TOURIST GUIDING TECHNIQUE: EXECUTING TOUR ITINERARY

Safiza Alfian Yusof
Noorazyla Mohd Nasri
Siti Norhayati Shamsulazam

Tourist Guiding Technique :

Executing Tour Itinerary

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: eISBN 978-967-2860-05-1

Tour Guiding Technique with Augmented Reality
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 :
Safiza Alfian Yusof
Noorazyla Mohd Nasri
Siti Norhayati Shamsulazam

Preface

Throughout the teaching experience of more than 10 years in
tourism management course, we take the opportunity to prepare the
content of this book, to expose students as well as the readers with the
basic knowledge of Tourist Guiding Technique: Executing Tour Itinerary. It is
a compilation of notes from us which is being organized accordingly as for
the students ’reference in class and other interested readers.

As educators, we believe that the writing of this book will assist the
students and other readers in gaining the essential knowledge in enhancing
oneself to be a good tourism personnel focusing in tourist guiding with the
required skills, knowledge and attitude in the industry. Each topic of the
book are specifically prepared and written in an easy way for the readers to
grasp the knowledge from the book.

This book is made possible through the support of many individuals and we
are truly grateful for their input. Thanking our superior, colleagues and
students whom encouraged us, taught us, provided us with the experience,
supported us, and made us stronger each day. Finally, we would also like to
thank our families who inspired us towards the journey of completing the
book.

Do enjoy reading and exploring the book…

Safiza Alfian Yusof
Noorazyla Mohd Nasri
Siti Norhayati Shamsulazam

Abstract

Tourist Guiding Technique: Executing Tour Itinerary is an e-book suitable for
use by students or any individual who is new to the tourist guiding career.
This e-book contains information, knowledge and descriptions related to
basic skills that need to be understood before becoming a tourist guide. The
content of this e-book focuses on the development & executing tour
itinerary as one of the important task in performing as a tourist guide which
includes four main parts. The first part consist planning & designing the
tour, conducting the tour and evaluating the tour. The second part consist
of perform pre-arrival activities and perform meet & greet. The third part
consist perform tour activities: identifies tour itinerary & it’s arrangement.
Lastly the fourth part consist perform tour activities: tour departure &
contingency plan. This e-book is also complete with simple exercises and
video tutorials that will help the readers understand more easily related to
executing tour itinerary.

Safiza Alfian Yusof
Noorazyla Mohd Nasri
Siti Norhayati Shamsulazam

CONTENT PART

CONTENT : EXECUTING TOUR ITINERARY

Part 1 : Planning & designing the tour
Conducting the tour
Evaluating the tour

Part 2 : Perform pre-arrival activities
Perform meet & greet

Part 3 : Perform tour activities : identifies tour
itinerary contents and it’s arrangement

Part 4 : Perform tour activities : tour departure
Contingency Plan

CONTENT

EXECUTING TOUR ITINERARY –
PART 1

• Planning & designing the tour
• Conducting the tour
• Evaluating the tour

WHAT IS TOUR ITINERARY?

• It is a planned route or journey.
• It is a travel document recording a route or journey.
• "A tour or travel itinerary is a schedule of events relating to planned travel

generally including destinations to be visited at specified times and means of
transportation to move between those destinations.“
• It is a tourist route that includes visits to various historical sites, places of
cultural interest, or natural attractions
• Tour itineraries may be worked out by tourist agencies and organizations or by
the tourists themselves.

TRIP ITINERARY TEMPLATE

Company Name : MP Travel & Tours
Destination : Hong Kong

Period : 5th -8 January 2021

*Source : https://edit.org/edit/all/37azm9354

PLANNING & DESIGNING THE TOUR

STEP 1: Research other tours in the marketplace
 Careful planning is required when developing an

itinerary for your tour.
 A helpful exercise is to take a tour which will be

similar to the tour you wish to develop and
obtain copies of other tour brochures for
comparison.
 This will help you develop ideas for your tour,
give you an idea of what is already in the
marketplace, give you detailed information on
terms and conditions and provide possible ideas
for brochure design and content.

