CHAPTER IV

TOUR PLANNING

A tour planner who knows the aspects of tour, especially the tourist, usually
arranges the tour planning. A tour planner knows about the objects, events,
facilities used, and fee calculation to determine the tour price will be sold.
In a big and bona-fide tour operator or travel agent, the position of a tour
planners help by someone who has authority to decide the plan and policy.
To arrange a plan of tour, a tour planner has to know the aspects of: Tourist
Object, Events, Tran potation, Accommodation, food and beverage with all its
prices.

A. Tourist Objects
To arrange a tour, it must be determined the main object will be visited
besides the other object. The object must be suitable with the length of visit
planned.
In arranging the itinerary, the tour planner has to find a good combination
among the tourist object, Tourist attraction, and the entertainment possibly
given. So, we can avoid the bore of the tourist during the tour.
There are three factors of requirement to be paid attention to and object will
be visited:
1. Is there a factor of ‘something to see’?
2. Is there a factor of ‘something to do’?
3. Is there a factor of ‘something to buy’?
The factors above will succeed the tour conducted. Therefore a tour planner
has to know the tourism geography in the country and abroad well.

B. Events
In a tour planning, event is very important to add the interest power of the
tourists. In Indonesia, there are many seasonal events, like Ngaben in Bali,
Sekaten in Yogyakarta and Solo, Ramayana in Prambanan or in Pandaan,

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 Karapan Sapi in Madura, Pesta Panen in Sumedang, Waisyak in Borobudur,
etc.

C. Transportation
A tour planner has to pay attention to the transportation used for the tour.
Does it use ground, sea, or air transportation? It depends on the consideration
of the cheapest fee, comfortable, and the speed of earth transportation. In
choosing the transportation he has to pay attention to the local transfer and
transport because they will affect to the tour price will be sold.

D. Accommodation
To determine in what hotel/ accommodation a group of tourist will stay
usually depends on two factors, i.e. the facilities and the rates. To place a
group with many members is using a hotel with the grouped rooms, no
separate in order to make easy for the tour conductor as the leader of the
group. But for group with small member like a family may stay in a
bungalow or cottage in order that they get their privacy. One important thing
for the tour planner is to choose the hotel located in the center of a city or
near a shopping center. It will facilitate the tourist to be pleasant to stay in the
hotel.

E. Food and Beverage

To reserve food and beverage for a tourist group tour planner must be careful
in paying attention to the taste of the members. To decide the choice, a tour
operator has to pay attention to the majority of tourist group. He has also to
pay attention to the certain individual, like a vegetarian. Based on the above
aspects, we can arrange a tour planning and make a fixed-tour itinerary to be
included into the printed brochure.
To get the data of the above aspects can be done by two ways, i.e.:
1. By conducting a survey, by the tour planner, to the important places of the
tour.

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2. By doing correspondence with the companies of tourism industry and - if
needed –make a joint agreement which is profitable.
The best method is by combining the both ways in order that there is no doubt
for a tour conductor in the implementation of the tour.

To guide the tourist group abroad, a travel agent or tour operator has to know
well about:
1. the exit and entry requirements
2. the regulation concerning visa
3. the money exchange regulations and values
4. the background information of the country and cities will be visited, like
the geographical history, the characteristic of the people, and the
government. To make easy in communication, it is important to know the
language of the country will be visited.

The above data are usually included in a special brochure to be given

complementarily to the group to gather with the itinerary of the tour conduced.
Thus the group members had to image about the object will be visited.

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 CHAPTER V
GUIDING PREPARATION

Guiding is an art of service conducted by a tour guide skillfully, flexibly,

and professionally to the tourists. In his working he is conducted by the rule of
counted. Rules of conduct are the rules collection agreed together to be used as a
norm. In doing his/her duty, a tour guide has to pay attention to the rules conduct.
The tour guide, in Indonesia, is an Indonesian who was to implement “Pancasila”
and Undang-Undang Dasar 1945, so that he/she has to take a part in developing
the Indonesia tourist through increasing the service by:
1. keeping the good name, profession, and the company reprinted
2. keeping honest and trust
3. acting politely, wisely, and responsibly

A. Self preparation
Based on the rules of conduct of a tour guide, the duty can be done will if it is
being prepared previously. The preparation consists of:
1. The psychical preparation. The thinking system started by asking
questions to us about :
a. What will be done?
b. Who will be served and who will serve?
The persons will be served are the tourists. So, we will have to know that
the tourists are the most important persons because:
a. the tourist give us business,
b. the tourists do not depend on our company, but the company depend
on us,
c. the tourists are not out of our company, but as a part of our company,
d. the tourists have sense of human being, emotion, estimation, etc.,
e. the tourists are not the person who need debating because they will
always feel true by their reasons.

