is final. However, the Government of India reserves the right to refuse to recognise any firm or to revoke or withhold recognition that has already been given with the approval of the competent authority at any time. Before such a decision is made, the requisite Show Cause Notice will almost always be given, and the response will be evaluated on its own merits. This would be achieved only after due thought and as a last resort. The circumstances under which withdrawal is used will also be discussed. 9. The tour operator who has been granted recognition is entitled to such benefits and concessions as the Government may grant from time to time, and must adhere to the terms and conditions of recognition as specified by the Ministry of Tourism, Government of India, from time to time. 10. Only regional guides who have been qualified and licenced by the Ministry of Tourism, Government of India, and state level guides who have been approved by state governments should be employed by the tour operator. 3.2.5 Application Form for Tour Operator Recognition or Approval 1. Head Office and Branch Office Names and Addresses 2. The nature of the company and the year it was founded, as well as documentary evidence. 3. Directors'/Partners'/Other Personnel's Names Details of their other business interests, if any, may also be listed. 4. List the employees, including their credentials, experience, salaries, and duration of service with the company. 5. Describe the premises in terms of square footage (whether in a commercial or residential setting), building level, reception area, and restroom accessibility. 6. Bankers' Names (please attach a reference from your Bankers.) 7. The names of the auditors. Each applicant must apply a balance sheet and profit and loss statement for the tour activity business, as required by Company Law. These audited financial statements should be for the most recent completed financial year or the calendar year immediately preceding the date of your application submission. Also provide information about your revenue in the following statement: Specifics of the Tour Operator in Question: a) Paid-up capital (capital employed) b) Secured and unsecured loans 56 CU IDOL SELF LEARNING MATERIAL (SLM)
c) Reserves d) Current liabilities and provisions e) Total (a to d) f) Fixed assets (excluding intangible assets) g) Investments h) Current Assets i) Intangible Assets j) The total (f to i) 8. Please enclose a copy of your income tax return acknowledgment for the current assessment year. 9. Is the company involved in any other activities except tour operations? Membership of international travel organisations is number ten. a) Provide information on the amount of tourist traffic handled up to the date of the submission, for both international and domestic tourist traffic. (A chartered accountant's certificate is required.) Only receipts from tour operations during the financial year or calendar year immediately preceding the date of application submission should be included on this certificate). (b) Clientele: If any special tourist groups were treated, their scale, frequency, and other factors were considered. (c) Measures taken to encourage domestic tourist traffic, as well as information on any groups that were treated. (d) Special programmes for international visitors, if any are available. 10. Number of conferences handled, if any, and total number of passengers for such conferences, including location information. 11. The number of reward tours that have been handled. 12. Please enclose a Demand Draft for Rs. 2000 for the Head Office and Rs. 1000 for each Branch Office as recognition fees, as well as Rs. 1000 and Rs. 500 for the Head Office and each Branch Office, respectively, if the application is for recognition renewal. (Please include the DD number, date, and amount.) Rubber Stamp of the Firm Signature of the Firm's Proprietor/Partner/Managing Director Company Address: The date is: 57 CU IDOL SELF LEARNING MATERIAL (SLM)
3.2.6 Application form for tour operators: 58 1) Name and address of tour company…………………………………………… 2) Year of registration…………………………………………………………….. 3) Nature of business and year of commencement of business.………………….. 4) Name and address of directors/partner……………………………………….... 5) Staff employed…………………………………………………….................... 6) Qualification…………………………………………………………………… 7) Salary/wages structure…………………………………………………………. 8) Name of bankers……………………………………………………………….. 9) Name of auditors………………………………………………………………. 10) Auditor’s financial statement………………………………………………….. 11) Copy of income tax return…………………………………………………….. 12) Member of international and domestic tourism organizations………………… 13) Turn over……………………………………………………………………..... 14) Volume of tourist traffic handles……………………………………………... 15) No. of conferences and convention handled…………………………………. 16) No. of package tours handled during the last year………...…………………. 17) No. of incentive tour handle………………………………………………….. 18) Steps taken to promote tourism………………………………………………. 19) Any other activities…………………………………………........................... 3.4 SUMMARY • Travel agency plays avital role in tourism industry. • Travel agents source of income is commission • Travel agency must get approval to start an agency. • There are many procedures to be followed while starting a travel agency. • Travel agency are approved by DOT. 3.5 KEYWORDS • IATA - - International air transport association • IATO – Indian association of tour operators • RBI - - Reserve bank of India • DOT - -Department of Tourism. 3.6 LEANING ACTIVITY 1. List out various schemes and support systems given by Ministry of Tourism CU IDOL SELF LEARNING MATERIAL (SLM)
___________________________________________________________________________ ____________________________________________________________________ 2. Discuss the how you would establish a travel agency after passing this course in the hill area. ___________________________________________________________________________ ____________________________________________________________________ 3.7 UNIT END QUESTIONS A. Descriptive Questions: Short Questions 1. Give the details about the approval by DOT? 2. What are the roles of Travel agency? 3. Show the contents of travel agency approval Application form? 4. Explain the procedure for approval of a travel agency lay down by the Ministry of Tourism, Govt. of India. Long Questions 1. Write the Procedure for approval of travel agency in India? 2. List the difference between travel agent and tour operator. 3. Explain the rule for recognition of tour operator? 4. Discuss the procedure for approval of tour operator by the Ministry of Tourism, Govt. of India. 5. Recognition details of Dot for any tour company B. Multiple choice Questions: 1. Travel agents sell the holding package to different ------- a. public b. government c. Tour operators d. Travel agency 2. The source of income for Travel agent is----- 59 CU IDOL SELF LEARNING MATERIAL (SLM)
a. Salary b. Commission c. Wages. d. Interest 3.-----------------type of tourism refers to tourist flow from one region to another country a. Intra-regional tourism b. Internal tourism c. Outbound tourism d. Inter-regional tourism 1. ---------------- tourism requires directs contact with the hosts a. Rural tourism b. Ethnic tourism c. Environmental tourism d. None of these 2. Visitors staying at least 24 hours in the country is called--------------- a. Visitors b. Excursionist c. Tourist d. None of these 3. ------------------- approach is, to study about tourism product, how it is produced, marketed and consumption a. Economic approach b. Historical approach c. Product approach d. None of these 7. ---------------- approach aims to study about the demand and supply in a market a. Economic b. Managerial c. Product d. None of these 60 CU IDOL SELF LEARNING MATERIAL (SLM)
8. A person who changes his location is known as a. Visitor b. Tourist c. Traveller d. None of these Answer 1- c, 2-b,3-d,4-b,5-c,6-c,7-a,8-c 3.8 REFERENCES Reference Books • 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 61 CU IDOL SELF LEARNING MATERIAL (SLM)
UNIT 4: TRAVEL AGENT Structure 4.0 Learning objectives 4.1 Introduction 4.2 Definition 4.3 Types of travel agent 4.4 Duties 4.5 Summary 4.6 Keywords 4.7 Learning Activity 4.8 Unit End Questions 4.9 References 4.0 LEARNING OBJECTIVES After studying this unit students will be able to • Identify the concept of travel agent • Recognize the types of travel agent • Explains the duties of travel agent • Analyse the responsibilities of travel agent 4.1 INTRODUCTION A travel agent is a person whose job it is to arrange travel on behalf of suppliers for end clients (individuals, groups, and corporations) (hotels, airlines, car rentals, cruise lines, railways, travel insurance, package tours). His job is to make the travel planning process easier for their clients, as well as provide consultation and complete travel packages. Agents may work for themselves, for an independent travel agency, or for a Travel Agency Consortia. Travel agents may focus on leisure, industry, and/or other niche markets. They may be experts or generalists (i.e. specialise in cruises, adventure travel, conventions and meetings.). For arranging travel bookings, the agents usually earn a 10 to 15% commission from hotels, transportation firms, and attractions. While using a Travel Agent to book a hotel/trip/etc. saves time, the number of Travel Agencies is declining due to the strong online presence of the suppliers (hotels, airlines, etc.). OTAs (Online Travel Agencies) are the (new) online version of a travel agency. 62 CU IDOL SELF LEARNING MATERIAL (SLM)
Customers who are planning multi-destination and/or international trips will benefit from using a Travel Agent. Booking through a travel agent saves you time and money. The agent who integrates all the travel elements and facilities for the client/traveller provides the expertise and consultation. Agents frequently have access to unpublished deals and events that are useful to travellers. 4.2 DEFINITION OF TRAVEL AGENTS A travel agent is someone who is well-versed in tourist products, such as destinations, modes of transportation, environment, lodging, and other aspects of the service industry. In exchange for a fee, he works on behalf of product providers/principals. A travel agent is technically the owner or manager of an agency, but other staff are in charge of advising visitors and selling packages tours/individual travel components. A travel agent is a person, a firm, or a corporation that is commonly referred to as a travel agency. An agency is a travel agent's or organization's office where all travel products and services are assembled and organised to ensure that the travel agency's business runs smoothly. The travel agency is one of the most important companies in the tourism private sector, as it plays a critical role in the entire process of creating and promoting tourism in a country or at a destination. It is a travel agency that bundles and processes all of a country's attractions, accesses, facilities, and ancillary services for visitors. That is why a travel agency is referred to as a country's \"image maker.\" A prospective travel agency is one that arranges for travel tickets (air, train, road, and sea); travel documents (passports, visas, and other necessary travel documents); and lodging, entertainment, and other travel-related services from major suppliers. It can also help travellers obtain travel insurance and foreign currency. 4.3 TYPES OF TRAVEL AGENTS In the travel and tourism industry, there are four types of travel agents: • high street, • company, • call centre, and • Internet. Below, will go into how each of these types of travel agencies operates. High-street travel agent Many people still choose to book their vacations via high-street travel agencies. Travel agencies on the high street Travel agents on the high street have been around for a long time. 63 CU IDOL SELF LEARNING MATERIAL (SLM)
