Whether you are running an eco-trip, daily hikes, a week-long active travel program, or leading a bus trip, participants like knowing what to expect. Providing them with good information -throughout the day at key times- can help you, and the travelers, focus on the rest of the trip. Here are some hard-learned tips.
I plan my updates the evening before, it’s often about 9 pm when I have returned to my room and can prepare my materials and what I need to be successful that next day. This includes updating the schedule to include recent updates, planning around unexpected changes, and mapping this out so the people I am responsible for can have a safe and enjoyable time. I usually write it out on lined paper, or waterproof paper for taking into the field, though an iPad or similar could be used for more in-city programs.
The daily updates look something like this:
Breakfast Announcements: (What to Expect That Day)
- A quick overview of the day.
- Specific information about the day (or outdoor activity or sightseeing walk). This includes the schedule, the weather, and what to expect. I also include any information about water, snacks, and what they can leave on the bus/shuttle, etc.
- I pass out any maps and remind them to review the additional trip information at a side table when they finished their breakfast. At the table are additional maps, brochures, natural history books, etc. There might even be a full trail description on foam boards or large paper that can be easily folded and moved.
- Briefly go over equipment and I make sure everyone has the needed gear they need.
- I mention how and when lunches are going to work (if lunch is boxed at they carry, or at a local cafe, etc).
- A point is made about the buildings we will visit, such as visitor centers, and I let them know if real bathrooms will be available or if this is something more basic.
- I end the announcements by letting them know that I’ll give another update at lunch or when a specific activity ends.
- Ask if there are any questions.
Lunch or Early Afternoon Update (What to Expect Later in the Afternoon)
- At this point, the day is about half over and I’ve had an opportunity to observe people. I watch to see if anyone is tired, or maybe needs to sit something out, if I notice this I try to speak with them in private before I give the group any updates.
- During this short update, I mention what the next activity is and when we should be returning.
Pre-Dinner Update (What to Expect That Evening)
- It’s late in the afternoon and people have usually finished up their hike or activity and are tired. I say I’ll be making an announcement about dinner ten minutes before we are back at the hotel.
- If they need to rest and recharge on the shuttle, I let them rest.
- When I make my update, I remind them about attire (casual, more dress-up attire, etc), and remind them if they pre-ordered any meals earlier in the week (and I pass around a list to remind them) or say if this is off the menu, etc.
- If the dinner is on their own I let them know about local restaurants either via a list or better yet with a hand-made map that I researched and made for them. I also announce that I will be dining at a certain restaurant, and those who wish to join me are welcome.
- I try to end on an upbeat note involving dessert, then the time we should be returning to the hotel where I will give another update.
Post-Dinner Update (What to Expect the Next Day):
- After dinner, everyone has a full tummy and hopefully is relaxed. Because of this, I keep what they have to remember to 3 items:
- I give a basic overview of the day’s schedule,
- Mention the weather and what is good to wear or pack.
- Where and when I will see them next
- The process repeats: it’s often about 9 pm when I’m able to return to my room, prepare my materials for the next day, and organize what I need to be successful.
I’m always informing my travelers about what to expect throughout the day at key times. At the end of the day when I return to my room, I plan out the next day based on any recent changes, and the whole process repeats. I find I can use about 90% of the same materials on future trips, but it’s that 10% where new problems often hide, so I always have to review the schedule, make tweaks, and map things out for those on my trip.