Unit 12. Familiarization trips

Task 1. Reading 1: Familiarization.

Yorkshire and Humberside Tourist Board

312 Tadcaster Road, York YO2 2HF

Telephone York (0904) 707961 Telex 57715

Director: John Dillon-Guy.

Mr J F Burwin

Managing Director

Texas Travel Inc

147-149 Smith Boulevard

Houston

Texas 77085 11 March 2010

Dear Mr Burwin

During your visit to our stand at the Berlin trade fair, we discussed tourist interest in our part of England. We both thought it might become a very popular destination for Texan tourists.

Recently, the Board have been discussing the possibility of organising FITs from Texas. We have now reached agreement with UK Airways on the travel arrangements. As a result of this, we are preparing, in association with the carrier, a familiarization tour of our region. We hope that about fifteen Texas tour operators and travel agents will join the party. We would be pleased if you would be able to participate in this tour.

The most suitable time for us is between 17 and 21 May. I am enclosing a proposed itinerary. We would like to show you the sightseeing attractions and introduce you to the wide range of holiday types available in the region. We hope to include hotel packages, up-market independent tours for seasoned travellers, escorted tours, activity holidays and special seasonal tours. We feel that the flight costings are so reasonable that it should also be possible to market family-oriented low budget packages. These might include self-catering arrangements.

We would be able to give you fuller details of the tour within the next two weeks. In the meantime, perhaps you would be kind enough to let us know if you would be interested in joining us and if the dates are convenient.

Yours sincerely

Wilkinson

Judith Wilkinson

Assistant Commercial Manager

Questions:

1) Where did Mr Burwin first make contact with the YHTB?

2) What has made it possible for the YHTB to arrange the tour?

3) Who is organizing the tour with the YHTB?

4) Who will take part in the FAM?

5) What is the purpose of the tour?

6) What would the YHTB like Mr Burwin to do before he is given more details of the tour?

Task 2. You are Managing Director of Texas Travel Inc. Discuss this FAM with your employees. Think about its realization and details.

Task 3. Reading 2. The conversation between James Cooper, a tour operator, and Andrew Parks, General Manager of the Landseer Hotel. Make up a similar dialogue.

Johnson: Mr Cooper, I’d like to introduce you to Andrew Parks, manager of the Landseer.

Cooper: Glad to meet you, Mr Parks.

Parks: And you. How are you enjoying your trip?

Cooper: I’ve been having a pretty interesting time. Busy, too.

Johnson: Well. If you would excuse me for a while, gentlemen.

Cooper: Sure, Mr Johnson. We’ll see you later.

Parks: Is this your first visit here, Mr Cooper?

Cooper: To this part of England, yes.

Parks: What’s your particular interest?

Cooper: Well, I have a company called Travel International. We sell a wide range of European holidays from low budget upwards. Just now, I’m interested in something a little more traditional: good, comfortable hotels, interesting places to visit. That kind of thing.

Parks: Well, We can certainly provide that.

Cooper: Could you tell me a little about the Landseer?

Parks: Of course, What would you like to know?

Cooper: Let’s start with the accommodation. How many rooms are there?

Parks: We have a hundred and eighteen rooms, all with bath and shower.

Cooper: What are the room types?

Parks: Singles, twins, doubles and five suites.

Cooper: Are the twins more expensive than the doubles?

Parks: Oh no, they’re the same.

Cooper: How about food service?

Parks: We have two restaurants and a coffee shop. And this is the Cocktail Bar, one of the four Lounge bars.

Cooper: That would take care of everyone’s thirst. Are all of the bars as comfortable as this one?

Parks: Why don’t we make a tour of the hotel? You could look over some of the rooms, have a chart with the chef and get an idea of the floor and reception services.

Cooper: That sounds like a good idea. There’s nothing better than seeing for yourself.

Questions:

1) What is the name of Mr Cooper’s company?

2) What kinds of holidays is Mr Cooper interested in at the moment?

3) Name the room types at the Landseer?

4) Are the double rooms less expensive than the twins?

