Booked tour through roll call for 8 of us--now what?

I have just booked a tour for 8 people out of Naples by posting it on the roll call. I had a great response for others wanting to join in. I am looking for suggestions on how to make sure that our excursion works out well for all. How much and what information should I be requesting from the others via their e-mails. Should I be suggesting that we meet up at the cruise connection roll party that is held early in the cruise? On the day of the tour should we be meeting at the dock or do you suggest having a meeting location on the ship that morning? Payment is in Euros at the end of the excursion so should I let each take care of their share at that time or should I be collecting it from all at the beginning of the excursion? All suggestions or thoughts would be appreciated. Thanks all.

The most important thing to get from each participant is their cabin numbers so you can leave reminder notes, call them, etc. Hopefully, you have already asked or know about walkers or wheelchairs or any other handicaps....so you can inform the tour guide appropriately. we also always check on smoking....since we're alergic to smoke.

As far as meeting before hand...sure, set a time and place but not at the connections party because you'll never find each other. 5Pm at the martini bar is good if you want to meet in advance. we often just meet folks on the pier at the appointed time.

The most important thing to get from each participant is their cabin numbers so you can leave reminder notes, call them, etc. Hopefully, you have already asked or know about walkers or wheelchairs or any other handicaps....so you can inform the tour guide appropriately. we also always check on smoking....since we're alergic to smoke.

 

As far as meeting before hand...sure, set a time and place but not at the connections party because you'll never find each other. 5Pm at the martini bar is good if you want to meet in advance. we often just meet folks on the pier at the appointed time.

I agree with ghstudio...it is critical to have the full names and cabin numbers, and make sure all members of your tour have yours. I don't like to post too much personal information on the boards, so exchange cabin numbers via emails.

If you are not familiar with the port, you might consider meeting at a convenient location on the ship prior to leaving the ship for your tour. I have set up many private excursions, and we often arrange to meet at Cafe Al Bacio about 15 minutes before our intended departure time.

I always ask the tour guide to give me explicit instructions on where to meet her/him, and send those to everyone on the tour, just in case they miss our pre-meeting at the Cafe al Bacio...they then have a fighting chance of finding us on the pier.

I also ask the tour company to send me a picture of whoever will be our guide, and 95% of the time they will send a picture. I forward this on to our whole tour group as well.

Try and keep in regular contact with the members of your tour group...just a quick email to touch base. Some people get very nervous if they don't hear from you, and, although you have confirmed their participation on your tour, they may think that the tour is not going ahead. I had this happen on two separate cruises with inexperienced cruisers, and since that time, have been careful to stay in touch about every 4 weeks.

All of the tours that I have arranged have required payment in cash at the end of the tour. I ask everyone to have their share of the tour fee in an envelope ready to hand to the tour guide at the end of the tour. I have never had a problem in this area.

I sailed Equinox in May and was on private tours with rollcall mates.

The days we had tours together we met at Cafe Al Bacio and disemarked

the ship together. We also paid the tour organizer before leaving the

ship and she paid the tourguide at the end of the tour. We had the

best organizers who are wonderful people as well:D:)

I collect the money from each guest on the day of the tour and pay the guide at the end of the tour. We leave tipping up to the individual. Makes it much easier on everyone.

I would definitely collect the money from everyone before the tour begins. I just read a thread here a few days ago about a CC group who did a tour together with several couples, and at the end, one of the couples refused to pay, requiring everyone else in the group to have to pay extra to cover.

Make sure you meet on board before leaving the ship. Near guest relations is a good place as it is usually not too far from the gangway. Also, insist that you have each others' cabin numbers.

Happy Sails to You

OOOEEE :D:D Bob and Phyl

You've gotten plenty of good information here - keep in contact prior to the cruise, be sure to have everyone's cabin numbers, set a place on board to meet the morning of the excursion (I like Cafe al Bacio). In recent years I seem to wind up planning an excursion that is on the first full day of the cruise so it's often difficult to meet up between boarding and the tour. I print out a note to leave on everyone's door the night before.

I know there's been some discussion lately about people not paying at the end of a tour. It's never happened to me so I guess I don't worry about it. I would be more concerned about carrying a load of cash on me if I collected payment in the morning.

