Posted January 21st, 2014, 07:44 PM
Some things I have found helpful:
1. Be honest and upfront in your description of the tour and what it entails. If you want to have "no shopping stops", or if it's a strenuous tour with lots of walking, be sure that everyone knows it. Point them in the direction of the guide/agency website and also to any good reviews for that particular guide or tour.
2. Once people sign up, make sure they understand that they need to let you personally know by email if their plans change and they no longer want to be on your tour.
3. Set a cut-off date after which anyone still signed up for the tour agrees to be responsible for their portion. It's unpleasant and difficult when people back out at the last minute and you may not be able to fill their spots. (It's up to you to decide what that cut-off point should be.)
4. Check in pleasantly with your fellow tour goers every so often. Maybe forward them an email with links to more information about where you are going on the tour.
5. Make sure everyone on the tour knows where to meet on the day of the tour. Reconfirm it onboard ship if you can with everyone. (People are excited; they forget...)
6. Decide how to handle the guide's tip (if any) -- will everyone tip on their own, etc? This may seem too detailed but trust me, people will ask you.
7. Don't try to make a profit on a tour. Split the costs evenly with everyone. (Believe it or not, some do this.)
Aside from these things, which should set a pleasant stage where everyone knows what to expect, you really shouldn't need to do much on the tour itself.
Oh and if something goes wrong, despite your doing all your due diligence, cultivate the ability to shrug it off. It helps.