TOUR PLANNING

12.3.3
Access information and develop a tour plan to match different tourist
profiles.

Setting up a Tourist profile

The tourist profile is the start of any organised tour as it contains lots of
information on the needs of the tourist. The format and requirements differs from
agency to agency. The tourist profile will assist the agent to set up a tour
according to the requirements of the customer and in so doing ensure customer
satisfaction.
EXAMPLE OF A TOURIST PROFILE

ANANZI TOURS PASTE

PO BOX 132
WELTEVREDEN PARK PICTURE
JOHANNESSBURG HERE
2000
TEL: 011 764 – 1773
FAX: 0860154263
www.ananzitours.co.za
Surname
Name
Nationality
Age
Residential Address
Contact details
Tel Work: Fax: Office: Cell: e-mail:
Language
Occupation
Duration, departure date &
destination
Budget < R10 000 R10 001- R20 000 > R20 001
Drivers licence
Special interests/ Hobbies

Needs and preferences:

Modes of transport
Accommodation
Specific Dietary requirements

Allergies
Religion
Next of kin:
Name Relation Contact number
Name Relation Contact number
Planning the tour
Based on the requirements of the tourist profile, the actual planning of the tour
can begin. Learners can now source relevant information on attractions/
destinations/ activities etc. for the tourist. The attractions/ activities have to match
the interest of the tourist e.g. if the tourist is an adventure seeking tourist the
activities must be adventurous activities etc.

The research should include information on the following:

• Accommodation
• Transport ( Road/ Air/ Sea)
• Attractions
• Activities

Compiling a day to day itinerary

There are two basic types of itineraries, namely the general itinerary (written as a
narrative with general references to time) or the timed itinerary (the whole day is
set out clearly indicating the times that everything will take place. The learners
are required to set up a timed itinerary, indicating activities next to specific times.

Guidelines to set up a good itinerary

• Be realistic.
• Have an interesting and/or relevant heading for everyday
• Take time and distances into consideration ( Use the 100km/ph rule)
• Use the 24 hr clock
• Each day is set out separately
• Indicate all activities that have been arranged next to the time allocated
• Ensure that your activities are indicated according to real time
• Don’t be longwinded, but use adjectives to give short descriptions of the
attractions/ destinations if required.
• Draw attention to the main attractions
• Be careful not to include too many activities per day
• Use language creatively to paint a mental picture for the client, write
clearly and concisely.
• Never make promises e.g. “08:00 Wake up to a beautiful sunny day”. You
cannot guarantee the weather.
• Include sufficient “down”/ leisure time, but provide suitable options

Requirements of the day by day itinerary

• Each day set out on separate page,
• Numbered, and dated: Day 1 Monday 28 April 2008
• Heading : Depart for Mauritius
• Format: Timed itinerary,
• Specify all meals e.g.
o Breakfast (B) – included
o Lunch (L) - optional
 o Supper (S) - included
• Leisure time must be indicated, provide alternative options e.g. shopping
• Must be logical
• Transport modes and times: SAA flight 601 Depart 13:10
• Distances traveled for the day ( only consider road travel, not sea/air
travel)
• Accommodation: Protea Hotel - Reunion
• The general appearance must be easy to read and uncluttered

EXAMPLE OF A TIMED ITINERARY

DAY: 1 DAY OF THE WEEK: DATE: 11 JUNE 2008

MONDAY

DESTINATION FOR THE DAY: JOHANNESBURG TO DURBAN

TIME ACTIVITY ADDITIONAL

INFORMATION
07:15 Depart from O R Tambo International Airport for SA Express Flight number
Durban SA 1102 (light breakfast
will be served on the
aircraft)
08:30 Arrive at Durban International airport Hotel shuttle available @
R25 pp ( not included in
tour price)
09:00 Check in at Protea Hotel North Beach Rate includes only DBB
09:00 Unpack and explore beach area around hotel
–
10:30
10:30 Guided tour to Indian Market. You will be met by the • Included in the tour
– guide in the hotel lobby. price
13:00 Transport will be provided. Shopping opportunity. • Operator: Indian
Tours Inc.
• Wear walking shoes
13:00 Lunch at Ocean Basket (1234 Esplanade Rd) • Included in tour price
• No alcohol is served
or allowed
• A la carte menu
14:30 Guided tour to uShaka Marine World & leisure time Entrance fees included.
– ( water activities) / shopping
17:30
17:30 Leisure time and relaxation - explore area around
– hotel
19:00
19:00 Supper - hotel restaurant. Live band and dancing on • Included in tour price
- late terrace • Semi-formal (no
jeans/short pants)
Additional requirements of the tour plan
• Accommodation lists/ reservations/ confirmations/ pictures
• Transport reservations/bookings/confirmations
• Attraction lists/ pictures
• Maps detailing attractions, accommodations, routes etc
• Travel documents
• Information on health , safety, what to pack etc
• General information on countries e.g. language, culture etc
• Car rental
• Forex arrangements
• Insurance arrangements
• Time changes

Tour budgets
The tour budget of the tour is a very detailed costing sheet that will include all
cost of the tour. It is advisable to determine the individual cost of the subsections
first before combining the final budget. E.g.

Accommodation budget
• Always determined per nights spend, not days e.g. 14 days translate into
13 nights etc.

Calculations Total
Accommodation 1 R335 x 4 nights R1340.00
Accommodation 2 R 507 x 2 nights R2028.00
Accommodation 3 R 422 x 1 night R422.00
TOTAL R3790.00

Travel budget
Will include all transport used during the tour e.g. Flights, bus, car rental, shuttles
etc.

Flights Calculations Total

Return flight from R1244 x 2 = R2288 R2288.00
Johannesburg to Cape
town
Return flight from R 2340 x 2 = R4680.00
Johannesburg to R2265 x 2 R 4530.00
Mauritius
• Car rental R 455 x 5 R2275.00
• Km charge Included
• Insurance Included
PAI, CDW, TLW etc Included
Other ( e.g. additional
driver, contract fees,
tourism levy etc)
Bus tour of city R500.00
TOTAL R14273.00

OTHER Calculations Total

Gifts R200x 5 R1000.00
Entertainment R 200 x 10 days R2000.00
Entrance fees Attraction 1 R100
Attraction 2 R80
Attraction 4 R130
Attraction 5 R120 R430.00
Incidentals R2000.00
Tips/ Taxi fares R1000.00
Drinks R 50 x 10 days R 500.00
Food R 100 x 10 days R 1000.00
TOTAL R7930

FINAL TOUR BUDGET

ITEM TOTAL
Accommodation R 3790.00
Transport R14273.00
Other R 7930.00
TOTAL R25993.00