STEP 2: Name your tour
• Choosing a unique name for tour is critical for every travel business. Whether it

describes the route, service or experience you deliver, a good name is very likely to
increase customer engagement and interest. You will need to find words that truly
reflect your values in a memorable way.
• Identify theme for the tour;
 Adventour or Adventure Tour is a great example of a catchy name that is at the same
time memorable and easy to reference. Example: Malaysia Tour Adventure Package
 Hop-on, Hop-off is a good example of a common travel experience most people know
about. It describes a bus tour that follows a circular route with fixed stops, allowing
passengers to disembark and rebound at any stop. Fantastic choice of name for those
of you who offer flexible bus tours for adventurous travelers! Example : Penang Hop-on,
Hop off

PLANNING & DESIGNING THE TOUR

STEP 3: Map out the duration, frequency
and departure details
 When will your tour depart?
 When will your tour return?
 How often will the tour operate?
 Where will the central departure point be?
 Will you offer accommodation pick up?

STEP 4: List the major locations and tour.
 Where will your tour travel to? What are the

main locations and highlights that visitors are
going to experience?

STEP 5: Research tour content and draft commentary

 List the main topics you wish to include in your
commentary, such as flora, fauna, history,
culture, as well as the main points to consider
with each of these topics and the resources you
will use to find the information.

STEP 6: List any 3rd party activities, attractions,
entrance fees and inclusions

 List any activities offered by other companies or
entrance fees and determine if they will be
included in your tour price or offered as extras.

STEP 7: Organize suppliers for meals.

 What meals will you provide during

your tour - morning and afternoon

tea, lunch or dinner?

 You may wish to provide meals

yourself or make arrangements for a

restaurant, roadhouse, hotel or farm

 Should you choose to prepare your own to provide them for you.

meals, you will need to ensure you have

adequate food handling knowledge,

food supplies and cooking facilities.

 You may also need to seek food

handling approval from your local

council and meet health department

regulations.

STEP 8: Organize accommodation
approvals (if required)
Whether you are passing through,
stopping for meals or visiting attractions,
it is imperative you obtain permission in
writing from the property owner prior to
accessing any private property.

STEP 9: Perfect your timing
It is crucially important to map out your tour
itinerary accurately to ensure that you arrive
on time for activity and meal stops and return
to your original destination at a reasonable
time. Prepare a table that shows start, stop and
duration times for each location, attraction or
activity.

STEP 10: Test drive your itinerary
It is very important to several 'dry runs' of your
itinerary to ensure you get the timing right. It is
also a very good idea to invite people who have
some knowledge of the industry and are
prepared to give you constructive comments,
to do a tour.

TOUR ITINERARY EXAMPLE

KUALA LUMPUR HERE WE GO!
3DAYS 2NIGHTS

(TOURIST GUIDE COPY)

Travel Agent: BUTTER Travel & Tour Agency
Tourist Guide: Nurul Asyiqin (License No.1029)
Date: 21- 23 May 2021 (3days 2nights)
Group Info: 6 local tourists from Kuala Terengganu. Age range 19-23 years. 6 females and
Muslim

Special Indicator Info: None
Types of Transportation: Airplane and Car
List of Destination: Central Market, KL Tower, KL Upside Down House, Atmosphere 360, Petronas
Twin Towers, Kidzania, Petaling Street Market, Tapak Urban Street Dining (night), Aquaria KLCC, and
Beryl's Lot18

DAY/DATE TIME PLACE/ACTIVITY DISTANCE REMARKS
8:00 AM Kuala Lumpur -Departure state: Kuala
DAY 1 International Airport Terengganu
FRIDAY (KLIA2) -Flight No: AK 6227 (Economy)
21 MAY 2021 - Tourist arrival - Tour leader: Mr. Haiqal
- Pick up the tourist at the
arrival hall.
- Meet and greet
- Counting tourist.
- Briefing 3 days 2-night
activities.

- Make sure tourist have their
belongings.

8:30 AM - Depart from the Airport to 54.6 km @ 46 min ASIA CAR Rental.
9:10 AM
the hotel. (car) Lot 13248, Jalan Raja Permaisuri

Bainun, 30250 Ipoh, Negeri

Perak.

- Car (Hyundai Starex)

Phone: +605-546 0686

KLoe Hotel. KLoe Hotel

227, Bukit Bintang St, Imbi,

55100 Kuala Lumpur, Federal

Territory of Kuala Lumpur.

