1. Using the App
The app is a critical tool for communication and coordination during the tour. By introducing it effectively to clients at the start of the trip, you’ll set a positive tone and ensure everyone is comfortable using it. Please demonstrate how to:
- Use the chat function for direct or group messages.
- View daily locations and plans to stay informed about the itinerary.
- Turn on location sharing (even if only when the app is in use) to help locate clients if they become separated.
You will use the “Announcements” feature for important messages to the group. These messages will appear in the app and via email for those who may not actively use the app. For less critical updates, the group chat (muted by default) can be utilized. Additionally, you can use the “Internal” channel to communicate directly with our office.
2. Client Comfort & Communication
- Bathroom Breaks: Since our clients are generally in their 60s, 70s, and 80s, please plan bathroom breaks every 2–2.5 hours. This small consideration greatly improves their comfort and satisfaction.
- Rest: Where possible, schedule an afternoon rest to help clients recharge.
- Daily Briefings: Please review the next day’s itinerary during dinner the night before. This ensures they feel included and can prepare appropriately, even if plans may change due to weather or other circumstances.
- Van Seating & Trail Rotation: To promote fairness and inclusion, ensure clients rotate seats daily in the van and rotate positions on narrow forest trails. Some clients may be hesitant to claim front-row seats but may express feelings of unfair treatment afterward – don’t be afraid to directly invite participants to sit up front if you notice that the distribution has been unfair.
3. Bird Checklists
Bird checklists are an integral part of our tours, helping clients document their observations. Here’s how to manage them effectively:
- Paper Checklists: Clients will receive a printed checklist. Review it with them each evening to summarize the day’s sightings.
- eBird Trip Reports: Many of our guides prefer using eBird to create comprehensive trip reports, which replaces the Excel version. These reports should:
- Include all incidental sightings (e.g., birds seen only while driving).
- Feature a narrative summary highlighting notable moments, mammal species, and additional observations (e.g., reptiles, amphibians, flowers, etc.).
- Be titled with “Eagle-Eye Tours”, be public, and have eagleeyetours added as an editor.
- Include a link to the tour in the narrative.
- Setting Expectations: If clients request eBird checklists, set realistic timelines for when you can share them. While daily lists are ideal, they are not always feasible. If you are not going to share them the same day and clients really want them right away while the birds are fresh in their memory, you can encourage them to maintain their own lists during the tour.
4. Trip Report
The trip report serves as a public blog post on our website, showcasing the tour for potential clients and providing a . These reports should:
- Be at least 600 words long and include a mix of day-by-day summaries or thematic narratives.
- Feature placeholders for at least 10 images, which you will submit separately.
- Focus on capturing the essence of the tour without referencing individual client names for privacy reasons.
- Send to renee@eagle-eye.com
These reports are due within 30 days of the tour.
5. Images & Videos
- Images: Send a minimum of 10 labeled images to Renee@eagle-eye.com via WeTransfer or a shared folder, including:
- A mandatory group photo.
- Action shots of clients birding, wildlife, birds, and scenic landscapes.
Please label the image with what it is and your name (e.g., Bald-Eagle-Cam-Gillies)
- Videos: Short clips (5–10 seconds) are highly valuable for social media and YouTube. We would love any video you can take. Capture moments like birding or boat trips, as well as client interactions. See the film making tips document on the guide portal.
- Google Photos Album: A shared album will be set up and shared via the App. While client participation is optional, this platform allows everyone to share and access photos from the tour. Please drop a few images in there to encourage others to use it.
6. Protocols for Illness
Health and safety remain a top priority. Familiarize yourself with our COVID-19 Protocols and pack masks for use in the van if you or anyone else becomes unwell. Refer to our guide handbook for current protocols in the event of you getting sick while on tour. Adhering to these protocols ensures the well-being of all participants.
7. Tour Evaluation
We will send clients a link to submit an online review and a private form to evaluate the tour after it concludes. We will send you a collated version with everybody’s comments. Their feedback is invaluable for improving future experiences.
8. Carbon Offset
If we have not offered this tour in the past, please track the total kilometers driven during the tour. This data helps us calculate and offset the carbon footprint of the trip.
9. Social Media Content
During the tour, consider sharing moments for our social media channels. Send a few photos and captions to renee@eagle-eye.com or post directly on Facebook, tagging us at @eagleeyetours. These don’t have to be amazing bird photos, shots of people whale watching, birding, etc. would be great.
10. Post-Tour Requirements
- Within 30 Days:
- Submit the trip report (text with image placeholders) to Renee@eagle-eye.com
- Provide labeled images and videos via WeTransfer or a shared folder to Renee@eagle-eye.com
- Complete the eBird trip report and make eagleeyetours an editor or submit the Excel checklist of species heard/seen on the tour to renee@eagle-eye.com.
- Within 7 Days: Submit itemized expenses using our expenses template (mandatory, found in the guide portal), including GST/HST for Canadian and Australian tours. Send this and all receipts to Kiana@eagle-eye.com.
Contact Information
The best way to contact us during the tour is to use the app via the Internal channel.
Office: 1-800-373-5678 or +1-250-342-8640
Cam Gillies: 250-341-8120 (cell/ WhatsApp)
Guide Portal
www.eagle-eye.com/guide-portal (password: guide)
Visit the guide portal to find the full Guide Handbook, the expenses template and more.
Thank you for your dedication to creating memorable experiences.
Have a fantastic tour!
