INSTRUCTIONAL MATERIALS FOR

TOUR 30043 INTERNATIONAL AND DOMESTIC TOUR PLANNING,

PACKAGING AND PRICING

PREPARED BY

REGINA B. ZUNIGA

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 TABLE OF CONTENTS

Introduction ………………………………………………….. 3
Course Guide ………………………………………………… 4
Study Schedule ……………………………………………… 5
Evaluation ……………………………………………………. 7
Grading System ……………………………………………… 7

Module 1 Scope and Context of Tour Operations

Unit 1 Overview of the Travel and

Tourism Business …………………………….. 8
Unit 2 The Tour Components ……………………….. 11
Unit 3 Tour Itinerary Planning
Requirements …………………………………. 14

Module 2 Activities Involved in Tour Operations

Unit 1 Itinerary Planning ……………………………. 18

Unit 2 Contracting ………………………………….. 19
Unit 3 Tour Costing …………………………………. 21
Unit 4 Pricing Packages and Tours ………………. 27
Unit 5 Managing Tour Arrangements …………….. 30

References ………………………………………………… 36

Appendices
A. The Role of Price and Pricing in
Tourism Marketing ………………………………. 38
B. PATTO Rates 2020 …………………………….. . 43
C. Groups and FIT Hotel Rates ……………………. 45
D. Transfers and Sightseeing Rates ………………… 46

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 INTRODUCTION

TOUR 30043, International and Domestic Tour Planning, Packaging and

Pricing will equip the students with a comprehensive knowledge on how to plan,
package and price international or domestic tourism products based on what are
the market requirements and the number of participants in a particular tour
program.

At the end of the course, the students are expected to:

1. Distinguish the different types of tour operators and appreciate their role in
the travel and tourism business.

2. Understand the scope and context of tour packages and classify the
components based on specific needs of the clients.

3. Design tour itinerary relevant to the needs of the clients.

4. Prepare competitively-priced tour packages for various types of clients with

consideration to industry partners.

5. Develop carefully planned domestic and international tour packages, both

on a regular and ad-hoc basis.

6. Demonstrate actual presentation of a tour package proposal to target

clients.

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 TOUR 30043 INTERNATIONAL AND DOMESTIC TOUR PLANNING,
PACKAGING AND PRICING

COURSE GUIDE

The key to successfully finish this course lies on your hands. This module was
prepared for you to learn independently,diligently and intelligently. Studying and
accomplishing the activities in this course will help you in becoming future tourism
professionals and entrepreneurs. Aside from studying the contents and
performance standards in accomplishing the given activities, you will be able to
learn and perform the skills which will make you proud as a responsible learner.
The following guides and rules will help you accomplish the course plan and say
in the end that “I did it with flying colors”!

1. Schedule and practice time management to read and understand every part
of the module. The topics are supplemented with other learning resources to
provide you a clearer understanding on the lesson. Please take note that due
to network limitations, this course was delivered to you asynchronously and
will be studied at your own pace taking into consideration the schedule of the
final requirements which will be the basis of your grades.

2. Study how you can manage to do activities of this course in consideration with
other modules from other courses. DO NOT PROCRASTINATE. Remember,
no one will be short-changed if you will not do your work on time. It is
suggested that you put this on conspicuous place to always remind you that
you should read it. Always remind yourself of deadlines and anticipate
possible conflict with other course schedules. The earlier you study and
accomplish the requirements in this course, the more time you can give to
your other courses.

3. Before doing any tasks, understand the assessment tools provided. Aim for
the highest standard of performance instead of settling with just a passing
grade.

4. If you did not understand the readings and other tasks, read again. Feel free
to read other materials and use other sources of information but be careful
to properly evaluate the usefulness of your resources to the given task.You
may also seek help from your family members. If this will not work, you can
text me so I can text you back for assistance.

5. Do not plagiarize and remember that YOU ARE THE LEARNER, so, do the
module on your own. Your family and friends may support you but always
demonstrate the values of honesty, integrity, competency and sense of
personal and professional ethics as a true Iskolar ng Bayan.

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STUDY SCHEDULE

WEEK LEARNING OUTCOMES ACTIVITIES

MODULE 1 SCOPE AND CONTEXT OF TOUR OPERATIONS
UNIT 1 Overview of the Travel and Tourism Business
 Identify the different  Reflection
entities involved in  Self-assessment
Week 1 the travel and  Quiz (on-line mode)
tourism business
 Understand the
cycle of tour
operations
UNIT 2 The Tour Components
 Identify and analyze On-line mode
the components of  Lecture
tour packages  Group discussion
according purpose  Recitation
Week 2 and requirements of  Quiz
the market and Correspondence mode
suppliers.  Assignment 1
UNIT 3 Tour Itinerary Planning Requirements
 Identify and classify On-line mode
products and  Lecture
Week 3 services needed by On-line and
potential customers correspondence
 Practice sessions
 Individual/Group
Exercises
 Case Study
 Research
 Activity 1 - Identifying
products and services
for ad-hoc tour
package
MODULE 2 ACTIVITIES INVOLVED IN TOUR OPERATIONS
UNIT 1 Itinerary Planning
 Prepare a sample On-line mode
domestic and  Lecture-demonstration
Week 4 international itinerary  Group exercises
based on the given  Practice sessions
situation.  Group presentation

On-line and
correspondence
 Case studies
 Activity 2-
Preparation of
Skeletal and Technical
Itinerary
Week 5 Group Presentation of Output in Activity 2
(for On-line Mode only)

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 UNIT 2 Contracting
 Analyze important On-line mode
items to be  Individual/ Group
Week 6 negotiated with the Exercises
suppliers  Practice session
 Quiz

On-line and
correspondence
 Assignment 2-
Research on
applicable rates for
package done in
Activity 1
UNIT 3 Tour Costing
 Differentiate the On-line and
factors included in correspondence
Week 7 the computation of  Individual/ Group
tour package Exercises
according to  Practice session
components.  Written
 Compute the tour examination/on-line
cost of the sample quiz
domestic and  Activity 3- Preparation
international itinerary of ad-hoc costing
presented on a  Assignment 3-
regular and ad-hoc Computation of
basis. Roo/Meal Rates

Week 8 Group Presentation of Output in Activity 3

(for On-line Mode only)
Week 9 MIDTERM EXAMINATION
UNIT 4 Pricing Packages and Tours
Week 10-12  Prepare a On-line
confidential tariff  Group discussion
from the computed
tour cost On-line and
 Design and present correspondence
a tour package  Practice session
proposal using  Individual/group
relevant marketing exercises
technique.  Assignment 4-
Computation of GSR
 Activity 4- Preparation
of individual tour
package using regular
costing

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 UNIT 5 Managing Tour Arrangement
 To know and On-line
Week 13-14 appreciate the role of
tour coordinators  Lecture
during transfer-in,  Film showing
transfer-out and  Case analysis
during ground tours
 To know and Correspondence
appreciate the role of
tour coordinators Reflection
during transfer-in,
transfer-out and
during ground tours
 To understand the
other activities
involved after the
tour
Week 15-17 Culminating Activities
Individual Tour Package Presentation
(for on-line mode)
Submission of Portfolio
(for correspondence mode)
Week 18 FINAL EXAMINATION

EVALUATION:

To pass the course, you must:

1. Read all the topics in this module and the suggested course readings or
activities, answer the reflection questions and self-assessment activities
2. Answer the print-base discussion assignments
3. Submit the portfolio consisting of accomplished reflection questions,
self-assessment activities, and assignments.

