Handling Tour Package

HANDLING

Tour Package

MOHAMAD AIMAN FAHMI BIN NIZAM ,
NUR SYAHEERA BINTI SAHARUDIN,
PUTERI AYU ALLIANA BINTI ALUWI,
NOORAZYLA BINTI MOHD NASRI.



HANDLING

Tour P
ackage

COPYRIGHT
Published 2021

Copyright. There are no parts from this publishable book in any form and
with whatsoever electronics, mechanical, photocopying, recording and so
on without getting written permission from writers and publishers of
Polytechnic Sultan Idris Shah.

Perpustakaan Negara Malaysia
eISBN:

Handling Tour Package
Mode of access : Internet
Published in Malaysia by:
Politeknik Sultan Idris Shah
Sungai Lang, 45100
Sungai Air Tawar
No. Tel : 03 3280 6200
No. Fax : 03 3280 6400
Laman web : http://www.psis.edu.my

Writer :
Mohamad Aiman Fahmi Bin Nizam
Nur Syaheera Binti Saharudin
Puteri Ayu Alliana Binti Aluwi

Editor :
Noorazyla Binti Mohd Nasri

PREFACE

Handling Tour Package is a practical of e-book
explaining with clear and simple process of tour
package. It will show you how to manage a proper
tour package with a proper ways that we shared in
our e-book.

By enjoying reading our e-book, you can get an
interactive information regarding the process of
handling tour package activities because this e-
book will give you an interactive media such as
videos, live sharing information on the process of
Handling Tour Package.

ABSTRACT

Tourism is one of the fastest expanding businesses
today. People have gotten a lot of interest in
travelling to destinations that they find interesting.
Travel is defined as a journey from one location to
another, typically over a long distance. Meanwhile,
before embarking on a trip, it is necessary to
organize ahead of time and create a
comprehensive tour package. Just like this e-book,
tour package handling is very important so that
the trip is more organized and structured. When
we say tour package, it is referring to a pre-
planned, pre-paid trip that includes two or more
travel components such as airline, airport
transfers, lodging, and other services. In practice,
defining the tour package concept is difficult to
grasp.

TABLE OF
CONTENTS

Meaning tour package

Topic 1: Pre-tour Preparation

1.1 Document needed in Pre-tour
Preparation

Participant Form
Travel Visa and Passport
Rooming List
Insurance Cover
Itineraries
Destination Fact

1.2 Fasten Confirmation in Pre- Tour
Preparation

Accommodation
Attraction
Restaurant
Transportation

Topic 2: Handling Tour Package

2.1 Demonstrate ability to organize tour

Perform Airport Duties
Organize Tour According to Itinerary
Organize Participant/Tourist
Organize Meals and Transportation
React to Tourist's Safety and Security
Respond efficiently to problems and complaints

Perform excellent financial management
during tour

2.2 Display hospitality values and
behavior in a travel and tour business
environment

Practice excellent hospitality values
while dealing with tourist
Practice excellent hospitality values
while collaborating with other tour
operators and tourism service providers
Demonstrate adaptability and positive
attitude towards business in tourism
industry

Topic 3: Post Tour Analysis

3.1 Report matters related post tour

Prepare tour report
Prepare financial statement for the tour
Convince suggestion for quality
improvement

3.2 Present the tour report
professionally

Element of report

TOUR
PACKAGE

Meaning

Package vacations, often known
as tour packages or just the word
"tour" in the travel and tourism
sector, refer to a package tour
that is either accompanied or not
led by a tourist guide. When we
say tour package, we imply a pre-
planned, pre-paid vacation that
includes two or more travel
components such as airline,
airport transfers, lodging, and
other services. In practise, it is
more difficult to explain the tour
package notion than it is to grasp
it.

Topic 1
Pre-tour Preparation

1.1 Document needed in
Pre- Tour Preparation

Participant form
Visa and Passport
Rooming List
Insurance Cover
Itineraries
Destination fact
sheet

To get interactive
information !

Document needed in Pre-
Tour Preparation

All these documents need to be
given more attention as they are
very important for tourists when
before, during and after traveling.
Keep all these documents in one file
so that none of these documents are
dropped.

1.1.1 Participant Form

Participant form is about a list
of participant that enter any
event or anything else. This
participant form is also allows

collecting participant's
information.

All important things are
included here such as name,

age, gender, health
conditions and also primary
contact information such as
father's name and phone,
mother's name and phone.

In the list of participants,
there are also have tourist
signatures and also have

forms of payment by
travelers or participants.

Participant Form

1.1.2 Travel Visa and

Passport

Some countries or tours
may require a visa for the
country you are visiting.

Find out if, tourists need a
visa for the destination and

get it before the trip get
started.

A passport is the only travel
identification document that can

be trusted and universally
accepted and it proves that
tourists have the right to return to

their country.

