[civsa] Dismissing Tours for Large Events

[David Kogler]

Any time we have an information session + tour with more than 200
attendees, we ticket visitors as they check in.  Each group receives one
ticket (a quarter sheet piece of cardstock), which says "Tour Ticket," has
our logo, and a number.  The tickets are given out in sequential order.

During the 45 minute presentation + Q&A, our volunteer student tour guides
check in and we use a Google Drive sheet we've made that evenly breaks up
the groups.

We take the number of tickets given out divided by number of guides, which
equals the number of tickets per guide. The sheet also calculates the range
(i.e., tickets 1 to 9, 10 to 18, etc.)  The primary benefit of this process
is that we can, in literally a few seconds, redistribute groups more evenly
if more visitors or more tour guides have checked in.  At the last minute,
the distribution information is written down for the presenter.

When the presentation ends, the tour guides go to their assigned spot in
whichever auditorium we're using, and the presenter reads the tickets
("Tickets 1 to 9 go with Joe.")  We tell anyone who lost their ticket or
didn't hear their number to go with the last group, which we assign to a
more-experienced tour guide.

The dismissal process takes less than 5 minutes.

-- 
DAVID KOGLER
Associate Director
​ for Campus Visitation​

Office of Undergraduate Admission
FORDHAM UNIVERSITY
441 East Fordham Road
Duane Library, Room 203
Bronx, NY 10458
dkogler at fordham.edu
Inquiries: 1-800-FORDHAM
Direct: 718-817-3704
Fax: 718-367-9404
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