GRADING SYSTEM

Class Standing (CS) (70%)

Quizzes
Exercises
Assignments

Midterm/ Final Examinations (30%)

Midterm Grade/ Last Term Grade= (CS x 2) + Midterm/ Final Examinations

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Final Grade= Midterm + Last Term Grade
2

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Introduction

Module 1 will provide you with the overview of the travel and tourism business.
It covers the different entities involved in the operation of travel and tour agency,
its classifications and relationships. It will also discuss the different types of
clients, tour packages, tour package components and how these components
will address the needs of the customers. Requirements prior to itinerary
planning will also be included in this module.

Learning Objectives:

At the end of this module, you are expected to:

 Identify the different entities involved in the travel and tourism business
 Understand the activities involved in tour operations
 Identify and analyze the components of tour packages according to
purpose and requirements of the market and suppliers.
 Identify and classify products and services needed by potential customers

Competencies to be Developed:

You should be able to understand and carefully analyze the products and
services needed by different types of tourists according to their profile, purpose
and requirements.

Expected Outputs:

1. Individual assignment/ reflection/ self-assessment

2. Accomplished quiz
3. Group activity (for on-line mode) and individual activity (for correspondence
mode)

UNIT 1
Overview of the Travel and Tourism Business

What is travel and tourism business?

Travel and tourism business sector comprises of the relationship between

various tourism suppliers, organizations, tour operators, agents and related
services responsible in providing a meaningful visitor experience to travelers.

In the Philippines,where tourism is considered as one of the major economic

activity, contributing 12.7% of GDP (PSTA Report,2019), tourism expenditures
were divided into the following services:

 Accommodation
 Food and Beverage
 Transportation
 Entertainment and Recreation
 Travel agencies and other reservation services
 Shopping
 Miscellaneous items like spa, foreign exchange,etc.

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 The increasing revenues from both domestic and international tourists have
contributed in rising the employment generated from the above-mentioned
services.

Tourism Organizations in the Philippines

Policies and standards of tourism industry in the Philippines is governed by

its national tourism organization which is the Department of Tourism. Various
industry organizations took their part in assisting the government to implement its
policies and further enhance their services to assure quality service among its
visitors.
Some of the tourism organizations in the Philippines are as follows:

 Philippine Travel Agencies Association (PTAA)

 Hotel and Restaurant Association of the Philippines (HRAP)
 Philippine Tour Operators Association (PHILTOA)
 National Association of Independent Travel Agencies (NAITAS)

Travel Services and Handling Agencies

Delivery of satisfactory guest experience is a key factor in attracting visitors

to choose its travel destination. Under this factor, travel services provided by
travel agencies and tour operators played an important role from the time that a
potential visitor started planning its possible visit to a destination.

Tour operator’s specialization in providing well-made tour packages will

make it easier for the travel agencies that acts as intermediary between them
and the traveller to market the pre-arranged tour packages to the potential
travelers. Travel agents, who are the direct contact of the travelers looking for
destination to be visited must be able to perform its function in helping the
travelers inquiring about their planned trips.

At present, travelers have the option of researching for their intended itinerary.
It could be through a face-to-face conversation with travel agents or on-line. As
the increasing number of travelers are moving towards becoming
fully-independent (FITs) arranging and booking their own itineraries, travel
agencies are turning into an online travel agents (OTAs). This shift in mode of
tour operations posed a challenge specially to TMCs since the travelers have
enough freedom to create their own tour package through various tour operators
or book directly to the accommodations and transportation of their choice. Travel
agencies should adapt to this advances in technology and be dynamic with its
changes.

Tour operators functions of packaging all or most components of the trip sold
either directly to the traveling public or through travel agencies must be carefully
planned. Tour operators work closely with the transportation and
accommodation providers as well as the attractions by purchasing in bulk and
through negotiated rates in order to create competitively priced tour packages
generally sold to leisure travelers.

Despite the challenges brought by advances in technology, leisure travelers

still opt for the travel services provided by the travel agencies (Hotel
Marketing,2013). The business of travel and other handling agency will continue
as long as quality and satisfying service will be provided and remains their top
priority.

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Activities Involved in Tour Operations

The following activities are the procedures involved in tour operations. Each
activity will be further discussed in the succeeding lessons of this Instructional
material.

1. Planning. This includes the selection of components and activities to be

included in the tour package.
2. Contracting. It refers to negotiating with principal suppliers the applicable
rates, terms and conditions beneficial to both the suppliers and tour operators.
3. Costing. It refers to the computation of all the services and/or components
included in the package tour.
4. Quotations and Tariff. It is the combination of the cost and desired profit
for the sale of the tour package.
5. Reservations. It is an advance request for services to be provided in the
future by the specified suppliers
6. Field Operations. It covers the actual implementation of the tour
7. Accounting. It is a process to determine the income from the sale of tour
package after deducting all the expenses incurred
8. Evaluation. It is an assessment conducted by the visitors on the
implementation of the tour as well as the other tour components that will
determine their level of satisfaction

Reflection

What can you say about this?

“Clients’ satisfaction may be achieved by providing the right destination which should
be selected using the right kind of tour, operated by the right type of Tour Company,
for the right departure date, at the right price”

Self-Assessment

1. How important are tourism organizations in the travel and tourism business?

2. What are the advantages and disadvantages of dealing with online travel
agents?

3. How does the shift in the delivery of travel services affects the travel and
tourism business?

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 UNIT 2
The Tour Components

Tour Package

Tour package are pre-arranged tours that consists of a combination of two or

more travel components such as airfare, transfers, accommodation and other
services needed in providing a worry-free travel for the visitor. These
components are purchased by the tour operator who combined them together to
come up with a complete tourism product and sell them at an all-inclusive prices
paid in full by the clients before starting the tour.

In the Philippines, tour operators offer two types of tour packages. These
are the regular tour package and ad-hoc tour package. Regular tour packages
are pre-arrange tour packages while ad-hoc tour packages are “tailor-fit” to the
needs of the client.

Basic Components of a Tour Package

1. Travel Component. It includes the air transportation from the origin to the
destination and vice versa;
2. Ground Component. It includes the services such as transfers,
accommodation, sightseeing, meals, entertainment, shopping and other
ancillary services

Classifications of Tours

Tour packages are classified into different categories. When grouped

according to the services included in the package, they are known as:

1. Independent
2. Inclusive
3. Escorted or Hosted
4. Fully-inclusive or all-inclusive

Independent tour packages are arranged by the travelers themselves. Tour

components such as air transportation, transfers, accommodation, sightseeing
and other services are separately booked and purchased by the tourists, mostly
called Foreign Independent Travelers (FITs) or Domestic Independent Travelers
(DITs). Price of the tour varies depending on the components where the traveler is
in control of its budget. There is also a great degree of freedom in terms of the
schedule to visit and stay in a particular destination.

Inclusive tour packages are tours with specific elements such as air fare
and land arrangement which may include transfers, accommodation, sightseeing
and some meals. Although sightseeing is included in the package, there is a
certain degree of freedom on the itinerary that allows the tourist to purchase
optional tours or use the scheduled freedom for whatever purpose they intend to.

Escorted or hosted tour packages are inclusive tour packages with extra
element on the services provided by the tour operator like an escort. Basically,
escorted tours are provided to tourist visiting a foreign destination for the first time.
Tour operators or travel agencies assign escorts to assist the travelers or group of
travelers from the origin to the destination. Hosted tours, on the other hand are
provided by travel agencies in the inbound destination of the travelers. They are

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responsible in assisting the travelers from their transfer to the hotel and vice versa
as well as in some portions of the tour.