High street travel agents were the most successful and traditional forms of travel agents until just a few years ago. Travel agents on the high street are usually located in large shopping areas such as local high streets or shopping malls. High-street travel agencies usually have a section where holiday brochures are shown and desks where customers can sit and chat. Since they love the face-to- face contact, travel agent employees are usually very informed about the goods and services they provide and provide excellent customer service. However, in recent years, less and fewer people have used travel agencies. Many high-street travel agencies have closed as a result of this. TUI, Hays Travel, and Cooperative Travel are examples of high-street travel agencies. Business Travel Agent Business travel agents are experts at arranging and booking business travel. One of the most common forms of tourism is business tourism. As a result, this is a crucial kind of travel agent. Business travel agencies do not often have a noticeable presence on the high street. Instead, they may be hidden away in office buildings or in secluded areas. This is due to the fact that they hardly have walk-in customers. Usually, corporate travel agencies work with businesses to plan business travel. Shorter stays are more common than longer vacations. Business travel agents are famous because they can help organisations save time and money by easily planning itineraries and booking travel at the best rates. Crystal Corporate, Click Travel, and Kanoo Corporate are some examples of business travel agencies. Call centre travel agents (Travel agents who work in call centres) A travel agent that works out of a call centre is known as a call centre travel agent. Call centre travel agents will help you book your vacation over the phone with advice and guidance. Call centres and high-street shops will be available at several big travel agencies. Call centres have lower operating costs than high-street stores because they don't have to pay premium rent for their offices and can work from anywhere. Some businesses prefer to locate their call centres in developed nations, where salaries and overhead are lower. However, due to language and cultural differences, this has been observed to have a negative effect on the service provided. Flight Centre and Virgin Holidays are two examples of call centre travel agents. 64 CU IDOL SELF LEARNING MATERIAL (SLM)
Internet travel agents (Travel agencies on the internet) Internet travel agencies are Internet-based travel agencies. This involves both large and small travel agencies, as well as home-based travel agents. The most famous types of travel agents nowadays are internet travel agents. Many people choose to make their reservations online. Internet travel agents, like high-street travel agents, receive a fee from the money paid by the customer. The growth of the Internet travel agent has been so rapid in recent years that the market has become extremely competitive. This helps to lower costs and make vacations more accessible to consumers. Expedia, Booking.com, and Agoda are examples of online travel agencies. In the United Kingdom, travel agencies are classified as independent, multiple, or small. Independent travel agencies are businesses that cater to the needs of small-town and village people. Hays Travel is an example of an independent travel agency. Companies that run a network of retail outlets throughout the United Kingdom are known as multiple travel agents. Thomas Cook and Thompson are two examples of these styles of businesses that can be found on the high street. Multiple travel agencies: These are businesses with a wide number of locations. CO-OP Travel is an example of one of these businesses. • Inbound – Describing important places in the country • Outbound – Highlighting holidays in other countries • Domestic Specializing in domestic holidays within the country • Specialist–Special interest travel to destinations • Independent-Specialized in specific holiday • Integrated – Business Conglomerate • Mass-market-Targeting In package tours, the tour operator provides the following services. • Transition between the airport and the hotel • Arrangements for traditional reception at the arrival points • Arrangements for baggage transfer between the airport and train stations 65 CU IDOL SELF LEARNING MATERIAL (SLM)
• Arrangements for guided sightseeing tours • Comprehensive itinerary planning • Appropriate hotel selection and reservation • Meeting, conference, and meeting arrangements • Exhibition and factory visits • Theme parties, events, and sightseeing • Air tickets and travel documents such as passports, VISAs, health certificates, currency, insurance, and permits for entry into restricted areas • Foreign Exchange & Travel Insurance • Experienced and knowledgeable travel planners Operators/Ground Handlers Reception operator, destination control operator, and managing agencies are all terms used to describe ground operators. These companies are typically required to make plans and handle ground logistics at a specific location. As a result, a ground operator offers services to major tour companies without having a local branch or office. They do not deal with major vendors such as hoteliers, transportation companies, car rental companies, entertainment companies, and so on. All tour services are coordinated, supervised, and accounts/payments are handled by the operator. As a result, before selecting a ground handling operator, all inbound and outbound operators must consider the following factors. • Place convenience • Company size • Professional personnel • Business length • Reputation and membership in international and national travel and tourism associations Credit facilities For the following reasons, wholesale tour operators depend heavily on ground operators. • Introduce a new product or devise a marketing strategy to promote these exotic destinations. • a lack of control over government regulations • a lack of control over government regulations • a lack of control over government regulations • a lack of a personal contract • a language barrier • a lack of a personal contract 66 CU IDOL SELF LEARNING MATERIAL (SLM)
• a lack Maintaining individual branches at each destination is impractical. Operator of Special Interest Tours This form of tour operator specialises in special interest package tours and promotes them. For the packages, they mostly use direct marketing or retail agents. These are wildlife and ecotourism tour operators that create wildlife and ecotourism packages for niche market groups. Since the number of customers is small, this type of tour operator does not prepare for a mass market. When a company deals with specific areas, there must be potential customers for package tours because the nature and cost factor is higher than for traditional package tours. Specialist tour operators only schedule tours when the weather is pleasant, and their company is mostly seasonal. Many specialist tour operators have shifted their focus in recent years to corporate travel, reward travel, MICE travel, ecotourism, rural tourism, and cultural tourism. They are also known as tailored or customised tour operators because package tours are created based on tourist preferences and suggestions. During the tour, specialist tour operators will conduct the following activities: • Organizing visits to fairs and festivals venues, as well as shopping and exhibition grounds. • Provision of sports and games facilities for hire (Golf, winter sports and water sports.) • Providing for academic interpretation of artefacts with the assistance of museum experts Organizing unique cultural programmes in the palaces Arrangements for host group engagement • Unique services for visitors travelling by train or bus Characteristics and Roles Operator of tours Tour operators use their exclusive package tours to promote destinations in this package tour market. To meet the needs of clients, Thomas Cook, American Express, and Cox and Kings use a customer-driven approach when planning package tours. The following are the responsibilities of tour operators. • It is a wholesaler because it assembles packages based on industry trends and distribution channel capability. • It works directly with consumers as a principal agent or international travel agent, rather than handing tours off to ground handlers. • If circumstances require, the tour operator is free to change the tour itinerary and schedule. 67 CU IDOL SELF LEARNING MATERIAL (SLM)
• It devotes a significant amount of time and money to creating a delightful and value- added tour itinerary in order to fulfil tourist demand and expectations. • It places a greater emphasis on selling the tour than on running it. • For the strategic benefit of controlling package tours, tour operators are often based in megacities or cities with foreign airline services. • Where tour operator offices are located, it usually offers international transfers from hotel to airport and vice versa. • As a direct intermediary, it works for both visitors and primary service providers. • Tour operators create tours in such a way that extra excursion tours are not purchased directly from visitors by managing agents. • Via their package tours, it is committed to working as a responsible partner in the tourism industry to popularise destinations and discover new potential destinations. Important Qualities for Travel Agents • Adventuresomeness is an essential quality for travel agents. Travel agencies that specialise in exotic locations or specific forms of travel, such as adventure travel or ecotourism, may choose to employ agents who share their passions. • Communication abilities Customers must be listened to, their travel needs must be understood, and accurate travel advice and information must be provided. • Skills in customer care. Travel agents must be able to respond to inquiries and concerns in a polite and competent way when customers need to make last-minute adjustments to their travel plans. Travel agents must pay close attention to the smallest information to ensure that the reservations they make meet the needs of their customers. To accommodate travellers' schedules, they must make reservations at the correct dates, times, and places. • Skills in organisation. Travel agents also operate on itineraries for a large number of customers at the same time. It's important to keep track of client records and make sure the bills and receipts are processed on time. • Ability to sell. Clients must be persuaded to purchase transportation, accommodation, or tours by travel agents. They may need to convince tour guides, airline personnel, or others to accommodate their clients' special requirements. Many travel agents depend on commissions and service fees to make a living. 4.4 DUTIES & RIGHTS OF TRAVEL AGENTS Clients' fiduciaries are travel agents. When planning travel programmes, these members are in charge of a variety of general duties, including: 68 CU IDOL SELF LEARNING MATERIAL (SLM)
