Participants – invitation

1
Journalists from daily press/magazines should not be invited on the same trip as television teams as their ways of working are different and often would require separate programmes.

2
Size of group – between 6 and 12 participants.

3
Do not invite too many freelance journalists on the same tour as they very often work for the same newspapers/magazines and too much “competition” could be counter-productive.

4
Invitations to married couplesare suspicious and may create the impression that the study tour is more of a vacation trip and may be frowned upon by other participants. Exception: Partners or man and wife who both are journalists and work for different media.

5
Always make clear what the aim or purpose of the trip is and if the tour has a special focus.

6
The invitation should always be made in writing and mailed as early as possible, preferably eight weeks in advance.

7
Always stress that it is a working trip. The expression “Spare time” should be avoided and instead specified as “Time for own research.”

Length of trip

8
For destinations within Europe, short trips lasting not more than a week are long enough. Long-haul destinations with time-consuming journeys there and back, may require up to ten days – longer only in exceptional cases.

Programme

9
The participants should receive the programme well in advance with details as means of transportation, arrival and departure points, time of departure and arrival as well as phone, e-mail and fax numbers to the hotel(s) where they are staying. Important items to be included on the programme are: lists of hosts, names of participants and advance information about the destination. For post-tour information and queries: name, phone, fax and e-mail to the organizers.

During the trip

10
Go through the programme with the participants on the first day of the trip. Distribute a press file with a map of the destination/route.

11
The selection of items on the programme should follow a journalistic set of values. No exaggerated special treatment. Instead, try to give an insight into the real day-to-day life of a tourist.

12
Serious journalists do not always expect luxury accommodation at the destination, but want to visit tourist hotels of all categories.

13
Hotel walk-abouts only in exceptional cases (for example if it is the hotel where the group is staying). Journalists are not travel agency staff but instead require information about the touristic possibilities, not about individual hotels.

14
Make clear in advance how far the hospitability is extended – for instance who pays for the transport to the meeting place and the tip in the hotel bar.

15
Departure from the hotel at 09.00 a.m. at the earliest – if not otherwise agreed with group.

16
Not a too arduous programme, set time aside for individual interviews, research and photo sessions.

17
Give the participants the possibility to skip an occasional item in the programme for own research and possible change of clothes.

18
No hour-long lunches lasting till late afternoon, because this time of the day (especially for photographers) is the best for working. Instead, make it a light lunch. In the evening, there is more time for eating and entertainment.

19
Always allow enough time for a shower and change of clothes between day’s programme and dinner. One official dinner together with local representantives is enough. When dining at another venue, make sure those who need to rest have the possibility to return to the hotel.

20
Always book the participants in single rooms (exceptions only during especially difficult circumstances).

21
A couple of hours or a full day for own research offers every journalist the possibility of writing a story with more colour.

22
If the journalist so wishes, written information should be mailed direct to his or her home address.

23
At the end of a tour, there should be concluding talks to allow opportunity to explain or clarify possible outstanding questions.

24
Preferably no gifts. But if so, please choose gifts typical of the destination or part of the country visited. Big or expensive gifts aimed at getting the journalist in a good mood are often counter-productive. Think of transportation problems (size, weight and fragility).