- Arrange check in Phone: 03-2772 1313
-Give room keys to Agoda.com
tourists. Confirmation No: 341466597
Courtyard Room x 2

(3 people per room)

- Already book.

- Give the tourist time to put
their luggage in their
respective rooms and get
ready.

10:00 AM Central Market 3.7 km @ 9 min Central Market
- Souvenirs (car) Lot 3.04-3.06, 06, Jalan Hang
- Shopping Kasturi, City Centre, 50050
- Batik painting Kuala Lumpur, Wilayah
Persekutuan Kuala Lumpur.

Open: 10am–6pm
Admission: Free

-Briefing and remind them
about safety.
- Tell them about Central Market

1:00 PM KL Upside Down House 2.6 km @ 9 min KL Upside Down House
(car) Off, Jalan P Ramlee, &, Jalan
Puncak, 50250 Kuala
Lumpur. Open: 9am–10pm
Admission:

RM 91:80 x 6 people
- Already book.
Phone: 03-2020 5444

-Manage and sort the entrance
tickets for the tourist.
-Briefing and remind them
about safety.
- Commentary.

3:30 PM KL Tower 150 m @ 2 min KL Tower
(walk) No. 2 Jalan Punchak Off, Jalan
-Sky Deck P.Ramlee, 50250 Kuala
- Sky Box Lumpur. Open: 12–8pm
- Observation Deck Admission: RM 480 x 6 people
- Freeing tourists for prayer. - Already book.
Phone: +603 2020 5499

- Manage and sort the entrance
tickets for the tourist.
-Briefing and remind them
about safety.
- Commentary.

7:00 PM Atmosphere 360 3 m @ 1 min Atmosphere 360
- Dinner (walk) TH02, Menara Kuala Lumpur, 2,
Jalan Puncak, 50250 Kuala
Lumpur, Federal Territory of
Kuala Lumpur.
Open: 6:30am–10pm

Admission: RM900 x 6 people
- Already made a reservation.
Phone: 03-2020 2121

9:30 PM Visiting Petronas Twin 1.9 km @ 7 min -Manage and sort the
Towers. (car) entrance tickets for the
- Sightseeing tourists.
- Photography session -Briefing and remind them
about safety.

- Ticket paid by the travel agent.
Petronas Twin Towers.
Concourse Level, Petronas
Twin Tower, Lower Ground,
Kuala Lumpur City Centre,
50088 Kuala Lumpur.

10:15 PM KLoe Hotel -Briefing and remind them
- Back to the hotel about safety.
- free time - Commentary

3.0 km @ 16 min - Briefing on tomorrow's
(car) activities.
-Closing commentary for 1 days
tour activities.

DAY 2 7:00 AM Lucky Coffee Bar 300 m @ 4 min Lucky Coffee Bar (KLoe Hotel)
SATURDAY (KLoe Hotel) (walk) 227, Bukit Bintang St, Bukit
Bintang, 55100 Kuala
22 MAY - Breakfast Lumpur, Federal Territory of
2021 - Self time Kuala Lumpur.

Open: 7am–9pm
Phone: +603-2772-1313

-Already made a reservation
under Nik (tourist) name.
- self -paid for the breakfast.

10.00 AM Kidzania 15.5 km @ 25 min Kidzania
- Experience of a lifetime. (car) Curve Nx, 18, Jalan PJU
- Role-play activities. 7/5, Mutiara Damansara,
- Edutainment activities. 47810 Petaling Jaya,
Selangor.

Open: 10am–6pm
Admission: RM 276 x 6 people
- Already book.
Phone: 03-7839 9688
-Manage and sort the entrance
tickets for the tourist.
-Briefing and remind them
about safety.
- Commentary.

1:45 PM Petaling Street Market 14.4 km @ 17 min Petaling Street Market
- Shopping. (car) Jalan Petaling, City Centre,
- Buy foods. 50000 Kuala Lumpur,
Wilayah Persekutuan Kuala
Lumpur.

Open: Open 24 hours

-Briefing and remind them
about safety.
-Inform tourist to be careful
when go there, tell them to not
touch the item unless they
really want to buy it. If not,
they will be forced by the seller
to buy it.

