Friends, I greet you! Today I’ll tell you how to open a business that is accessible to every novice entrepreneur, namely, how to become a travel agent from scratch.
This business is suitable for those who like to travel on their own. By doing tourism business, you will relax in different countries at the expense of your company.
The niche, I believe, is very relevant in our time. For a long time It was difficult to go abroad on vacation and now people are having a blast. Many vacation two or three times a year.
You won’t have to buy or sell anything, or force unnecessary dietary supplements or other products on people. You simply arrange tours, help people choose a vacation spot according to their budget and needs.
First, choose a travel agency through which you will start working. Agencies such as “Tez Tour”, “Pegasus”, “Biblio” sell their franchises, but when working with them you must sell only their tours and the franchise itself is paid.
I suggest becoming a good travel agent through the operator " Ross Tour" They don’t need to pay for a franchise, and if you set up your advertising well, you will beat all your competitors.
Your expenses for initial stage will be for the purchase of a computer, printer, or you can use what you already have. Next you will need to pay for office rent and internet. I don’t recommend opening a travel agency at home; it’s better to receive tourists in the office and communicate with them personally.
I'll have to buy it office furniture, namely a table and chairs, a sofa for clients who are waiting in line. Order a sign from any advertising agency and advertise.
The most important thing is correctly configured advertising, only through it will your first clients come to you. Then they will come based on recommendations, if people like the way you communicate with them and how promptly you serve them.
How to become a travel agent is now clear. Let's figure out now how the whole workflow happens.
For example, a person is looking for a three-day trip to Bulgaria so that there is a first line, sand beach and a swimming pool. You go to the site tophotels.ru and it gives different variants tours
After that, go to the website ecenter.travel and look at the price of such tours, show them to the client, and he already chooses what suits him and goes on vacation, and you receive your interest from the tour operator.
Your travel agency will bring in good money provided it has a convenient office location and good advertising.
During the season from May to September, it is possible to earn a million rubles in net profit. And even go on vacation yourself to those resorts to which you sell tours.
What will your share of the profits consist of? For example, you sold a trip for 130 thousand rubles for 11 days. You get an average of 10% from it, it depends on the operator your clients will fly with. So you received 13 thousand rubles from just one client. And we have already paid off the office rent and all related expenses.
Your next sale was a trip to Egypt for 15 people for 900 thousand rubles and you received 90 thousand in profit. And so on, in general business profitable and simple, it’s good that you became interested in how to become a travel agent from scratch, you’ve come to just the place and time when you can get rich.
You can promote your company through Yandex.Direct, advertising in Vk group, will go very well on Instagram, where you will post videos and photos from resorts, as well as reviews from your clients.
You can promote the vk group first through this service, then tourists will be added themselves. The main thing is to constantly engage in and live this business. If you are interested in yourself and approach your agency with all your heart, then everything will work out.
* The calculations use average data for Russia
A fragment of the book by Yulia and Georgy Mokhov “Travel Agency: where to start, how to succeed” by the publishing house “Peter. Published with permission from the publisher
Do I have enough money to open a travel agency? Should I risk my last savings or not? How long will it take for investments in the tourism business to pay off? How much will I earn? Create your own travel agency or buy a ready-made one? Or join a franchise network? Is it difficult to make a business plan for a travel agency? What are the requirements for a travel agency office? How many employees will you have to hire? Where to look for footage? Which tour operators to work with? Which countries do you sell tours to? Limit yourself to a narrow specialization or sell everything? Should we open air and railway ticket offices immediately or later? How to attract clients? How much to spend on advertising? Do tourists have many complaints? And still…
SHOULD I OPEN A TRAVEL AGENCY OR NOT?!
We will try to dispel all your fears and support your desire to open a travel agency. But we guarantee: everything that is written here is a real reflection of the state of affairs in tourism business, without exaggeration or omission.
Development of a business plan for a travel company.
We offer for your reference a diagram that reflects the main parameters and expense items that can be used when drawing up a business plan travel company(agencies).
1. Travel agency concept
Kind of activity:
- travel agent;
- tour operator;
- mixed activity.
- sale of air and railway tickets;
- transfer services, ordering limousines;
- visa processing;
- insurance;
- preparation of documents for registration of foreign passports;
- services of an individual guide and accompanying person;
- translation services;
- sale of guidebooks;
- sale of related travel products;
- sale of gift certificates;
- booking and ordering tables in restaurants, tickets for events;
- rental of tourist equipment;
- Car rent.
- by type of tourist destination;
- according to the cost of tours;
- by country;
- by type of tourism.
2. Organizational plan
Travel agency office location:
- center;
- outskirts;
- distance from the metro.
- rent;
- own premises;
- other.
- showcase office on the first line;
- in the business center;
- in administrative office building;
- in the mall;
- on the first floor of a residential building.
- two jobs, three five jobs;
- one-room, two-room, three-room, more than three rooms;
- free layout (number of meters).
tables with reception places, chairs for employees, chairs for visitors, bedside tables with keys, rack for catalogues, wardrobe, hangers, hanger rack,
board for information and special offers, sofa for visitors, coffee table, safe, blinds, mirror, dishes (for employees, for receiving visitors), frames for photographs and permits, plants.
Office equipment (cost calculation):
computers, telephones, fax, printers (minimum 2 pieces), scanner, copier, TV, CD and DVD player for showing films about countries and resorts, air conditioning, water cooler, first aid kit, clock, stationery, wall map of the world or globe.
Office design project:
- zoning of space;
- design of the premises according to the concept of the travel company;
- floor plan.
3. Competitive environment
Competitors in selected tourist destinations.
Competitors within the radius:
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- building;
- district;
- cities;
- countries (if necessary).