5) How many bars does the Landseer have?

Task 4: You are General Manager of the Landseer Hotel. Organize a tour of the hotel for a tour operator, James Cooper.

Task 5: Design a questionnaire for the employees who are going to the Fam. Choose any resort you like.

Task 6. Reading 3. Dan Adler, a tour operator, is discussing the services that certain companies can provide. While you are reading, complete the table below.

1) Name of contact

2) Name of company

3) Type of company

4) Special service requested by Mr Adler.

Dialogue 1:

Adler: Well, Mr Sharp, you seem to have a well-organized business here.

Manager: I think so, but then we’ve been in business for over fifteen years in this area.

Adler: How big is the company?

Manager: In York, there are over thirty vehicles.

Adler: They’re all recent models, I suppose?

Manager: Oh yes, we change models every year.

Adler: What are the hire arrangements at Rentex?

Manager: There are daily or weekly rates, inclusive of insurance.

Adler: What kind of discount do you give?

Manager: That depends. There are special rates if the volume is high.

Adler: Let me tell you the situation. We’re planning to have small tour groups here from May through September. Two days a week they’ll need cars.

Manager: That wouldn’t be a problem.

Adler: Right. I’d need the cars delivered to their hotels and collected the following evening.

Manager: I see. How many cars are we talking about?

Adler: It would be a minimum of five.

Manager: All right. Let’s look at this in more details.

Task: Continue the dialogue as if you were a tour operator.

Dialogue2:

Manager:..and this is one of our fifty-three seaters.

Adler: Do you have anything smaller than this, Mr Cross?

Manager: Yes. There are also thirty-nine and twenty-five seaters.

Adler: They say that Abbots are the specialists in local tours.

Manager: I think you could say that. There’s no other operator that offers the variety that we do.

Adler: What sorts of trips are available?

Manager: Here’s our advertised programme.

Adler: Let me see. Yes. Abbeys, castles, the coast. This seems the kind of thing.

Manager: And we also arrange special routes and programmes for a customer if there is a demand.

Adler: Right. The type of tour I might need is one full day a week during the summer. A thirty-nine seater would do it.

Manager: Did you have anything particular in mind?

Adler: Well. I’ve been considering a trip to Castle Howard in the morning, lunch at a country hotel and some sightseeing in the afternoon.

Manager: Fine. Let me get a map and I’ll show you.

Task: design an itinerary for a tour operator, Dan Adler.

Dialogue3:

Secretary: Good Morning, Rose Travel.

Adler: Mr Mason, please.

Secretary: Hold the line.

Manager: Mason speaking.

Adler: This is Dan Adler of Travel International.

Manager: Oh hello Mr Adler. How can I help you?

Adler: I’m looking for a handling agent to deal with some transfers on a package we might put together.

Manager: I’m sure we can help. What’s the situation exactly?

Adler: We would have two groups coming into Manchester Airport weekly from May through September. They’ll need transfers between the airport and the Crown Hotel.

Manager: Good. I’ve got that. Let me do some checking and I’ll get back to you.

Adler: OK. You can ring me at the Crown.

Manager: Fine. I won’t take long.

Task 7. Make up a telephone conversation between Dan Adler and Mr Mason. Discuss some arrangements for two groups coming into Manchester Airport.

Task 8. Discuss the preparation for the Fam for a group of travel agents using the following information.

First place the appropriate word or expression from the list below in the following holiday information list.

1) farmhouse

2) Walking Holidays

3) Study and Leisure

4) course

5) Central Heating

6) Car Tours

7) Cycling Tours

8) Bed and Breakfast

9) experienced guides

10) Horse Riding

11) instruction

12) first-class

13) Family Activity Holidays

Self-catering cottages:

- Our carefully modernized cottages are situated in attractive villages 10-15 miles from York. ___, colour TV, electricity and linen are included in the price. Mrs J Poppleton, 26 Bryant Way, York YO1 2LG. Tel 0904-21437

- ____ - Explore the natural beauty of the Yorkshire Dales on foot in the company of _____. Accommodation and meals are provided in traditional country pubs. Holidays are available from April to October. J.Gower. Ramblers Ltd, 30 Terrace Row, Ripon, N.Yorks. Tel 0765-85213.

