The Tour Planner is responsible for the building, execution, and client interface of all performance tours and events. This position reports directly to the Manager of the Performance Tour Department. Responsibilities include cultivating existing and new relationships with suppliers (hotels, restaurants, museums, music venues, etc.) to identify options, acquire bids, and create itineraries for group travelers. The Tour Planner also interfaces extensively with the outside Sales Team to deliver accurate, timely, and robust information for their sales efforts with existing and potential clients.
Potential Duties & Responsibilities:
- Embrace and nurture existing relationships with performance tour suppliers (booking offices, production offices, and other suppliers (hotels, restaurants, etc.) and research and identify new suppliers
- Negotiate rates with suppliers in certain cases to ensure product is cost effective and fits within budget
- Review arrangements with venues, hotels, etc. prior to the tours group’s arrival
- Prepare requests for quotes for various components of tour (as identified by Manager and Salespersons)
- Identify and research suitable performance venues in each destination for a large variety of ensembles, including choirs, bands, and orchestras of all sizes.
- Source and negotiate any production-related items needed for performances, such as choral risers, rental percussion, large string instruments, sound systems, etc.
- Maintain communication with music directors, CTS tour managers, venue representatives, hotel and restaurant managers, and any other key person(s).
- Develop and produce tour / event proposals for client group leaders
- Cultivate relationship with staff of other tour departments (Pilgrimage, Domestic Student Tours, Theme Cruise, etc.) to maintain and nurture collegial, collaborative environment
- Collaborate with in-house group air coordinator to procure group air-space
- Assist with developing audiences where needed, including managing advance box office if necessary, and collecting as much demographic information on attendees as possible, for re-marketing purposes.
- Manage the submission of performance-specific documentation required to produce concerts, such as biographies, repertoires, recordings, and photos.
- Utilize and improve existing documents and forms to create final costing information, ensuring a saleable final price and a required profit margin is achieved
- Produce additional marketing content (with assistance of graphic designer) to include posters,handbills, and online presences such as Facebook Events, YouTube, Twitter feedannouncements, etc.
- Produce “Escort Packet” for group leaders so they have all relevant contingency and emergency information readily available
- Issue registration forms, ticketing information, and final documents for travelers
- Prepare online trip / event surveys and manage distribution to travelers. Tally results and present reports according to Management’s requests
- Maintain a catalogue of client comments regarding specific venues.
- Manage pre-production needs for performances including but not limited to stage plots, production schedules, labor budgets, rehearsal schedules, etc.
- Supply salespersons with updated cost information as they work with client-conductors to tailor and hone the content of tours
- Learn and keep abreast with air travel regulations (immigration and customs rules, baggage information, etc.) and ensure all printed verbiage is kept up to date for clients
- Enter new trips / events into online booking system and prepare the webmaster to direct traffic toward the booking page
- Administer certain payments to vendors
- Embrace the need for an understanding of the various types of services (Mass, Evensong, etc.) in which choirs may perform, with the ability to help guide clients who may not be familiar with the services through the process of selecting appropriate repertoire
- Embrace intermittent off-hour work to attend evening or weekend sales events or attend conferences and/or familiarization trips outside of Southeast Michigan
- Assist colleagues of department with additional office work when called upon by Management
- Must live in Metro Detroit
- Experience in a high-paced office or university setting
- College degree in business, liberal arts, or another relevant field
- Ability to work full-time with occasional evening and weekend work
- Proven motivation and drive for results
- Exceptional written and oral communication skills
- Comfort and experience in being dependable to internal “customers” (salespersons, etc.)
- On-the-job training will be provided by Management to assist the candidate at the beginning of his or her tenure.
- Support from a phenomenal sales staff and colleagues on the Operations Team
- Workstation with computer, voicemail, and other office necessities to excel in the position
Compensation and Benefits:
- Competitive salary
- Profit share bonus paid at the end of the year
- 401(k) plan with discretionary contributions made by the Company at the end of the year
- Medical insurance through Blue Care Network
- Company-paid short-term disability, long term disability, and AD&D insurance
- $50K of company-paid life insurance
- Eligibility for membership of IATA, an organization providing Travel Agents significant discounts on travel expenses, and other travel consortiums