Fully-inclusive or all-inclusive tour packages are tours that include all the
elements of the tour such as airfare, transfers, accommodation, sightseeing, all
meals,escort and host, with complete activities and limited free time. It may also
include some extras like passport jacket, bag or any other freebies that the tour
operator may provide. Purchasing an all-inclusive package allows the travelers
to be worry-free since all the expenses were paid before the tour. Extra-money
can be used in purchasing souvenirs and other personal expenses not included in
the package.

Package tours may also be classified according to purpose. Some of the

package tours are designed according to the following purposes:

1. Recreation and leisure

2. Education
3. Business
4. Religious
5. Medical
6. Visiting friends and relative

These package tours inspire the tourism industry to develop new destinations
to meet and satisfy the needs of the travelers. Emerging trends in tourism like
farm tourism, adventure tourism, creative tourism among others were
developed.

Variation of Tour Packages (Claravall, 2013)

Tour packages vary according to any of the following:

1. Duration. It refers to the number of days and nights included in the package

2. Destinations. A package may cover a single or multiple destination

3. Category of Accommodations. The category of accommodation

establishment may vary from a five-star De Luxe (DLX) hotel to four-star
First Class (FST), to a three-star Standard (STD) , to a two-star Economy
(ECO), to a one-star Budget Hotel (BUD). Other types of accommodation
like Pension Houses, Hostels, Air B&B, Condotels were not categorized.

4. Meal Plan. It refers to the number of meals per day included in the packaged
served either within or outside the place of lodging. These can be:
a) Full-board/Full-Pension or American Plan (AP)- means all meals are
included
b) Half-board/Demi-Pension or Modified American Plan (MAP)-means that
two meals are included, either breakfast and Lunch or breakfast and
dinner
c) Bed and Breakfast-means only full breakfast is included. It can be
American Breakfast(ABF), egg and bacon or ham with toast; Continental
Breakfast (CBF) or Continental Plan (CP), consist of a roll, coffee or juice;
Filipino Breakfast, fried or plain rice with “tapa” or “daing”; Oriental
Breakfast will consist of rice porridge (“lugaw”) and a number of side
condiments. When no meals are included in the package, it is called a
European Plan (EP)

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5. Mode and Class of Transportation. Mode refers to air, land or sea travel
and type of equipment. Air transportation class of service may be First
Class, Business Class and Economy Class. In land travel, it can be
motor coach, air-conditioned or ordinary. For sea travel, it can be Suite,
Stateroom, Cabin, First Class, Business Class, Tourist and Economy.

Accommodation and Catering

Accommodation and catering are among the components that affect the price
of the tour package. Aside from their classification whether it is deluxe, first class,
standard class or tourist class, there are other factors that may dictate its price.
Some of the factors that determine its price are as follows:

1. Quality of the property

2. Facilities it offers
3. Service level it provides
4. Prime market it serves
5. Location
6. Season when the accommodations are needed
7. Whether the hotel or chain is offering a special promotion
8. Whether the guests is part of a conference or not

Therefore, in deciding the type of accommodation to be included in the

package, several questions should be asked such as:

1. Is it famous?
2. Is there anything spectacular or unusual going on?
3. Which day of the week is it?
4. How inclusive the property is
5. How long will the guest stay?
6. How many people will be accommodated in the room?

Assignment 1

Using the matrix below, identify the components and suggest the category of
accommodation and meal plan that will be included in the package.

Classification of Components Category of Meal Plan

Tours Accommodation
Independent

Inclusive

Escorted or
Hosted

Fully-inclusive
or all-inclusive

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 UNIT 3
Tour Itinerary Planning Requirements

What is an Itinerary?

Itinerary means the chronological order of activities which include the

destination, travelling time, length of stay in the destination as well as travel
services included in the tour programme. It is used to guide the traveler as well
as the tour escort or host on the complete activity of the traveler in a given
duration or time.

Since itinerary covers the complete tour product, careful analysis of the
market is needed before formulating this product. This can be done through
market research and should answer the following:

1. Size and type of the potential market

2. Competitor analysis ( number of competitors, type of package tour offered,
their existing clients, location, business strategies,etc.)
3. Availability of supplies and resources required for the tour product
4. Existing market price for similar products
5. Possible constraints (permit, license, restrictions, taxes, etc)
6. Seasonality of the product

After your systematic research market analysis, identification of possible

services to be included in the itinerary follows. Whether a regular tour package
or a ad-hoc tour package will be prepared, it is important to take note of important
factors involved in formulating a tour package.

Factors Involved in Formulating a Tour Package:

 Client Profile. This includes the nationality, gender, economic and social
status,culture and the like.
 Destinations requested or proposed. These are the points of interest that the
travelers are interested to visit and the activities that can be done in the
destination
 Duration. It refers to the length of stay in the given destination or the number
of nights that the traveler will spend in the destination.
 Category of accommodations. This is to determine type of accommodation,
room occupancy requirement
 Meal Plan. To determine the type of tour package to be prepared.
 Sightseeing or activities requested or suggested
 Mode and class of transportation
 Ancillary services
 Number of FOC. For group of travelers, FOC or number of Free-of Charge is
important as it affects the pricing of the product.

Activity 1

This activity will test your ability to identify, classify and analyze the best
products and services that will fit the needs of your potential client. The result of
this activity will be used in the preparation of ad-hoc tour package.
On-line Mode:

Divide your class into eight(8) groups and draw lots to identify the situation
that will be assigned to each group. After the identifying your group situation,

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identify the possible products and services that maybe needed by your potential
to be included in the tour package prior to itinerary planning. After choosing the
best inclusions in your package, each group will make a ten (10) minutes
presentation of their output to the class using power point via Zoom or MS Teams.

Correspondence Mode:

Choose one (1) from the list of the situations that follow and identify the
possible products and services that maybe needed by your potential to be
included in the tour package prior to itinerary planning.The output will be included
in the portfolio to be submitted at the end of this term.

Situations:

TOUR GROUP 1- CHINESE CHAMBER OF COMMERCE

The Chinese Chamber of Commerce made up of eleven (11) top

businessmen plus a tour escort from Panda Travel of Shanghai. They will visit
Manila for four (4) days and will arrive on Tuesday via CX901 at 1010H, and
depart Manila on Friday via CX902 at 1210H. On the evening of day 1, they
have a scheduled dinner with the Philippine Chamber of Commerce at the
Philippine Stock Exchange in Ortigas Center. The following day, they will have a
lunch meeting with the President at Malacanang Palace. The rest of the time,
they would like to play a round of golf and do some shopping and sightseeing.

TOUR GROUP 2- SHAN-GUN KOREA MOTOR GROUP

Shan-gun Korea Motor Groups composing of thirty-seven (37) participants,

mostly couples in their mid-thirties plus two(2) tour escorts from Sunshine Travel
in Seoul, Korea will visit the Philippines for five (5) days. They will arrive on
Monday, via KE041 at 1610H and depart Manila on Friday via KE042 at 1910H.
Aside from some shopping and sightseeing in Manila, they would like to visit the
world- famous island of Boracay for sun bathing and scuba diving.

TOUR GROUP 3- HOLIDAY-MAKERS OF MOSCOW

Russia has organized a 5-day Philippine tour for a group of holiday-makers

and their families numbering forty-eight (48) participants, including three(3)
English-speaking tour escorts. They will arrive on Monday via KE847 at 1430H
and depart on Friday via EK848 at 1920H. They would like to visit Baguio and
Cebu to do some sightseeing and shopping. They require first class
accommodations on full—board basis.

