It’s spring! Exciting news on the Hill includes announcements that the U.S. Capitol has finally reopened to the public for limited group tours, the White House will resume tours at the end of this week, and the Library of Congress is open to visitors again.
If you’re the tour coordinator for your office, the two-year hiatus for federal site tours may have left you a little rusty on how to manage tour requests. Here are four ideas about how you can use intertrac to manage those tour requests and make your constituents’ visits to Washington memorable.
1. collect details about your constituents’ visits
intertrac Tours are typically configured to collect tour requests submitted over your website and automatically route them directly to you. Should you have to take a tour request over the phone or by email, open the intertrac Tour form and record the contact details, visit information, and request:
- The contact for the group
- Which tour they want (ex. The U.S. Capitol, the White House, the Library of Congress, etc.)
- Requested dates and times
- The group name and the number of persons in the group
- Also, be sure to ask about any special needs
2. keep tabs on open requests
Once the information is in intertrac, use the status and views to review open requests and track which requests you have already fulfilled. Any follow-up calls or correspondence can also be tracked within the tour request by associating the call or correspondence to the tour or contact record.
3. track multiple tours
When a constituent requests several tours during their stay, you can select multiple tours in the same form or create a separate request to track each tour. Our recommendation would be to create a separate tour request form for each tour because this allows you to track each tour on the Tour Calendar and as you are able to fulfill the ticket request.
4. use the tour calendar
Your Tour Calendar is like any other intertrac calendar — just double-click a date on the calendar to open a new tour request form. You’ll only have to enter contact information for the constituent in the first tour request because intertrac will save the data in the constituent record, so that you can quickly associate any subsequent requests to the contact.