4. Production plan
Staff:
- staffing;
- formation policy wages;
- training.
Tour sales technology:
- search and booking of tours;
- scheme of interaction with partners;
- processing payment for tours;
- document flow;
- delivery and issuance of documents.
- by season;
- by directions;
- by country;
- by price;
- by target audience.
Travel agency pricing policy.
Features of the tours sold.
Corporate identity development:
- contractor;
- list of required items;
- concept and functions of the site;
- contractor;
- cost and timing of work.
- signboard;
- pillar;
- signs;
- a sign with operating hours and company details.
- booklet;
- Business Cards;
- letterheads.
- budget size for 3 months, 6 months, 12 months;
- advertising media.
6. Legal aspects of opening a travel company
Legal form of a legal entity.
Tax system.
Drawing up a lease agreement.
Required permits depending on the type of tourism activity.
Trademark registration.
Purchase and registration of cash register equipment (if necessary).
Ordering strict reporting forms “Tourist voucher”.
Maintaining accounting(independently, with the assistance of an accountant, consulting company).
Legal support of activities
7. Financial plan
Sources of funds.
Amount and duration of investment.
Initial expenses plan.
Fixed expenses plan.
Income plan.
Payback plan.
8. Conclusion
Long-term development plan.
9.Applications
Approximate costs for creating a travel agency in Moscow,
one-time:
Registration of a legal entity and preparation of necessary permits for travel agency activities: 20,000–25,000
Furniture and office preparation for sales: 50,000–100,000
Office equipment and communications 100,000–150,000
Development of corporate identity 15,000–25,000
Website development and registration 20,000–45,000
Trademark registration 50,000-100,000
Employee training 5,000–30,000
Additional possible costs
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- Purchase of a ready-made tourism business, payment legal services for transaction support
- Payment for premises selection services
- Payment for recruitment services
- Payment for connection services
- Internet and additional telephone lines
- Payment for services of a consulting company
The cost of tours even in the same hotel category is different, and the choice of tourists does not always fall on the 3* level of accommodation. Therefore, in order to make an income plan, it is necessary to analyze season prices for selected destinations with data from 3*, 4*, 5* hotels and compare them with the expected amount of income
Approximate plan of monthly expenses of a travel company in Moscow (rub.)
Office and infrastructure
Wage
Rent of premises 25 m2 - 50,000
Communication services 3000
Internet 5000
Water (cooler) 500
Stationery 2500
Other administrative expenses 6000 Staff salaries
Advertising budget
- Director 35,000 +%
- Manager 19,000 +%
- Manager 16,000 +%
- Secretary-manager 12,000 +%
- Courier 16,000
- Accountant (outsourcing) 10,000
- Cleaning lady 3000
Unforeseen expenses RUB 10,000.
- Legal subscription service RUB 7,000. months
- Payment for the online booking and tour search system is 1200 rubles/month.
- Refilling cartridges 400 rub./month.
Total 241,500 rub. + percentage of salary
Selecting the status of a travel company. Tour operator or travel agent?
After the abolition of licensing for tour operator and travel agency activities in 2007, a mandatory state procedure was established only for tour operator activities. Anyone can engage in travel agency activity entity or individual entrepreneur. The only thing that determines the status of a travel agent today is the existence of an agreement with the tour operator, according to which the travel agent, on behalf of and at the expense of the tour operator, sells the tourism product generated by the tour operator. At the same time, the travel agent is obliged to comply with a number of requirements established by law, which we will discuss below.
But first of all, it is necessary to find out why it is so important to understand the difference between travel agency activities and tour operators and take the necessary legal actions in a timely manner. The fact is that the law establishes a mandatory requirement - all tour operators registered in the territory Russian Federation, are required to have financial security. Financial security is a guarantee of the tour operator in case of non-fulfillment or improper execution contracts for the sale of a tour product, insurance of its civil liability to consumer tourists.
From funds financial security injured tourists are compensated for the actual damage they suffered, for example, the cost of the tour if it did not take place, or the difference in cost if the vacation time was reduced. Financial support is provided Insurance Company or banker. The law establishes the minimum amount for which an insurance contract or a bank guarantee contract must be concluded; today it is 10,000,000 rubles. for international tourism (entry and exit) and 500,000 rubles. for domestic tourism.
The cost of servicing financial security averages 1–1.5% per year of the amount of security.
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For example, from minimum size financial support for international tourism in the amount of 10,000,000 rubles. the cost of insurance compensation will be 100,000–150,000 rubles. This is the amount that will need to be paid annually to the insurance company for the tour operator’s civil liability insurance contract.
The contractual scheme of a travel agent’s work when selling tours looks something like this:
- the tour operator enters into an agency (commission) agreement with the travel agent, according to which the agent is instructed to implement (sell) tours generated by the tour operator for a fee;
- a travel agent attracts a client (tourist) and enters into an agreement with him on the sale of a tourism product, receives the documents necessary to register the tour;
- the travel agent sends a request to the tour operator to book specific travel services for the client (tourist), indicating the dates, number and details of tourists, hotel, level of transportation, excursions and other components of the tour;
- the tour operator confirms the travel agent’s request and issues an invoice for payment;
- the travel agent provides the tour operator with the documents (or information) necessary to process the tour (for example, for a visa);
- The travel agent accepts the final payment from the tourist (if paying in cash, he issues cash receipt or strict reporting form);
- the travel agent makes payment to the tour operator minus the remuneration due to him (by bank transfer or in cash to the tour operator's cash desk);
- the tour operator issues the travel agent with tour documents necessary for the tourist to travel;
- the travel agent issues the tourist documents for the tour and all necessary information tourist;
- the travel agent reports to the tour operator - sends the agent’s report (act) indicating the amount of the tour sale and the amount of remuneration;
- the tour operator signs the agent's report and issues an invoice for the services provided under the agency agreement.
