Using Profile Sheets and Other Planning Tools for - American Bus ...

PLANNING YOUR MARKETPLACE WEEKDevelop Your Week’s Schedule• Block out time to do research in the ResourceCentral on the companies who you will bemeeting with during your appointments.• Target those companies you would like to meet with andattempt to schedule an appointment with them. If youdo not have a mutual appointment time available tomeet, try to schedule a meeting outside the Marketplacefloor.• Schedule some time to volunteer for ABA to meet newfriends and get better acquainted with Marketplace.• Follow ABA on Facebook and Twitterto get the latest updates.

TIPS FOR SURVIVING MARKETPLACE• Remember you can’t be everywhere at one time.• On your appointment day you may find youhave extra nervous energy. Wear a suit withpockets to carry a granola bar or other snackitems to munch on during your breaks.• Be sure to get enough sleep prior to your appointmentsession.• Wear comfortable shoes.• Socializing and meeting new contacts is a large piece ofthe power of Marketplace.• Balancing your schedule to allow youenough time to network, and get enoughrest will be your biggest challengeduring the week.

BUYER CHECKLIST• A minimum supply of 300 business cards.• Understand your company’s product positioningand customer base.• Be knowledgeable about your business mix and the types of toursoperated, e.g., retail,pre-formed student, adult, and special interest.• Bring an example of catalogue itineraries, promotional flyers, etc.• Know the future business opportunities under consideration, e.g., newdestinations, new market segments, special interest tours.• Be knowledgeable about your tour production for each destination servedand the attractions, restaurants, lodging and receptive services used in thetour program.• Review your company’s profile information andknow what information you need to bring backfrom Marketplace.• Be in your booth for appointments.

SELLER CHECKLIST: DMO• Suggested itineraries for tours including points of interest, attractions and side trips.• Itineraries should include trip time, mileage and note special information,such as road conditions, restrictions and parking.• Escort notes/guide speak for accurate tour narration of local points ofinterest, sights, attractions, customs and history.• Knowledge of attractions, restaurants and lodging seeking motorcoach business andable to meet the needs of the Operator and tour passenger. Be able to describe localattractions, operation schedules and fees.• A reference list of step-on guides and/or receptive operators that serve your area.• A list of local service facilities for diesel repair, sanitary dump stations, bus wash racks,fuel stations and short/long term bus parking.• Knowledge of local laws, regulations, ordinances or fees that affect the operation of amotorcoach within your city, state or province.• Accessibility of cooperative advertising funds to help the tourcompany promote your destination.• Information regarding FAM trip opportunities.• A schedule of media advertising (forecasted 12-18 months)that may motivate a Tour Operator to promoteyour destination.

SELLER CHECKLIST: ATTRACTIONS• Operation hours and program schedules for the upcoming 12-18 months.• Escort notes/guide speak for accurate tour narration of your attraction.• Information regarding handicapped-accessible facilities.• Reserved or block seating at park events or programs to allow the tour group to betogether. Also, have information on barrier-free facilities.• Private, “insider” or special interest tours of your facility.• A designated group entrance to expedite tour movements with a motorcoachaccessiblearea reserved for bus parking.• Multi-tiered pricing with net, tour operator rates to entice the Tour Operator’s business.• Complimentary or special considerations for the escort, driver or group.• A definitive reservation/deposit/refund policy for tour group admissions and a billingpolicy.

SELLER CHECKLIST: FOOD SERVICE• Certainty that a bus will clear any signs, marquees, low trees, entrancesand awnings. You must have a motorcoach-accessible area for parking.Also, have information on barrier-free facilities.• Capability of handling a large group of people during breakfast, lunch or dinner. Willprospective tours need to be accommodated during non-peak times?• Will the meal be plated or buffet-style?• Multi-tiered pricing with net, tour operator rates to entice the Tour Operator’s business.• Complimentary or special consideration for the escort, driver or group.• Does your establishment offer any meal packages in conjunction with hotels orattractions?• A definitive reservation/deposit/refund policy for tour groups and a billing policy.• Multilingual, Braille or large print menus or multilingual staff are available, if needed.• Special menus and pricing with the capability of accommodatingdietary requests such as Kosher/modified Kosher, lowsodium, low fat or vegetarian.• Number of restrooms.• Information regarding handicapped-accessible facility.

SELLER CHECKLIST: LODGING• A list of local service facilities for diesel repair, sanitary dump stations, bus wash racks,fuel stations and short/long term bus parking.• Understanding of how the tour segment fulfills your market mix andrevenue goals.• Knowledge of when (days of the week/season) tours can most easilybe accommodated and the number of discounted rooms allotted to the group tourmarket.• Ability to block rooms together, handle early and late arrivals/departures.• Provisions for mass baggage handling, hired security or lifeguards.• Certainty that a bus will clear any signs, marquees, low trees, entrances and awnings.You must have a motorcoach-accessible area for parking.• Multi-tiered pricing with net, tour operator rates (forecasted 12-18 months) to enticethe Tour Operator’s business.• Complimentary or special considerations for the escort, driver or group.• A definitive reservation/deposit/refund policy for tour groupsand a billing policy.• Does the property offer any packages including attractions,special activities or restaurants?• Information regarding handicapped-accessible facilities.