6:00 PM KLoe Hotel 3.5 km @ 9 min
- Back to the hotel (car)
-Rest
- Get ready for dinner

8:00 PM Tapak Urban 7.6 km @ 12 min Tapak Urban
Street Dining (car) Street Dining
Stadium KL Stadium KL
Jalan Tasik Permaisuri 1, Bandar

- Dinner with variation of Tun Razak, 56000 Kuala Lumpur,
food.

Wilayah Persekutuan Kuala

Lumpur.

Open: 6pm–1am

Admission: Free

- Briefing and remind them
about safety.
- Commentary.

11:00 PM KLoe Hotel 7.8 km @ 11 min -Briefing on tomorrow's
- Going back to hotel (car) activities.
- free time -Remind them to pack and
300 m @ 4 min bring their luggage in the car
7:10 AM MONROE (walk) before going out tour
(KLoe Hotel) tomorrow.
DAY3 -Closing commentary for 2 days
SUNDA - Breakfast. tour activities.
- Self time. MONROE (KLoe Hotel)
Y 227, Bukit Bintang St, Bukit
23 MAY 2021 Bintang, 55100 Kuala
Lumpur, Federal Territory of
Kuala Lumpur.
Open: 7am to 6pm (Sat & Sun)
Phone: 03-2772 1314

-Already made a reservation
under Nik (tourist) name.
- Self -paid for the breakfast.

11:00 AM KLoe Hotel 1.6 km @ 5 min - Counting tourist.
- Check-out. (car) -Remind everyone about
- Gather all room keys. their baggage, personal
belonging before
11:50 AM Aquaria KLCC check-out.
- Fish-feeding. - Handle the check-out
- Sightseeing. procedure.
Aquaria KLCC
Kuala Lumpur Convention
Centre, Jalan Pinang,
Kuala

- Self experience. Lumpur City Centre,
50088 Kuala Lumpur,
Wilayah Persekutuan
Kuala Lumpur.

Open: 10am–7pm
Admission: RM 294 x 6 people
- Already made a reservation.
Phone: +603-2333 1888

-Manage and sort the entrance
tickets for the tourist.
-Briefing and remind them
about safety.

- Commentary

3:00 PM Beryl’s Lot18 3.0 km @ 8 min Beryl's Lot18
- Eat their dessert. (car) Lot 18, Jalan Panggong, City
- Shopping their chocolate. Centre, 50000 Kuala
Lumpur, Wilayah
Persekutuan Kuala Lumpur.
Open: 10am–6pm

-Briefing and remind them
about safety.
-Commentary about the Beryl’s
and their chocolate.
- Self -paid for the desserts.

5:00 PM Kuala Lumpur 55.0 km @ 46 min Retuning Flight
International
Airport (car) No: AK 6226
(KLIA2) (Economy) 6:00 PM

- Check in Flight. -Commentary for 3 day
and 2-night visit.
-Manage flying back
ticket.
- Sent of the tourists.

6:00 PM - Flight take off. - Preparing for
tour report.

CONDUCTING THE TOUR

 The next step is conducting the tour by fully referring to the tour
itinerary.

 The tour itinerary is the guidelines for your tour.

 Make sure you already study the tour itinerary before execute it

 Follow the time stated in the itinerary. Poor time management
is the recipe for disaster.

 Crowd or group control during touring is very important. Used
proper equipment and apply good communication technique.

 Make sure you have all contact information for all visited places.

 Always be ready for any emergency and last minute changes
of plan. We will cover about contingency plan in chapter 4.

 Have a very good rapport with the tour leader and the coach
captain.

 Be alert on sudden weather changes to avoid any problems or
incident.

 Always remind the tourist on:
1. Time punctuality
2. Coach no.
3. Gathering location
4. Walk in group
5. Safety first

 Make sure the coach is clean and involve the tourist to
make sure it always clean.

 Always remind the tourist to be extra care of their own
belongings.

EVALUATING THE TOUR

• As a tourist guide you need to evaluate the tour itinerary before
it being execute to make sure that it is reliable and applicable.

• The evaluation should covers on:
• The correct meeting/sending point and arrival/departure
details.
• The duration of time allocate for each trip and destination.
• The suitable and proper food & beverage outlet that caters
tourist’s needs.
• The allocation of time & proper place for pray and refresh.
• The correct lodging/hotel stated in the itinerary
• The proper route of travelling from one destination to
another.

