[civsa] Dividing Large Groups for Tours

[Donna Haas]

We have started assigning tour groups at registration. We have a
spreadsheet with a column for the number of ambassadors available to give a
tour.  As our guests check in, we highlight a box for each number in the
party as we assign the group... this helps us know how many are in each
group so we can keep the size of the tours equal in size.
The guests are given a sticker to put on their folder to remind them what
tour group they are in. They just need to listen for that number when we
dismiss for tours.

This was a new initiative this year and it worked really well for us.

Donna Haas
Eureka College Admissions
Visit Coordinator
309-467-6825



On Fri, Mar 13, 2015 at 2:36 PM, Tim Lipman <tlipman at iit.edu> wrote:

> Hi Matthew,
>
> Happy Friday! It's finally warm in Chicago (although some may call 50s
> cold)!!
>
> Not sure if you have received other ideas... but we have done a couple
> different things in the past (these are at events and not an everyday
> visit, as we don't see the volume to warrant this on a daily basis).
>
> We have put colored stickers on the agendas when people check-in. Then we
> assign a color to each guide and say all the "yellow" stickers go with
> Johnny... etc. That has worked out for us as people just need to listen for
> their particular color. We no longer use that system since we changed the
> way we do tours and its a optional activity offered throughout the entire
> day (as opposed to directly after our welcome when everyone was in one
> spot) and now they just "show up" to the tour dismissal location at the
> time they want. The sticker system worked well for us - more recently we
> have been playing around with a "ticket" system, that lists the
> ambassador's name and tour time. We only have X number of tickets per
> ambassador to help keep tours equal and distribute those at check-in. That
> system hasn't been perfected for us yet.. but hopefully those ideas can
> help get you in the right direction!
>
> I'm also curious if anyone else has come up with a more efficient system.
>
> Best of luck!
>
> Tim Lipman '10 & '13
> Event Coordinator
> Admission Counselor
>
> Office of Undergraduate Admission
> Illinois Institute of Technology
> 10 W 33rd Street, PH 101, Chicago, IL 60616
> Phone: 312.567.6933
> Fax: 312.567.6939
>
>
>
>
> On Thu, Mar 12, 2015 at 1:11 PM, Seklecki, Matthew M <mseklecki at smcvt.edu>
> wrote:
>
>>  Does anyone have a good system for dividing large group of families for
>> tours? For example, we had 130 families and about 12 guides. It feels like
>> herding sheep –not very personal and a little crazy at times.
>>
>>
>>
>> Thanks!
>>
>>
>>
>> *Matthew M. Seklecki ’11*
>>
>> *Assistant Director of Admission*
>>
>> Saint Michael's College
>>
>>
>>
>> 802-654-2808
>>
>> 802-654-2906 (Fax)
>>
>>
>>
>> _______________________________________________
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>> listserv at civsa.org
>> http://civsa.org/mailman/listinfo/listserv_civsa.org
>>
>>
>
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>
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