As 2014 is quickly slipping away from us, this means that the 14/15 ski season is approaching! We are working hard in the office to ensure that everything is in order for each individual trip set to depart this winter.
As a party leader, what should you be thinking about now in the lead up to your trip?
Communicate with your tour co-ordinator
Your tour co-coordinator is likely to have the answers to any questions which you may have at this stage. Here at Rayburn Tours, we have specialist members of our team assigned to your tour, so that you receive a consistent service from the start – with your tour consultant – to finish – with your tour co-ordinator.
Compile student information
Approx. 20 weeks prior to departure, your tour co-ordinator will send out your passenger manifest for completion. This information is required to submit your passenger information to various suppliers, including airlines/coach companies, ski hire shops and lift pass offices. It is important that this information is sent prior to your trip, to ensure that boarding passes can be printed where relevant and so that our suppliers can prepare for your arrival.
Finalise your itinerary
By this point, your tour co-ordinator should have sent a draft itinerary for you to approve and decide on any necessary amendments. This is also your opportunity to add any extra après activities to your schedule prior to arriving in resort. Organising your après activities prior to arrival allows your co-ordinator to ensure there is availability for your group, as well as allowing us to negotiate a group rate with the supplier – ensuring you get the best value from your trip.
Pre-departure parents evening
It is a good idea to think about holding your pre-departure parents evening 8-10 weeks prior to departure. This evening gives parents the opportunity to see first-hand what you (as party leader) and us (as tour operator) have been working so hard to put together.
As this is the first opportunity that parents will have to ask any questions directly to you, your tour co-ordinator (subject to availability) can even attend this evening to assist you in answering these enquiries. Between our ski team, we have visited all the resorts which we offer, so are more than happy to deliver the presentation about our trip.
In the unlikely event that a member of our team is not available to attend your parents evening, we have a bank of material available send to you, ensuring your parents evening runs as smoothly as possible.