Tracel Visa and
Passport

1.1.3 Rooming List

A room list is a printed list or
list of guests and their

accommodation needs and
preferences submitted to the
hotel prior to a meeting or trip.

This rooming list should be
given to the accommodation so

that they can book our
accommodation before all

guests arrive at the
accommodation area

The information contained in the
room list is such as first name, last
name, date of arrival and date of

departure and also check in and
check out hotel or any
accommodation places.

Rooming List

1.1.4 Insurance

Cover

Travel Insurance assumes particular
importance while travelling abroad
simply because of the number of risks

that it covers. Typically, a Travel
Insurance policy covers medical risks,

travel risks, and also flight
disruptions. If tourists wondering why

Travel Insurance is necessary, this
checklist provides a few insights.

Many bad things can happen
regardless of time such as illness
while traveling, loss of friends or

family members, damaged
destinations, loss of luggage etc. So
that's why traveller should bring this

document.

Insurance Cover

1.1.5 Itineraries

Why do we need an itinerary?



Easier and faster travel from one point to


another. Tourists must remember that

they can’t see all the sights, so tourists
must either visit attractions that are close
to each other, or travel in one direction.

Maximize tourists time. When use
itineraries, it's also to maximize tourists
time because to certain numerous
attractions with a leeway for unforeseen
circumstances like weather conditions and
traffic.

Helps in prioritizing tourist's wants. As a
tourist, they know that they can't to visit a
place for very long. So, itinerary will help
their prioritize the attractions, so tourists
do not miss on what they really want to
see.

Manage tourists expenditures. Without an
itinerary, tourists also difficult to estimate
the cost of their travel budget first. With
itinerary, tourists will know how much to


spend and making it easier to plan their

budget.

Travel requirements are not forgotten. In
the itinerary also includes items of
necessities or interests in travelling. Then,
tourists can easier to bring your
requirements while travelling.

Itineraries

1.1.6 Destination
Fact

In destination fact sheet, tourists
could see how the beautiful places
that they will go.

For this sheet, tourists can see
specific locations created to give
them a proper idea of ​the place.

Before traveling to any location
need to research about the place
and whether it is viable or not.

That's why this destination fact
sheet very important to gives a
proper factual analysis to the
traveller about the place.

Destination
Fact

1.2 Fasten
Confirmation in Pre

Tour Preparation

(Arrange confirmation with
suppliers which involved)




1. Accommodation
2. Attraction
3. Restaurant
4. Transportation

Scan me for
more info!

Fasten Confirmation in Pre-
Tour Preparation

In pre- tour preparation,
confirmation in tour planning is
more important because tourist can
enjoy all activities based on the
itinerary.
If do fasten confirmation, it will also
make the tour guide easier to
manage her or his schedule.

1.2.1 Accommodation

Every touri
st definitely wants a very

comfortable and affordable
accommodation and also they want
good services.

Example of successful hotel such as the
location is easily accessible, in the sense
that access to the location is as easy as
being close to a tourist area, with a gym,
spa, swimming pool, and also offers
pleasure beyond the comfort of
accommodation.

Consult the hotel; do a early research
and should identify the hotel and lastly,
make a confirm reservation and get
room list.

1.2.2 Attraction

When travelling, tour manager
should make a itinerary that all

destination or
the place that

tourists come to is very enjoyable
and interesting.

There are many questions that
tour managers need to answer
such as, is this the best time to
visit the attraction? How much
time needed when come to this
place? Is an entry fee involved?

All this are very important
because tourists don't like to
waste time when travelling such
as being somewhere for a very
long time.

1.2.3 Restaurant

In restaurant, the most important things is
about the taste quality of food and the
environment of hotel. This two elements
are the most priority for tourists.

In choosing dining facilities, tour operators
need;
i) Consider does the itinerary determines that
the meal be quick or late to eat?
ii) Do the dining facilities have an attractive
environment?
ii) Is it worth it to enjoy the meal?
iv) How does the food cost, expensive or
affordable?
v) Dining facilities are plentiful enough to
accommodate groups

1.2.4 Tranportation

In transportation, it must be decided
by tour manager which mode of
transportation that's suitable to go to
the destination. Booking earlier to
avoid lost reservations.

Each transportation has its own rules
that we can't to arrange according to
our own schedule. That's why it
should be booked as early as possible

Transportation is also important in
terms of encouraging the growth and
development of existing tourist
destinations. Tourist guides must
choose transportation that is suitable
for the tourist spot so that they can
provide knowledge.

Here we provided Q&A that can increase your
knowledge about Handling Tour Package
Let's try it!

Topic 2
Handling Tour

Package

2.1

Demonstrate ability to
organize tour




How to organize tours?
Package tours are excursions or

vacations that "package" a
number of services into a single

"combined" experience. They
frequently incorporate

transportation, lodging, and food.
They may also entail the hiring of
a tour guide and/or tour leader.
Tours can be of varying lengths

and distances. They may be a
one-day or overnight package, or
they could last a month or more.

