A tour coordinator plans travel, lodging, and other arrangements for events, assesses cost and interest, and handles logistics before and during production. They may also handle publicity efforts and evaluate success for future events. No specific degree is required, but organizational and multitasking skills are important.
Organizing the logistics involved in a travel show, convention, or other event is usually the responsibility of a tour coordinator. This person usually plans the circuit of travel, lodging and other arrangements. In addition to planning, a tour coordinator usually handles most responsibilities before production and measures success afterward. While a specific degree is not normally required, one in a field such as business, advertising or travel and tourism can be useful.
A tour coordinator usually starts event planning well in advance of the event. This typically includes assessing cost, potential revenue, and interest. Lack of interest in a specific topic could mean less revenue than the cost of production, which could result in cancellation of other plans. Determining the role’s need and desire is often the first step in deciding whether plans should go forward.
If the role has the potential to be successful, a tour coordinator will usually initiate the task of ensuring that all the logistics fall into place. It is important to know how much income there is to start planning. Finding this information would generally be the responsibility of the planner. Fundraising or sponsorship may be options to explore if resources are needed to help produce the project.
Once completed, the tour coordinator determines such things as where the tour will take place, how long it will last, and travel and accommodation arrangements for staff. This can require juggling multiple schedules at once, ensuring everyone is in the right place at the right time; strong organizational and multitasking skills are likely to help someone in this position. A job like this usually requires a flexible schedule that gives you enough time to travel. The individual usually travels with the event to ensure all details are taken care of and resolve any issues that may arise. It is possible that while working on one role, he or she is planning others.
Publicity efforts may also be the responsibility of someone working in that capacity, which usually involves localized promotional activities and radio and print advertising. Many people find it beneficial to take advantage of the Internet in their public relations efforts as well. At the conclusion of a production, a tour coordinator often evaluates what worked well and what could be improved to determine successful strategies for another event and areas for improvement. Using this information to plan future roles is often an important aspect of the job.
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