Determine where your group will go. Identify the exact exhibit or show that your group will be attending. Receive quotes on group tours making sure to ask about special discounts for large parties and what is included in a group package.
Book general accommodations for the group including hotel room blocks and ground transportation, where applicable. Determine when and where attendees will eat and if the package for your tour will include all of these amenities.
Establish your staffing needs to manage the group. Large groups or those with children may require chaperones or tour leaders to keep the guests together and on track. Issue t-shirts or some unique identifier so that your tour members will be able to easily identify who they are following.
Recruit and register your group. Let potential tour group attendees know about the trip with complete details. Create a flyer or postcard that can be hung in public places, handed out to large groups and used to promote the tour. Provide details for how interested attendees can register and book the tour.
Prepare for your tour. Create treat bags for your group to include pamphlets on your tour location, area information that relates to the tour, an itinerary and snacks. Confirm your arrival with your host location and other vendors such as a busing company or caterer. Confirm with your tour guests any last minute details, meeting locations or any other special instructions.
Enjoy your tour. Encourage your tour group to ask any questions they may have. Pay attention to your schedule to stay on course with your itinerary. Check in with tour guests to be sure they are satisfied and conduct a headcount prior to your departure to assure everyone returns safely.
