Tour operators who bring motorcoach tours to a destination have high expectations for the businesses they visit, so businesses must be ready to handle a group of 40-55 people quickly, efficiently, and provide adequate staffing, restrooms, and parking.
Below are some important general things your business should consider for attracting the group tour business:
1. Special attention - Board the motorcoach prior to the group unloading and provide an overview of the site.
2. Offer something special - Guided tours, free samples of your product, educational tours or demonstrations.
3. Restrooms - Your facility must have clean and accessible restrooms that are able to handle multiple people.
4. Motorcoach Parking - Your parking should allow passengers to unload safely on a paved or graded parking lot. It should also be large enough for a motorcoach to turn around.
5. Other Attractions - Become familiar with your area or nearby area attractions. Sell the destination. Tour operators like to visit facilities that are either near or en route to other attractions.
6. Discounted Rates - You must offer tour operators your net rates on all products and services.
Notes Specifically for Accommodations:
Hotel Rooms
- Your property should have at least 30 rooms with at least 25 of them double/doubles
- One complimentary room per 15 paid is standard
- 15% off a single rate for the drivers room and the escorts room is expected
- Indoor corridors are preferred, but not always required
Luggage & Check-in
- Pre-regististration is a requirement
- Greet the coach on arrival providing them with an overview of your property
- You must offer baggage handling on their check-in as well as for their departure
Meals
- Some type of on-site breakfast is preferred or "package" with a local restaurant to provide breakfast.
- A welcome reception upon arrival is a nice gesture
Notes Specifically for Restaurants:
- The facility should be large enough so group dining can be accommodated during regular hours in addition to the usual day-to-day business.
- A customized menu to a group is a good idea or limit your regular menu to a few items
- Ask about group's seating preference (some prefer small groups in the regular dining room, others prefer a private room for the whole group)
- Adequate restrooms should be available
- Groups must follow a strict schedule, be sure to have enough wait staff to get them out on time
- Accessibility: if steps are involved and there is no elevator, be sure to share that information with the tour operator
- Motorcoach parking and turning space must be adequate
- Restaurants should provide complimentary meals to the driver and group escort
Notes Specifically for Attractions:
- Guided tours are preferred to self-guided tours
- Hands-on experiential and interactive programs are far more interesting than a simple guided tour
- Consider a "special tour" - something the general public can not do
- Be sure to have enough staff to handle the group
- Inform the tour operator of the estimated time they should allow at your attraction
- Consider packaging your attraction with an overnight stay and dining
- Groups must follow a strict schedule, be sure to have enough wait staff to get them out on time
- Accessibility: if steps are involved and there is no elevator, be sure to share that information with the tour operator
- Motorcoach parking and turning space must be adequate
- Attractions should provide complimentary meals to the driver and group escort
The above are some basic notes to be aware of - working with the motorcoach industry can be very detailed - should you have further questions or concerns you should speak with a local receptive operator or your CVB representative.