TOUR GROUP 4- SWISS NATURE LOVERS CLUB

The Swiss Nature Lover’s Club will visit the Philippines for six (6) days. They
would like to visit the well-known natural attractions of the Philippines. They
require the best available accommodations in the places to be visited on
full-board basis. They will arrive on Monday, via AF192 at 160H and depart on
Saturday via CX902 at 1210 H. The group is made up of thirty-six (36)
participants and one tour escort. They require a German-speaking tour guide
throughout their stay.

TOUR GROUP 5- JAPAN-FILIPINO FRIENDSHIP SOCIETY

The Japanese-Filipino friendship Society has organized a 5-day Philippine

tour for World War II widows and their families, numbering fifty-four (54)

15
participants. They will arrive in Manila on Tuesday via JL741 at 1210H and
depart on Saturday via PR300 at 0900 H. The group would like to visit World
War II sites and do some sightseeing and shopping. They require first class
accommodations on a full-board basis with a Filipino tour guide who will stay with
them throughout their stay to provide 24-hour assistance.

TOUR GROUP 6- THE ROTARY CLUB

Members of the Rotary Club and their families numbering about

one-hundred-and-ten (110) participants will undertake a fellowship gathering from
Tuesday to Thursday at a resort near the city. They require full-board at the
resort and they would like to have a full-day sightseeing tour with lunch to a tourist
attraction nearby on Day 1 or Day 3 and do wholesome activities on Wednesday
before returning to the city. They will assemble and disband at SM Mall of Asia.

TOUR GROUP 7- THE YMCA CONVENTION

The YMCA will hold its 10th Annual Convention and familiarization tour in
Cebu and Bohol for one week. They would like to have their first day of business
session through a floating convention and continue the convention in either Cebu
or Bohol on the 2nd . A total of 250 participants will be joining the event. The
rest of the time will be spent for some adventuresome activities. They require
the cheapest rate possible on a full-board basis.

TOUR GROUP 8- THE GOLDEN GIRLS

A group of senior citizens composing of 150 members from the City of Makati
will be having their annual socialization and retreat for 5 days in a province in
Visayas. They require a standard type of accommodation on a full-board basis
and a choice of Air or water transportation. Facilitator for the retreat will also be
included in the package. A one day guided sightseeing tour is also suggested.

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Introduction

This module will discuss the activities involved in tour operations from pre-tour,
during the tour and post-tour activities. The highlight of the module is the
preparation of tour packages according to the type of tour requested and the
clients interests. Exercises on itinerary planning, costing, quotation and
development of tour proposal will be provided to practice the theories learned
from this module.

Learning Objectives:

At the end of this module, you are expected to:

 Prepare a sample domestic and international itinerary based on the given

situation
 Analyze important items to be negotiated with the suppliers
 Differentiate the factors included in the computation of tour package
according to components.
 Compute the tour cost of the sample domestic and international itinerary
presented on a regular and ad-hoc basis.
 Prepare a confidential tariff from the computed tour cost
 Design and present a tour package proposal using relevant marketing
technique.
 To know and appreciate the role of tour coordinators during transfer-in,
transfer-out and during ground tours
 To know and appreciate the role of tour coordinators during transfer-in,
transfer-out and during ground tours
 To understand the other activities involved after the tour

Competencies to be Developed:

At the end of this module, you should be able to:

 Prepare a domestic and international tour package

 Compute tour price using various pricing strategies
 Develop tour proposal
 Accomplished forms used in travel and tour operations
 Appreciate and understand the process involved in tour operations

Expected Outputs:

1. Individual/Group assignments/reflections/activities
2. Accomplished quizzes/exercises/examinations

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 UNIT 1
Itinerary Planning

The key to a worry-free tour depends on carefully planned itinerary. It will

serve as a blue print that will direct the service providers with all the activities that
will foster a memorable experience for the customers. A well-planned itinerary
can encourage customers to avail the services of a particular travel and tour
agency while a loosely-planned itinerary can create a “nightmare travel
experience” and will affect not only the business of the travel and tour agency who
provided the services but might create a negative multiplier effect on the
destination visited.

Types of Itinerary

As discussed in the previous lesson, itinerary is a schedule of activities and

destination arranged in chronological order. It has three (3) types, namely,
skeletal, technical and descriptive.

Skeletal itinerary is a preliminary itinerary. It consists of a simplified outline of

activities to be done and destinations to be visited in a given time-frame. Below
is an example of a skeletal itinerary:

4 Days/ 3 Nights HKG Tour

Day Time Activity

DAY 01 AM MNL/HKG VIA CX

TRANSFER TO HOTEL
HOTEL CP
DAY 02 AM HOTEL CP
CITY TOUR (Ocean Park
with City Tour)
PM DINNER TOUR
DAY 03 AM HOTEL CP
DAY 04 AM HOTEL CP
TRANSFER OUT
HKG/MNL VIA CX

Technical itinerary is an itinerary that specifies the details like

arrival/departure times, scheduled transportation, duration of sightseeing, travel
time, time of accommodation and other important details included in the package.
A sample technical itinerary is illustrated below:

5D/4N BANAUE-SAGADA TOUR

Day Time Activities Hotel/ Restaurant

Day 01 2330 ETD Manila
Day 02 0730 ETA Banaue, Check-in
0830 Hotel Breakfast (included)
1130 Hotel Lunch (included)
1330 Visit Tam-An Village
2100 Dinner Show (included) Hiwang Native
Overnight Houses Inn and
View deck

18
Day 03 0600 Wake-up call
0700 Hotel Breakfast
0830 Check-out
0900 Visit Viewpoint,
pasalubong shopping
1130 Lunch (pax account) Al’s Place
1230 ETD Banaue
1700 ETA Sagada, Check-in
1900 Dinner (provided)
Overnight Isabelo’s Inn and
Cafe
Day 04 0600 Wake-up call
0700 Breakfast (included)
0800 ETD
0830-1030 Sumaguing Cave
Exploration
1100-1130 Burial Cave
1200 Lunch (provided)
1330 Leave Hotel for Big Falls
tour
1400-1700 Big Falls, sightseeing,
swimming
1900 Dinner (provided)
Overnight Isabelo’s Inn and
Cafe
Day 05 0600 Wake-up call
0700 Hotel Breakfast (included)
0830 Check-out
1300 Lunch (provided) Al’s Place
2200 ETA Manila

Descriptive itinerary is similar to the technical itinerary but includes a

description of the planned activities and destinations to be visited which gives the
traveler an idea of what to expect and do in the chosen destination. For example,
if the itinerary includes a visit to Fort Santiago, a little description of Fort Santiago
will be included in the itinerary to provide the visitors an idea what the place is all
about, what to expect or any information about the place.

Activity 2

Using the the situation assigned to you in Activity 1 as your reference,

prepare a skeletal and technical itinerary for your group. Be ready for a ten (10)
minutes presentation of your output via Zoom or MS Teams (for on-line mode) or
submit it as part of your portfolio(for correspondence mode)

UNIT 2
Contracting

Designing and planning a tour is an important activity which should be

decided carefully by the tour operator in order to entice the potential market to
purchase the tour product. Once the decision has been made such as the date,
duration and number of participants who will join the chosen destination, the tour
operator starts to negotiate with the suppliers for a contract.

Contracting refers to a negotiation between the principal supplier and the

TMC for terms, conditions and the most favourable rates of the components of a
tour package. Suppliers normally evaluates the tour operator’s credibility, track
record and credit worthiness before committing any contracted rate. Tour
operator’s also investigates on the reliability and capability of the suppliers to

19
deliver the services within the specified standard. When both are satisfied and
agreed on the negotiated factors, it leads to a formal or informal contract between
them.