For info about topic 2!

Tour Guide Function

Tour guides conduct guests on excursions lasting less than a
day, either alone or in groups. Tour guides guarantee that
itineraries are followed and that consumers are informed
about the locations they are visiting in an entertaining

manner. They are also in charge of guaranteeing the group's
safety and ensuring that tour groups stay together. Tour
firms, resorts, and attractions all hire tour guides.

Responsibilities:
Arrange for transportation for visitors
Assemble and check required supplies and equipment before
departing for tour
Describe points of interest along the tour and answer questions
as required
May be responsible to guide visitors while operating a vehicle,
traveling in a vehicle or on-site while providing commentary
Monitor visitors’ activities in order to ensure compliance with
establishment or tour regulations and safety practices
May have to either plan and/or conduct itineraries and
activities

2.1.1
Perform Airport Duties

•Ascertain tourist departure details
•Plan tourist departure arrangement
•Inform tourist in advance of departure details and arrangement
•Coordinate departure arrangement
•Execute accommodation check-out
•Transfer tourist to departure point
•Execute boarding arrangement activities at the departure point

Example of itinerary

Sources: Google

1. Ascertain tourist departure details

Tourist departure details must be confirmed
according to tour itinerary, and to be verified
again with the tour leader.

Verify ETD, which airport/departure
Verify any meals prior departure
Verify any other tour arrangement before
departure

Tourist identification must be confirmed
according to departure name list

Verify names
Update latest information if there are any
changes.

Airport check-in

The procedure through which passengers are
admitted by an airline at the airport prior to
departure. Airlines frequently make use of airport
service counters. Check-in is typically conducted by
the airline or a handling agency operating on its
behalf. Passengers normally hand up any luggage that
they do not want or are not permitted to bring inside
the aircraft's cabin and obtain a boarding ticket before
boarding their flight.

Check-in is generally the first step for a traveler when
they arrive at an airport, since airline laws demand
customers to check in by specified hours prior to the
flight's departure. Depending on the location and
airline, this can range from 15 minutes to 2 hours (with
self check in, this can be extended to 24 hours if
checking in using online methods). During this time,
the traveler can request special amenities like as
preferred seating, enquire about flight or destination
information, accrue frequent flyer programme miles,
or pay for upgrades. The needed time is sometimes
included in the reservation, sometimes anywhere on
the internet, and sometimes simply stated as
"passengers should leave sufficient time for check-in."

2. Plan tourist departure arrangement

Tourist departure activities
must be organised at least one
day in advance of departure.

Remind the reception about
departure and check out

Ensure porters are available
to carry luggage

Arrange early breakfast to
avoid delay

Prepare departure briefing

Plan when to deliver
departure briefing. The best
time to carry out this
briefing is upon completion
of their tour, one day before
departure

Prepare your briefing and
exit speech

Obtain Transport Details if There is Any Change of Coach



1.Registration number of the coach
2. Driver contact details
3. Pick up time
4. Pick up venue
5. Number of passengers
6. Drop off venue
7. Duration of usage
8. Emergency contact of person in charge

3. Inform tourist in advance of
departure details and arrangement

Provide departure briefing a day earlier
Update latest information if there any are changes
Remind them the hours to arrive at the airport, make
sure it is least 3 hours before departure
Remind them weight limit of check in luggage
Remind them the weight limit of hand carry, and
number of hand carries
Plan and inform tourist about time of luggage
collection
Remind them items which cannot be carried along
such as

- Radioactive materials
- Mercuric and magnetic items
- Hair spray
Remind tourist about extra charges that they will
need to pay such as use of telephone, mini bars
Remind tourist about valuables that they keep at
safety boxes of the hotel

4. Co-ordinate departure arrangement

Service providers and relevant parties to be
communicated and updated on departure
arrangement according to the Code of Ethics

Assist guests with check-out by reminding them
to bring their check-in bags to the lobby or
concierge area (depending on the arrangement of
the hotel).
Utilize the name list, gather room keys, and
return them to reception.
Ensure counting of luggage
Best method is to display tag with code at each
tourist bag.

5. Execute accommodation check-out

Luggage
Tourist luggage handling to be coordinated,
tourist personal documents and belongings
must be reminded.
All luggage including hand carry are placed in
the coach.
Count tourist luggage.

Guest
Number of guest check outs to be confirmed as
per name list.
Count number of guest

Assist check-out arrangement

Very often, a tour guide service is
required right from guest arrival to
guests departure, especially for
groups. A tour guide needs to
assist guests as mush as possible:

1. Assist guests with clearing
procedures such as payments
and translations.

2. Ensure that they have
received their passport.

3. Assist the visitor with their
luggage.

4. Help guests at the airport,
such as group check-in,
luggage handling, and tax
collection.

5.Guarantee that guests are
secure and that they are not
inconvenienced.

