What Does a Tour Coordinator Do?

Organizing the logistics involved in a traveling show, convention, or other event is usually the responsibility of a tour coordinator. This person typically plans the travel circuit, lodging, and other arrangements. In addition to planning, a tour coordinator usually takes care of most responsibilities prior to production and evaluates the success afterward. While a specific degree is not typically required, one in a field such as business, publicity, or travel and tourism might be helpful.

A tour coordinator generally begins event planning well before it ever takes place. This typically includes evaluating cost, potential revenue, and interest. Lack of interest in a particular topic might mean less revenue than the cost of production, which may result in cancellation of any further plans. Determining the need and desire for the function is usually the first step in deciding whether plans should progress.

If the function has the potential to be a success, a tour coordinator usually begins the task of ensuring all logistics fall into place. Knowing how much revenue is present to begin planning is important. Finding this information would usually be the responsibility of the one in charge of planning. Fundraising or sponsorship might be options to explore if resources are needed to assist with production of the project.

Once this is finished, the tour coordinator determines things such as the locations where the tour will take place, how long it will last, and travel and lodging arrangements for personnel. This might require juggling several schedules at once, ensuring everyone is in the proper place at the correct time; strong multitasking and organizational abilities will likely help someone in this position. A job like this often requires a flexible schedule that provides ample time for traveling. The individual will usually travel with the event to ensure every detail is taken care of and to resolve any issues that might arise. It is possible that while working on one function he or she is also planning others.

Publicity efforts might be the responsibility of someone working in this capacity as well, which typically involves localized promotion activities and radio and print advertising. Many people find it beneficial to take advantage of the Internet in their public relations efforts as well. At the conclusion of a production, a tour coordinator usually evaluates what worked well and what could be improved to determine successful strategies for another event and areas for improvement. Using this information to plan future functions is usually an important aspect of the job.