Using Profile Sheets and Other Planning Tools for - American Bus ...
Using Profile Sheets and Other Planning Tools for - American Bus ...
Using Profile Sheets and Other Planning Tools for - American Bus ...
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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 <strong>and</strong>attempt 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 <strong>for</strong> ABA to meet newfriends <strong>and</strong> get better acquainted with Marketplace.• Follow ABA on Facebook <strong>and</strong> 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 com<strong>for</strong>table shoes.• Socializing <strong>and</strong> meeting new contacts is a large piece ofthe power of Marketplace.• Balancing your schedule to allow youenough time to network, <strong>and</strong> get enoughrest will be your biggest challengeduring the week.
BUYER CHECKLIST• A minimum supply of 300 business cards.• Underst<strong>and</strong> your company’s product positioning<strong>and</strong> customer base.• Be knowledgeable about your business mix <strong>and</strong> the types of toursoperated, e.g., retail,pre-<strong>for</strong>med student, adult, <strong>and</strong> 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 <strong>for</strong> each destination served<strong>and</strong> the attractions, restaurants, lodging <strong>and</strong> receptive services used in thetour program.• Review your company’s profile in<strong>for</strong>mation <strong>and</strong>know what in<strong>for</strong>mation you need to bring backfrom Marketplace.• Be in your booth <strong>for</strong> appointments.
SELLER CHECKLIST: DMO• Suggested itineraries <strong>for</strong> tours including points of interest, attractions <strong>and</strong> side trips.• Itineraries should include trip time, mileage <strong>and</strong> note special in<strong>for</strong>mation,such as road conditions, restrictions <strong>and</strong> parking.• Escort notes/guide speak <strong>for</strong> accurate tour narration of local points ofinterest, sights, attractions, customs <strong>and</strong> history.• Knowledge of attractions, restaurants <strong>and</strong> lodging seeking motorcoach business <strong>and</strong>able to meet the needs of the Operator <strong>and</strong> tour passenger. Be able to describe localattractions, operation schedules <strong>and</strong> fees.• A reference list of step-on guides <strong>and</strong>/or receptive operators that serve your area.• A list of local service facilities <strong>for</strong> diesel repair, sanitary dump stations, bus wash racks,fuel stations <strong>and</strong> 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.• In<strong>for</strong>mation regarding FAM trip opportunities.• A schedule of media advertising (<strong>for</strong>ecasted 12-18 months)that may motivate a Tour Operator to promoteyour destination.
SELLER CHECKLIST: ATTRACTIONS• Operation hours <strong>and</strong> program schedules <strong>for</strong> the upcoming 12-18 months.• Escort notes/guide speak <strong>for</strong> accurate tour narration of your attraction.• In<strong>for</strong>mation regarding h<strong>and</strong>icapped-accessible facilities.• Reserved or block seating at park events or programs to allow the tour group to betogether. Also, have in<strong>for</strong>mation 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 <strong>for</strong> bus parking.• Multi-tiered pricing with net, tour operator rates to entice the Tour Operator’s business.• Complimentary or special considerations <strong>for</strong> the escort, driver or group.• A definitive reservation/deposit/refund policy <strong>for</strong> tour group admissions <strong>and</strong> a billingpolicy.
SELLER CHECKLIST: FOOD SERVICE• Certainty that a bus will clear any signs, marquees, low trees, entrances<strong>and</strong> awnings. You must have a motorcoach-accessible area <strong>for</strong> parking.Also, have in<strong>for</strong>mation on barrier-free facilities.• Capability of h<strong>and</strong>ling 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 <strong>for</strong> the escort, driver or group.• Does your establishment offer any meal packages in conjunction with hotels orattractions?• A definitive reservation/deposit/refund policy <strong>for</strong> tour groups <strong>and</strong> a billing policy.• Multilingual, Braille or large print menus or multilingual staff are available, if needed.• Special menus <strong>and</strong> pricing with the capability of accommodatingdietary requests such as Kosher/modified Kosher, lowsodium, low fat or vegetarian.• Number of restrooms.• In<strong>for</strong>mation regarding h<strong>and</strong>icapped-accessible facility.
SELLER CHECKLIST: LODGING• A list of local service facilities <strong>for</strong> diesel repair, sanitary dump stations, bus wash racks,fuel stations <strong>and</strong> short/long term bus parking.• Underst<strong>and</strong>ing of how the tour segment fulfills your market mix <strong>and</strong>revenue goals.• Knowledge of when (days of the week/season) tours can most easilybe accommodated <strong>and</strong> the number of discounted rooms allotted to the group tourmarket.• Ability to block rooms together, h<strong>and</strong>le early <strong>and</strong> late arrivals/departures.• Provisions <strong>for</strong> mass baggage h<strong>and</strong>ling, hired security or lifeguards.• Certainty that a bus will clear any signs, marquees, low trees, entrances <strong>and</strong> awnings.You must have a motorcoach-accessible area <strong>for</strong> parking.• Multi-tiered pricing with net, tour operator rates (<strong>for</strong>ecasted 12-18 months) to enticethe Tour Operator’s business.• Complimentary or special considerations <strong>for</strong> the escort, driver or group.• A definitive reservation/deposit/refund policy <strong>for</strong> tour groups<strong>and</strong> a billing policy.• Does the property offer any packages including attractions,special activities or restaurants?• In<strong>for</strong>mation regarding h<strong>and</strong>icapped-accessible facilities.
