Deciding how best
to spend a considerable sum of other people’s money is
no trivial matter, and is a particularly onerous task for
directors and managers. It is always difficult to compare
one tour company with another; perhaps we can help a little
with this list of important questions.
Is each company’s
quotation based on the same specifications?
When making a price comparison, it is vital that you know the basis on which
each tour company is quoting. This information must include:
• Total group size
• Number of free places
• Number and type of performances
• Number of nights
• Standard of accommodation
• Number of meals
• Extras included, such as sightseeing and excursions
• Air fare
The last item, air fare, is important. It should generally be quoted as a separate
item, with the terms and conditions clearly explained, so you can avoid falling
for a low 'package' price which turns out to have been based on a promotional
fare which suddenly expires or which has unacceptable restrictions.
Are you getting good value for your money?
It is surprising to us how often decisions are made on price alone. Of course,
price is important but, after the tour, are your participants going to begrudge
an extra $50 or $100 if the tour was a success, or feel better if the tour was
not successful but they saved that amount? A higher-priced tour may offer much
better value than a lower-priced one.
Does the company offer close personal attention?
A custom concert tour requires an enormous interchange of information and ideas
between the group and the tour company. This is often much better done in person
than by mail or telephone. Find out where the tour company is located. How willing
are they to meet with you on a regular basis? Will they make a presentation to
your group to help build up enthusiasm? Do they wish to hear a rehearsal or concert,
so as to make a personal assessment of the most suitable concert sites? Will
they brief the group before departure on what to expect on tour? Will they handle
the check-in at the airport on departure?
Does the company have musicians on its staff?
You are planning a performance tour, not a vacation. This is an extremely specialized
business, requiring much more knowledge and experience than a travel agent could
be expected to have. You want to be able to discuss repertoire, acoustics, instruments,
etc., with people who speak your language; in other words, with musicians. Find
out not only about the tour company's travel expertise but also about its depth
of musical knowledge.
How long has the company been in existence?
Will they provide references? Ask the tour company for a list of directors in
your area with whom they have worked – especially those with whom they
have worked more than once. Be sure to find out how long each company has been
in business; longevity says much about a company.
Does the company have offices or representatives in the countries you are planning
to visit?
Find out if the company has their own offices and staff in the area where you
will be touring. Sometimes a company will subcontract the all important on-site
logistics to another business or individual. And ask an important question, "Will
knowledgeable musical members of your staff visit our concert sites in advance
to check their suitability?"
Which company would you like to work with?
Once you have selected the general area in which you want to tour, choose the
company you would most like to work with, not the company that happens to have
included a particular city or concert site. You do yourself and your group a
disservice by telling the company you would actually prefer to work with that
you are going with someone else "because they had Oxford on their itinerary
and you had Cambridge". It happens! Any worthy company will be able to adapt
its itinerary to incorporate the features you would like.
Above all, try to get to know the company before you make the choice. 'Blind'
bids are all very well, but in the effort to give no one an advantage you will
end up with several very similar-looking pieces of paper -- and tour companies
are most certainly not similar! You will be working with whomever you choose
for a year or more, and paying them a great deal of money. Shouldn't you try
to get to know them as well as possible before making the decision and find out
how responsive they are to your particular requirements?
Contact Us and we’ll start
planning your tour today
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“This has been the best international tour we have taken in our brief 15 year history. Everything was so well planned; arrangements were carried out without a hitch; venues were great; our courier was wonderful. My job as tour director has never been so easy and so rewarding."
Marcie Fosse
Tour Director
Seattle Children's Chorus
“The tour was remarkably
well-planned across the board. My compliments to
everyone involved. Although Miami U has used ACFEA
for many tours, this was my first trip with ACFEA
and I will definitely be inquiring about future tours.
Thank you all very much for helping us create a great
experience!”
Ethan Sperry
Director
Miami University Choir
“A highly successful tour in all respects - our best ever. Let's do it again! ”
Charles Moore
Executive Director
Greater Dallas
Youth Orchestra
“We were all very satisfied with this tour. Every aspect was well done and your staff was first rate. What a thrill it was to sing for large, appreciative audiences in just the right size venues. Especially meaningful was singing Dvorák in Czech for Czech audiences. What a great idea to book concerts outside the big cities! I could go on and on. Great job, ACFEA! ”
Barry Torres
Director
Laurentain Singers
“Thank you for the flawless
execution of a very challenging trip. Taking any
musical organization to Russia – let alone
a group of 130 openly gay men – must be a
daunting task. All of the complexities of this
life-changing tour were handled in such a way that
we were able to enjoy our experience without a
moment's worry. What impressed me most was that
you never promised what you didn't firmly believe
you could deliver, and you delivered everything
you promised (and much, much more).”
Steven Neiffer
Tour Chairman
Gay Men’s Chorus of Los Angeles
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