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Tips
on Hosting a
Successful Travel Document Party |
| 40%
of the travel experience is the anticipation of the
upcoming trip. Creating a positive perception is paramount
in achieving client satisfaction and repeat business.
And hosting a well-planned and informative "document
party" is a key ingredient in building a loyal
following.
Guidelines
to Hosting a Successful Document Party |
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Check
documents in a very timely fashion for accuracy |
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Take
an extra set of documents for yourself |
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Produce
a rooming list for your travel planner going with the
group |
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This
is the perfect opportunity to double- and triple-check
name spellings |
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Rule
of thumb: do not pass out the documents until all clients
have arrived, as this may result in several questions
before you even get started |
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Determine
whether you will be taking questions throughout the presentation.
If not, request that all questions be held until the end |
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Welcome
everyone. Tell them a little about yourself and if you
have traveled to the area |
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Thank
them for traveling with you and your agency |
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Tell
them who their Tour Manager will be and where they will
meet |
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Line
up documents in alphabetical order and pass them out once
all clients have arrived. Ask them not to open until everyone
is ready so you can review them together |
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Once
passed out, have them open their folder, note the bag
tag, and advise them how to fill out |
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Pay
special attention to airport transfers, if applicable,
as well as how to join the tour upon arrival |
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Then,
walk them through the itinerary and the general travel
information |
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Set
the stage for the appropriate information and accessories
they will need to take with them: valid passport, documents,
e-tickets, baggage tags, size, weight, electronics, adapters,
currency, weather and packing suggestions |
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Once
done, open the floor for questions |
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close your presentation expressing that you are thrilled
to be traveling with your clients. If you are unable
to join them, stress that you wish you were traveling
with them.
Oh,
by the way, if your group is traveling on a Mayflower
tour, we can help you every step of the way with document
parties.
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