• Creating and verifying bookings When planning travel programmes, these members are in charge of a variety of general duties, including: • The broker can also vouch for the provider's dependability or have a solution guarantee. • Looking at travel providers' availability • Disseminating requested details and providing necessary travel documents. • Providing information on potential safety and health risks. • Advising clients on any travel insurance policies; and • informing clients of any transportation ticket restrictions. • Maintain a high standard of customer support to ensure that members are fully pleased. • Achieve yearly sales goals set by the manager. • Recommend the most cost-effective mode of transportation to consumers within the confines of the company's travel policy. • Advise customers on international travel conditions, such as passports and visas. Linkages and Integration: What Do They Mean? Integration is a method of working together on a project. Business integration is the process of bringing together disparate skills and resources in order to create better goods or provide better services. It is very popular in the manufacturing industry, and it has become a standard business practise to choose convergence for product promotion and sales, or to produce goods at the lowest possible cost. The primary goal of integration is to increase productivity while lowering costs. One method of lowering production costs is to take cost-cutting measures. As a result, the final price of goods is reduced. Lowering the price will help you gain a larger share of the market. Since no single service provider can offer full services on their own, business integration is critical in the travel and tour industry. As a result, in the tourism industry, linkages and integrations are standard business practises. A tour operator collaborates with another tour operator in a different city to share services. For resource optimization, a tour operator wishes to develop business relationships with hotels, airlines, railways, and other transportation providers. A travel agent or tour operator may increase their market share by integrating. It decreases the chance of defeat while also reducing the fear of competitive forces. In the travel industry, there is both horizontal and vertical integration. The former is used for business connections between or among airlines, while the latter is used for connections between airlines and hotels, or between tour operators and cruise lines. There are advantages of integrating as well as risks of doing so. Here are some examples of different types of travel agents: 69 CU IDOL SELF LEARNING MATERIAL (SLM)
Leisure travel agents Vacation packages are sold to the general public by leisure travel agents. They are in charge of planning trip itineraries based on the interests and budgets of their clients. Adventure tours, for example, are becoming increasingly popular among leisure travel agencies. Some may target a particular demographic, such as senior citizens or singles. Corporate travel agents Corporate travel agents are largely responsible for making travel plans for companies. They arrange for travel accommodations for workers of a company who are travelling for work or to attend conferences. The state courts have also ruled that because of the customer-travel agent relationship, the quality of maintenance for travel brokers is high, and they have duties and obligations. What are the duties and obligations that travel agents have? Obligation to Notify the Client: A travel agent has a duty to inform the client of any negative details they may have about the destination to which the student is travelling. For example, if the area of the city is a crime hotspot. Obligation to Inquire and Disclose: Travel brokers have a duty to study travel programmes and become knowledgeable about where the customer will be travelling and whether or not such factors will affect the customer's travel plans. Obligation to Inform: It is the duty of travel brokers to keep customers informed about important travel information. Clients must be informed about restrictions on fares, as well as the availability of travel insurance and the types of travel documents needed for a trip, as well as whether a country has special requirements. A large travel agency's significant roles and responsibilities are as follows: • It acts as a retailer, selling tour packages on behalf of a wholesaler. The selling of package tours is subject to the agreed-upon commission rate. • It ensures horizontal convergence in order to achieve a high level of sales. • In terms of selling package tours for outbound tours and conducting sightseeing tours for inbound tours, it acts as a middleman between tour operators and visitors. • It follows the tour itinerary and has little to do with the itinerary. 70 CU IDOL SELF LEARNING MATERIAL (SLM)
• Travel agents also provide clients with destination transfer services based on the tour itinerary. • It serves as a local agent for tour wholesalers, confirming and reconfirming the services they have booked. • It solves problems according to the instructions of tour wholesalers. • It prefers to join national organizations such as TAAI and IATO. • It negotiates commission terms and conditions with principal suppliers. • It hires skilled personnel on a regular basis. • It acquires specialized technologies for company operations. • For travel documentation, it subscribes to publications such as TIM. • It optimizes the distribution of work in the workplace. • It arranges the vehicle in a logical order. • It gathers input from both manufacturers and customers. • It disseminates data and expertise. 4.5 SUMMARY • The rise of the Internet travel agent has been so significant in recent years • Business travel agents typically work with companies to organise business travel. • Corporate travel agents primarily make travel arrangements for businesses class people • Travel agents are subject to certain responsibilities and obligations like to warn, investigate, inform, make reservation and confirm reservation. 4.6 KEYWORDS • OTA – On-line form of travel agency. • TUI – Touristic Union International • GDS—Global distribution system • Internet travel agents- Internet travel agencies are Internet-based travel agencies 4.7 LEARNING ACTIVITY 1. Identify the impact of E commerce on travel and tourism ___________________________________________________________________________ ____________________________________________________________________ 71 CU IDOL SELF LEARNING MATERIAL (SLM)
4.8 UNIT END QUESTIONS 72 A. Descriptive Questions Short Questions 1. Give definition of travel agency. 2. Define- business travel agents 3 Brief about legal duties and obligations. 4. Important Qualities for Travel Agents 5. List out a large travel agency's significant roles and responsibilities Long Questions 1. Explain the types of travel Agents? 2. What are the duties and rights of travel agent? 3. List out any five responsibilities of tour operators 4. Write short notes on Corporate travel agents 5. Write short notes on multiple-travel agency. B. Multiple choice questions. 1, ---------- is a person whose job is to arrange travel for clients. a. Tour operator b. travel agent c. Tourists. d. None of these 2. An agent can be self-employed work for an ------- travel agency. a. group b. tourist c. independent. d. None of these 3. Travel agent is an ------- of a Tour agency. CU IDOL SELF LEARNING MATERIAL (SLM)
a. owner b. tour operator c. client d. none 4. Which one of the following is correctly stated? a. Carrying capacity is measured based on expectation of visitors. b. Carrying capacity is measured on the basis of the perception of the visitors. c. Carrying capacity is carried out on the basis of facilities and amenities. d. Carrying capacity is estimated by taking into tourist foot falls. 5. -------------- tourism is the time when an individual can do what he likes to refresh a. international tourism b. leisure tourism c. recreational tourism d. None of these Answer 1-b, 2-c, 3-a, 4-d, 5-b 4.9 REFERENCES Reference Books • 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 73 CU IDOL SELF LEARNING MATERIAL (SLM)
UNIT 5: TRAVEL AGENCY Structure 5.0 Learning objectives 5.1 Introduction 5.2 Functions and Services of Travel Agency 5.3 Travel Information 5.4 Counselling 5.5 Summary 5.6 Keywords 5.7 Learning activity 5.8 Unit End Questions 5.9 References 5.0 LEARNING OBJECTIVE After studying this unit students will be able to: • Explain about the functions of travel agency • Define travel information • Identify the concept of counselling of tourist • Analyse about the functions of travel agency 5.1 INTRODUCTION Travel agencies are now widely accepted as an important part of travel and tourism, and they have become an integral part of the global travel and tourism industry. They account for over 90% of international tourist traffic and 70% of domestic tourist traffic. Furthermore, corporate travel accounts for more than 60% of all travel agency revenues. Most travel agencies offer both commercial and leisure travel, but some specialise in one or the other. 5.2 FUNCTIONS AND SERVICES OF TRAVEL AGENCY Each travel agency's operations are determined by the nature of its activities and the size of its organisation. The roles of a large-scale travel agency, which conducts a variety of activities such as retail travel, wholesaling, and tour operations, are discussed here. A large- scale travel agency's key role is to: 74 CU IDOL SELF LEARNING MATERIAL (SLM)
Travel Details: No matter how big or small a travel agency is, it must provide visitors with appropriate travel information. A travel agency must provide up-to-date, reliable, and timely information about a destination's mode of transportation, lodging, sightseeing, shopping, immigration, passports, visas, customs clearance and procedure, health and security laws, and various permits needed to travel in specific areas, among other things. Tourist Itinerary Preparation: The word \"tourist itinerary\" refers to the origin, destination, and all stops on a traveller’s journey. It is made up of different elements and was created after a thorough market analysis. For tour packages, travel agents create an itinerary. A travel agency offers a range of tourism items, including airline tickets and reservations. The sale of airline tickets and reservations continues to be a significant source of income. On behalf of numerous carriers, travel agents handle airline ticketing and reservations. Tour Packaging and Pricing: Travel agents put together tour packages for visitors to buy. The ability of travel agents to successfully negotiate with the major suppliers determines the costing and pricing of tour packages to a large degree. Reservations are an essential service provided by all forms of travel agencies. To reserve space, seats in cultural programmes, and transportation, a travel agency works closely with the lodging industry, transportation industry, and other entertainment organisations. Travel Insurance: Certain large-scale travel companies provide extra services to their customers, such as travel insurance. Travel insurance covers passengers against personal and luggage injuries as a result of a variety of travel-related events and issues. Tourists can exchange money at an approved travel agency that has been certified by the government. Conference/Convention Organization: Large-scale travel agencies provide a full convention/conference package that includes registration of attendees at the venue, transportation to and from the airport/hotel, overhead projectors, slide projectors, TV, VCR, information counter, sightseeing, and so on. Linkages and Integration of Travel Agencies 75 CU IDOL SELF LEARNING MATERIAL (SLM)