But it should be taken into account that the presented diagram reflects only perfect option document flow.
In practice, a travel agent may face various surprises; firstly, the tour operator may refuse to enter into an agency agreement with you and will offer a purchase and sale agreement, as a result your legal status will change, it will be necessary to adapt accounting and document flow;
secondly, when making a payment under a tour operator agreement, you suddenly discover that the invoice has been issued for payment to
another company or, making payment through the tour operator’s cash desk, you will be given a receipt cash order to physical
a person with a “paid” stamp without the organization’s seal.
Travel company staff
The optimal staff for a small travel company looks something like this:
- ¦ leader;
- ¦ manager1;
- ¦ manager2;
- ¦ secretary with an expanded range of responsibilities;
- ¦ courier;
- ¦ accountant and cashier;
- ¦ cleaning lady.
Director.
The head of a travel company is a key figure and resolves a large number of issues, both economic and strategic, but in addition to him, it is advisable to have at least two sales managers.
The manager can also be the chief accountant, cashier, sign documents and register the receipt of funds.
If the head of a travel agency is a hired employee, he must have at least two years of work experience; this is the minimum time during which a specialist can go through all the “seasons” of a travel agency’s work - high, low, “dead” - and learn how to manage a company. If the head - founder of a travel agency has no experience in tourism, this is not a tragedy. It is necessary to invite managers with work experience and, together with them, develop the strategy, assortment, and advertising policy of the company.
Travel company manager.
His responsibilities include: negotiating with clients and partners by phone and in the office, arranging tours with tourists, booking tours and processing documents with tour operators, monitoring the fulfillment of orders, price changes, requirements for documents provided, terms of cooperation, special offers.
A universal manager must maintain and improve his skills (master classes, seminars, promotional tours), work at exhibitions and workshops. Requirements for managers: higher education, experience in tourism, no bad habits, presentable appearance, competent Russian speech, sociability, initiative, ability to decide conflict situations, responsibility.
A manager without work experience should at least strive to work in tourism and have a specialized secondary or higher (incomplete higher) education, since this significantly affects the general level of culture. On
teaching someone who strives for knowledge is a rewarding task, but find out long-term plans this candidate to
the invested effort and money were not wasted - perhaps he will use the knowledge gained in another travel agency.
Travel agency secretary
receives incoming calls, distributes them according to the specialization of managers, answers questions general(“How can I get to you?”, “What time do you work until?”), ensures timely ordering of necessary office supplies, household goods, monitors the courier’s work schedule, carries out instructions from the manager, receives visitors and guests of the office. You must understand that sometimes it is very difficult to do without the help of a secretary, especially in the high season - in the summer, when the phone is ringing at the same time and the client is sitting in the chair.
Secretaries are also tasked with filling out questionnaires, recording and registering incoming and outgoing mail, and responding to corporate emails, ICQ, and Skype.
As a rule, a secretary is hired after several months of starting a travel company, when the phone is constantly ringing and clients demanding attention come to the office.
Courier
A very important and responsible position. With the strength (legs) of this person, money, passports, documents must get to the tour operator. Therefore, when choosing a candidate for this position, be guided by a simple rule: the person must be checked in all possible ways - call the previous place of work, confirm the correspondence of the place of registration and place of residence, call home phone and communicate with relatives and ask for recommendations. These measures are not unnecessary. The problems that may arise due to the actions of the courier are, without exaggeration, catastrophic - loss of foreign passports and documents, theft of funds that the courier transports daily. The best option is a relative or acquaintance, but, unfortunately, such candidates are not always found.
Accountant-cashier,
undoubtedly, necessary specialist, but the cost of its services is too high for a small travel agency (in Moscow from 30,000 rubles). Therefore, most travel agencies use the services of law firms or an external accountant. Such a personnel solution allows you to reduce accounting costs by at least three times.
Remuneration and bonus schemes in the tourism business
In the tourism business there is a general trend towards increasing wages. This is due to the existing personnel “hunger”. Specialists with experience move to another company, where they offer a slightly higher salary for the same full-time position, and this can happen every six months.
Options for calculating salaries for a tourism manager
The tour is considered sold when 100% payment is made.
1. Interest-free system: salary 22,000–30,000 rub.
2. Salary + interest:
Salary 10,000–15,000 rub. + 10% of tours sold by the manager.
Salary 15,000 + 10% after the implementation of tours for more than 150,000 rubles.
Salary 15,000 + 10% of revenue from sold tours, divided among all managers.
Salary 18,000–20,000 rub. + 5% of tours sold by the manager.
Salary 18,000–20,000 rub. + 10% of all tours sold, divided between all managers.
3. Planned system: fixed salary is paid when the plan is fulfilled; for example, from 50,000 rub. (this refers to the company's income, not the total cost of the tours). If the plan is exceeded by more than 50,000 rubles. + 10%, more than 100,000 rub. + 15%, over 250,000 + 20%.
During the low season (January, February, May, June) the plan is 50%. In this case, the previous fixed salary is paid.
If the plan is not met, with the exception of the low season, there is a system of fines:
- ¦ the first month - no penalties, an analysis of the reasons associated with the decrease in sales is required;
- ¦ second month and beyond: 40,000–49,000 rubles. – 10% is withheld from the fixed payment (30,000–39,000 rubles – 20%; 20,000–29,000 rubles – 30%).
In the first months after the opening of a travel agency office, a planned payroll system, as a rule, is not used.