CONTENT 3:

EXECUTING TOUR ITINERARY –
PART 2

• Perform pre-arrival activities

• Perform meet & greet

PRE-ARRIVAL ACTIVITIES

• Verify tour itinerary
• Tour itinerary is a piece of information about the journey or tour

intended for a guest. Tour itinerary must be verified and confirmed with the agent
again 1 day before the actual arrival day :

i. Number of guests
ii. Name of Group Leader
iii. Tour destinations, accommodation and meals arrangements
iv. Transportation
v. Entrance ticket arrangement (for places requiring entrance ticket).

• An effective tour guide would study details of the places the
guests are planning to visit and be ready with latest
information about the places. A tour guide also needs to plan
on how to promote or describe places, the history, interesting
information, and make suggestions what can be purchased from the places etc..

Double check the following
information again…

ARRIVAL INFORMATION

 Many tours begin and end in an airport terminal and other points of entry. It is
important that guide should be able to read timetable, for example airlines and
cruises. Also, a tourist guide should be able to handle tourist arrival and
departure in the most professional way.

 A few days before the arrival of the tourists, a tourist guide must do the
following tasks in order to confirm the arrival information;

 Check with office on confirmation of group’s arrival and departure

 Check all special request or needs (e.g. meals, wheelchair)

 Check on flight number, arrival and departure, day and date of arrival and
departure, and on estimated time of arrival (ETA) and estimated time of
departure (ETD)

 Check airline, coach or cruise contact numbers

 Check with the transport company regarding coach captain and contact
details

 HSAY

PASSENGER PARTICULARS
 The tourist guide should check and confirm with the

agent of the passenger names of as written in their
passports (Guest List)

COMPANY NAME TAG
 When performing ‘meet and greet’ at the point of

entry, it is essential for the tourist guide to wear a
company name tag to distinguish themselves from
other tourist guides.
 For a freelance tourist guide, it is essential for them
to wear the badge issued by the Ministry of Tourism.

LIST OF IMPORTANT CONTACT NUMBERS
 Every tourist guide must have the contact numbers

of the service providers for the tour group.
 For example, a tourist guide must have contact

numbers for the hotel that group is staying, the
restaurant that the group will frequent, and the
attractions or museum that will be visited.

TOURIST’S WELCOMING KIT

 It is advisable for the tourist guide to confirm
that the tourists receive the welcoming kit
prepared by the tour agent. The welcome kit
may include the following items or information:
 Tour itinerary
 Guide book, which may include the
following information:
• Time zone information
• Currency converter
• ATM locators
• Do’s and don’ts
• Dialing and codes
• Shopping and business hours
• Safety and travel tips
• Malaysia public holidays
• Malaysia school holidays

Arrival schedule
• A tourist guide must have the correct information regarding the arrival schedule of

the flights, cruise, coaches or the trains.
• The tourist guide can call to confirm the arrival schedule with the arrival terminal,

for example KLIA Hotline.

Time take to reach destination
• A tourist guide must know the distance from the entry point to the next

destination intended for the tourists. For example, tourist guide must know the
distance between KLIA to the Kuala Lumpur city center.

 Hence, tourist guide must be able to assess the situation or the
estimated time taken to travel from one destination to the
other. The average travelling time from the south of Malaysia,
for example from Second Link, Johor to Kuala Lumpur will take
approximately 4 hours.

Entry point, layout and itinerary
 Tourist guides should be well versed with the tourist entry points and layout of

the terminals. For example, a tourist guide must know the layout of Kuala
Lumpur International Airport (KLIA).
 At KLIA, the arrival hall is located on Level 3 and the departure hall is on Level 5.
The tourist guide should check Flight No., the Estimated Time of Arrival (ETA) to
confirm the terminal (International or Domestic).
 The entry points are through various international gateways as categorized
below:

1. Land, for examples: Causeway, Johor ; Second
Link, Johor; Bukit Kayu Hitam, Kedah

2. Air, for examples: Kuala Lumpur International
Airport (KLIA), Low Cost Terminal (KLIA2), Penang
International Airport, Kuching International Airport,
Kota Kinabalu International Airport, Langkawi
International Airport

3. Water entry points, for examples: Glenn Cruise
Terminal, Port Klang, Penang Port, Kuantan Port

Traffic and weather conditions

 As a tourist guide, he or she must be resourceful and aware of the current condition
regardless of who the tourists are.