A travel agency primarily caters to two groups of clients: corporate and leisure travellers. In addition, the needs of these visitors vary, so an organisation must assemble or buy similar components from the major suppliers to meet their requirements. The functions of the travel agency are: Travel agencies provide travel-related information One of the most important duties of a travel agent is to provide travel information. The agent should be well-versed in tourist destinations, flight schedules, and hotel discounts, as well as the facilities offered by the suppliers. As a result, travel agents must be familiar with travel- related material. The people who work in the travel agency should be courteous and multilingual. If the agent is interacting with a foreign client, they should be able to communicate in that language; conversely, if the agent is dealing with local clients, they should be able to communicate in the local language. Travel agencies organize travel plan: Following the receipt of the client's travel expectations, the travel agent's next task is to arrange the travel itinerary. As a result, the travel agent should gather information such as the date of travel, period, places to visit, hotels, mode of transportation, and so on. After gathering all of the necessary travel information, the agent should plan the trip to meet the client's needs. A travel plan is a step-by-step guide that outlines the starting points, destinations, hotels, food, mode of transportation, and other pertinent travel information. Travel agency act as a link with travel suppliers The travel agent keeps in touch with the travel suppliers on a regular basis. Airlines, railways, hotels, and other associated travel suppliers are among the travel suppliers. As a result, before selling the services to the customer, the agent approaches the suppliers and negotiates the best deal on their behalf. The travel agent then sells the service to the customer on behalf of the service providers until the negotiations are completed. The fee was paid to the agent by the suppliers; the commission percentage typically varies from 5 to 20%. Cost of the tour After preparing the travel itinerary and negotiating the price with suppliers, the travel agent's next task is to calculate the cost of the tour. The price of a trip, on the other hand, is not the 76 CU IDOL SELF LEARNING MATERIAL (SLM)
same as the price of the facilities chosen by passengers. The cost of the tour is calculated per passenger. Buying tickets It is one of the most common services provided by travel agencies. The ticketing department of the travel agency is divided into two sub-departments. One is for domestic ticketing, and the other is for international ticketing. The workers in the ticketing department should be aware of the various airlines' scheduled flights. As a result, ticketing personnel must be knowledgeable about airfare, special fares, airline codes, airline classes, cancellation procedures, and other ticketing-related facilities. Accounts are settlement The payment is made to the tourism suppliers for the services they purchased on the client's behalf. The accounting department of a travel agency must be knowledgeable about currency and exchange laws, among other things. Agency for travel tour de commerce organized Handling business tours is one of the most in-demand services provided by travel agencies. Business travelers can visit a location for specific reasons related to their employment. Attending a business meeting, seminars, or selling goods, for example. As a result, the travel agent must be aware of the needs of business travelers as well as the purpose of their journey. A travel agent's key job on a business trip is to book locations for meetings, exhibitions, hotels, sightseeing, and other business-related services. Reservations are taken care of by a travel agency After receiving all of the client's travel information and confirmation, the next step is to book airline tickets, hotels, and other forms of transportation for the client. As a result, when booking a seat, the travel agent must be familiar with airline and hotel codes. The fares, travel schedule, and travel vouchers should be handed over to the client after the initial payment is made and the booking is verified. Understanding the function of Travel Agency: Some tourism facilities are not included in the NAICS classification because they promote industry growth and the delivery of guest experiences. 77 CU IDOL SELF LEARNING MATERIAL (SLM)
• Agents of travel • Travel agencies that operate online (OTAs) • Operators of tours • Organizations that specialize in destination marketing (DMOs) • Other businesses and associations Following these meanings and examples, we'll take a look at some other tourism-related support roles. Sector associations, tourism and hospitality human resource organizations, training providers, educational institutions, government departments and ministries, economic development and community planning offices, and consultants are only a few examples. Travel Service Components Although the application of travel services functions varies by location, there are a few core types of travel services available in every destination. In essence, travel services are the procedures that guests use to book various aspects of their journey. Let's take a closer look at these programs. A travel agency is a company that acts as a middleman between the travel industry (supplier) and the customer (purchaser). A travel agency's function includes marketing pre-packaged travel tours and vacations to potential customers. Additionally, the agency will act as a middleman between the traveler and hotels, car rentals, and tour companies (Goeldner & Ritchie, 2003). Travel companies may be small and independently owned or they can be part of a larger corporation. A travel agent is the first point of contact for a traveler who is investigating and planning to buy packages and experiences from an agency. Travel agents can specialize in a variety of travel options, such as unique destinations, outdoor activities, backpacking, rail, cruise, cycling, and culinary tours, to name a few. These specializations will assist travelers who need assistance planning their trips. Some travel agencies have a physical location, while others have services both online and in person. Travelers will then speak with their agents in person, as well as reach out to them by phone or email. A professional diploma or certificate in travel agent/travel services is typically required of travel agents (go2HR, 2014). Without the assistance of a travel agent, travelers can now study and book anything they require online. People can either opt to book tours with a specific agency or agent, or they can be completely independent travelers (FITs), designing their own itineraries, as technology and the internet are increasingly being used to sell destinations. Travel Agents on the Internet (OTAs) 78 CU IDOL SELF LEARNING MATERIAL (SLM)
Online travel agents (OTAs), companies that aggregate lodging and transportation options and allow users to select one or more components of their trip based on price or other offers, are becoming more common among FITs. Booking.com, Expedia.ca, Hotwire.com, and Kayak.com are examples of online travel agencies. OTAs are gaining popularity among travelers; in 2012, they reported online sales of nearly $100 billion (Carey, Kang, & Zea, 2012), and in 2013, they reported sales of nearly $278 billion (Carey, Kang, & Zea, 2013). (The Economist, 2014). Expedia bought Travelocity for $280 million in early 2015, combining two of the world's largest travel websites. Faced with fierce competition from Priceline, Expedia acquired the Hotels.com, Hotwire, Egencia, and Travelocity brands (Alba, 2015).OTAs have faced problems for the tourism industry and travel services infrastructure, despite the fact that they can offer lower-cost travel options and the ability to schedule and reserve when they want. The majority of prominent OTA sites are operated by only a few firms, as shown by Expedia and Travelocity's merger, raising concerns about a lack of competition between brands. In addition, many OTAs charge a commission to include accommodation providers and operators in their inventory scheme. Kayak, Expedia, Hotwire, Hotels.com, and other commission-based services can have an effect on smaller operators that cannot afford to pay commissions for numerous online inventories (Carey, Kang & Zea, 2012). Exclusion from listings can reduce a product's marketing exposure to potential customers, which can be difficult because many tourism service providers are small or medium-sized companies with limited budgets. Finally, governments are stepping in because OTAs are preventing them from receiving maximum tax revenues on hotels and transportation services sold in their jurisdictions. OTAs also charge taxes on the component's retail price, but they buy these items at a discount and remit only the portion of the tax received on the lower sum to the government. To put it another way, the OTA keeps the gap between raised and remitted taxes (Associated Press, 2014). Some argue that this activity devalues the destination, which is essentially in charge of providing the tourism experience. Tax revenue is used to fund facilities relevant to the tourist experience in these communities. This challenge has been illustrated by recent litigation, including one filed by the state of Montana against a group of OTAs. To date, the courts have ruled in favour of OTAs, implying that they are not responsible for raising taxes on behalf of the government (Associated Press, 2014). Travelers are adjusting to this modern world order as the business and societies struggle to keep up with the changing trends of travel sales. The ever-increasing use of mobile devices for travel booking is one of these adaptations. According to the Expedia Future of Travel Study, 49 percent of millennial travellers (those born between 1980 and 1999) use mobile devices to book travel (Expedia Inc., 2014), and these figures are expected to continue to rise. 79 CU IDOL SELF LEARNING MATERIAL (SLM)