PRE-SCHEDULED APPOINTMENTSAPPOINTMENT REQUESTS BY THE NUMBERSDifferent member categories are scheduled <strong>for</strong> appointments during the same sessions, butappointment requests are made separately to ensure an even distribution of appointmentsamong DMOs, Hoteliers, Attractions, Receptive Operators/Tour Planners <strong>and</strong> Associatesregistered as appointment-taking Seller delegates.Appointment-Taking Buyer Delegates• 75 Requests <strong>for</strong> DMO <strong>and</strong> Receptive Operators/Tour Planners registered <strong>for</strong> the DMO• session.• 75 Requests <strong>for</strong> Hoteliers.• 75 Requests <strong>for</strong> Attractions, Receptive Operator/Tour Planner <strong>and</strong> appointment-taking Associatesregistered <strong>for</strong> the Lodging/Attraction sessions.Appointment-Taking DMO Delegates• 75 Requests <strong>for</strong> BuyersAppointment-Taking Lodging Delegates• 75 Requests <strong>for</strong> BuyersAppointment-Taking Attraction Delegates• 75 Requests <strong>for</strong> BuyersAppointment-Taking Receptive Operator/Tour Planner Seller Delegates• 75 Requests <strong>for</strong> BuyersAppointment-Taking Associate Delegates• 75 Requests <strong>for</strong> Buyers
APPOINTMENT GUIDE• Tips On Requesting On-lineAppointments For Marketplace• Underst<strong>and</strong> The ABA Scheduling Process• Search The Member <strong>Profile</strong>s On ABA’sWebsite• Your Goal Should Be To Find The “ValueProposition” Or “Sales Message”
PROFILE SHEET GUIDELINES• Should be one page, copied front <strong>and</strong>back on 8½” x 11” paper.• Should have a 1” left-h<strong>and</strong> margin <strong>and</strong> bethree-hole punched.• Should be duplicated <strong>and</strong> readied <strong>for</strong> distributionbe<strong>for</strong>e your appointment session.• Should include complete address, phone <strong>and</strong> faxnumbers, e-mail, web address <strong>and</strong> contact name.• Feature characteristics of product/location in bullet-point <strong>for</strong>mat.
PROFILE SHEET GUIDELINES• Use a font <strong>and</strong> type size that is easy toread <strong>and</strong> 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 <strong>and</strong> services.• Include group policies, incentive booking programs,etc.
IN ADDITION• Delegates are not required to provide<strong>Profile</strong> <strong>Sheets</strong>.• All appointment-taking <strong>and</strong> <strong>Bus</strong>iness Floor delegates maydistribute <strong>Profile</strong> <strong>Sheets</strong> on the Marketplace <strong>Bus</strong>iness Floor.• Forms should not be mailed in advance to Buyers. As youare preparing <strong>for</strong> time out of the office, appointmentsessions, <strong>and</strong> making final arrangements <strong>for</strong> the h<strong>and</strong>ling ofgroups in your absence, so too are the Motorcoach <strong>and</strong>Tour operators. Please be as courteous in your preparation<strong>for</strong> the appointments as you are during the appointments.• <strong>Profile</strong> <strong>Sheets</strong> may be distributed duringyour actual appointment or while youare on the <strong>Bus</strong>iness 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 <strong>for</strong> sales leads.Your Destination Marketing Organization (DMO)contact will help you.
HOW TO MAKE ADDITIONALCONTACTSWalk the Marketplace <strong>Bus</strong>iness FloorThe Marketplace <strong>Bus</strong>iness Floor will be opento all Appointment Takers <strong>and</strong> <strong>Bus</strong>iness FloorSeller delegates <strong>for</strong> the entire Marketplaceweek.
HOW TO MAKE ADDITIONALCONTACTSAlternative Ways To Fill Open Appointments• Sellers <strong>and</strong> Buyers are encouraged to sittogether at meal functions <strong>and</strong> learn moreabout each other.• Identify new ABA Motorcoach <strong>and</strong> TourOperator members attending Marketplace.• It is encouraged that you do homework priorto your arrival at Marketplace.
HOW TO MAKE ADDITIONALCONTACTSUse the <strong>Bus</strong>iness Floor MailboxesThere will be mailboxes <strong>for</strong> each Buyer companyon the <strong>Bus</strong>iness Floor. Drop off your profilesheet <strong>and</strong> 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 <strong>and</strong> tourowners <strong>and</strong> operators throughout NorthAmerica who plan tours <strong>for</strong> millions ofpassengers each year.
SAMPLE APPOINTMENT QUESTIONSOpen Probes• After reviewing your profile in<strong>for</strong>mation, 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 <strong>for</strong> 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 <strong>for</strong> choosingyour tour products?• Is there more than one person doing the choosing.Or, is your staff responsible <strong>for</strong> 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 <strong>for</strong> youritinerary? (Motorcoach only, intermodal?(<strong>Other</strong>, explain: ________ )• Do you mind if I work with others inproviding follow-up in<strong>for</strong>mation toyou <strong>for</strong> 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