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 Basically a tour guide is a representative of a company and acts as a
salesman who has self-confidence. Acting as salesman, the tour guide has
to know the five knowledge, i.e.:
a. knowledge of products
b. knowledge of market/customers:
1) knowledge of his company
2) knowledge about the competitors
3) knowledge about the principal friends
c. When
It relates to the time. One thing needs attention is about the obligation
to be punctual. The time must be planed accurately.
d. Where
It relates closely to the knowledge of tourist object, society, and
region.
e. How. It relates to the planning of action.2.
2. Personality. Personality is not static. It can be developed, trained, and
formed. The good personality can be knows through the following
characteristics:
a. Friendliness, happiness, self-belief (knowing self-skills and them as
good as possible)
b. Stability (managing self- problems)
c. Sense of humors (skill to laugh for him)
d. Skill to get criticism and learn it
e. Be initiative (skills to know something by himself)
f. Skill to know what is needed to be done and how to do it
g. Smart (be able to solve to problems in a difficult situation)
h. Optimistic, not depend on the other persons
i. Punctual, and able to work without supervision
j. Concerned with the skill to finish something already been started
3. Physical Preparation

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 The self-performance that is fresh, energetic, and always looks happy in
guiding the tourist is a success key. We can reach the condition by keeping
the physical health well. The physical preparation includes:
a. Clothes : A tour guide has to dress neatly and cleanly.
b. Cleanliness : A tour guide has t keep his cleanliness of the body
(nail, teeth, hair, etc.).
c. Face : The face always looks happy and smiles.
d. Language and expression
Language is a tool to communicate one to other. The mistakes to
choose and use the works may affect the misunderstanding. Therefore,
a tour guide has to improve his language by much reading, especially
the books related to his job.

B. Ethic Codes of Indonesian Tour Guide

The government office of tourist made ethic codes for the Indonesian Tour
guide as follows:
1. A tour guide must be able to promote a good image of the regent, country,
nation and culture.
2. A tour guide must be able to manage himself, be calm, fresh, tidy, clean,
and has sympatric performance in doing his provision.
3. A tour guide must be able to create a happy atmosphere and be polity
according to the Indonesia norm.
4. A tour guide must be able to give the some service to the tourist without
asking for tips, selling goods, and commission.
5. A tour guide must be able to understand the background of the tourists and
try to convict them to obey the law, rules, and norm which still valid and
take art part to preserve the tourist objects.
6. A tour guide must be able to avoid the talk and opinion that stimulate the
debate about belief, custom, and religion, ethnic and social-politic system
of the tourists’ country.

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 7. A tour guide must be able to give the information well and truly. If the
tour guide cannot explain something; he must try to get the information
about it and then explain it to the tourist in the next time.
8. A tour guide is forbidden to stain the company, his friends of the some
profusion, and the other elements of tourist.
9. A tour guide is forbidden to tell his problem to the tourist with the purpose
to have a pity from them.
10. A tour guide must be able to give a good image to the tourist when the
farewell in order that they want to visit Indonesia again.

C. Some Services of Tour Guide

1. Regular tour service
Name list of the passengers, hotel name and address, tour programs, start
and end of the tour (length of the trip), closer police station, hospital,
mosque; enough money, entrance ticket, tips, snack if necessary, the label
of the group, place of picking up and getting off, informing the driver
about the program: the traffic, shopping, hotel, restaurant, and other stops,
medicine for first help.

