What are the relevant travel and tour documents that tour guides must check and prepare for each tour?

1. Tour vouchers. It is prepared by the tour manager and/or the reservation staff at the travel agency where the tour guide is assigned. It contains names of the tourists, the number of tourists in the group, the details of the tour itinerary that the guest paid for, as well as accommodation and transportation details. Upon receiving a copy of the voucher, the tour guide must reconfirm the reservations for the tour, hotel, transportation, and meals if included. Upon the guests’ arrival, checking the tourist’s copy of the tour voucher is part of the meet-and greet procedure to ensure that the copies from both ends are identical.
2. Rooming list. This should be part of the tour voucher. This list provides the name of person/s who will occupy each room in a particular hotel, as well as their check-in and checkout schedule. This should also include special arrangements, if any (i.e., smoking room, vegetarian meals, children’s needs, luggage space, etc.)
3. Confirmation letters from suppliers. Prior to the tour, the guide must ensure that he/she has a copy of confirmation letters from suppliers and the details of the reservation.
4. Passport. This is an important personal travel document for tourists traveling overseas. The passport is required for tourists to enter and exit a country. It is usually needed to check-in at hotels. It also provides duty-free shopping privileges. Thus, the tour guide must remind tourists to secure their passports throughout the trip.
5. The tour guide’s logbook and luggage monitoring sheets. Monitoring sheets like these are important documents that our tour guides must pay attention to, as discussed earlier in this lesson. They help ensure the coordinated and efficient implementation of the itinerary so that tourists get a good tourism experience and value for money.