 Before arriving at the entry point, a tourist guide must find out the traffic conditions
from the coach driver, tour agent or colleagues.

 At the same time, a tourist guide should check the weather condition for the day. By
doing so, the tourist guide may be able to find an alternative route or plan a
contingency plan in regards to any unfavorable situation.

PERFORM MEET & GREET

(AT ARRIVAL POINT)

 The first impression when meeting and greeting tourists is vital when welcoming
them to Malaysia. A tourist guide must create a lasting impression and show a
warm hospitality.

 It is important for a tourist guide to conduct oneself in an appropriate manner
thus ensuring that the tourists feel welcomed and comfortable

HOW TO
MEET AND GREET?
MALAYSIA WELCOME

GESTURE

• The golden rule in meeting/greeting and introduction is to be considerate of every
guest that you meet. Knowing how to conduct oneself in an appropriate manner will
enable the people you meet feel comfortable and at ease.

• The Greeting must always be positive with a warm smile and good eye contact

• Guidelines of Meet & Greet are:
• Smile is effective in showing interest, conveying warmth and openness
• Make Eye Contact
• Make Facial Contact
• Look at the whole face during conversation, look at the face for 3 seconds; then
alternate between the different features every 3 seconds..
• Perform the Malaysia greeting gesture.

PLACARD / SIGNAGE

 It is important that once the meet and greet information
was given by the tour agent, the tourist guide should
confirm that placard is also provided. The placard is used to
page the tourists upon arrival. Information printed on a
placard may include:

• Name of the tourist or group

• Flight details

• The name of the local tour agent

• The name of foreign tour agent or tour leader

• At Kuala Lumpur International Airport, a tourist guide has
to register at the Malaysia Airport information counter and
get the placard stamped. If placard was not provided by the
agent, the tourist guide can request for one to be printed at
the counter. Other points of entry may have different
procedures in the registration of placard.

CHECKLIST FOR….

CONTENT:

EXECUTING TOUR ITINERARY –
PART 3

• Perform tour activities :
identifies tour itinerary contents
and it’s arrangement

CHECK ON TOUR ASSIGNMENT
CONFIRMATION ORDER

• Before executing any job or task further, tour guides need to check on tour
assignment confirmation order from the travel agency.

• The assignment confirmation order is the formal document that proves of task or
job given to tourist guide with total of payment

CHECK ITINERARY CONTENTS

Although tour itinerary development dah gone through a rigid planning and
research process, before executing the tour itinerary in the real situation, we still
need to check the itinerary contents such as:
VERIFY TOUR ITINERARY
• Ensure Tour itinerary contents are confirmed
ACQUIRE UP-TO-DATE INFORMATION
• Accurate tour arrangement information is obtained
FINALIZE TOUR ARRANGEMENT
• Information from service providers are obtained
• Customer / service provider confirmation is obtained

GROUP DETAILS

 A tour guide needs to find out basic
information of the guests such as company (if
necessary), race, religion and origin. If they are
from abroad, Malaysian greeting style can be
applied, whereas if they are Muslims, then a
Muslim way of greeting can be applied. A few
words in the guests’ language will certainly
make the guests feel at home.

 It is important to find out the name of group
leader (if any), his contact number, and
whether he speaks English/Malay or not. In the
case where a group leader only speaks foreign
language, then a guide who speaks his/her
language will be more appropriate to perform
the guiding tasks, or a standby translator must
be present throughout the tour. In this case,
extra charges and payment arrangement must
be discussed and agreed upon by the guests.

 A tour guide also needs to check the title of the
guests (if any) such as Mr, Mrs, Miss, Dato,
Datin, Sir, Your Excellency etc.. and address the
guests accordingly and appropriately
throughout his guiding trip.