2. Picking up services
a. Come to the office before to see some preparation or change
b. Coordinate with driver what to do, take the name list with you and
some voucher for hotel, restaurant
c. Come to the front office and check the passengers to the office
d. Introducing to the passengers (your name, travel, etc)
e. Take them to the bus/call the bus to come and help for their
belongings
f. Collect the voucher of travel, ticket, to make sure that they are your
correct passengers
g. Tell them where to go, to do, to see, to stay, etc. now and the whole
programs of the trip

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 h. Introduce them the driver

3. Dropping off service

a. Take them to the starting point
b. Ask them to seat in the bus properly
c. Take the smooth traffic
d. Tell the following programs of the trip
e. Say farewell
f. Check all the left belongings of the passengers in case there is
something left

4. Arrival Transfer
a. Check the STA and ETA if changes, plan your time to come at the
airport, traffic jam, recheck the reservation to the hotel, the room list,
and some requests
b. Informing the about the arrival and the welcome drink, and check in
procedure
c. Checking the driver and the bus
d. Telling them about the hotel, the programs
e. Check the needed documents: name list, voucher, travel identity,
guide license,
f. Help them in immigration
When they arrive:
1) Making all the staffs (ticketing, luggage fan, driver) ready for the
passengers
2) waiting in easily seen place and greeting them for welcome
3) find the TL soon and check the passengers
4) take care all the belongings by using the luggage claim number
kept by the TL
5) introduce your identity and travel as well as driver
6) telling the passengers about the luggage fan

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 7) telling the whole programs and the ongoing drive
8) telling the tomorrow/following programs
9) telling them about the hotel, its environment, facility, shopping
place, transport/taxi, attraction around
10) after arriving at the hotel : ask the passengers to have seat and
welcome drink
11) check in process with the TL based on the name list, send the
luggage to the room based the name list
12) have short brief with the TL or the passengers
13) Confirm the point of meeting for the following transfer.

5. Departure Transfer
After the tour guide books the hotel/bell captain about: collecting
luggage, time, place and informs the passenger one day before or a few
hours before about the checking out of the hotel, the tour guide, then,
takes them to the airport.
 In the bus on the way to the airport:
1) informing the flight number, airline, time of departure and
arrival
2) informing the passengers about the carrying of the luggage
3) check the airport for departure: delayed or not
4) preparing the bus, ticketing staff, luggage fan
5) being at the hotel fifteen minutes before
6) checking out process
7) informing not to have something left at the hotel
8) others
On the to the airport:
1) telling about the airport, flight, time, facilities at the airport
2) inform the check in procedure for departure
3) reminding all the vital traveling documents
4) apologizing to the passengers

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 5) take all to the check in counter for the luggage
6) luggage tag and claim
7) farewell
8) others

6. Meal Transfer
1) Confirming the time of taking
2) Coming 15 minutes before if the dinners is not taken on the way
of trip
3) telling about the restaurant, place, facilities, length of the drive
4) telling the main courses, taste, and some specials of the local food
5) informing the table manner of the meal
6) telling the program after meal
7) informing the length of having the meal
8) telling the time and place of meeting or getting the bus
9) etc.

7. Shopping Handling
1) telling about the art shop, place, facilities, length of the drive
2) informing the quality and the quantity of the articles sold
3) explaining the process of making the articles
4) informing the average price
5) informing the strategy and the process of buying, etc.
6) informing the time spent for shopping
7) informing the place and the time of getting to the bus
8) etc.

D. Some characteristics of Tour based on the time

1. Half-day Tour
1) City Tour
1) giving the general illustration and the image of the city

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 2) giving the detail of certain object, to be interesting by comparing
to others
3) telling persuasively the object to visit
2) Special object visit
1) object that is outside the city tour
2) usually arranged as tour package
3) telling the equipment or some preparations: custom, photograph,
forbidden things
4) inform and recommend the quality of provided goods and the of
bargain
2. Evening tour
1) Safety, comfort, distance, time, escorted, well-arranged
3. Full-day Tour
1) taking more than six hours
2) nice preparation because far from office to contact and more
expensive
3) avoiding of being bored, tired, complaint by jokes, games,
songs, legend and myth
4) controlling the speed of the bus, not too late and too early
5) some preparations:
a) check the driver, AC, Cleanliness, Bus condition, sound
system,
b) informing in case they want the safety box
c) checking the box of first-help medicine
d) Informing the object so they can decide the custom camera,
etc.
4. overland tour

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