In contracting, the following must be clearly specified:

1. For accommodation
 Class and/or type of service
 Category/type of room
 Whether meals are included or not
 Facilities and amenities included
 Capacity of rooms
 Negotiated room and meal rates

2. For transportation
 Availability of land transportation equipment like public address system,
TV-VCR for long trips
 Service-oriented drivers who are familiar with sightseeing routes and sites
 Whether the agreed rates are on a per-hour,per-sector, or per-trip basis
 Insurance
 For air transportation, class of service, carrier’s flight frequency and
schedule

3. Taxes, insurance fees, service charge must be indicated in the contract

whether it is included or not. Terminologies such as “net inclusive” means
that all charges are included, “plus plus” (Net ++) means that contracted rate
does not include the charges like taxes due and service charge.

4. Booking and reservation procedures and conditions. Suppliers differ in their

reservations policies and procedures, therefore, it is important to spell out in
the contract the conditions such as option dates, cancellation charges,
amendment policies, cut-off period, deposit payments and revisions.

5. Form of payment/Credit line. This specifies the company’s form of payment

such as cash, company check, bank drafts and currency. It also specifies
when the payment is due (e.g. “upon check-out”)

6. Applicable concessions. These are in the form of free ticket for a specified
number of full-paying pax, number of FOCs (free-of-charge) granted by the
suppliers to the tour operator. Free meals however, are not given as a
concession.

7. Validity of contracted rates. Suppliers may indicate the validity of

contracted rates which maybe applicable to the seasonality of the industry
(peak and lean season). The contracted rates upon the agreement of both
parties may be valid for a period of at least one year.

Assignment 2

Using all possible resources, make a list of applicable rates for all the
components of the tour package intended for your group (refer to Activity 1).
Consider the cheapest rate possible that you can negotiate with your supplier.

20
 UNIT 3
Tour Costing

Costing refers to the process of determining the actual cost of the tour
package covering the various components of the tour package as specified in the
contracted rates.

Tips in Preparing a Tour Cost

1. There must be a well-planned itinerary specifying the services to be included

in the costing.
2. Applicable rates for components to be used should be ready and updated
3. A considerable number of FOC (free-of-charge) to be given to clients should
be decided prior to the preparation of the tour cost
4. Carefully review the contract with your suppliers on inclusions and exclusions
5. For regular tour packages, rates should be on a per person basis. For
ad-hoc tour costing, group rates may be applied.

Costing a Regular Package

Regular tour packages are pre-arranged tours designed to provide clients an

instant choice on the destinations that they want to visit. It can be compared to
fast-food restaurants were meals are readily available when needed by the
customers.

As regular tour packages are prepared earlier without the assurance on the
number of participants who will avail the product, it requires the tour operator to
consider preparing a cost based on identified pax bracket which is usually
dependent on the capacity of the vehicle to be used. A City-Tagaytay Tour may
entail different costs using different vehicles, like a car with three (3) passenger
capacity may have a pax bracket of 1-3, using a van with a maximum seating
capacity of (ten) 10 can have a pax bracket of 4-7 and 8-9, which means that
two(2) costs will be prepared for regular tour packages using a van as its vehicle.
The same goes with other vehicles like coaster or mini-bus and using a bus.

The sample illustration below will show you how to cost a regular package,

COSTING A TRANSFER SERVICE

COMPONENT REMARKS COST PAX BRACKET

10-14 15-20+1 21-29+1
Transportation Mini-bus Php 4483 Php Php 475
449
(25 kms/3hrs) Bus Php7112
Porter’s fee One bag Php50
50 50
Tour Guide Required Php 1000
100 100
Tour Coordinator Required
TOTAL COST Php Php 625
(one-way) 599

In the illustration above,the first column identified the components needed for
the transfer service, the second column states the type of a particular component,
the third column shows the applicable rates and the last column are the per
person cost for different pax brackets. To get the per person cost, simply

21
pro-rate the vehicle cost by dividing the cost with the minimum pax bracket. If
the result is not an exact whole number, you may round it up (e.g. 448.3 = 449).
For porter’s fee, the rate is per bag so, pro-rating is not applicable. As a rule, too,
there should only be one guide per vehicle which is why the guide’s fee is
pro-rated. You may have noticed that no cost was applied for tour coordinator.
Unlike the tour guide, who gets paid on a per tour basis, coordinators are
employed by the company and already receive its salaries. Take note that the
first column used a mini-bus while the 2nd column will be using a bus. The type
of vehicle to be used is upon the discretion of the tour operator with consideration
to the convenience of the guests.

You may answer the last pax bracket to practice the skill in costing a
transfer
service.

COSTING FOR ROOM/MEAL RATES

COST ITEM TWN SGL X/BED CBF ABF HLNC HDNR

Nett Room USD80 USD40 USD15 USD10 USD12 USD15 USD20
Rate
Room Tax (10%) --------- ---------- ---------- ----------
8
Food Tax (13%) ---------
1.3
Service Charge
(10%) 8 1.0
TOTAL COST USD 96 USD12.3
ROUND-OFF USD96 USD
14

Legend:
TWN- Twin sharing CBF-Continental Breakfast HDNR-Hotel Dinner
SGL -Single occupancy ABF- American Breakfast
X/BED- Extra/additional bed HLNC- Hotel Lunch

For room/accommodation and meal rates, nett means that the rates given
does not include taxes and other charges like the service charge, thus, there is a
need to include it in the computation. Take note that room tax applies only to
room and food tax for meals. Both includes a service charge in determining the
cost. If your client would like only to avail an accommodation with meals and not
the whole package, a reasonable mark-up may be added to the cost.

The illustration above also shows the room rate per overnight stay and not
on a per person rate. Therefore, the rate for TWN is already good for two
persons sharing the room and to determine the rate per person, simply get the
half TWN rate by dividing the cost into two (2). For SGL room rate, it is
understood that the same is the per person rate. If there are three (3) persons
who would like to share the same room, the formula is TWN+XBED =TPL (triple)
room rate. To determine the per person rate, simply divide the computed TPL
room rate by three (3).

Meals on the other hand are on a per person basis and added to the room rate
when requested by the client. For example, if the client requested a rate for an
overnight accommodation with continental breakfast for two persons, the
computation will be as follows:

22
 TWN = USD 96
CBF = USD 14 x 2 = 28
Total cost = USD124

If the client would request a full-board accommodation for two persons for 3
days and 2 nights, the number of meals to be provided will be dependent on the
number of nights, thus, 3D/2N accommodation will be computed as

Total Room rates: TWN x 2N

Total Meal Rates(BFS (CBF or ABF) +HLNC +HDNR) x 2N x 2pax
Total Full-board Accommodation for 3D/2N

COSTING SHEET for REGULAR TOUR PACKAGE

Rate of Exchange: USD1.00=PHP 50.00

DAY SERVICE COST PAX BRACKET FOC GUIDE SWB/S T/Red

Sub-total
Pro-rate FOC
Pro-rate Guide
Total Cost

The given template above can be used in an inclusive/fully-inclusive tour.