Travel agencies are responding by designing customized features and mobile user platforms for digital travellers (ETC Digital, 2014). These agencies must adjust as demand dictates, with the number of mobile users estimated to hit 1.75 billion in 2014 (CWT Travel Management Institute, 2014). The opportunity to have up-to-date itinerary changes and details delivered directly to their phone is a core feature of travel agencies' (and, to an increasing degree, transportation carriers') mobile services (Amadeus, 2014). Agencies and operators can have a personal touch by using mobile apps that can create personalized, up-to-date travel itineraries for customers, preferably increasing customer satisfaction rates. A tour operator bundles all or almost all of the components of a trip and sells them to the traveller. Retail outlets and travel companies may also sell these packages (CATO, 2014; Goeldner & Ritchie, 2003). Tour operators work closely with hotels, transportation suppliers, and attractions to buy large quantities of each item and bundle them at a lower cost than if the traveller bought them separately. The majority of tour operators cater to the leisure sector. Operators of inbound, outbound, and receptive tours Inbound, outbound, or responsive tour operators are available: Inbound tour operators carry groups of people into a country or provide individual tour packages (e.g., a package from China to visit Canada). Outbound tour operators are companies that operate within a country to transport tourists to other countries (e.g., a package from Canada to the United Kingdom). RTOs (receptive tour operators) are not travel agents and do not run the tours. In a business-to-business (B2B) relationship, they reflect the different goods of tourism suppliers to tour operators in other markets. Receptive tour operators are important for selling packages to international markets and raising awareness about potential products (Destination BC, 2014). Organizations that specialize in destination marketing Global tourism boards, state/provincial tourism departments, and community convention and tourist bureaus are all examples of destination marketing organizations (DMOs) around the world. DMOs work to support a destination's \"long-term growth and marketing, with an emphasis on conference sales, tourism marketing, and operation.\" Travel information 80 CU IDOL SELF LEARNING MATERIAL (SLM)
Information is critical to the success of every travel agency or tour company. When customers are given comprehensive details, they may become customers who purchase package tours. The information must be clear and identify tourist attractions in terms of environment, accessibility, amenities, facilities, events, people, culture, and so on. The tour brochure, in particular, includes descriptions and photographs of the locations, accommodation, transportation, and other included facilities. As a result, travel agencies and tour operators offer free information over the phone and the internet. For information seekers, Kings and SOTC have built a toll-free call. Respond automatically or manually Knowledge is disseminated by customer service executives. A destination's specific details, such as mode of transportation, lodging, meal plan, attractions, activities, and events, is also given. Development and Market Research Tourism is a new generation of companies, and many entrepreneurs are finding it difficult to succeed in their endeavors. Customers are more knowledgeable about new destinations, and information is still at their fingertips. Customers now have more negotiating power in the travel industry as goods become more affordable. It is no longer a monopoly package tour industry dominated by a small number of companies such as Thomas Cook and Cox and Kings. In the package tour industry, there has been a lot of creativity. In light of the rapidly shifting industry, travel agents and tour operators don't have much of an option but to resort to customer satisfaction research on different service criteria and destination efficiency. As a result, ongoing research and development activities are carried out to discover new destinations, events, or attractions, as well as to determine the impact of package tours. Market dynamics, itinerary, elements of facilities in package tours, customer preference, branding, and product costing are all investigated. Large tour wholesalers have committed to testing and field-based studies for product evaluation. The tour wholesaler is the one who is interested in research and development. For example, Cox and Kings' Duniya Dekho is an international outbound package that has been appealing to customers for several years. Travel product creativity is aided by research. Ticket Reservations Travel agencies and tour operators offer a range of items, but one of their main sources of revenue is ticket reservations. Reservations for plane tickets, train tickets, cruise ships, and bus tickets can be made at agency counters or via reservation engines that are now available online. Due to intense rivalry among airlines and low-cost carriers in India and, to a lesser extent, globally, airlines are offering travel agencies a zero-margin fee. In recent years, the 81 CU IDOL SELF LEARNING MATERIAL (SLM)
situation has begun to change, with online travel agents, in particular, selling tickets online. Global Distribution Systems have revolutionized the ticketing industry. Hotel Room Reservations Hotel room reservations have been made easier thanks to the Computer Reservation System (CRS) or Global Distribution Systems. All of the requisite information is available in advance on the hotel's website. It includes information on the hotel's type, room, amenities, and services, as well as meal plans, tariffs, and seasonal specials. Customers have more choices to browse, compare, choose, and book a room of their choosing. Payments for online bookings can be made via internet banking or debit/credit cards, and payments can be made upon arrival. Ground Service Reservations Ground handling operators of destination management companies are solely responsible for supplying vehicles, buses, caravans, entertainment entries, guides, interpreters, and other services as specified in the principal agents' contract or exchange order. The ground operators are chosen by tour operators based on a number of factors. Until uploading the services, the previous track record for running the services is evaluated. Special Services for Charter Operators include the following: a detailed feasible plan is prepared to choose the destination, and charter tour companies are given choices to choose from based on their preferences. The team is transported to the destination for inspection and familiarization. After studying the facilities at the destinations, it aids the overseas tour operator in gaining interest. When charter tour clients are mostly affluent class travellers, hotel selection and reservation are taken into account. Traditional tourist destinations include Agra, Varanasi, Bodh Gaya, and Konark. Transfers and sightseeing are also scheduled according to the itinerary, and changes to the schedule are not allowed. As charter flights with large groups of tourists arrive in India, liaison with government agencies such as the Airport Authority of India, the Ministry of External Affairs, and the Ministry of Home Affairs is essential. To execute the charter tours to India, clearances must be obtained. Client-requested pre- and post-charter tours can be arranged. Offering Cruise Packages for Sale In terms of revenue maximization, cruise lines' business is increasing, unlike air ticketing. The new generation of travellers wants to visit a cruise line, and it is now affordable for the 82 CU IDOL SELF LEARNING MATERIAL (SLM)
lower middle class. Direct sales are few, although package tours are mostly sold by tour operators and travel agents. Cruise packages have been described by travel agents and tour operators as more profitable to prospective clients. To draw visitors, most of these agencies promote and sell cruise packages with a range of deals and discounts. Special Cruise Services include the following: planning of tour itinerary with all justifications and execution with cruise companies' final confirmation. A team of executives arrives for port inspection prior to the arrival of groups. Since the visitors who fly on luxury cruise ships are often high-end clients with very specific choices and tastes, tour companies take the team to the ports to schedule meetings with port authorities, superintendents of police, tourism officers, and archaeology superintendents. Generally, the parties go to historical and archaeological sites. Tour companies assess ground operators' strengths in terms of operational elements such as transportation, guides, traffic, parking spaces, protection, sanitation, carrying capacity at destinations, toilets, and road conditions, among others. They assess the technical capabilities of ground operators before determining the viability of running the tours. Shore excursion pre/post tours are also available, as well as day return charters and turnaround operations. Itinerary preparation Itinerary planning is a crucial task that tour operators enlist the help of senior executives to complete in a systematic manner. The essence of the tour, the types of services provided, and the length of the tour are all reflected in the itinerary. Package tours are run according to the itinerary's specifications and instructions. Before finalizing an itinerary, tour operators conduct a thorough investigation of tourist attractions, services, and amenities. In a nutshell, the itinerary and programs decide the selling of a package trip. The phase begins two or three years prior to the market launch of a package tour. It entails gathering data on the length of stay at a specific location as well as check-in and check-out times. Package Tour Pricing When it comes to developing package tours, a tour operator's costing is crucial. It consists of both variable and fixed costs. Itinerary planning and costing go hand in hand. Tour operators take all precautions to minimize costs, allowing them to maximize profits and pass savings on to customers. As a result, tour operators compromise and negotiate with primary service providers in order to obtain the highest possible or affordable rates. Hotels, for example, deliver competitive discounts or flat discounts on bulk room sales. As a result, it 83 CU IDOL SELF LEARNING MATERIAL (SLM)
is a critical feature of the tour operator to perform systematic costing in order to maximize the gains from the available capital. Creating Tour Packages Gone are the days when there was no market for package tours and consumers only used travel agents for one or two services. Today, coordinated inbound, outbound, and domestic package tours have a sizable market. As a result, tour operators are now devoting all of their money to creating creative package tours, as it is the tour operator's business to raise sales, as opposed to conventional ticketing. Expert and seasoned executives are tasked with designing packages for various consumer segments. Tour operators ensure successful itineraries, familiarization journeys, and itinerary viability while designing enticing package tours. Package tour design, costing, and promotion, either directly or via travel agents, come next. It is an essential feature since it ensures that the tour operator makes the most money possible. FIT, GIT, and FAM tours are all available. The skilled operation of FIT, GIT, and FAM tours is more important to tour operators. The role of the tour operator does not end with the creation of an attractive package tour; rather, it increases with the responsibility of conducting tours for individual and community travelers. As compared to GIT travelers, FIT travelers need different types of ground arrangements. Some of the problems to be addressed include tour managers, travel associates, interpreters, guide arrangements, and the handling of travel formalities. Apart from FITs and GITs, travel agents and tour operators also execute FAM tours to test the viability of itinerary/package tours or to promote destinations in partnership with destination promoters and other service providers. Publicity and Promotion Tour operators and travel agents play an important role in marketing and publicizing tourist destinations. The tour operator creates tour packages and sells them to customers directly or through retail travel agencies in a variety of locations. They mainly serve as marketing intermediaries for tour packages, hotel services, MICE, air services, car rental services, and travel insurance, among other things. A tour operator allocates budget for advertising, sales campaigns, and publicity as part of their marketing strategy. The tour operator can achieve the sales target using a variety of marketing techniques. For promotion and advertising of tour packages and individual elements, they usually use print and tele-media. To inform potential buyers of package tours, cruise tours, safari tours, and other types of tours, some travel agents place ads in local newspapers and regional television channels. SOTC, Thomas Cook, and Cox & Kings, for example, advertise on English news channels such as CNNIBN, 84 CU IDOL SELF LEARNING MATERIAL (SLM)
