Contents:
Developing
City Itineraries
Hosting
Writers?
Hosting
Travel Agents?
Hosting
Tour Operaters?
Top Ten
Tips
Hosting
Contacts
HOSTINGS/FAMILIARIZATION
TOURS
Few promotional tools are as successful, or as cost effective,
as a well-executed familiarization (fam) tour. These tours allow
writers, tour operators and travel agents to experience
firsthand the sights, activities, and tastes of South Dakota
which they will relay to the traveling public. Let us know if
you are interested in hosting one of our fam tours (usually on a
complimentary basis). If we know you are willing to participate,
we will do our best to include you in an itinerary.
Properties that host rooms, meals, tours, etc. usually benefit
greatly from either stories written, group tours booked or
individual travel. You need to remember these benefits may not
happen immediately, but your business will gain positive
exposure for future marketing.
We do our best to schedule fam tours during the shoulder season
(mid-August – November). However, visits from writers and
foreign tour operators depend on a number of factors, so it is
important to be flexible.
Every effort is made to include as many cities and attractions as possible on
any given tour/hosting and try to rotate itineraries as much as
possible. For a journalist hosting, the location sites are often
chosen by the journalist, whereas a group tour or travel agent fam is arranged entirely by the Office of Tourism.
If you host fam tours, be present to welcome your guests, give
them your business card, answer questions, make suggestions,
etc. This is an excellent opportunity to sell your city or
business; take advantage of it!
Make sure you plan backup activities in case of inclement
weather or other unforeseen complications.
Leave a lasting impression…a personal welcome, South Dakota
keepsakes, gifts representative of the city, a note from the
mayor, a complimentary bottle of wine or a banner welcoming them
can make the difference.
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DEVELOPING CITY
ITINERARIES
• The fam coordinator from the Office of Tourism will notify the
city chamber of commerce/CVB of the dates and times the fam tour
will be in their city and may ask for assistance in coordinating
the lodging, meals, and attractions.
• As fam tours are usually on a tight schedule, the tour cannot
visit every attraction in each city. Pick one or two highlights,
and have a city greeter discuss the other attractions available
and how they might fit into an itinerary. Also, a city packet
complete with suggested itineraries and brochures could be
useful.
• Another way to have business people in the tourism industry
meet the fam participants is to have a reception or coordinate a
meal where individual businesses “sponsor” individual fam
participants’ meals. Another option would be to have hosts
included on the fam that will help with the cost of the meal.
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CONSIDERATIONS WHEN HOSTING WRITERS
• In a pre-trip letter to Office of Tourism personnel, make
suggestions for appropriate clothing and gear for planned
activities.
• Consider shooting needs of photographers while planning your
schedule. Most prefer early morning and/or evening shoots.
• Don’t over-schedule. Rushing gives writers a negative outlook.
Generally, travel writers prefer tours beginning around 8 a.m.
and enjoy free time in the evening. On the other hand, outdoor
writers usually begin their day before sunrise and wind down
after sunset.
• Don’t overload writers with printed materials. Offer to ship
press materials to them before or after their trip.
• Hosts should not only be familiar with major regional
attractions, but also with colorful sites and personalities off
the beaten path.
• Although writers enjoy the atmosphere of major hotels and
restaurants, don’t overlook the appeal of local, smaller-scale
establishments (i.e. guest ranches and bed and breakfasts).
• Foreign journalists may be looking for a different
angle---what we see as ordinary, they may find fascinating.
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CONSIDERATIONS WHEN HOSTING
TRAVEL AGENTS
• Most travel agencies work with individuals and families.
• Know if your property gives a travel agent discount and the
amount of the discount. An example would be the AAA discount.
• Many travel agents use AAA approval when selecting locations,
therefore, the Office Of Tourism prefers to choose hosts
(hotels, restaurants, and attractions) that are AAA rated when planning an itinerary.
• Know your area. Travel agents will often ask for local
opinions or options. If you cannot provide information, refer
the travel agent to your local chamber/CVB.
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CONSIDERATIONS WHEN HOSTING
TOUR OPERATORS
Accommodations
• It is best to place all participants in a single property (two
at most)---one drop-off and pick-up allows more time for touring
local attractions.
• Generally, fam participants do not like to share rooms. We
know this can be expensive, especially when you are hosting
larger groups, but one investment can pay off many times over.
• Front desk staff should be informed of the arrival date and
time. They should have room keys ready and luggage service is a
must with tour operators.
• Tour operators are only interested in properties that can
accommodate groups of 25 or more. Some foreign tour operators
coordinate individual fly-drive vacations rather than group. In
this case, smaller properties can be used.
• If your property does not have elevators, tour operators (and
their clients) like to be located on the ground floor.
• If you have a restaurant, we may also ask you to provide
breakfast, as many operators will include breakfast as part of
their tour package.
• Follow-up to make the sale! Those who have just seen your
property and experienced your great service are your best
prospects. Mailing your brochures to them following the tour is
a good idea.
Meals
• A greeter is important so operators can discuss rates—printed
information is also helpful.
• Tour operators usually prefer to order from the menu. If
everyone is to be served the same thing, the fam coordinator
from the Office of Tourism needs to be notified so duplication
of food throughout the tour can be avoided. Also, a menu should
be available.
Attractions
• Tour operators want to visit attractions that can accommodate
groups, and information on group rates is very important.
• In order to accommodate a busy itinerary, we may spend a
limited amount of time at each attraction.
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TOP TEN TIPS FOR HOSTING WRITERS, TOUR
OPERATORS
AND TRAVEL AGENTS
10 Be prompt and decisive in accepting or declining a hosting
request.
9 Help us accommodate last-minute requests from writers, group
tour operators or travel agents passing through South Dakota.
8 Be flexible as to arrival and departure times. The Office of
Tourism host
will let you know if the tour is running behind or ahead of
schedule if possible.
7 Know who you are hosting—travel writers, outdoor writers,
travel agents or group tour operators. It does make a
difference.
6 Do something special for the fam participants, so your
business will stand out in their minds.
5 Leave them wanting more…don’t try to cover every inch of your
business/town in one visit.
4 Offer printed materials on pertinent information such as
rates, historical information and interesting facts. Offer to
mail it if necessary.
3 Appoint a designated fam tour host/greeter. This person should
be on hand to meet the tour group upon arrival.
2 Treat fam guests as you would your paying customers.
1 Remember…FAM TOURS ARE YOUR MOST ECONOMICAL MARKETING TOOL WITH THE
GREATEST OUTREACH POTENTIAL.
Also, we always welcome your suggestions.
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SOUTH DAKOTA TOURISM HOSTING
CONTACTS:
Media/Outdoors/Film
Wanda Goodman
Media and Public Relations Manager (Domestic), (605) 773-3301
wanda.goodman@state.sd.us
Buddy Seiner
Outdoor and Media Relations Representative (Domestic), (605)
773-3301 buddy.seiner@state.sd.us
Emily Currey
Film & Media Relations Representative (Domestic), (605)
773-3301 emily.currey@state.sd.us
Group/International/Travel Agents
Maureen Droz
Trade Sales Manager (International), (605) 773-3301
maureen.droz@state.sd.us
Vicky Engelhaupt
Trade Sales Representative (Group Tour), (605) 773-3301
vicky.engelhaupt@state.sd.us
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