Options for calculating wages for a travel company courier
1. Salary 12,000–15,000 rubles, payment for a travel ticket, mobile phone, working hours: Monday-Friday.
2. Salary 15,000–20,000 rubles, payment for a travel ticket, mobile phone, working hours: Monday - Saturday.
During the high season and increased sales volumes, it is customary to give couriers a bonus of 20–30% of their salary. The courier is an important employee of the travel agency, so it is better to pay extra on time, issue bonuses and work calmly.
On the market you can find offers from courier companies that deliver documents anywhere
cities, they enter into a formal agreement and bear full financial responsibility for cash and documents in the parcel.
Options for calculating the salary of a director of a travel company
1. Salary from 40,000 rubles.
2. Salary 18,000–20,000 rub. + 1–5% of monthly income
agency after deducting expenses.
3. 12,000–15,000 rub. + 5–10% of monthly income after deducting expenses.
This was just a small fragment of the book by Yulia and Georgy Mokhov, “Travel Agency: Where to Start, How to Succeed,” published by Peter Publishing House.
In the guide itself you will find detailed advice on choosing a tour operator, organizing document flow, taxation, recommendations for promotion, working with the client base and many valuable links to specialized Internet resources for tourism industry practitioners.
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Calculator for calculating the profitability of this business
According to statistics, several thousand new travel agencies are opened in Russia every year. This type of business has one of the lowest entry barriers, that is, opening a travel agency from scratch requires very little investment. That's why this type business is quite attractive for beginners.
However, not everything is so smooth. The same statistics claim that almost 100% of newly opened travel agencies close in the first three years, and more than half operate only for one season. And only a few gain a foothold in the tourism services market. What is the reason for these unpleasant statistics and how can a novice businessman avoid joining the ranks of losers? Let's figure it out.
The disappointing results are largely due to the seeming ease of this type of activity, which attracts people who are very far from business and have a very vague understanding of tourism activities in general, business planning and payback. Such entrepreneurs often do not have any, even the simplest financial plan and have no idea how exactly they will attract customers.
Meanwhile, the tourism sector is one of the most dynamic, it is very susceptible to the most various factors– from weather to politics. You need to be constantly aware latest events, respond quickly to changes, be mobile and flexible, and always have a “back-up option.”
Types of travel agencies
First, let's figure out what a travel agency is from a legal point of view. The basic law defining all activities of organizations specializing in tourism is Federal Law “On the Fundamentals of Tourism Activities in the Russian Federation.” Here a clear concept of travel agency activity is given, which consists of promoting and selling a tourist product. That is, a travel agent can only sell a ready-made tourism product created by a tour operator. A tourism product is understood as a complex consisting of several services sold to the end user for a common price.
Based on the provisions of the law, a travel agency can not only sell so-called “package” tours created by a tour operator on the mass tourism market, but also provide tourists with additional services for an additional cost. For example, to such additional services
may include ordering air and train tickets, hotel reservations, selling concert tickets, etc. But organizing a trip to the theater, which in addition to tickets also includes delivery by bus, strictly speaking, is already a complex tourism product, for the creation of which you need to become a tour operator with all the ensuing consequences in the form of financial guarantees, inclusion in the register of tour operators, etc.
Often travel agencies get around such restrictions by concluding an agreement with the tourist for each service separately or, for example, by receiving a commission from a transport company. Which, in turn, enters into an agreement to organize the trip. However, such an organization of activities is unlikely to be recognized as legal in the event of a trial, and therefore is very risky.
Actually, a travel agency, at the very beginning of its activities, can choose one of two development paths - to remain independent or to join any network of travel agencies. Each of them has advantages and disadvantages. An independent travel agency does not owe anything to anyone,
more free in his choice of partners, can choose the location and design of the office. But at the same time, be prepared that your commission will be minimal (at least until you ensure a large sales volume for each tour operator). You will also deal with your problems yourself. Those who want to join the existing network will still have to make a choice which network to prefer.(1001 tours, Last Minute Travel Shop, etc.). Each network has its own requirements and conditions, which should be carefully studied. In addition, there is often a mandatory initiation and/or annual fee. For this, you will have an increased commission from many tour operators, legal support (very conditional, of course), in case of problems, as well as a recognizable brand, which increases confidence in beginners.
You can also open a travel agency under the franchise of a tour operator. Coral, Intourist, Sputnik, etc. have their own networks, but here the requirements for a travel agency are even stricter; they often require a fairly large volume of sales of tours from a given tour operator or a guarantee of such sales. All networks impose certain restrictions on their participants in choosing partners, which may even be a good thing for beginners, especially in light of the increasing frequency of bankruptcies. At least many network agencies receive information about financial difficulties tour operators are among the first.
The video also talks about creating your own company.
Registration of business from a legal point of view
You can engage in travel agency activities as commercial organization(LLC, CJSC, etc.), and an individual entrepreneur. There are no obstacles in the form of licenses, permits, etc. That is, to open a travel agency it is enough to go through state registration as a legal entity or individual entrepreneur and indicate OKVED 63.30, which is the most general and reflects the main aspects of travel agency activity, and also makes it possible to provide information and excursion services, book hotels and provide transport.
Next, in order to sell a tourism product, you will have to contact each of the tour operators you are interested in enter into an agency agreement. It is better to first make a list of the main tour operators working in the areas of interest and find out the terms of concluding an agreement with new agencies on the website or by phone.
Many tour operators now allow you to send scans to access booking systems necessary documents and a signed contract, and either send the original by mail or bring it in person only when booking or even paying for the first tour.
If you are planning to open in the spring or autumn, then it is convenient to conclude contracts at large tourism exhibitions, which are held twice a year in Moscow. At the same time, stock up on promotional materials for the upcoming season!
