Those of you who have been in the tour planning game for some time could no doubt make a long list of the ways this industry has changed. Change is a constant in any industry, especially when it comes to advancing technology. The way you plan and organize your work is likely different than it was even a decade ago, and with advancing new technology like artificial intelligence (AI), who knows what it’ll look like in another 10 years?
One of the ways technology can be most efficient is its ability to help us stay organized. It can digitize what once was on paper, automate tasks that used to be manual, and remind us of things we might forget. When you think about it like that, it’s almost impossible to imagine how much more difficult it must have been to plan trips back in the old days.
So, why not look ahead to the future? Explore some of the newer technological advancements that are continuing to revolutionize the group tour industry day after day.
PRESERVING MEMORIES
For a sign of how much technology has progressed, consider the Group Travel Videos app. Back when the company was founded in 1999, almost every aspect of the business model is nearly unheard of today. They were in the business of mailing single-use film cameras to school groups, says Founder & President Dave Martinson, for those groups to use on school trips. Group Travel Videos then developed the film, made the photos into a video on a VHS tape, and sent that video back to the school for a memento of the trip.
Needless to say, that is no longer the process. Digital cameras replaced film, DVDs then replaced VHS, and when smartphones replaced everything, Group Travel Videos became an app in 2012. In app form, the company can keep its flagship product updated to stay on track with current technology.
“[Tourgoers] now can stream the video and watch it on their smartphones or their TV,” says Martinson. “After COVID-19, most senior adults now have a smartphone, and our product is being embraced by more retail adult tour groups than ever before.”
Photos, and the memories they keep alive, are perhaps the most important takeaway for tourgoers. And the Group Travel Videos app helps tour planners facilitate that part of the experience. After the tour operator contacts the Group Travel Videos team, they get a username and password for their group members to use to log in to the app and start uploading their photos while on the trip. “No emails, phone numbers, or account setups are required by the travelers,” says Martinson. “There is no advertising on the app. Once they sign into the app, they can start sharing their trip photos with each other. Their name appears under the photos they share.”
The tour operator receives their own login, which has administrative capabilities. In the rare event an objectionable photo is shared, the tour operator has the power to remove that from the collection. They also can use the app to share important documents or message the group. Following the trip, travelers receive their video automatically. And photos remain on a server for three years; guests can download any one of them, as well as re-download the video. They get an easy way to keep their memories, and tour operators get a kind of backdoor marketing tool that helps spread word-of-mouth.
“Like back in the ‘old days’ when the only memento of a trip was a group photo, our video becomes a tradition for [the group],” says Martinson. “For senior adult groups, they show their family and friends the video and become little ‘marketing agents’ for the tour company. If they had a great trip, they tell their friends all about their experience.”
A HELPING HAND
As a tour planner, it’s your expertise in planning an itinerary that tourgoers are investing in. But, occasionally, you might want to get the group involved. Maybe it’s a group vote on that night’s dinner destination. Maybe it’s a vote on what time to meet up to head out for the day. That’s where Troupe comes in.
Troupe is a group travel planning app that allows the members of your group to vote on things like accommodations, destinations, and activities. But that is just one feature; the app is also an easy way to reach the entire group to communicate things and share notes. Once you create a Tripsite, the members of your group can all access it, keeping all relevant information in one place.
“Troupe also helps you implement deadlines and reminders,” reads Troupe’s website. “The app allows you to send out reminders or quick nudges to group members, taking the pressure off the planner and easing everyone along throughout the process.”
Sometimes even the tour planner needs a little bit of inspiration. In that case, just ask Layla. Layla is an AI-based trip planner and itinerary builder, capable of setting out a completely outlined schedule. You might not need Layla to build an entire itinerary, but it can also help fill in the gaps. Maybe you’re planning a trip to a brand-new destination and want to get the lowdown on the can’t-miss group-friendly activities.
“[AI doesn’t] just help you plan; once you’re on your trip, I’m your ultimate wingwoman when it comes to exploring a new city,” says “Layla.” “Armed with the deets on must-see attractions, hidden gems, and the trendiest local joints, I’ll guide you to all the places where the locals actually hang.”
If you’re somewhat up to date on the current state of technology, it probably won’t surprise you that there is a whole wave of AI-based tools to help with travel planning. While an AI planner might lack the personal touch and nuance of a person, they are able to learn from each input and make better recommendations of what you’re looking for.
If you’re new to using AI, Wonderplan might be a good tool to start with, because it comes with no cost or commitment. Wonderplan can build an itinerary, and then is completely editable if you want to swap out different ideas or build in things you know for sure you want to hit. The tool will also keep your itinerary saved for offline access. The itinerary can even be exported to a PDF for easy printing or distribution.
The aptly named Trip Planner obviously does what it says on the label, but it also has specific features attractive to group tours. It updates in real time so that anyone viewing the itinerary online will see the latest version. It uses AI in much the same way as the other tools mentioned in terms of recommendations, but also has a feature called “route planning.” Particularly useful for motorcoach trips trying to travel between destinations quickly, route planning uses AI to find the most efficient routes.
Last, but not least, iPlan gives you a bit more control of your AI-based recommendations. Sliders in the app allow you to weigh your priorities—a tendency toward more historical destinations, or ones that are less physically intense, say—so that the AI has a better starting point. The resulting itineraries are customizable and collaborative, easy to share with the entire group.
Whether it’s offering an extra feature to your clients or getting a bit of a boost in planning, technology is here to help. Even if you’re not ready to outsource all your planning to AI, you might just find a tool that gives the helping hand you were looking for. At the very least, exploring the latest technology is a good way to stay on top of where the travel industry is headed.
By Todd Kortemeier
Main Image Credit: Adobe/Rawpixel.com