Tour guide is responsible for
assisting tourists in dealing with
tourist flight details so that every
tourist does not miss a single
detail when departing.

6. Transfer tourist to departure point

1.It is Tourist Guide's responsibility to ensure the
coach is on time.

2.General verification on tourism transportation is
usually carried out by bus driver.

3.Check cleanliness of the following:
- Coach cushions
- Seats
- Dustbin
- Carpet is cleaned and without bad odors
- Exterior is washed
- Wind screen

4. Remind Do's and Don'ts on the tour transport.

Do's Don'ts
Wait for the bus to come to a Don't walk about while the bus is
complete halt before moving.
disembarking. Don't allow children to be jumping and
Help to keep the bus clean. running along the walkway of a moving
Ensure that overhead bus.
compartments are closed Do not litter in the bus.
properly. Do not leave your valuables in the bus.
Respect the need and comfort Do not smoke in the bus.
of other passengers. Do not eat or drink (excepting mineral
Behave appropriately at all water) while inside the bus.
times. Do not distract the attention of the
Protect bus property follow the driver needless.
tour guide's/driver's safety Use of offensive language, fighting,
instructions. spitting, placing feet on seats or
throwing things in or out from the bus
is forbidden.

7. Execute boarding arrangement
activities at the departure point

Perform Boarding Arrangement

What is boarding arrangement?
All gear, such as pilot ladders, accommodation
ladders, mechanical hoists, gangways, ramps, shell
doors, necessary for a safe transfer of the pilot and
personnel to the ship.

1. Check guests presence with the group leader from
the guest list.

2. Inform them time the coach will leave and suggest if
anyone needs to do other things (example to go to the
bathroom), they are given certain amount of time like
5 minutes.

3. Use standard of greeting, if there is any VIP address,
be sure to welcome them using appropriate address
such as Dato', Datin, Yg Bhg, Tuan.

Tourist Luggage Handling Procedure

Baggage handling is the process of transporting
passenger luggage from the check-in station at the
departure airport to the cargo hold of the aircraft, and
then to the collection point at the arrival airport. A
baggage handling system (BHS) is made up of many
operations and inspections. A BHS is meant to count

bags, check bag weights, balance loads, screen
baggage for security purposes, transfer bags via an
airport conveyor belt system, and automatically scan

bag information.

Checked Baggage
Information about the
size and weight of
baggage that can be
checked in at the airport
counter, as well as
important information on
checked baggage. You
may also clarify the
important elements to
remember for each type
of luggage, including
athletic equipment.

Carry-on Baggage
Information on the size
and quantity of pieces of
luggage that can be
taken on, as well as
goods that need
particular care.

Damaged and Left
Behind items
Information on the size
and quantity of pieces
of luggage that can be
taken on, as well as
goods that need
particular care.

Restricted Baggage
Sharp objects and
hazardous products are
two of the most
commonly asked about
things in their carry-on
and check-in.

Luggage Specifications/Weight

All airlines have different restriction on weight of hand
carry luggage.

Sample for Malaysian Airlines:
First Class 40kg
Golden Club Class 30kg
Economy Class 20kg

Excess Baggage Fee

Appropriate journey rate per kilogram
Travel within Peninsula Malaysia (West Malaysia)
RM10 per kg.
Travel within East Malaysia RM10 per kg.
Travel between West Malaysia and East Malaysia
RM15 per kg.

2.1.2
Organize Tour According to Itinerary

How to plan perfect travel itinerary?
Creating the ideal vacation schedule is, in
some ways, an art form. As in every sector,
there are a few people among us who can

put together the greatest schedule
possible in a short amount of time. The
others, on the other hand, must devote a
great deal of time and effort to creating an

itinerary that makes sense and is
worthwhile to follow. There are many
things to plan, consider and arrange when
making a holiday schedule. You may feel
overwhelmed at first, but with step-by-
step planning guide, organizing your travel

itinerary will become very simple.

1.Get your planning tools ready
Before you get stuck in to makin something, you
gather your tools. When you sit down to start
trip planning make sure you have the following
to hand:

A good map
Even if you believe you have strong geographical
knowledge, it is essential to have a map on hand
while planning your journey.

A calendar
Alongside location, time is going to be the other
biggest factor when planning your trip, so make
sure you have a calendar to hand.

2.Start with your travel timeframe

The vast majority of people will have an end
point to their trip. Whether it’s a two-week
holiday or a global one-year adventure, the
reality is that your travels will come to an end.

3.Make a travel wish list - all those places you
want to go

Ignoring your timetable for a moment, you now
have the opportunity to daydream. Make a list of
all the places you want to see and activities you
want to do on your fantasy vacation.