[civsa] Group Tour Policies (Tiffany Sloan)

[Lambert, Dee]

Good morning all, 
We will provide group tours to high school and middle school (7th-8th grade) student groups as long as their group size is at least 10 students and doesn't exceed 50 students. However, during the busy times, we always give preference to the high school groups as opposed to the middle school groups.   We typically only offer group tours at 11am each day so it won't conflict with our 10am and 2pm family campus tour times.  For the larger groups (50-100) as well as any elementary school groups, we will provide a staff member to welcome them to campus, and talk to them for a few minutes.  Then, we offer a scavenger hunt document along with a chaperone guide to help them navigate their way through campus on their own.  We do not provide a paid lunch for the groups, however, there is a link on our tour page (www.utdallas.edu/tours)  that gives pricing information should they choose to utilize our dining facilities. 

Regarding registration, our group tour coordinator's name and contact information is listed on the website... they have to go through her to set up an appointment time and once she enters their information in our event management system, it send a confirmation email that includes directions for the day and everyone's contact information.  For late arrivers, our confirmation email clearly states: "Group tours will begin promptly at the top of the hour. If your group is late, the tour guide may no longer be available for a full-length tour. You may be provided with a self-guided tour document and/or asked to reschedule the group tour for another tour time."   In the case of no-shows, we are starting to keep track of those groups in case they try to register for a tour at a later time.  We will try to accommodate all groups as much as possible, but if they have no-showed in the past, we make it clear it may be more difficult for them to reserve future guided group tours. 

Regards, 
Dee Lambert
UT Dallas Visitor Center
www.utdallas.edu/visitor 


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>
> From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of 
> Stansell, Laura J
> Sent: Thursday, May 22, 2014 9:46 AM
> To: listserv at civsa.org
> Subject: [civsa] Group Tour Policies
>
>
>
> The University of Tennessee is seeing a tremendous increase in the 
> number of group tour requests. We are struggling to honor all requests 
> because of funding. Because of this, we are considering limiting the 
> age level of students and/or setting stricter policies that would be 
> enforced for ?no shows? or late arrivals. If you have any information, 
> contracts, letters, policies that you wouldn?t mind sharing, I would appreciate it!
>
>
>
> Thanks!
>
> Laura Stansell
>
>
>
> <><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<>
>
> Laura Stansell ? Assistant Director
>
> Visitors? Center & Undergraduate Admissions
>
> The University of Tennessee, Knoxville
>
> 2712 Neyland Drive
>
> Knoxville, Tennessee 37996
>
> (865) 946-TOUR
>
> stansell at utk.edu
>