[civsa] Group visits - Cancellations, how do you deal?

[Donna Haas]

Hi Amber

I have several choice words that go through my head when group visits
cancel. lol.  We were providing lunch for the last group that had to cancel
(due to weather). Catering had already made the lunches so we were stuck
with over 40 box lunches.  The local Women's Shelter benefited but it did
take away from our budget.

I give "credit" to our ambassadors who have signed up for a tour even if it
is cancelled.  Our Ambassadors receive a grant at the end of the semester
if they meet a certain criteria.  For example, they have to give a minimum
of five individual/group tours outside of their Discovery Day
Responsibilities. They don't normally mind getting credit for a tour they
didn't have to give. It's a "free" hour for them.



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



On Tue, Mar 17, 2015 at 10:00 AM, Amber Rivers <arivers at siu.edu> wrote:

>  Good Morning CIVSA members!
>
>
>
> We are a destination school, so most high schools, when scheduling a group
> visit to our campus, will not be able to visit other schools that same
> day.  Our Group Visit Coordinator  begins scheduling tour guides, campus
> departments, admissions presentations, etc. at the time that the school
> contacts us about a visit. Lately, we’ve been getting quite a few
> cancellations.  There is a lot of effort that goes into planning and
> scheduling the group’s visit and additionally, it’s getting to the point
> that our volunteer student ambassadors are less likely to sign up for a
> group tour as they are likely to cancel a week before.  We get various
> cancellation reasons, funding wasn’t’ secured, not enough interest, etc.
>
>
>
> 1.        How do you deal with cancellations, while still keeping tour
> guides motivated to sign up?
>
> 2.        Do you have a contract with schools or other ways to help with
> accountability?
>
> 3.        Do you have any other ideas on group visits and cancellations?
>
>
>
> Thank you for your consideration!
>
> Amber
>
>
>
> AMBER RIVERS
> Coordinator of Campus Visit Programs
>
> UNDERGRADUATE ADMISSIONS
> MAIL CODE 4710
> SOUTHERN ILLINOIS UNIVERSITY
> 1263 LINCOLN DRIVE
> CARBONDALE, ILLINOIS 62901
>
> arivers at siu.edu <ashort at siu.edu>
> P: 618/453-2988
> M: 618/453-2988
> F:  618/453-4609
> SIU.EDU <http://siu.edu/>
>
> [image: http://asset.siu.edu/_assets/images/email_sig/SIU_email_1line.gif]
>
>
>
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>
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