Organizing private shore excursions with cc members

[goinginsane]

I am currently actively participating in a roll call for an upcoming cruise, i am using an alias for this post, since I don't want my fellow cruises to get the wrong impression.

 

As my user name would suggest I'm going insane. I have travelled extensively, both solo and with someone. I have cruised before, but I am about to make my first solo cruise, which is why I'm so involved in the roll call and I would like to arrange some small groups for shore excursions.

 

I need some advise from fellow cc members. How do I protect myself financially when arranging a shore excursion with cc members? Some companies want my cc information when I book, but I won't have a chance to collect funds from cc memebers until we meet for the excursion.

 

How do I know cc members will not abandon me, and leave me to find others for the same excursion?

 

What information should I get from the CC members once I get tour operators booked?

 

One more thing, one excursion that I have been discussing with my fellow ship mate, has a limited number of places. I have participants for the maximum number of places a tour operator can provide. Yesterday, a group of 4 posted on the roll call,saying they'd like to join. I simply can't accomodate them because of the vehicle in use for the excursion. What should I do, I think it's only fair to take requests on a first come first served basis. How do I tell this party of four, there's no space for them. had made the number of spaces very clear from the begining, and these people have either ignored me, or haven't read the entire thread, and posted that they want to join.

 

Sorry if these sound like stupid questions, this is my first (AND LAST) time trying to do this.

 

HELP, CC members, HELP. I'm going insane!

 

Thanks in advance.

[LHT28]

I need some advise from fellow cc members. How do I protect myself financially when arranging a shore excursion with cc members? Some companies want my cc information when I book, but I won't have a chance to collect funds from cc memebers until we meet for the excursion.

 

Book with tour guide that will accept payment at the end of your tour that way you can all pay separately

 

What information should I get from the CC members once I get tour operators booked?

ask them to email you off CC with their real name & cabin numbers so you can contact them once on board to arrange a meeting time & place for the tour

 

One more thing, one excursion that I have been discussing with my fellow ship mate, has a limited number of places. I have participants for the maximum number of places a tour operator can provide. Yesterday, a group of 4 posted on the roll call,saying they'd like to join. I simply can't accomodate them because of the vehicle in use for the excursion.

Tell them to contact the tour guide and maybe they will get another tour with them

we did this in Costa Rica ...my tour was booked and people wanted to come ...they contacted the guide & were able to get another van for their group

[*Luv2Cruz*]

We did some excursions with our last roll call. Luckily, most of them did not require a deposit. For those excursion that do require a deposit, I suggest you have them contact the vendor directly and make their own deposit!;) Good luck and enjoy your cruise!

[Jade13]

Hi, I have put together private excursions many times and thankfully everyone has always shown up. You do take all the risk. Three things, (1) first, never use a tour operator who requires money paid upfront but will take cash, usually at the end of the tour. Taking a credit card hold is understandably although most do not require even that in Europe. (2) Second, Make sure their cancellation policy is to not charge you if the ship does not dock in that port. That is a common policy. (3) Third, use a yahoo or other e-mail address that you can post and have those who plan to join you contact you by e-mail so you have more info about them such as their real name where they are from. It is always a gamble but I have not read of any problems on this bb.

 

When you contact your fellow travelers kindly ask that they have the exact amount ready so as to make it easier for you.

[silentbob007]

As someone who tried to get a group of about 30 organized, it is definitely a challenge. Real names and contact info is a start. Also try to get room numbers so that you can call them onboard in case of any change or to remind them where you are meeting.

 

As for paying upfront, I'm not sure I would do that ... if this is a requirement, have them make their own payment arrangements with the vendor as someone else suggested. My general rule of thumb is that people get "flakey" when they are on vacation, and I don't wish to be responsible for anyone else but me or my party.

 

As for the tour being full, just tell the new people that they are too late. If it's a space issue, I don't see how people can be upset about that.

[paul929207]

I have been on a number of private tours organized via CC roll call. In each case, the tour provider did NOT require any upfront money.

 

As to people wanting to sign up after the tour is full, just tell them that and tell them you will put them on the waitlist. If someone cancels, you will contact them to be added. If there are enough waitlisted, perhaps someone from the waitlist would want to contact the tour operator and see if a second vehicle is available for a second group.

[spongerob]

I know what you are going through. Still, organizing private tours can be very rewarding and most of my experiences have been positive. In the case where an operator requires a deposit, the best thing to do is have your fellow participants submit individual deposits. I would not suggest putting yourself at financial risk...I (and one other very nice couple) had to make up a shortfall once when there was a disagreement on what the cost of the tour was supposed to be. Make sure you have a copy of all your correspondence with members of the group, and with the operator, in case you run into this.

 

When the tour is full, it's full, unless the operator can provide a larger vehicle. Generally I find that the fewer participants, the better. It can be challenging, but it can also be a lot fun to do your own tours. All of the operators I have worked with have been great, by the way.

 

A cell phone that will work in the places you expect to travel is also handy. You can't always rely on e-mail to and from the ship.

[Lois R]

Hi:) sounds like you offered your services but are a bit worried now...:(

I would tell the folks who are touring with you that you need

the $$$ upfront....that the tour operators are wanting to be

paid up front.

If your cruisemates don't want to do that then I certaintly would

not front them the $ (unless you are already friends?) and you

know they will pay you back.

Most folks know how all this stuff works...unless they are brand

new cruisers.

As for the folks who want to go but there is no space left...you

can be thoughtful and tell them the facts....that the spaces

are up but they could get in touch with that company themselves.

 

As for the upfront payments, there are some companies

that allow you to pay after its done.

Just depends on the company.

 

Sorry you are having problems with all of this...hope everything

works out.

 

Oh I was re-reading your questions.....

abandon you? If someone has paid for the excursion they will surely go on it.

 

What information for the tour operators? You need to ask the operator what information

they require but they usually need to know how many in your party and which ship you

are on and when it arrives. And if they offer more than one type of tour which one.

[ldog]

I've booked a number of groups through our various roll calls. If a credit card is needed to hold a place in a tour each couple or single supplies their own.

 

Another thought is to spread the arranging around in the group. This spreads the stress and the responsibility. If you are arranging one port then someone else arranges the next one and so on. You don't have to be the TA for the entire roll call.

[Desert Cruizers]

For our upcoming Hawaii Cruise in Oct, I was able to set it up with the Old Lahaina Luau, to link those of our Roll Call who wished to go, to Our Reserv. ( DH & myself), in which they grouped us at same tables. The individuals made their own Reserv, but told OLL to link to ours.We have #30 going.

[mguy2008]

I went on a Baja cruise this month and purposely did not book any excursions for the San Diego and Catalina Island ports of call. Nothing that the ship offered really caught my eye so my roll call groups was talking and we decided that some of us would rent golf carts on Catalina Island and do our own tour. Eight of us ended up being there, and four could fit into a golf cart. The vendor charged $40 for an hour with another $40 for two hours or just in case you went over you time limit. If you just paid $80 per cart straight up, they would give you a third hour for free. So we each got a three hour golf cart ride for $20 a piece.

 

The longest and cheapest excursion that was close to it was $16 for a one hour walking tour of the Avalon Casino. The best thing was that we went on our own, being able to stop for pictures anywhere we wanted without having to worry about the tour.

 

My point is that everyone should do research before doing major tour reservations. See how much it is to do things yourself, and where you can find the best deals. I had great fun for less than $7 per hour.