Using the technical itinerary that you prepared, fill up the template by following
are the guides below:

1. For column day, write here the day when the activity/services will be rendered
as specified in the itinerary (e.g. Day 01)
2. For column services, analyze the itinerary carefully and write here all the
day-to-day services/activities which the client will pay as part of the package
(e.g. transfer service, meals, sightseeing entrance fee, accommodation, etc)

23
3. For column cost, write here the applicable cost that will be used in the
computation of the package cost.
a) Transportation : Vehicle type and cost
b) Accommodation : Type of accommodation (SGL,TWN,DBL,TPL) and
cost
c) Meals Included : BFS, LNC or DNR (state the venue whether inside
or outside the hotel/accommodation) and the cost
d) Sightseeing : Entrance fees
4. For pax bracket column, decide the minimum and maximum pax bracket you
want to impose in your package. You may consider giving one (1) FOC for
every fifteen (15) paying pax. Rates that will appear in this column is on a
per pax basis. Vehicle cost is pro-rated, meals (BFS, LNC, DNR) are quoted
per person. For hotel rooms, take note if the rate given is on a per person
per overnight stay or per room. If the rate is per room, the amount should be
based on TWN sharing, therefore, to get the rate per person, you have to
compute the half-twin (TWN/2). Sightseeing entrance fees are also quoted
on a per person basis.
5. For FOC column, indicate here all the expenses incurred from all the services
for every one FOC that you will provide in the regular package. Normally,
there is no need write a transportation cost for FOC. If the supplier, like
accommodation gave you an incentive like a free room, you may apply it in
the package and therefore, no cost for accommodation will appear in the FOC
column.
6. For the guide column, write here the guide’s fee for a particular part/service in
the itinerary
7. SWB/S stands for single room supplement. It means the additional amount
to be paid over the original quote per person for accommodation to be used
by a single person. For example, if the applicable cost of the room is as
follows:
SGL USD 350
TWN USD 400
TPL USD 450
To get the SWB/S, the formula is SGL-1/2TWN
Therefore, I/2 TWN = TWN/2
= USD400/2
= USD 200

SWB/S= SGL-1/2 TWN

= USD 350-200
= USD 150
8. T/Red stands for triple reduction. It means the amount to be deducted from
the package cost when the client opted to use a room good for three (3)
persons instead of TWN. For example, if the applicable cost of the room is
as follows:
SGL USD 350
TWN USD 400
TPL USD 450

The formula for T/Red is TPL rate/person - 1/2 TWN

Therefore, TPL/3= USD 450/3
= USD150

T/Red = TPL-1/2 TWN

= USD 150 - 200
= (USD 50)

24
9. After completing all the columns, get the sub-total of all the costs for pax
brackets, FOC, Guide, SWB/S and T/Red. Add pro-rate guide and pro-rate
FOC to the sub-total to get the total cost. The amount that will appear in the
pax bracket columns will be the cost per person based on TWN sharing. To
get the rate for SGL, add the total SWB/S to the total cost. For TPL sharing,
deduct the T/Red from the computed total cost.

Note: For applicable rates with different currencies, convert the foreign currency
to local currency by the specified rate of exchange.

COSTING AN AD-HOC TOUR PACKAGE

Ad-hoc tour packages are customized based on the needs of the clients.
This is normally prepared after consultation with the clients and when certain
requirements were agreed by both the client and the tour operator. Unlike a
regular costing where the preparation is done without a definite users yet, ad-hoc
tour packages are prepared with consideration not only with the requirements of
the group but as well as the number of participants joining the tour, thus, definite
vehicle can be used in the computation and using pax bracket may not be applied.
Requests on the number of FOCs maybe agreed not necessarily following the
15+1 FOC which is practiced by the industry.

In some cases, there are corporate clients may request a tour operator to
prepare a package tour for their employees that would fit the company’s budget
for this annual activity and the challenge is what type of tour and activities will be
provided by the tour operator under that condition.

The situation below illustrates a sample situation where ad-hoc costing

applies.

Situation:

A group of 28 BSTM graduates from a known university would like to

celebrated their 30th alumni homecoming in Hongkong where they will be meeting
their other batch mates coming from different countries around the world. They
require a 4days/3 nights accommodation with continental breakfast in a hotel in
HongKong Island. They prefer their hotel to be near the shopping and
entertainment district and would like to have only a City Tour in their itinerary.
The rest of their stay will be free to meet their batch mates and for shopping.
Prepare a skeletal itinerary with land arrangement and round trip air transportation
for the group. They will leave during the low season of the year.

EXAMPLE OF AD-HOC COSTING FOR INTERNATIONAL PACKAGE TOUR

For 28 passengers
Hongkong -4 days/3 nights
Low season of the year
Rates are all in USD

25
Hotel : WINDSOR HOTEL AIRFARE (PR Rate) : USD155.00 (OW)
X 2
_______________
USD310.00 (RT)

Itinerary: Cost

DAY 01
MNL/HKG
TRANSFER IN USD 4.50
HOTEL CP 38.80 (32.20 +6.60)

DAY 02
HOTEL CP 38.80
CITY TOUR 5.50

DAY 03
HOTEL CP 38.80

DAY 04
TRANSFER OUT 4.50
HKG/MNL _____________________________
USD 130.90 (land arrangement)

Computation:

Airfare - USD 310.00

Land Arrangement - 130.90
Miscellaneous - -------
_______________
Sub-total - USD 440.90 = USD 441.00/pax

Note: The rates used above were based on the negotiated rates from a partner tour
operator in Hongkong. (see Appendix C and D)

Assignment 3

Complete the table for ROOM/MEAL RATES and answer the following
questions:

1. Based on the computed rates, how much is the TPL room rate?
2. How much will each client pay for TPL sharing with full board meals (ABF) for
3D/2N?
3. How much is the total overnight accommodation for 2 persons with breakfast
(CBF) and dinner included?
4. How much discount will each client get if the room will be used by 4 persons?

Activity 3

Using the technical itinerary that you prepared in Activity 2 and from the list of
contracted rates in Assignment 1, prepare an ad-hoc costing for your tour group.
Be ready for a 10-minutes presentation (online mode) of the accomplished
activity. For correspondence mode, compile the accomplished activity in your
portfolio.

26
 UNIT 4
Pricing Packages and Tours

The previous lesson taught you how to cost a tour package and this is by
adding all the components of the package included in the tour designed for your
client (ad-hoc) or for your prospective clients(regular). However, travel and
tourism is a business that will not survive and cannot continue its operation
without a profit. Careful and correct pricing, therefore, is not only based on
competitor’s prices nor the customer’s expectations(2015 SMAT Marketing) but
also in other factors, including but not limited to other expenses in order to
continue the business operation.

Basic Considerations in Pricing Packages and Tours

1. Pricing strategy to be adopted

a) Cost-oriented strategy. This may include using a cost-plus pricing
where a variable mark-up is added to the marginal cost and the total cost
b) Rate of Return (RoR) strategy. This means that the net income or loss of
investment is measured over a period of time.
c) Market Pricing Strategy such as market penetration, skimming
strategy,discriminatory pricing, value-based pricing,price discrimination
pricing
d) Competitor-based pricing
2. Seasonality where price varies depending on the season the tour package is
offered.
3. Operating Costs. The higher the expenses in variable costs, the more likely it
will affect the price of the tour package
4. Demand

Several factors may also affect pricing like foreign exchange fluctuation,
increase in other costs as well as special discounts from suppliers

Tour Package Quotation

Quotation can be simply illustrated as Cost + Profit. For tour operator’s

designing the tour program and preparing the package tour, variable mark-up
using the basic considerations in pricing packages and tours is added to the nett
cost in order to get the tour operator’s price. However, since tour operators sell
their products either directly or indirectly to the travelling public, a gross selling
rate (GSR) is computed to provide the retail travel agents a commission from
selling the tour packages prepared by the tour operators.