NDTV, and TIMES NOW. Local travel agents prepare small pamphlets highlighting tour package features or air ticket discounts, which they distribute through newspaper hawkers or their sales promotion staff. Travel agents and tour operators tend to use publicity as an advertising tool to popularize their brands at a low cost. Participating in road shows, exhibitions, mass plantings, and other similar events may help promote package tours. Cancellation and Reservations Travel agents and tour operators perform two essential functions: reservation and cancellation. Flight agents and tour operators' main business is booking airline and bus tickets, hotel rooms, and cruise lines. Reservations for hotel rooms and airline seats are handled in a structured manner. The reservation registration form is filled out both manually and electronically before being sent to the hotel or airline for processing. The processes for cancelling room and ticket reservations are followed in accordance with the agreements. Reservation and cancellation management must be handled by a different department in a large travel agency. Hotel room reservations have been made easier thanks to Global Distribution Systems. For customers to browse, compare, pick, and book rooms of their choosing, hotels provide necessary details about the type of space, facilities and amenities, meal plans, room tariff, and seasonal offers. Payment can also be made online using internet banking or debit/credit cards. Ground Services Management As part of their business diversification, both travel agents and tour operators will serve as ground operators. As a ground operator, travel agents offer domestic and outbound package tours and perform sightseeing. It's rare to come across an independent ground operator that focuses solely on destination services. In addition, tour operators serve as ground operators at key ports of entry for inbound traffic into the country. Ground services management is a critical tour operator feature since it requires direct interactions between visitors and the ground operator. Once ground operators arrive at the destination, the service conditions included in the package tour are realized. Cars, buses, caravans, entertainment entries, guides, interpreters, and other ground facilities are provided by ground operators. The services are uploaded by tour wholesalers, who then give tour vouchers to ground operators, who organize the services at the destinations. These arrangements are made in advance, and the ground operator checks the facilities with the tour wholesaler. Documentation for Travel 85 CU IDOL SELF LEARNING MATERIAL (SLM)
For FIT and GIT package tours, travel documentation is processed. Prior to the start of tours, travel documents such as passports, visas, and health certificates, as well as currency endorsements, are processed. The most critical role is to keep track of visas issued by Consulate Offices. Obtaining VISA clearance from embassies takes time. When a tourist visa is sought through a tour operator, there is little difficulty in getting the visa processed. A visa is a stamp on a passport that indicates the holder's permission to enter, leave, or remain in a country for a set period of time. Health certificates, vaccinations, insurance, foreign currency, and restricted area permits are all processed well in advance of the tour beginning. Many of these formalities are handled by travel agents and tour operators in order to ensure that customers and members of GIT and FIT travel in comfort. Annual Budget Preparation The financial management of a travel agency or tour operator is crucial. To determine the company's financial status, a tentative income and expenses statement is prepared. Budgeting for various events is done when considering various company diversification plans. In the case of a multinational corporation with branches around the world, each division reports annual revenue and expenses to the Regional Office, which is then consolidated and sent to the Corporate Office for the planning of the annual budget. In apex level sessions, the majority of travel agents and tour operators approve manual budgets. It's difficult to predict market growth in a given financial year without proper budgeting and adequate funding. CSR stands for Corporate Social Responsibility. Ethical and fair-trade tourism, as well as responsible, pro-poor, and sustainable tourism, seeks to protect the local biodiversity and climate to the greatest extent possible. These tourism philosophies instruct travel agents and tour operators on how to follow best practices and contribute to the destination and culture. Tour operators contribute a portion of their profits to educational or social welfare causes. The principle of Corporate Social Responsibility (CSR) is defined as a firm's or organization's social obligation to the welfare of communities. For example, the International Atomic Energy Agency (IATO) in New Delhi is involved in anti- pollution and anti-contamination programs such as Carbon Neutralization and Carbon Trading. This national body also provides grants to non-governmental organizations (NGOs) for plantation programs. As a result, the position of travel companies in CSR is critical to the travel industry. Development and Training The work of a trained and professional human resource is needed to provide services in a travel agency or tour operation since they deal with intangible and perishable aspects. 86 CU IDOL SELF LEARNING MATERIAL (SLM)
Because it was run by family members in the past, training and development were not given the attention they deserved. The travel agency was a family business, and various characteristics were usually passed down from senior family members. Many independent travel agencies have developed into large corporations with multiple branches and diversified operations. The majority of new travel agents and tour operators are now visiting tourism and travel management institutes for on-campus placement. Employees receive in-house training with the assistance of trained coaches or senior executives. Senior executives and managers are also encouraged to engage in the Management Development Program (MDP). The MDP focuses on strategic business choices, while the training programme emphasizes soft skills and product awareness. IITTM, Gwalior, for example, is an autonomous body under the Ministry of Tourism, Government of India, that develops courseware for executives in the travel and tour industry. Ticketing and tour operations, as well as freight and travel agency management, are all included. Maintaining Contact with the Ministry of Tourism The National and State Tourism Organizations oversee and fund the various operations and activities of travel agents and tour operators. To operate a company, a travel agent or tour operator must be an enlisted and recognized business firm or enterprise, according to Tourism Policy guidelines. The Ministry of Tourism's official websites also provide connections to reputable travel agencies and tour operators. Simultaneously, it enables them to participate in familiarization tours and exhibitions both within and outside the country. State and international travel organization membership Members of various travel and tourism organizations gain a lot of visibility at annual conferences and meetings. It assists members in meeting international and domestic travel agents to initiate new business, in addition to using the logo on letterhead, signboards, and websites. Usually, travel agents and tour operators join the Indian Association of Tour Operators as active members. Travel Agents Association of India (TAAI), Universal Federation of Travel Agents Association (UFTAA), Pacific Asia Travel Association (PATA), American Society of Travel Agents Associations (ASTA), World Federation of Travel Agents Associations (WFTAA), World Federation of Travel Agents Associations (WFTAA), World Federation of Travel Agents Associations (WFTAA), World Federation of Travel Agents Associations (WFTAA), World Federation of Travel Agents Associations (WFTAA), WATA (World Association of Travel Agencies) is a non-profit organization dedicated to exchanging shared data and policy recommendations for mutual benefit. 87 CU IDOL SELF LEARNING MATERIAL (SLM)
Insurance for Travel Travel insurance is a relatively young industry that offers an appealing source of revenue. Customers are concerned about the safety of their travel and package tour compensation, so insurance companies have introduced appealing insurance schemes to cover life and package tour insurance. Premiums for these two purposes are either included in the cost of the package tour or are also excluded from the cost of the package tour. Change in Currency Both outbound and inbound tours must obtain permission from the Reserve Bank of India (RBI) to receive and pay in foreign currencies such as the US dollar, the British pound, and the Euro. The Foreign Exchange Management Act governs these foreign exchange dealers (FEMA). Customers are paid a minimum commission in accordance with RBI regulations. MICE's operation Today, event organizing is a purely technical endeavor. Apart from their daily travel services, travel agencies and tour operators often organize seminars, conferences, meetings, and exhibits, though there are specialized event management firms that handle such events. programs and activities Many major travel companies now sell exclusive MICE (Meetings, Incentive Travel, Conventions/Conferences, and Exhibitions) packages, which are managed by their MICE divisions. Prepare for a disaster Natural and man-made disasters such as cyclones, floods, earthquakes, tsunamis, landslides, collisions, fires, stampedes, terror attacks, and others are becoming more common, making disaster preparedness a necessary feature of travel agency and tour operations. The operators' primary duty is to ensure the safety and security of guests, and they should be equipped to manage any such disasters. A team of professionals has been prepared to deal with such situations and to minimize the risk of harm to their clients. They also collaborate. to face all such problems with the help of local emergency management teams Information Technology (IT) Information technology has aided the expansion of the travel agency and tour service industries. To maintain a high level of service, travel agencies have no choice but to adopt new technologies. To communicate with customers, the majority of modern travel agencies 88 CU IDOL SELF LEARNING MATERIAL (SLM)