PRE-SCHEDULED APPOINTMENTSAPPOINTMENT REQUESTS BY THE NUMBERSDifferent member categories are scheduled for appointments during the same sessions, butappointment requests are made separately to ensure an even distribution of appointmentsamong DMOs, Hoteliers, Attractions, Receptive Operators/Tour Planners and Associatesregistered as appointment-taking Seller delegates.Appointment-Taking Buyer Delegates• 75 Requests for DMO and Receptive Operators/Tour Planners registered for the DMO• session.• 75 Requests for Hoteliers.• 75 Requests for Attractions, Receptive Operator/Tour Planner and appointment-taking Associatesregistered for the Lodging/Attraction sessions.Appointment-Taking DMO Delegates• 75 Requests for BuyersAppointment-Taking Lodging Delegates• 75 Requests for BuyersAppointment-Taking Attraction Delegates• 75 Requests for BuyersAppointment-Taking Receptive Operator/Tour Planner Seller Delegates• 75 Requests for BuyersAppointment-Taking Associate Delegates• 75 Requests for Buyers

APPOINTMENT GUIDE• Tips On Requesting On-lineAppointments For Marketplace• Understand The ABA Scheduling Process• Search The Member Profiles On ABA’sWebsite• Your Goal Should Be To Find The “ValueProposition” Or “Sales Message”

PROFILE SHEET GUIDELINES• Should be one page, copied front andback on 8½” x 11” paper.• Should have a 1” left-hand margin and bethree-hole punched.• Should be duplicated and readied for distributionbefore your appointment session.• Should include complete address, phone and faxnumbers, e-mail, web address and contact name.• Feature characteristics of product/location in bullet-point format.

PROFILE SHEET GUIDELINES• Use a font and type size that is easy toread and follow.• Include maps if applicable. Provide a list of “busfriendly” services that are offered.• Discuss “what’s new” in your location or company.• List peak seasons of operations.• Give a detailed description of products and services.• Include group policies, incentive booking programs,etc.

IN ADDITION• Delegates are not required to provideProfile Sheets.• All appointment-taking and Business Floor delegates maydistribute Profile Sheets on the Marketplace Business Floor.• Forms should not be mailed in advance to Buyers. As youare preparing for time out of the office, appointmentsessions, and making final arrangements for the handling ofgroups in your absence, so too are the Motorcoach andTour operators. Please be as courteous in your preparationfor the appointments as you are during the appointments.• Profile Sheets may be distributed duringyour actual appointment or while youare on the Business Floor.

HOW TO MAKE ADDITIONALCONTACTSState/Provincial CaucusesCaucuses will be held Monday, January 9 from7:30 AM – 8:30 AM. Attend your State/ProvincialCaucus. This is a great source for sales leads.Your Destination Marketing Organization (DMO)contact will help you.

HOW TO MAKE ADDITIONALCONTACTSWalk the Marketplace Business FloorThe Marketplace Business Floor will be opento all Appointment Takers and Business FloorSeller delegates for the entire Marketplaceweek.

HOW TO MAKE ADDITIONALCONTACTSAlternative Ways To Fill Open Appointments• Sellers and Buyers are encouraged to sittogether at meal functions and learn moreabout each other.• Identify new ABA Motorcoach and TourOperator members attending Marketplace.• It is encouraged that you do homework priorto your arrival at Marketplace.

HOW TO MAKE ADDITIONALCONTACTSUse the Business Floor MailboxesThere will be mailboxes for each Buyer companyon the Business Floor. Drop off your profilesheet and follow up after Marketplace.

HOW TO MAKE ADDITIONALSponsor at MarketplaceCONTACTSThe Marketplace sponsorship program istailor-made to give your organization big namerecognition with hundreds of bus and tourowners and operators throughout NorthAmerica who plan tours for millions ofpassengers each year.

SAMPLE APPOINTMENT QUESTIONSOpen Probes• After reviewing your profile information, I still have some questionsthat I need answered in order to help you to bring your tours intoour (area, region, attraction, property, etc.).• What specific types of tours does your company bring into our region?• Would you describe what your customers expectations are when they go onone of your tours?• What types of activities or sites do your customers really rave about?• How does your company market its products? (i.e. directly to customers, toother operators, through travel agencies, other, explain:_____________ )• How would your company include our product(s)/destination(s) within yourtours?• How many coaches would you be bringing into our area for a tour? A seriestour? What season(s)?• What are your major concerns in choosing a workingrelationship with a supplier?• Within your office, who is responsible for choosingyour tour products?• Is there more than one person doing the choosing.Or, is your staff responsible for a geographical regionor type of product line?

SAMPLE APPOINTMENT QUESTIONSClosed Probes• How would you classify your business?(tour operator, motorcoach operator,wholesaler, international inbound/outbound operator)• Does your company publish a catalogue? How often?(Annually? Quarterly? When?)• Do you list which hotels, restaurants, sites, or activitiesthat are included within your published tour products?• When you bring your tours to our region (destination)what type(s) of transportation do you use for youritinerary? (Motorcoach only, intermodal?(Other, explain: ________ )• Do you mind if I work with others inproviding follow-up information toyou for your tours?

GLOSSARY OF TERMSFrom Ad Hoc Tour to Tour Wholesalerget to know the industry through theABA GLOSSARY OF TERMSavailable in the Delegate Packet.

RESOURCES AND TOOLS• www.buses.org/marketplace• FAQ• Resources & CommunicationsArchive• First-time Delegates• 800-283-2877• meetingsdept@buses.org