After concluding an agreement with a tour operator, you can start working.
Room
There are no uniform rules here. You can be guided by the following principle. If you have enough money, then it is better to choose a premises either in a public place, for example, near public transport stops or on crowded streets with its own entrance, or in large shopping centers. Such premises cost a lot, but you will see your first clients right on the opening day.
If your starting capital is limited or it is borrowed funds, then the premises can be chosen much more modestly. The main requirement, meanwhile, remains in force - the premises must have easy access, no one will look for a travel agency, especially a new one, when there are plenty of them within walking distance.
The room area is calculated based on the estimated number of employees. Each manager must have at least 8 m2.
Next, you should think about the layout of the room. There are some nuances here. Firstly, visitors to a travel agency often come not one at a time, but with whole families. Hence, you should be able to comfortably accommodate 4-5 visitors. A sofa, several armchairs or banquettes, which should be placed close to the manager’s desk, are suitable for this.
It is worth thinking about the appearance of the room. Decor It should be bright and catchy enough to attract attention from the street. You should not make too aggressive color accents, because clients often spend a lot of time in a travel agency, choosing vacation options, so the atmosphere inside should be calm, conducive to confidential communication.
Interesting solutions can be created by styling the premises according to the country that is the priority direction of your business.
Equipment
In addition to the usual computer equipment and communications equipment, for travel agency equipment nothing fancy is required. Here your imagination is limited only by your budget.
Of course, every manager who works with clients must have a desktop with a computer and telephone, as well as a printer. For daily work, a travel agency manager needs only a monochrome laser printer, which, in addition, can be made network-based and provide printing capabilities for several employees at once. The main thing is that access to the printer is convenient for each of them.
It looks very unsightly when managers have to squeeze past clients and other employees to pick up a printed contract. It's even better if it's not a printer, and an MFP, because in a travel agency quite often you have to make copies of documents or scan them to send to partners.
Another nuance that is worth considering when equipping a travel agency is monitors. Since a manager’s working day is spent almost entirely behind a screen, it must be a high-quality, working monitor that is sufficiently big size. In addition, it should be located in such a way that the potential client does not see the information on the screen (there is no need for a tourist to see, for example, the size of the agent’s commission). At the same time, the manager should be able to easily turn the monitor towards the tourist to show, for example, photographs of a hotel or country.
Do you need a fax? Today we can confidently say that the fax has almost ceased to be used!
Cabinets are needed to store documents and promotional materials, of which there will be a lot. Also provide a wardrobe for employees' clothes and a hanger for coats so that visitors can also sit comfortably.
You will definitely need a safe, because even if you do not accept cash, which is difficult, you may need to leave clients' foreign passports for visas, travel forms, etc.
To work with cash you will need a cash register.
Concerning software, then a regular office software package and one specialized program for a travel agency, there are several of them on the market and each has its own advantages. All programs allow you to keep records of clients with their data, which greatly facilitates the manager’s work.
Staff
From a legal point of view, there are no requirements for travel agency personnel. Actually, as a last resort, all personnel can be represented by one individual entrepreneur.
But actually, You must have at least 2 employees, so that they can replace each other in case of vacations, illnesses and trips on promotional tours. In addition, 2 employees will ensure the work of the travel agency in evening hours and weekends, when the flow of customers is usually maximum.
Should employees be required to have special education and work experience? Unfortunately, now special tourism education is very far from the practice of modern tourism, so having it without real work experience will not give the employee any advantages. But work experience, especially if the founder himself does not have one, will not hurt. If the director has work experience and his own idea of what employees should do and how, then The best option would be to recruit employees without experience - they will not have to be retrained.
Do I need to hire an accountant? A small travel agency usually has a very small volume of financial and accounting transactions, so a full-time accountant is usually not needed. A home-based accountant or service from a special company that will ensure the preparation and submission of reports is sufficient.
Promotion
This is where it's hardest for beginners, especially independent travel agencies. It is difficult to convince clients of your reliability and competence.
If you have a limited budget, you need to approach expensive outdoor advertising with caution. One bright sign is enough visible from the street.
Better Distribution of flyers works, especially with discounts. This is an inexpensive advertising method that can bring in several dozen visitors on the same day. Advertising on social networks works well, especially in a small city.
For example, a travel agency negotiates with several cafes. That along with the bill, each visitor will be given a travel agency discount card. And the travel agency, in turn, will provide its clients with a discount to this cafe as a bonus when purchasing a tour.
You need to understand that promoting a travel agency is a rather lengthy process; few people manage to make money in the first season. But even if the summer, for example, turned out to be successful, surviving the “off season” (February-March) is difficult even for “experienced” travel agencies. In general, it is possible to pass the break-even point and begin to make a stable profit only after three to four years.
Profitability
Under profitability, speaking in simple language, refers to the ratio of the profit received to the invested funds. A profitability of 30% means that every ruble invested in turnover came back and brought another 30 kopecks of profit.
How to calculate the profitability of a travel agency? Very simple. Count all the funds you have invested in your business. Then count how much you got. Is the first one bigger than the second? Congratulations, you are at a loss! If you earned more than you spent, then this is success.
In order for the opening of a travel agency from scratch to be successful, you must immediately clearly understand what level of sales you need daily, monthly, annually in order to at least break even. To do this, count all your current expenses, leaving aside for now investments in equipment, furniture, etc. Add up the cost of renting the premises, employee salaries, communal payments, advertising costs. Don't forget to add your salary too.
Now subtract from here the taxes you will need to pay. This is exactly how much you should earn in order not to go broke. Once your sales volume confidently exceeds your expenses, you will begin to recoup your one-time investment. And only after that can we talk about the profit received. Only then will your business become profitable.