I think the best way to prevent non-payment is to be very clear to everyone regarding what they will receive for their money. I forward the email from the provider so that participants have both the contact info for the guide as well as the agreed upon plan for the day.

Make sure you meet on board before leaving the ship. Near guest relations is a good place as it is usually not too far from the gangway. Also, insist that you have each others' cabin numbers.

 

Happy Sails to You

 

OOOEEE :D:D Bob and Phyl

Hi Bob,:) meeting at Cafe Al Bacio is a good place too:D.....that

was our spot in May. And people could buy water if they wanted

to before we left as well.

I have organised many tours and have never had a problem with anyone not paying at the end.

I would also be hesitant to collect all the money at the end of the day and carry it with me all day in case it gets lost or stolen.

We have always done it in the bus on the way back to the port and handed it to the driver at an appropriate time - we normally leave the tipping up to the individuals to give the driver when they are getting off the bus and saying their goodbyes.

Getting the cabin number is excellent so that you can leave messages at their room or on their phone.

Unless there is a very good reason against it we will always go with a private tour and have never had any issues.

I have organised many tours and have never had a problem with anyone not paying at the end.

 

I would also be hesitant to collect all the money at the end of the day and carry it with me all day in case it gets lost or stolen.

 

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Same here.

When setting up the tour, be clear on your expectations and possibilities of customization. For example, I did not want to sit in on a lengthy high pressure sales pitch for carpets in Turkey. After a flurry of emails exchanged where I was advised that this was a truly wonderful experience, I told the guide I simply did not want to go to any shopping experiences and wanted to concentrate the experience on photography-and the tip would be based on how well he met those expectations.

When recruiting for participants I clearly stated what was included and what would not be part of the trip. It was one of the best small group tours I've ever taken, and everyone agreed.

I have participated in a group that met for breakfast -this provided a bigger window of time for the group to meet up. The time to arrive , and the time we would leave for the tour were set and the one couple who was late the first day didn't get to enjoy a full meal but did show up on time the second day.

A problem much more common than someone refusing to pay for their share is when someone does not show up. Be sure you know what that would mean to the cost of the trip - would the remaining passengers all share equally, would the organizer be stuck, or would the guide discount the cost.

Payment can be organized in different ways for larger groups. I was recently on a terrific tour organized by a guy who had a PayPal account, and had all 60 people that he had organized these tours for pay him in advance through PayPal.

On the days of the tours the only cash to be settled was our tips. Paying by credit card through paypal reduced the risk of us being fleeced since they would ensure the services paid for would be delivered or your money returned.

I would definitely collect the money from everyone before the tour begins. I just read a thread here a few days ago about a CC group who did a tour together with several couples, and at the end, one of the couples refused to pay, requiring everyone else in the group to have to pay extra to cover.

Good point, here is that thread...

http://boards.cruisecritic.com/showthread.php?t=1682460

I have just booked a tour for 8 people out of Naples by posting it on the roll call. I had a great response for others wanting to join in. I am looking for suggestions on how to make sure that our excursion works out well for all. How much and what information should I be requesting from the others via their e-mails. Should I be suggesting that we meet up at the cruise connection roll party that is held early in the cruise? On the day of the tour should we be meeting at the dock or do you suggest having a meeting location on the ship that morning? Payment is in Euros at the end of the excursion so should I let each take care of their share at that time or should I be collecting it from all at the beginning of the excursion? All suggestions or thoughts would be appreciated. Thanks all.

Here's what I have done on tours I've organized:

Get people's full name, cabin number and ideally email address if they are comfortable doing so.

Provide your own email and cabin number so that people can contact you easily (I warn people times NOT to call me on the cruise, like midnight-7am. I do know kung fu and not afraid to use it... haha)

State clearly cost of tour, what it does and doesn't include. Ask to collect money at the meeting spot (not included tips, that is personal preference) if you wish.

Bring paperwork and lists of all tour info so that everything is managed appropriately.

Arrange meeting places and times well before the cruise. I have used Cafe Al Bacio and the casino as meeting spots in the past. Really like CAfe al Bacio the best. I usually set the meeting time 30 min before the tour starts. This will accomodate people running a few minutes late, time to collect money, check off people, and leave the ship together as a group.

Hope this helps! :D