are automated. It allows for increased efficiency through the use of technology. As vital communication equipment for travel information, modern gadgets include telephones, fax machines, electronic mail, photocopiers, and computers. Appropriate application Time and money can be saved by using communication technologies. Staff members are chosen based on their ability to work with computers. After gathering the requisite input, the MIS system will classify the problems and, as a result, generate and analyze alternative courses of action. For example, e-ticketing has become a worldwide phenomenon for earning commissions on ticket sales. 5.3 TRAVEL INFORMATION Essentially, airlines, hotels, car rentals, banks, insurance firms, railways, government, trade groups, international tour operators and travel agents, land operators, cruise companies, and tourism educational institutes all maintain close relations with travel agencies. Timatic (Travel Information Manual Automatic) is a database that includes paperwork requirements for travellers flying abroad, such as passport and visa requirements. Timatic contains the following information: Passport requirements and recommendations. Requirements and suggestions for visas. Timatic contains the following information: 1. Conditions and suggestions for passports 2. Visa requirements and guidelines 3. Health-related criteria and suggestions 4. The passenger is responsible for paying the airport tax at either the departure or arrival airport. 5. Import/export of goods and small pets by a passenger under customs regulations 6. Currency regulations governing passenger import and export Timatic was established in 1963 and is run by the International Air Transport Association, which is based in Montreal (IATA). Every year, the Timatic database checks the documentation specifications of over 500 million travellers. It comes in a variety of formats, including: 1. Timatic, which is available via the SITA network. 2. TIM – a physical book 3. TimaticWeb – a web-based application 4. XML Timatic Consumer web site, IATA Travel Centre 89 CU IDOL SELF LEARNING MATERIAL (SLM)
5.4 COUNSELLING Context and Introduction The authors hope to create ideas for novel IT-supported travel and tourism counselling programmes as part of an ongoing R&D project (e.g., Novak & Schwabe 2008). These services enable intermediaries to rethink their business models in order to compete effectively against pure Internet competitors. As a result, we concentrate on the situation of a service experience at a travel agency or a tourist office in the destination. In contrast to the widely held belief that the Internet will eventually supplant human-based counselling, the authors believe that travel agencies and tourist offices will benefit from viewing the Internet as a source of transition. By combining the benefits of interactive multimedia technology, touch sensitive screens, and Web 2.0 technologies with a novel, but still intimate, customer agent interaction, a new value-added counselling service will be created. The counselling related problem areas of the (1) principle-agent conflict, (2) the stickiness of information needs, and (3) the burden of choice motivates the overall situation reformulation to a joint problem- solving process in preference to a pure sales process. Regarding the problem area of the obvious (1) principal-agent conflict (e.g., Novak 2009), there are a number of potential pitfalls in a counselling situation that impair the interaction between the customer and agent. Since the agent usually sits behind a desk with access to several information sources and the customer has only access to the information the agent wants to provide, the customer has an information disadvantage. (2) In other words, the customer cannot be sure that the agent acts in the customer's interest and has no control about the situation that can decrease trust or foster distrust. This subsequently impairs counselling satisfaction, which can also negatively influence the customer's willingness to visit the travel agency or tourist office in order to purchase products. Beyond the privileged access to information, agents also possess the solution space that is hidden to the customer. Customers, on the other hand, enter an agency or tourist office with their own problem space in mind and have only a vague idea of the possible solutions. The task of the dialogue between the two actors then is to bridge the gap between the problem space and the solution space. This gap, however, can be difficult to bridge, depending on the travel needs of customers and their ability to communicate these information needs. Customers are commonly not able to explicitly describe their needs and desires, and have difficulty expressing these needs/desires in terms suitable to being directly mapped onto product offers (Schwabe et al. 2008, Novak & Schwabe 2009). Transferring this \"sticky\" information (2) (Hippel & Katz, 2002) to 90 CU IDOL SELF LEARNING MATERIAL (SLM)
the agent is difficult and time consuming, and thus calls for a sophisticated dialogue in a travel agency or tourist office, or a high level of media competence during self-service via the Internet. Internet information, as well as the offerings at travel agencies or tourist offices, is almost unlimited. Decision-making becomes even more difficult with the exploration of new opportunities. Internet information additionally is accompanied with opinions, and customers have to decide whether they believe the information source. 5.5 SUMMARY • 60% of the income for travel agency comes from business travel. • The function of travel agency is to connect the tourist and destination • Travel agency gives the information documents to be carried at the time of travel • The main function of a travel agent for a business tour is to arrange the venues for meetings, exhibitions, hotels, sightseeing, and other related services to business • Timatic (Travel Information Manual Automatic) is a database containing documentation requirements for passengers traveling internationally via air, e.g. passport and visa requirements 5.6 KEY WORDS • Timatic-Travel Information Manual Automatic • MICE - (Meetings, Incentive Travel, Conventions/Conferences, and Exhibitions) • WFTAA-World Federation of Travel Agents Associations • MDP- Management Development Program 5.7 LEARNING ACTIVITY 1 Learn about the Visa requirements for a Foreign Travel to visit Tourist spots ___________________________________________________________________________ ___________________________________________________________________________ 5.8 UNIT END QUESTIONS 91 A. Descriptive Questions Short Questions 1. Elaborate Travel information CU IDOL SELF LEARNING MATERIAL (SLM)
2. Explain the Counselling of tourists 3. Describe the organisation of conference 4. 4.Describe briefly about TIMATIC 5. State the importance of Insurance during travel Long Questions 1. Describe the main function of travel agency 2. What is the function and service of Travel agency? 3. What is the role of IT in tourism? 4. List the characteristics if inbound tourism. 5. How does counselling facilitate tourists? B. Multiple choice question 1. The term tourist itinerary has to identify the ………………. a. Location b. destination c. Place d. area 2. ……………………of all travel agency revenue is derived from business travel. a. 40% b. 50% c. 60% d.70% 3. Who stays at least one night in collective accommodation in the country visited 92 a. visitor b. excursionist c. tourist d. None of these CU IDOL SELF LEARNING MATERIAL (SLM)
4. _____________ tourism is non-resident visiting a country other than their own is termed as a. outbound tourism b. domestic tourism c. inbound tourism d. international tourism 5. The ministry of tourism is headed by ------------------------ a. president b. prime minister c. chief minister d. union minister for tourism Answers 1.b, 2.c, 3-c, 4-b, 5- c. 5.9 REFERENCE Reference Books • 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 93 CU IDOL SELF LEARNING MATERIAL (SLM)
UNIT 6: FUNCTIONS OF TRAVEL AGENCY Structure 6.0 Learning objectives 6.1 Introduction 6,2 Meaning 6.3 Types of Itinerary 6.4 Planning and preparing for tour Itineraries. 6.5 Steps in developing, planning tour Itinerary 6.6 Summary 6.7 Keywords 6.8 Learning Activity 6.9 Unit End Questions 6.10 References. 6.0 LEARNING OBJECTIVE After studying this lesson, you will be able to: • Explain the meaning and types of Itinerary • Develop steps for preparing Itinerary • Provide background information for preparing Itinerary • Prepare Itinerary for FIT and GIT Tours • Explain the meaning and types of Tour Packages 6.1 INTRODUCTION In the new millennium, the role of the travel agency in the promotion of tourism in India is critical. Travel intermediaries play a crucial role in the growth of the Indian tourism industry. You heard about the past of travel agencies and tour operations in the previous unit. We will examine the growth and development of travel agencies and tour operations from pre- independence to post-independence and post-liberalization periods in this unit. We'll also go through the current state of Indian tourism, the country's outbound and inbound development, and the position of TAAI and IATO. 94 CU IDOL SELF LEARNING MATERIAL (SLM)
6.2 MEANING OF ITINERARY An itinerary is a map of a trip that shows the path and stops the traveller will make. As a result, it is a timetable or schedule created in conjunction with a package tour. It is primarily intended to describe the route, day-by-day journey format, origin, destination, and all enroute halting points, as well as lodging, mode of transportation, events, and other services provided during a visitor's tour. An itinerary is more than just a list of facts; it's a selling point designed to persuade potential customers. Itineraries are often created for travellers booking flights; they provide the following information: departure time, airport, terminal information, flight number, baggage limits, transits, seat assignment, and minimum check-in time, but there is no marketing component. Kit tour itineraries, on the other hand, play an important role in attracting customers. An itinerary is a travel schedule that contains details such as the route of travel, distance and time required to travel to a destination, modes of transportation to be used, and any activities or sightseeing to be done at a specific location for all tourists to follow while on a trip. Every visitor, whether on a personalised, single, or escorted tour, adheres to an itinerary. It assists a tourist in sticking to the itinerary and thoroughly enjoying the trip. Making a travel itinerary can seem to be a simple task to complete before a trip, but it is well worth the effort. It contains all of the details you will need for your journey, so you will never be caught off guard looking for an address or phone number. This means you can spend less time organising yourself and more time travelling or relaxing. Simply put, an itinerary brings together all of the details you will need for your travel in one place, including a trip timeline. Making a travel itinerary will provide you with peace of mind and make your travel routine easier. Your itinerary, along with any accompanying documents such as receipts, boarding passes, and tickets, should be kept in a clear plastic sleeve when travelling. The itinerary is always placed first, followed by the details mentioned below and the documents that go with it. To begin, follow these steps: Gather all of the information you need first. Your itinerary will consist of a day-by-day timeline of your trip with some details taken out for quick access at any time (such as traveller and health information). If necessary, you can write your itinerary by hand, but a digital version is more convenient. This way, you can copy and paste hotel and flight numbers without worrying about reversing a number or losing a part of an address. 95 CU IDOL SELF LEARNING MATERIAL (SLM)