Using the sample Accommodation and Meal Rates in Unit 3, this is how the
quotation is computed
.
ACCOMMODATION AND MEAL RATES
COST ITEM TWN SGL X/BED CBF ABF HLNC HDNR
Nett Room Rate USD80 USD40 USD15 USD10 USD12 USD15 USD20
Room Tax (10%) ---------
8
Food Tax (13%) ---------
1.3
Service Charge
(10%) 8 1.0
TOTAL COST USD 96 USD 12.3
Mark-up (10%)
9.6 1.23
TOTAL USD105.6 USD 13.53
ROUND-OFF USD106 USD 14

27
 On the other hand, when the product is sold by the retail travel agent, the
computed Gross Selling Rate (GSR) is the price given to the customer. The
sample illustration below will show the effect on pricing when products are sold
indirectly to the customer.

The formula in computing the Gross Selling Rate is:

GSR= Net to Operator / (100% - Agent’s Commission)

EXAMPLE OF COSTING FOR INTERNATIONAL PACKAGE TOUR

For 28 passengers
Hongkong -4 days/3 nights
Low season of the year
Rates are all in USD

Hotel : WINDSOR HOTEL AIRFARE (PR Rate) : USD155.00 (OW)

X 2
_______________
USD310.00 (RT)

Itinerary: Cost

DAY 01
MNL/HKG
TRANSFER IN USD 4.50
HOTEL CP 38.80 (32.20 +6.60)

DAY 02
HOTEL CP 38.80
CITY TOUR 5.50

DAY 03
HOTEL CP 38.80

DAY 04
TRANSFER OUT 4.50
HKG/MNL _____________________________
USD 130.90 (land arrangement)

Computation:

Airfare - USD 310.00

Land Arrangement - 130.90
Miscellaneous - -------
_______________
Sub-total - USD 440.90 = USD 441.00
Mark-up (9%) - 39.69 = 40.00
___________
Net to operator - USD 481.00
Agent’s Commission (9%)- 47.61 = 48.00
___________
Gross Selling Rate/Pax USD529.00
Number of Passengers X 28
___________
Group Rate for 28 pax USD16,576.00

28
 Using the template of the costing sheet, the lower portion showing the
computation of the regular package will have other details added in computing the
GSR.

Sub-total
Pro-rate FOC
Pro-rate Guide
Total Cost
Mark-up
Nett to Operator
E-Vat
Net to Operator
Agent’s Commission
GSR
Round-off

Tour Package Proposal

Tour package proposal is a formal communication prepared and given by the

TMC, whether a tour operator or a travel agent to its customers or prospective
customers. It contains information about the tour being proposed such as the
name of the destination, length of stay, type of accommodation, meals included,
other inclusions such as insurance, service of tour coordinators and/or tour guides,
number of FOCs and the cost of the package. For package tours to be proposed
to prospective clients, it may be accompanied by a brochure or a DVD of the
package.

Parts of the Tour Proposal

1. Date
2. Client’s name, address
3. Salutation
4. Body of the letter that consist information such as the company’s name,
objective, vision, the package tour being offered stating the tour package
inclusions, date, length of the tour, price and other services to be provided.
5. Contact information of the proponent
6. Complementary close
7. Signature
8. Enclosure (e.g. itinerary)

Assignment 4

Using the applicable rates below, answer the questions that follow. Analyze the
questions carefully and show your complete solution.

One- way Transfer Rates: Meal Rates:

Van Php 1426 CBF USD 8
Mini-bus Php 4483 ABF USD 12
Bus Php7112 HLNC USD15
HDNR USD 20
Room Rates:
TWN USD100 Mark-up 15%
SGL USD 85 Agent’s Commission 15%
XBED USD15

29
Questions:

1. How much is the GSR of transfer service for pax bracket 10-14?

2. How much is the accommodation rate with full-board meals (ABF) for 4D/3N
for 6 pax?

2. Based on questions #1 and 2, how much is the ground arrangement package?

ROE: USD1.00=PHP50.00

Activity 4

This is an individual activity. Prepare a regular tour package for at least

overnight stay in a destination of your choice (domestic or international). Compute
the GSR with 10% mark-up and 10% agent’s commission for at least two(2) pax
brackets of your choice. Use the Costing Sheet Template. Presentation of
individual tour package (online mode) and submission (correspondence mode)
will form part (50%) of your final requirement. Please refer to the study schedule
the date of the presentation (online mode). DO NOT PROCRASTINATE.

Prepare a corresponding TOUR PROPOSAL for the package tour that you
prepared.

UNIT 5
Managing Tour Arrangements

Field Operations

Field operation is the actual delivery of the product purchased by the travelers.
A well-planned tour package will be beneficial to both to the suppliers and
consumers. Various activities should be done before, during and after the tour.

Tour coordinators (TC) and tour guides (TG) play an important role during
the actual tour. TC acts as the “eyes and ears’ of the TMC on the field. They
also perform other functions such as collaborating with travel managers,
arrangement and attending to the needs of the clients by coordinating with the
suppliers. On the other hand, tour guides are responsible in familiarizing the
clients with the destination by providing them up-to-date information about the
place visited. Tour coordinators and tour guides act as an “ambassador of
goodwill” representing the country to their visitor, thereby any good or bad act
committed maybe reflected to the country and the people it represents.

Useful Tips in Managing the Tour Arrangements

Whether you role is to act the tour group’s TC or TG, it is important to develop
attitude and skills related to your job. The following are some useful tips in
managing your group:

Pre-Tour Preparations

1. Notify the persons involved on the tours assigned to him/her.

2. Reconfirm suppliers to be used in the tour ( e.g. vehicle, restaurant)
3. Check if the tour falls on a holiday or any special occasion.
4. For assigned tour coordinator or guide, take note of the following:

30
 a) Tour destination. Research if it is unfamiliar
b) Clarify for any unclear information in the assignment sheet
c) Review the passenger’s manifest. This may include passenger’s names,
client’s special information or requests, group composition like their
nationality, age, gender, language and culture
d) Review the itinerary
e) Check for vouchers or tickets needed for the tour. Be sure to request for
cash advance for some portions of the tour, if necessary.
f) Know the vehicle to be used, plate number, driver’s name,
coordinator/guide

The following forms must be accomplished before the commencement of the

tour activity and must be given to the concerned staff:

1. Vehicle Assignment Sheet

2. Tour Coordinator’s Assignment Sheet
3. Tour Guide’s Assignment Sheet
4. Tour Voucher

Sample Situation:

Your office, ABC Travel and Tours were contacted to provide a transfer
service and accommodation to a group of fifteen (15) foreign students from
Seoul Women’s University (SWU) who will be visiting the Philippines for an
Academic and Cultural Exchange (ACE) Program. They will be arriving Manila
on July 3, 2022 via KE 105 at 2:00PM and will leave on July 9, 2022 via KE106 at
1:00 PM. During their stay in the Manila, they will be accommodated at the PUP
Hasmin Hostel where they will meet the BSTM students who will be joining them
for the ACE Program. Prepare the required forms to be distributed to the
concerned staff .
Vehicle Assignment Sheet

Vehicle No : (1) COASTER # 1 Driver: (2) ROLLY SANTOS Date/Day(3) JULY 3/Sunday

Report Depart Place Flight & Pax Name Service/Trip Guide

Time Time Time & Number Coordinator
(4) (5) (6) (7) (8) (9) (10)