Problems faced by travel agencies
The first problem that creates difficulties is pronounced seasonal nature of the business. Usually people actively use the services of travel agencies in summer season and before the New Year holidays. The rest of the time, clients in a travel agency are “worth their weight in gold” and there is a tough fight for them.
Hence the next problem of the tourism business - discounts, often on the verge of dumping. It is not uncommon, especially in the off-season, for discounts of 5-8%, which almost completely “eat up” the already small commission, which is the source of income for the travel agency.
Staff incompetence– another scourge of tourism. So that a travel agency manager does not just sell package tours, but is well versed in different directions, knew the conditions of each country and the hotel base, it is necessary to invest in its development (send to exhibitions, seminars, promotional tours), and the travel agency often does not have free funds for this.
Dishonesty of partners. Tour operator bankruptcies put travel agencies in an unenviable position. After all, they are the ones who often have to deal with angry customers. And even if a trip has taken place, a dissatisfied client often goes to a travel agency, which in no way can influence the quality of the tourist product. Imperfection legislative framework also makes the travel agency business risky.
Do you still want to open a travel agency? It's really most interesting business, not just a business, but a lifestyle! It suits dynamic, risk-taking and active people. The main thing here is not to count on quick super-profits and always be ready to apply “plan B”. We must always look for non-standard approaches, reach new clients, and make maximum use of personal connections and charm. And then you will succeed!
In the video below, Sergei Vatutin, the founder of the 1001 Tour company, shares the secret of his success.
* The calculations use average data for Russia
A fragment of the book by Yulia and Georgy Mokhov “Travel Agency: where to start, how to succeed” by the publishing house “Peter. Published with permission from the publisher
Do I have enough money to open a travel agency? Should I risk my last savings or not? How long will it take for investments in the tourism business to pay off? How much will I earn? Create your own travel agency or buy a ready-made one? Or join a franchise network? Is it difficult to make a business plan for a travel agency? What are the requirements for a travel agency office? How many employees will you have to hire? Where to look for footage? Which tour operators to work with? Which countries do you sell tours to? Limit yourself to a narrow specialization or sell everything? Should we open air and railway ticket offices immediately or later? How to attract clients? How much to spend on advertising? Do tourists have many complaints? And still…
SHOULD I OPEN A TRAVEL AGENCY OR NOT?!
We will try to dispel all your fears and support your desire to open a travel agency. But we guarantee: everything that is written here is a real reflection of the state of affairs in the tourism business, without exaggeration or omission.
Development of a business plan for a travel company.
We offer for your reference a diagram that reflects the main parameters and cost items that can be used when drawing up a business plan for a travel company (agency).
1. Travel agency concept
Kind of activity:
- travel agent;
- tour operator;
- mixed activity.
- sale of air and railway tickets;
- transfer services, ordering limousines;
- visa processing;
- insurance;
- preparation of documents for registration of foreign passports;
- services of an individual guide and accompanying person;
- translation services;
- sale of guidebooks;
- sale of related travel products;
- sale of gift certificates;
- booking and ordering tables in restaurants, tickets for events;
- rental of tourist equipment;
- Car rent.
- by type of tourist destination;
- according to the cost of tours;
- by country;
- by type of tourism.
2. Organizational plan
Travel agency office location:
- center;
- outskirts;
- distance from the metro.
- rent;
- own premises;
- other.
- showcase office on the first line;
- in the business center;
- in the administrative office building;
- in the mall;
- on the first floor of a residential building.
- two jobs, three five jobs;
- one-room, two-room, three-room, more than three rooms;
- free layout (number of meters).
tables with reception places, chairs for employees, chairs for visitors, bedside tables with keys, rack for catalogues, wardrobe, hangers, hanger rack,
a board for information and special offers, a sofa for visitors, a coffee table, a safe, blinds, a mirror, dishes (for employees, for receiving visitors), frames for photographs and permits, plants.
Office equipment (cost calculation):
computers, telephones, fax, printers (minimum 2 pieces), scanner, copier, TV, CD and DVD player for showing films about countries and resorts, air conditioning, water cooler, first aid kit, clock, stationery, wall map of the world or globe.
Office design project:
- zoning of space;
- design of the premises according to the concept of the travel company;
- floor plan.
3. Competitive environment
Competitors in selected tourist destinations.
Competitors within the radius:
Ready ideas for your business
- building;
- district;
- cities;
- countries (if necessary).
4. Production plan
Staff:
- staffing;
- wage formation policy;
- training.
Tour sales technology:
- search and booking of tours;
- scheme of interaction with partners;
- processing payment for tours;
- document flow;
- delivery and issuance of documents.
- by season;
- by directions;
- by country;
- by price;
- by target audience.
Travel agency pricing policy.
Features of the tours sold.
Corporate identity development:
- contractor;
- list of required items;
- concept and functions of the site;
- contractor;
- cost and timing of work.
- signboard;
- pillar;
- signs;
- a sign with operating hours and company details.
- booklet;
- Business Cards;
- letterheads.
- budget size for 3 months, 6 months, 12 months;
- advertising media.
6. Legal aspects of opening a travel company
Legal form of a legal entity.
Tax system.
Drawing up a lease agreement.
Required permits depending on the type of tourism activity.
Trademark registration.
Purchase and registration of cash register equipment (if necessary).
Ordering strict reporting forms “Tourist voucher”.
Maintaining accounting records (independently, with the assistance of an accountant, consulting company).
Legal support of activities
7. Financial plan
Sources of funds.
Amount and duration of investment.
Initial expenses plan.
Fixed expenses plan.
Income plan.
Payback plan.
8. Conclusion
Long-term development plan.