HSAY

 VERIFY the following information :
1. Group Name
2. Tour Leader’s Name
3. Name of guest(s) – Guests list
4. Flight number
5. Date of arrival
6. Estimated/Scheduled Time of Arrival (ETA / STA)
7. Estimated / Scheduled Time of Departure (ETD / STD)

TOUR DESTINATIONS
 Even though tour destinations are already written on the Itinerary,

a competent tourist guide would reconfirm the following :
1. Tour Destinations
2. Tickets Arrangement
3. Cash for entrance tickets
4. Specific tasks at each destination

CHECK ACCOMODATION RESERVATION

It is important to verify and confirm with the agent the
following information regarding accommodation details:
1. Hotel Name.
2. Number of guests
3. Number of Rooms
4. Room Listing
5. Check In Date
6. Check Out Date
7. Any meal arrangement(s) at the hotel
8. Payment arrangement

CHECK MEAL ARRANGEMENT

Depending on the requirement of guests, meal may or may not be arranged during a
tour. A tour guide needs to check with the agent if any meal is arranged. If there is an
arrangement, the following information is required :
1. Venue
2. Type of Meal
3. Hour of meal
4. Number of guests
5. Any special arrangement – such as vegetarian etc.
6. Payment arrangement
A responsible tour guide would re-confirm with the eating venue of the meal
arrangement a day earlier or latest one hour before arrival, and highlight the venue
should there be any delay, changes or new requests.

CHECK PAYMENT / VOUCHER ARRANGEMENT

A tour guide needs to ensure whether payment vouchers are required and encashment
method is clearly defined.
 The following areas commonly involved payment vouchers in replacement of cash :

1. Accommodation
2. Meals / Restaurants
3. Transport
4. Tour destination(s)
 Common Information written on a voucher are as follows
1. Intended Service Provider’s Name
2. Validity of voucher (Date)
3. No of pax
4. Purpose of Voucher
5. Signature of Voucher’s Provider

CHECK TOUR TRANSPORTATION DETAILS

A tour guide needs to check the mode of transportation arranged for the guests on their
daily tour. This can be verified with the agent, who can be a travel agent, a hotel etc.
Common transportation used includes car, van, mini bus or even a coach/bus depending
on number of guests and their requests. The following information needs to be verified
with the agent/guests :

1. Type of transport
2. Vehicle registration number
3. Driver’s name
4. Driver’s contact number
5. Number of guests
6. Name of Group leader (if any)
7. Group leader telephone number
8. Payment arrangement
Upon confirming the above information, a responsible tour guide would then verify with
the driver whether the vehicle is fit, serviced and travel documents such as road tax etc.
are valid.

VERIFY UPDATES OR
AMMENDMENTS WITH
SUBSEQUENT SERVICE PROVIDER

As a conclusion it is very important to do verification before or during performing
tour itinerary therefore call the following places, and verify all necessary
information :

1. Verify Group Details – Call the Tour Leader
2. Verify Accommodation(s) – Call the hotel
3. Verify Meals Arrangement – Call the restaurants
4. Verify Transportation – Call bus driver
5. Vouchers Arrangements – Verify 2-4 about payment arrangement & voucher

CONTENT:

EXECUTING TOUR ITINERARY –
PART 4

• Perform tour activities : tour
departure

• FAQ on Covid-19 (National
Recovery Plan)

• Contingency

WORK ACTIVITIES IN PERFORMING TOURIST
DEPARTURE

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

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
a. Verify Any meals prior departure
b. Verify any other tour arrangement before departure

• Tourist identification must be confirmed according to departure name list
a. Verify names
b. Update latest information if there are any changes.

PLAN TOURIST DEPARTURE ARRANGEMENT

Tourist departure activities arrangement must be planned ahead of departure, at least
1 day before.
 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 (Closing commentary)
HSAY

OBTAIN TRANSPORT DETAILS

if there is any change of coach

• Registration Number of the Coach
• Driver contact details
• Pick up time
• Pick up venue
• Number of passengers
• Drop off venue
• Duration of usage
• Emergency contact of person in charge

INFORM TOURIST IN ADVANCE OF
DEPARTURE DETAILS AND ARRANGEMENT

• Provide departure briefing a day earlier
• Update latest information if there are any changes
• Remind them the hours to arrive at the airport, make sure it is at least 3 hours before

departure
• Remind them the 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

a. All sorts of weapon
b. Mercuric and magnetic items
c. Hair spray
• Remind tourist about extra charges that they will need to pay such as use of telephone,
mini bars etc.
• Remind tourist about valuables that they keep at safety boxes of the hotel