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  • 1.  Process for VIP Tours

    Posted 05-03-2018 01:22 PM

    Hi all,

    Our institution is exploring how we handle our VIP tours and would like to establish an internal protocol that can be followed when we receive a VIP tour request. The process needs to accommodate all levels of VIP's which could include donors, visiting museum colleagues, visiting artists or speakers, and others who don't fall into any of those categories but require a unique museum experience.

    I am very interested in hearing how VIP tours are handled at your institution. Who speaks with the group's representative? What internal processes do you have in place for deciding who should offer the tour? What staff members are involved throughout the process? Any feedback you can provide will be helpful.

    Many thanks!

    Allie Britt
    Museum Educator
    Guide Program
    Crystal Bridges Museum of American Art
    Bentonville, AR
    AAM Annual Meeting & MuseumExpo, Baltimore, May 16-19, 2024, click to learn more

  • 2.  RE: Process for VIP Tours

    Posted 05-04-2018 10:46 AM
    Hi, there.
    We were just talking about this at our institution. We have three levels of VIP tour and have assigned individuals to lead those tours based on level.
    Level 1 would be D-list celebrities (sports, entertainment, etc), referrals from the city, local business representatives, friends/relatives of local government or partners, and are handled by our normal tour guides
    Level 2 is elected officials, diplomats, executives from large businesses, B and C celebrities and are handled by marketing and the tours are led by a curator, marketing manager, or similar
    Level 3 is former or current heads of state, federal elected officials, executives from multinational corporations, A-list celebrities and are handled by CEO/Curator/COO

    After the visit, each person receives a personal, handwritten thank you note from the CEO's office, and the visit is recorded in a VIP spreadsheet.

    Receipt of the requests comes either through Marketing or via contact with the Exec Asst to the CEO

    Hope this helps!

    Celeste Derozier
    Director of Visitor Services
    The Alamo
    San Antonio TX

    AAM Annual Meeting & MuseumExpo, Baltimore, May 16-19, 2024, click to learn more

  • 3.  RE: Process for VIP Tours

    Posted 05-07-2018 10:19 AM
    HI Celeste,
    Thank you for this information. I'm curious to know how or when Development is looped into tours or follow-up. Do you assume there is generally not a Development opportunity, or do they receive information and decide whether or not to participate?

    Kelly Jensen
    Director of Development
    Buffalo Bill Center of the West
    Cody WY

    AAM Annual Meeting & MuseumExpo, Baltimore, May 16-19, 2024, click to learn more

  • 4.  RE: Process for VIP Tours

    Posted 05-08-2018 12:00 PM
    Hi, Celeste, et al! Here at Andrew Jackson's Hermitage, VIP Tours are handled two ways. For both methods, the content and scope of the tour is identical. The private VIP Tour is organized through our Group Tours and Sales dept. and they charge a flat privacy fee, plus a per-person charge. These are scheduled as they meet the visitors' timeframe and staff availability. The public VIP Tour is a ticket option offered two days per week (Tues. and Thurs.) at 1:00. People can purchase those through the website. We cap the public tour at 12 people. The tour includes a 90-minute single-guide tour of the exhibition, mansion, and garden/Tomb. Photos are allowed in the Mansion on VIP Tours (not allowed at other times) and the Tour includes the upstairs balcony which is off-limits to the regular visitor. Members of the Interpretation team conduct the tours, public or private.

    If the Private VIP Tours want a higher-up staff member to give the tour (Curator, Dir. of Education, etc) they pay an additional fee for that person's time on top of the privacy fee and headcount.

    When the tour group arrives, they check in at the Ticket Office where they are given VIP badges. The badges allow our staff to identify them easier.

    Hope that helps. Happy to answer more questions.

    Erin Adams
    Director of Education & Interpretation
    Andrew Jackson's Hermitage - Home of the People's President
    Hermitage TN

    AAM Annual Meeting & MuseumExpo, Baltimore, May 16-19, 2024, click to learn more