9.Applications
Approximate costs for creating a travel agency in Moscow,
one-time:
Registration of a legal entity and preparation of necessary permits for travel agency activities: 20,000–25,000
Furniture and office preparation for sales: 50,000–100,000
Office equipment and communications 100,000–150,000
Development of corporate identity 15,000–25,000
Website development and registration 20,000–45,000
Trademark registration 50,000-100,000
Employee training 5,000–30,000
Additional possible costs
Ready ideas for your business
- Purchase of a ready-made tourism business, payment of legal services to support the transaction
- Payment for premises selection services
- Payment for recruitment services
- Payment for connection services
- Internet and additional telephone lines
- Payment for services of a consulting company
The cost of tours even in the same hotel category is different, and the choice of tourists does not always fall on the 3* level of accommodation. Therefore, in order to make an income plan, it is necessary to analyze season prices for selected destinations with data from 3*, 4*, 5* hotels and compare them with the expected amount of income
Approximate plan of monthly expenses of a travel company in Moscow (rub.)
Office and infrastructure
Wage
Rent of premises 25 m2 - 50,000
Communication services 3000
Internet 5000
Water (cooler) 500
Stationery 2500
Other administrative expenses 6000 Staff salaries
Advertising budget
- Director 35,000 +%
- Manager 19,000 +%
- Manager 16,000 +%
- Secretary-manager 12,000 +%
- Courier 16,000
- Accountant (outsourcing) 10,000
- Cleaning lady 3000
Unforeseen expenses RUB 10,000.
- Legal subscription service RUB 7,000. months
- Payment for the online booking and tour search system is 1200 rubles/month.
- Refilling cartridges 400 rub./month.
Total 241,500 rub. + percentage of salary
Selecting the status of a travel company. Tour operator or travel agent?
After the abolition of licensing for tour operator and travel agency activities in 2007, a mandatory state procedure was established only for tour operator activities. Any legal entity or individual entrepreneur can engage in travel agency activities. The only thing that determines the status of a travel agent today is the existence of an agreement with the tour operator, according to which the travel agent, on behalf of and at the expense of the tour operator, sells the tourism product generated by the tour operator. At the same time, the travel agent is obliged to comply with a number of requirements established by law, which we will discuss below.
But first of all, it is necessary to find out why it is so important to understand the difference between travel agency activities and tour operators and take the necessary legal actions in a timely manner. The fact is that the law establishes a mandatory requirement - all tour operators registered on the territory of the Russian Federation are required to have financial support. Financial support is a guarantee of the tour operator in case of non-fulfillment or improper fulfillment of the contract for the sale of a tour product, insurance of its civil liability to consumer tourists.
From financial support, injured tourists are compensated for the actual damage they suffered, for example, the cost of the tour if it did not take place, or the difference in cost if the vacation time was shortened. Financial security is provided by an insurance company or banker. The law establishes the minimum amount for which an insurance contract or a bank guarantee contract must be concluded; today it is 10,000,000 rubles. for international tourism (entry and exit) and 500,000 rubles. for domestic tourism.
The cost of servicing financial security averages 1–1.5% per year of the amount of security.
Ready ideas for your business
For example, from the minimum amount of financial support for international tourism of 10,000,000 rubles. the cost of insurance compensation will be 100,000–150,000 rubles. This is the amount that will need to be paid annually to the insurance company for the tour operator’s civil liability insurance contract.
The contractual scheme of a travel agent’s work when selling tours looks something like this:
- the tour operator enters into an agency (commission) agreement with the travel agent, according to which the agent is instructed to implement (sell) tours generated by the tour operator for a fee;
- a travel agent attracts a client (tourist) and enters into an agreement with him on the sale of a tourism product, receives the documents necessary to register the tour;
- the travel agent sends a request to the tour operator to book specific travel services for the client (tourist), indicating the dates, number and details of tourists, hotel, level of transportation, excursions and other components of the tour;
- the tour operator confirms the travel agent’s request and issues an invoice for payment;
- the travel agent provides the tour operator with the documents (or information) necessary to process the tour (for example, for a visa);
- the travel agent accepts the final payment from the tourist (if paying in cash, issues a cash receipt or a strict reporting form);
- the travel agent makes payment to the tour operator minus the remuneration due to him (by bank transfer or in cash to the tour operator's cash desk);
- the tour operator issues the travel agent with tour documents necessary for the tourist to travel;
- the travel agent issues the tourist documents for the tour and all the necessary information to the tourist;
- the travel agent reports to the tour operator - sends the agent’s report (act) indicating the amount of the tour sale and the amount of remuneration;
- the tour operator signs the agent's report and issues an invoice for the services provided under the agency agreement.
But it should be borne in mind that the presented scheme reflects only the ideal version of document flow.
In practice, a travel agent may face various surprises; firstly, the tour operator may refuse to enter into an agency agreement with you and will offer a purchase and sale agreement, as a result your legal status will change, it will be necessary to adapt accounting and document flow;
secondly, when making a payment under a tour operator agreement, you suddenly discover that the invoice has been issued for payment to
another company or, making payment through the tour operator’s cash desk, you will be given a cash receipt order for a physical
a person with a “paid” stamp without the organization’s seal.
Travel company staff
The optimal staff for a small travel company looks something like this:
- ¦ leader;
- ¦ manager1;
- ¦ manager2;
- ¦ secretary with an expanded range of responsibilities;
- ¦ courier;
- ¦ accountant and cashier;
- ¦ cleaning lady.
Director.
The head of a travel company is a key figure and resolves a large number of issues, both economic and strategic, but in addition to him, it is advisable to have at least two sales managers.
The manager can also be the chief accountant, cashier, sign documents and register the receipt of funds.
