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Setting Up Public and Private Tours in Fieldbook
Setting Up Public and Private Tours in Fieldbook

A guide to configuring public and private tour packages in Fieldbook

Updated over 5 months ago

When setting up tour packages in Fieldbook, it’s important to understand the differences between public and private tours. This guide will walk you through the key distinctions and provide tips on setting up each type of tour package effectively.

Public vs. Private Tour

Public Tour

A Public Tour is a tour open to the general public, allowing individuals or small groups to sign up and join the experience. These tours typically consist of participants who don’t know each other and are offered at a specific time and date.

Key Characteristics:

  • Open Enrollment: Anyone can sign up for the tour.

  • Fixed Departure Dates: Tours are offered at set times and dates.

  • Unknown Group Size: The final number of participants is not known in advance

  • Services are pre-reserved: Services are reserved in advance, based on the maximum expected group size, to guarantee availability.

Private Tour

A Private Tour is designed for a specific group who want an exclusive experience. The group usually knows each other and does not wish to share the tour with others. These tours can be scheduled at a fixed time or tailored to the group’s specific needs.

Key Characteristics:

  • Exclusive Enrollment: Only the pre-arranged group participates in the tour.

  • Flexible Departure Dates: Tours can be customized to fit the group’s preferred dates and times.

  • Known Group Size: The final number of participants is generally known in advance

  • Services are reserved on request: Services are typically reserved as bookings are confirmed, providing flexibility based on actual demand.

Configuring Public vs. Private Tours in Fieldbook

The primary difference between setting up public and private tours in Fieldbook is how service quantities are configured in the system, when requests are made, and the number of bookings in a departure.

Item

Public Tours

Private Tours

Service Quantities

Services are set as "pre-reserved". The quantity of services is based on the maximum group size

Services are set as "on request". The quantity of services are driven by the number of people on a booking

Supplier Requests

Supplier requests are made in advance of any customer bookings

Supplier requests are made after a customer has booked the tour.

Customer Booking

There are multiple bookings per departure

There is only a single booking on a departure

Best Practices for Setting Up Public and Private Tour Packages

Public Tours

1. Define Minimum and Maximum Group Size

In the Information tab, ensure that the minimum and maximum group sizes are clearly defined. The maximum group size will guide you in setting the appropriate service quantities.

2. Set Services as Pre-Reserved

Make sure that service quantities are set as pre-reserved. This ensures that the necessary resources are reserved in advance to accommodate the expected number of participants.

Private Tour Packages

1. Set Minimum and Maximum Group Size

For private tours, define the minimum and maximum group sizes based on the range you want to offer. While this won’t affect service quantities (since they are on request), it provides a clear indication of the package’s intended group size.

2. Set Services as On Request:

Set service quantities as on request, meaning services are only booked when required by a guest’s booking. This approach offers flexibility and ensures that resources are allocated based on actual demand.

Conclusion

Understanding the key differences between public and private tours in Fieldbook allows you to configure your tour packages effectively. By setting the appropriate service quantities—whether pre-reserved for public tours or on request for private tours—you ensure that your tours are well-organized and meet the needs of your participants. Following these best practices will help you streamline your operations and deliver a seamless experience for your guests.


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