Tour Notes for most planned activities will be available on the Staff Drive, however you must make sure the details are correct to the specific trip planned on that day (accounting for travel changes, public events etc.), so there may be times you need to create or amend a sheet. 

Each Tour Notes must contain the following information:

Title: Wording matching the timetable 

Gathering Time: Time and place for students to meet (Format: 0730 – Room 4)  

Departure Time: ~15 Minutes after the gathering time (group size dependant)  

Tour Guide: The first name of the guide and their phone number

Emergency Phone number: held by the Language in Action manager on duty at the centre.

Summary:  a short summary of the plan and trip highlights

Details: a detailed walkthrough of the plan including times and travel details. Details should include screenshots of notable google map directions (sometimes all directions), as well as any other information they may require (train timetables, photos of entrances etc). You should clearly outline when students will get free-roam time, how long it lasts and where they split and meet. It is also important to consider the location of gathering points and how long it may take to gather larger groups. 

Provisions for an alternative route or situations should be noted here.  

Information: facts, trivia, and any other information about the destination that might help the activity leader provide some sort of guided tour and increase engagement within the group. This could also include quizzes for long journeys, worksheets for museum visits and more. 

You can see a sample set of notes here

Tour Notes should be digital as they will contain live links to Google Maps, venue websites and more. Paper versions can be printed from the staff drive if required. Please make sure that tour guides download the documents onto their phone in the event that they have no service on their phone (tube rides etc). 

If you feel the tour can be enhanced in any way, you are encouraged to amend the tour notes. If you do this, make sure to clear it with the Programme Manager, as agency agreements and risk assessments need to be met. No changes to the routes should be made after the group leader meeting unless essential and communicated fully.