- ____ - Discover the beautiful countryside on routes chosen to suit all types of cyclist. _____accommodation, routes and maps are included in the price. Machines can also be hired. Mrs Grace, 17 Front Street, York YO3 3JL. Tel 0904-61242

- ___ - Holidays include full board ____accommodation and full _____(including jumping) by experienced trainers. Suitable for beginners. Colonel Pope, High Ridge Farm, Skipton, West Yorkshire.

- ______ - A choice of ten different activities to suit all ages: riding, cycling, fishing and many more. Accommodation in traditional cottages. Activity Centre, Hawes, West Yorkshire.

- ____ - In the morning learn English in a well-equipped school. In the afternoon and evening enjoy the extensive holiday programme of visits, lectures, discussions, sport and films. Accommodation is with a family. Two week ____from May to September. Marjory Hughes, Inter-Group, 5 Portman Way, York. Tel.0904-21124

- ____ - 4 day chauffeur-driven tours departing form York for four persons. The itinerary includes visits to the Dales, the Moors, castles, abbeys and the coast. The price of the tour is fully inclusive with _____hotel accommodation. L.Friel, Carew Ltd, Beech house, Harrogate, N.Yorks. Tel.0423-6672

Task 9. Choose one of the types of accommodation and programme and make up a dialogue as if you were a tour operator wanting to explore new destinations. Research the area and role play the dialogue.

Task 10. Study the following itinerary. It shows the activities and timetable during the first two and a half days of a familiarization tour. The activities for each of the days have been written in the wrong order. Decide the time when each activity should take place.

Day 1 Thursday 8 May

07.20 Inaugural dinner at hotel

10.30 Free time for relaxation

Afternoon Welcome Cocktail Party with the Director of YHTB

19.30 Arrive Manchester Airport. Transfer by coach.

20.00 Check into Grand Spa Hotel, Harrogate.

Day 2 Friday 9 May

08.30 View castle. Coffee with its owner.

09.30 Reception – Courtesy of Grand Spa Hotel

10.00 Lunch at Old Swan Hotel, Market Square, Ripon

12.30 Optional visit to night club

Afternoon Return to Grand Spa Hotel

17.30 Full English breakfast

19.00 Depart by coach deep into Yorkshire Dales on scenic route to Ripley Castle

20.00 Still deeper into the country to visit Crassington and Yorkshire Dales farms

22.30 Gala-dinner at the Hotel

Day 3 Saturday 10 May

09.00 Lunch at Matthew’s Wine Bar

10.00 Meet York Guides for walking tour of city

11.00 Full English breakfast

13.00 Depart hotel and drive to York

14.00 Own time free for shopping.

Exercise 11: Create a full programme for your employee.

Special terms:

activity holidays – holidays offering special activities such as walking or cycling

complimentary – free

cottage – small house in the country

enclosing – putting with the letter

escorted tours – tours accompanied by a courier

familiarization tour – tour arranged for tour operators so that they can inspect a region and its facilities

family-oriented – directed towards families

fifty-three sectors – coach with fifty-three seaters

gala – festive, special

get back to you – contact you again

hold the line – wait

in association with – together with

in the meantime - before that time, meanwhile

inaugural – opening

independent tours – tours including flights and hotel only

insurance – protection against accidents, loss or damage

Itinerary – travel programme

lounge bars – bars with comfortable seating

linen – sheets, towels.

low budget – low cost

optional visit – visit that can be made if desired

participate – take part

proposed – suggested in a formal way

rack rate – individual rate for hotel room

reception – welcome party

scenic route – route through beautiful countryside

self-catering arrangements – arrangements where guests provide and prepare their own food

suites – hotel bedrooms with adjoining living rooms

surcharge – additional charge

tourist potential - possibilities for increasing tourism

wide-bodied jets – Airbus, Tristar.