1130H 1200H ABC KE 105 SWU STUDENTS NAIA 1-PUP RUBY

Travel and ETA (15PAX) HASMIN ATIENZA
Tours 1400H Tour Escort :
Main YUNA CHANG
office

Vehicle No : (1) COASTER # 1 Driver: (2) ROLLY SANTOS Date/Day(3) JULY 9/ Saturday

Report Depart Place Flight & Pax Name Service/Trip Guide

Time Time Time & Number Coordinator
(4) (5) (6) (7) (8) (9) (10)

0730H 0800 PUP KE 106 SWU PUP HASMIN RUBY

HASMIN ETD STUDENTS -NAIA 1 ATIENZA
1300H (15PAX)
Tour Escort :
YUNA CHANG

31
 Tour Coordinator’s Assignment Sheet

Name: RUBY ATIENZA Date/Date: JULY 3/ Sunday

ARRIVALS
Pax Name(s) & Number Hotel Vehicle Guide
Flight TIme

KE 105 1400H SWU STUDENTS PUP HASMIN COASTER KELLY

(15 PAX) HOSTEL #1 CASTRO
Tour Escort : YUNA
CHANG

Name: RUBY ATIENZA Date/Date: JULY 9/ Saturday

DEPARTURES
Pax Name(s) & Number Flight ETD Vehicle Guide
Hotel TIme

PUP 0800H SWU STUDENTS KE 106 1300H COASTER KELLY

HASMIN (15 PAX) #1 CASTRO
HOSTEL Tour Escort : YUNA
CHANG

Prepared by: ______________________________________

Tour Operations Supervisor

32
 Tour Guide’s Assignment Sheet

Tour Guide’s Name: KELLY CASTRO

Group/Pax Name(s): SWU STUDENTS Party of : 15
pax
Tour Escort’s Name: YUNA CHANG
Flight Number: KE 105 ETA 1400H Name of Coordinator: RUBY
ATIENZA

Hotels: PUP HASMIN HOSTEL TWBs:________ SWBs:__________ TRPs: 5

Day 01 AM ___________________ Vehicle _____________ ABF _______________

03 JUL PM Transfer to PUP Hasmin Hostel Coaster #1 LNC ________________
EV ______________________________________ DNR _______________

Day 02 AM ______________________ Vehicle _____________ ABF _______________

PM ________________________________________ LNC ________________
EV _______________________________________ DNR _______________

Day 03 AM __________________________Vehicle ___________ABF _______________

PM ________________________________________ LNC ________________
EV ________________________________________ DNR _______________

Day 04 AM __________________________ Vehicle ___________ ABF _______________

PM ________________________________________ LNC ________________
EV _______________________________________ DNR _______________

Day 05 AM ________________________ Vehicle _____________ ABF _______________

PM ________________________________________ LNC ________________
EV ____________________________________ DNR____________

Day 06 AM _________________________ Vehicle _____________ ABF _______________

PM ______________________________________ LNC ________________
EV ________________________________________ DNR _______________

Departure Date: 09 JULY Flight : KE 106 Time: 1300H

Departure Information:
Wake-up Call : 0500 H Bags Pick-up Time : 0700H
Bags Collection Time : 0730 H Hotel Departure Time: 0800H
Tour Coordinator : RUBY ATIENZA
Optional Tours: Date ___________ Tour ___________________Per Person Rate ___________
Date ___________ Tour ___________________ Per Person Rate ___________

Prepared by: _________________________ * Attach Rooming List

Tour Operations Supervisor

33
 TOUR VOUCHER

Reference Number: Date: 03 JULY 2021 Order Number: 2021-00350

2021-00520

FAVOR: SEOUL WOMEN’S UNIVERSITY STUDENTS Party of: 15

FOR
PUP HASMIN HOSTEL
M.H. DEL PILAR CAMPUS
STA. MESA, MANILA

Please provide captioned clients with the following services:

5 TPL Rooms for 7D/6N
6 BFS
5 LNC
6 DNR
2 SNACKS ON DAY 3 AND 5

FUNCTION ROOM FOR 50 PAX AS PER ATTACHED ITINERARY

Per our Reservations Request of: 28 APRIL 2021

As confirmed by: ANNA CRUZ

Remarks:
Meals provided will start with DNR on Day 01 and end with early BFS on Day 07

50% PAYMENT DEPOSIT UPON CHECK-IN AND

50% FULL-PAYMENT UPON CHECK-OUT

Please provide strict security at night and contact Tour Escort YUNA CHANG for other
concerns.

Prepared by: ___________________ Approved By:

Tour Operations Manager

On-Tour

1. Be Punctual. Arrive at the pick-up point at least thirty (30) minutes before
departure
2. Counter-check on the following: Copy of the passengers/guests’ manifest,
cash advances and tour vouchers.
3. Check your vehicle amenities (microphones, air conditioning unit, trash bins,
etc.)
4. Meet and greet your group. Introduce yourself and establish rapport with
your guests/tourists
5. Check luggage, if any
6. Check/hand-out essential documents
7. Discuss the general itinerary for the tour, inclusions and exclusions as well as
the rules and regulations and expected tourist behavior
8. Establish camaraderie with and among members of the group
9. If you are a guide, deliver your commentary

34
10. End your day by informing the guests on the next day’s itinerary, other
instructions and show appreciation by thanking them.

Post-Tour

Tour operation does not end on the last day of the tour or when the
guests/tourist returns to their point of origin. Post-tour activities will complete the
cycle. The following activities should be done after the tours commenced:

1. Before the end of the tour, request your guests to accomplish an evaluation
sheet about the services included in the tour package
2. Submit to the company an General Tour Report that states any delays,
problems or unusual incidents that happened during the tour
3. Submit other forms required by the company such as Daily Tour Report,
Service Evaluation of the services rendered by the personnel of the hotel,
restaurants, vehicles,and other components included in the package.
4. Submit the Daily Time Record, if required for payment of services rendered
specially for free-lance tour guides
5. Accomplish and submit the financial report with necessary receipts, vouchers
and other documents
6. Liquidate any cash outlays
7. For the TMC, send follow-up notes to clients appreciating them for the
patronage of the business.

Reflection
How will I represent myself to foreign visitors as the country’s “ambassador of
goodwill?”

Assignment 5

Prepare a sample Tour Evaluation Sheet considering all the services included
in the individual tour package that you prepared.

35
References

1. Claravall, Bienvenido. Travel and Tour Operations in the Philippines. Manila:

Paul So. School of Hospitality Management
2. Long, Yong & Shi, Pingping, 2017. "Pricing strategies of tour operator and
online travel agency based on cooperation to achieve O2O model," Tourism
Management, Elsevier, vol. 62(C), pages 302-311.
3. www. waseantourism.com Access and Interpret Product Information
D2.TTA.CL2.01
4. www. waseantourism.com
Source and Package Tourism Products and Services
DT2. TCS. CL5.22
DT2.TTA.CL2.18
5. www. waseantourism.com
Develop and Update Tourism Industry Knowledge
D2.TCC.CL1.07
6. www. waseantourism.com Coordinate and Operate a Day Tour (or Short
Excursions)
D2.TTG. CL3.06 Trainers Guide
7. www.dot.gov.ph
8. www.worldtourismdirectory.com
9. https://repository.up.ac.za/bitstream/handle/2263/25464/02chapter4-6.pdf
10. https://www.trekksoft.com/en/resources/learning-center/tourism-marketing

36
Appendices

37
APPENDIX A

38
39
40
41
42
 APPENDIX B

PATTO RATES 2020

43
44
APPENDIX C

45
APPENDIX D

46