If the head of a travel agency is a hired employee, he must have at least two years of work experience; this is the minimum time during which a specialist can go through all the “seasons” of a travel agency’s work - high, low, “dead” - and learn how to manage a company. If the head - founder of a travel agency has no experience in tourism, this is not a tragedy. It is necessary to invite managers with work experience and, together with them, develop the strategy, assortment, and advertising policy of the company.
Travel company manager.
His responsibilities include: negotiating with clients and partners by phone and in the office, arranging tours with tourists, booking tours and processing documents with tour operators, monitoring the fulfillment of orders, price changes, requirements for documents provided, terms of cooperation, special offers.
A universal manager must maintain and improve his qualifications (master classes, seminars, promotional tours), work at exhibitions and workshops. Requirements for managers: higher education, experience in tourism, absence of bad habits, presentable appearance, competent Russian speech, communication skills , initiative, ability to resolve conflict situations, responsibility.
A manager without work experience should at least strive to work in tourism and have a specialized secondary or higher (incomplete higher) education, since this significantly affects the general level of culture. On
teaching someone who strives for knowledge is a rewarding task, but find out the long-term plans of this candidate so that
the invested effort and money were not wasted - perhaps he will use the knowledge gained in another travel agency.
Travel agency secretary
receives incoming calls, distributes them according to the specialization of managers, answers general questions (“How can I get to you?”, “What time do you work until?”), ensures timely ordering of the necessary office supplies, household goods, and monitors the courier’s work schedule , carries out instructions from the manager, receives visitors and guests of the office. You must understand that sometimes it is very difficult to do without the help of a secretary, especially in the high season - in the summer, when the phone is ringing at the same time and the client is sitting in the chair.
Secretaries are also tasked with filling out questionnaires, recording and registering incoming and outgoing mail, and responding to corporate emails, ICQ, and Skype.
As a rule, a secretary is hired after several months of starting a travel company, when the phone is constantly ringing and clients demanding attention come to the office.
Courier
A very important and responsible position. With the strength (legs) of this person, money, passports, documents must get to the tour operator. Therefore, when choosing a candidate for this position, follow a simple rule: the person must be checked in all possible ways - call the previous place of work, confirm the correspondence of the place of registration and place of residence, call the home phone and communicate with relatives, ask for recommendations. These measures are not unnecessary. The problems that may arise due to the actions of the courier are, without exaggeration, catastrophic - loss of foreign passports and documents, theft of funds that the courier transports daily. The best option is a relative or acquaintance, but, unfortunately, such candidates are not always found.
Accountant-cashier,
certainly a necessary specialist, but the cost of his services is too high for a small travel agency (in Moscow from 30,000 rubles). Therefore, most travel agencies use the services of law firms or an external accountant. Such a personnel solution allows you to reduce accounting costs by at least three times.
Remuneration and bonus schemes in the tourism business
In the tourism business there is a general trend towards increasing wages. This is due to the existing personnel “hunger”. Specialists with experience move to another company, where they offer a slightly higher salary for the same full-time position, and this can happen every six months.
Options for calculating salaries for a tourism manager
The tour is considered sold when 100% payment is made.
1. Interest-free system: salary 22,000–30,000 rub.
2. Salary + interest:
Salary 10,000–15,000 rub. + 10% of tours sold by the manager.
Salary 15,000 + 10% after the implementation of tours for more than 150,000 rubles.
Salary 15,000 + 10% of revenue from sold tours, divided among all managers.
Salary 18,000–20,000 rub. + 5% of tours sold by the manager.
Salary 18,000–20,000 rub. + 10% of all tours sold, divided between all managers.
3. Planned system: fixed salary is paid when the plan is fulfilled; for example, from 50,000 rub. (this refers to the company's income, not the total cost of the tours). If the plan is exceeded by more than 50,000 rubles. + 10%, more than 100,000 rub. + 15%, over 250,000 + 20%.
During the low season (January, February, May, June) the plan is 50%. In this case, the previous fixed salary is paid.
If the plan is not met, with the exception of the low season, there is a system of fines:
- ¦ the first month - no penalties, an analysis of the reasons associated with the decrease in sales is required;
- ¦ second month and beyond: 40,000–49,000 rubles. – 10% is withheld from the fixed payment (30,000–39,000 rubles – 20%; 20,000–29,000 rubles – 30%).
In the first months after the opening of a travel agency office, a planned payroll system, as a rule, is not used.
Options for calculating wages for a travel company courier
1. Salary 12,000–15,000 rubles, payment for a travel ticket, mobile phone, working hours: Monday-Friday.
2. Salary 15,000–20,000 rubles, payment for a travel ticket, mobile phone, working hours: Monday - Saturday.
During the high season and increased sales volumes, it is customary to give couriers a bonus of 20–30% of their salary. The courier is an important employee of the travel agency, so it is better to pay extra on time, issue bonuses and work calmly.
On the market you can find offers from courier companies that deliver documents anywhere
city, they enter into a formal agreement and bear full financial responsibility for the funds and documents in the parcel.
Options for calculating the salary of a director of a travel company
1. Salary from 40,000 rubles.
2. Salary 18,000–20,000 rub. + 1–5% of monthly income
agency after deducting expenses.
3. 12,000–15,000 rub. + 5–10% of monthly income after deducting expenses.
This was just a small fragment of the book by Yulia and Georgy Mokhov, “Travel Agency: Where to Start, How to Succeed,” published by Peter Publishing House.
In the guide itself you will find detailed advice on choosing a tour operator, organizing document flow, taxation, recommendations for promotion, working with the client base and many valuable links to specialized Internet resources for tourism industry practitioners.