Tour Coordinator Templates

Tour Coordinator Templates

There is a huge number of templates that someone in the Tour Coordinator role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Tour Coordinator. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Monthly Tour Schedule
2. Tour Itinerary Template
3. Hotel Reservation Spreadsheet
4. Transportation Booking Form
5. Tour Budget Template
6. Tour Participant List
7. Tour Evaluation Survey
8. Vendor Contact List
9. Tour Guide Schedule
10. Tour Marketing Plan

Reports

Reports are often prepared by a Tour Coordinator to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Sales Report
2. Customer Satisfaction Report
3. Tour Attendance Report
4. Revenue Analysis Report
5. Marketing Campaign Performance Report
6. Tour Guide Performance Report
7. Cost Analysis Report
8. Inventory Management Report
9. Competitive Analysis Report
10. Tour Feedback Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Tour Coordinator does and how they do it.

1. Tour Itinerary Template
2. Hotel Reservation Template
3. Transportation Booking Template
4. Tour Guide Schedule Template
5. Customer Feedback Form Template
6. Tour Budget Template
7. Vendor Contract Template
8. Emergency Contact List Template
9. Tour Promotion Template
10. Tour Evaluation Template

Presentations

Tour Coordinator presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Sales Report Template
2. Tour Itinerary Template
3. Customer Feedback Template
4. Marketing Campaign Template
5. Budget Analysis Template

Legal Docs

There are several key times when a Tour Coordinator needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Tour Agreement Template
2. Liability Waiver Template
3. Tour Reservation Form Template
4. Tour Cancellation Policy Template
5. Tour Release of Liability Template

Health & Safety Templates

Health & Safety templates for a Tour Coordinator ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Risk Assessment Template
3. Safety Inspection Checklist Template
4. Emergency Evacuation Plan Template
5. Health and Safety Training Record Template

Calendars

Setting up Tour Coordinator calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Tour Schedule
2. Staff Availability Calendar
3. Event Calendar
4. Transportation Schedule
5. Accommodation Availability Calendar

Invoice Templates

Several types of Tour Coordinator invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Tour Package Invoice: This invoice is used to bill clients for the cost of their tour package, including accommodations, transportation, and any additional activities or services included in the package.

2. Transportation Invoice: This invoice is used to bill clients for transportation services, such as airport transfers, shuttle services, or private car rentals.

3. Accommodation Invoice: This invoice is used to bill clients for their accommodations, such as hotel rooms or vacation rentals.

4. Activity Invoice: This invoice is used to bill clients for any additional activities or services they may have requested, such as guided tours, spa treatments, or restaurant reservations.

5. Miscellaneous Invoice: This invoice is used to bill clients for any other miscellaneous charges, such as cancellation fees, late fees, or additional charges for exceeding the agreed-upon tour package

Survey Templates

For a Tour Coordinator to get insights related to the work they do, they need to send out Tour Coordinator surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Customer Satisfaction Survey
2. Tour Experience Survey
3. Hotel Accommodation Survey
4. Transportation Feedback Survey
5. Destination Preference Survey

Meeting Agendas

Having premade Tour Coordinator meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Staff Meeting
2. Sales and Marketing Meeting
3. Operations Review Meeting
4. Customer Feedback Meeting
5. Tour Planning Meeting

Budget Templates

To manage finances well, a Tour Coordinator would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Expense Budget Template
2. Revenue Forecast Template
3. Marketing Budget Template
4. Staffing Budget Template
5. Travel and Transportation Budget Template

Dashboards

Dashboards are a useful way for a Tour Coordinator to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Sales Performance Dashboard
2. Customer Satisfaction Dashboard
3. Booking and Reservation Dashboard
4. Revenue and Profitability Dashboard
5. Tour Operations Dashboard

Proposal Templates

For bidding or requesting work, a Tour Coordinator needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Tour Package Proposal
2. Corporate Event Proposal
3. Wedding Destination Proposal
4. Adventure Tour Proposal
5. Group Travel Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Tour Coordinator templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.