After you have finished filling in your detail, save your itinerary somewhere you and others, such as your emergency contact, can easily find it. You can email it to yourself and trusted contacts who aren’t travelling with you, but Google Drive or Drop Box are both good ways to store it, as long as your emergency contact has permission to see it. Make sure the person you want to be your at-home contact is someone you completely trust. Keeping a physical copy with you is still a good idea, regardless of how you store an electronic edition. Gather all pertinent details, whether you are travelling or driving to your destination, so it’s all in one location. • Passenger’s full names as listed on passports • Flight dates and times • Flight numbers • Frequent flier programme number • The sum you paid for tickets ahead of time and any receipts or confirmations you got • While driving, how much gas you need and where you will stop to refill (if applicable). Include the address of every location you’ll be staying in the day-to-day portion of your itinerary, whether it’s a house rented on VRBO, HomeAway, or Airbnb, a motel, a hotel, or a hostel. You’ll be glad you have this information written down if you just have it saved on your phone and it loses its fee. • Hotel/rental address and room number until checked in • Hotel/rental phone number • Hotel/rental confirmation number • Sum charged in advance for tickets and any receipts or confirmations obtained • Name of travel agent/booking agent/website source of booking You will ensure that you don’t miss out on the experiences you really want to have by making a travel timeline. Require the following in an hourly format: 96 CU IDOL SELF LEARNING MATERIAL (SLM)
• Reservations and/or addresses for restaurants (and other eateries), as well as service hours and what you want to eat there if you are changing hotels on your trip • Entrance rates, hours, and any noteworthy artwork you don’t want to skip for attractions like museums, photo ops, and historic sights • Transportation to and from attractions or around the area, such as train or bus numbers, times whether it operates on a schedule (like a train or bus), or when you want to hail a cab to get to your next destination If you purchase train or bus tickets in advance, keep the receipt and confirmation on the day you intend to use them, as well as any frequent traveller programme details and the name of the booking source if it isn’t on the receipt or confirmation. Although the tour company’s app provides a wealth of information about excursions and tours, it’s always a good idea to keep a hard copy for your records. • Name of the tour operator (and the name of the guide if you know it ahead of time) • The meeting location and end location of the tour (along with a route to get back to your hotel if the tour does not end there) • Name of travel agent/booking agent/website source of booking if it isn' t on the receipt or confirmation • Price you paid in advance for tickets and any receipts or confirmations you got. 6.3 TYPES OF ITINERARY Itineraries can be divided into two categories: 1. A general itinerary that caters to a wide range of clients and is sold to them. It is a flexible itinerary that takes into account a broad variety of interests. 2. A Personalized Itinerary that is created specifically for a client based on their desires and preferences. When preparing an itinerary, keep the following information in mind: • Always have an interesting and appealing heading for your itinerary • Make sure to clearly show the date and time • Make sure to highlight your highlights • Always split your itinerary up into paragraphs of new dates • Provide as much detail as possible about the sights and events included in your tour itinerary. Always use a 24-hour clock, provide enough time for each highlight, and arrange 97 CU IDOL SELF LEARNING MATERIAL (SLM)
them in a logical order. Keep in mind that you must reduce your client's travel time and expenses. If possible, try to end each day with a special highlight. • Distance must be realistic; try to stick to the 100km per hour rule. • Never make promises in your summary that you may not be able to keep (for example, don't say, \"You will enjoy a beautiful sunny day at the beach,\" because it might rain that day). To prevent this, offer the client a backup plan that they can use if the arrangements need to be changed. • When they read your itinerary, the client would want to fly to their favourite destination right away. It must, however, entice the customer to fly in order to explore their ideal destination. Only enough detail to pique their interest. • If your itinerary is for five days or more, you can have one day at leisure • but make sure to recommend a range of activities that would fit the client's profile on that day. You must be specific about the tourist's lodging, transportation, attractions, and activities. Itineraries may be pre-made or customised upon request. The pre-made itineraries are created in advance, with no knowledge of when or who will purchase them. Producing clothing, shoes, and displaying them in a store is similar. It has been designed to accommodate the greatest number of possible travellers. It must be marketable and targeted at a specific market segmentation. A travel agent should consider its capability, industry, marketing strategy, and other factors when creating a ready-made itinerary. They are also known as package tours because they are used as package tours. Individually tailored or special itineraries are produced upon request. They are made on the specific customer's request or demand. Two-way contact is possible when planning these types of itineraries, allowing us to ask questions and plan accordingly. The period, places to visit, date, hotel schedule, and type of service required are all known in this type of itinerary. We know who will purchase the tour and when they will do so. 1. The tourist itinerary is the one given by the tour company for which the tourist has signed up. It contains a clear overview of the tour as well as what will be performed each day and hour for everyone to follow. 2. The itinerary of the tour conductor/manager will include all of the information found on the tourist itinerary, as well as the most minute specifics such as travel plans, contact names and numbers for those involved in the tour schedule, and other tour-related formalities. 98 CU IDOL SELF LEARNING MATERIAL (SLM)
3. The Tour Escort itinerary is comprehensive, including step-by-step information about the tour, such as travel time, modes of transportation used, accommodation information, sightseeing information, any tickets available, a list of other important items to bring on the tour, such as water, food, brochures, and essential contact names and numbers, and so on. Apart from that, the service-specific itinerary is provided to the hotels, which contains all of the guest' s information as well as their basic travel information, which is needed for any kind of arrangements to be made at the hotel, and to the associated transportation company, which provides coaches or cars for the visitors. There are two kinds of itineraries: Based on the type of travel kit. 1. GIT: A Group Inclusive Tour itinerary ensures that the customer will be a member of the group and that all of the inclusions will be the same for all of the passengers. These itineraries are usually hectic, involving more travel and less rest. The goal is to see as much as possible in a shorter amount of time. Such journeys are made by bus, which is operated on a shared basis. 2.FIT: A Free Individual Tour itinerary is one that a traveller creates for himself or with the assistance of a travel agent. The itinerary is laid-back, with the aim of keeping the traveller at ease while on the trip. Such journeys are made in a private car. A travel itinerary may consist of a single destination or a combination of destinations. It’s always best to first figure out why you’re travelling and then plan your path. Both types of itineraries are available via travel agencies in India. 6.4 PLANNING /PREPARING OF TOUR ITINEARIES The secondary mandatory duty of a travel agency is the planning of tour itineraries. It is the most crucial feature of domestic, inbound, and outbound tours, whether they are group or individual tours. After obtaining the client's preferred destination, estimated travel date and length, mode of transportation, routing, hotel, and other details, the tour professionals plan the trip. It must schedule the itinerary to meet the needs of the client. The itinerary is tailored to the client's requirements. The itinerary is a pre-planned tour programme that includes day- by-day descriptions of the tour, as well as the itinerary's identification of the origin points to destination points and destination en-routing point, hotel requirements, mode of transportation, sightseeing, car/coach, and other pertinent tour information. A travel agent must answer the following question before arranging a tour for a potential customer: 99 CU IDOL SELF LEARNING MATERIAL (SLM)
• Who are the potential customers and where do they come from? • What are their preferences and dislikes? • What mode of transportation do they prefer? • Should they combine business with a vacation? • If they're travelling with their families, elders' children, or people with disabilities, what are their special preferences? • When would they like to begin their journeys? • When would they like to see those itineraries come to an end? The following are the duties of a travel agency: Travel companies have guidance about where to go and what to do. A travel agent will help you schedule your trip. A travel agency serves as a connection between travellers and travel suppliers. Tour pricing, ticketing, and account reconciliation. A company tour was arranged by a travel agency. Reservations are handled by a travel agent. 1. Determine how long your trip should last. You will not be able to estimate the cost of a trip or calculate whether you can afford it before you know how long you will be gone. Are you planning on staying for a week? How about a few weeks? Is it only a month? Is it really a year? Calculate the total number of days you have and proceed from there. To some extent, this would be dictated by the amount of time off the employer allows you. 100 CU IDOL SELF LEARNING MATERIAL (SLM)
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