Here are some tips on how to make sure your promotional party not only brings in more travelers, but also is worth your time and effort.
One of the most important marketing events a group tour planner can put on is the trip promotion party. These events are great ways to gain new enrollments and grow excitement in veteran members. Remember the main purpose when planning: generate interest for your trip!
Hold your party well in advance of the departure date
The reason why is obvious, so you can get your leads in ASAP and your early birds signed up even earlier. A good timetable would be at least six months in advance to your trip’s date, even more extended for larger international trips. Remember this one is not the pre-departure party, so make sure you separate the organization for both of the events. Make sure you are meeting your members’ time limitations as well, because you want to have your veterans there, in order to help you recruit. If you have a retired group you can schedule early afternoon meetings; if not plan for an after-dinner event. If your group is not all in one place, consider doing a Zoom party!
Related content: Helpful International Group Travel Tips (leisuregrouptravel.com)
Pre-plan for this party just as you would for a party at your own home
Who is going to greet your guests at the door when you’re busily engaged with a past traveler? Have you thought of where to put their coats? Where to park? Name tags and raffle forms? What about garbage/trash pick-up? Do you need a microphone and can you easily work the video monitor? Do a dry run of all these items – this way you know the event will run smoothly.
Ask your veteran members to attend
Seed the audience with fans and followers! They can tell potential new members about how your trips work and set their mind at ease about plunking down deposits. Referrals from your seasoned members is a great way grow your group. A good idea to help generate a larger audience is to ask each of your members to invite a friend to the party. Make sure you stress this point if you want a bigger turnout.
Keep your event focused and on-time
Try not to exceed 90 minutes with the entire promotional event. People have things to do and they really don’t have the attention span to stay focused on your event for longer than that. If you have a powerpoint/video of the trip you’ll be taking, let it play in the background while the members and guests mingle.
Be sure to have a trip brochure and reservation form at every seat.
YES, even in a digital-first society. You want something for them to have, hold and take home and put on their counter. When the time comes, sit everyone down to review the dates, times and destinations the trip will include. Also, focus on the things members will experience that they normally wouldn’t if they travel on their own, not just a laundy list of hotels that they’ve never been to..
If you have a tour operator, invite them to the event
Their sales representative can help you stir excitement up and will have more in-depth information to provide to the members and guests. Also don’t be afraid to try a theme. If you’re traveling to Asia, try making oriental-style finger foods. If you’re heading to Italy, it may be appropriate to serve everyone a glass of Bianco.
To end the party, try planning a give-away or raffle
This keeps people around until the end of the event and also can provide a lucky traveler with a vital piece of equipment, such as a nice piece of luggage, thus making them more likely to sign up for the trip. Also, raffles encourage everyone to give you their phone number, email address and home address to help you build your data base.
