Welcome to the Planning Stage!

Welcome! You are about to embark on one of the most exciting parts of your Travel and Tourism course: Planning and Managing a Travel and Tourism Event (Paper 2). Before you can start promoting or selling tickets, your team needs to decide exactly what your event will be. This is called Choosing the Event.

Your event must relate to travel and tourism; examples of suitable contexts include a conference, meeting or exhibition; a guided tour or similar group activity; a trip or other group venture; or an online or virtual event.

Think of this stage as the "foundation" of a house. If the foundation is strong and well-thought-out, the rest of the building will stand tall. If it is rushed, things might get shaky later on!


1. Feasibility Studies: Comparing Your Options

A feasibility study is a "reality check" carried out to see if an event idea is genuinely viable or if it has major flaws. For your coursework, your team must complete at least two feasibility studies for different event ideas so you can compare them and justify which one to stage.

Each feasibility study must include:

  • Concept plan: A clear overview of the proposed event concept, aims, format, and venue.
  • Potential customers and their needs: Who the event is aimed at (e.g. students, families, special interest visitors) and what they require.
  • Research evidence with sources: Primary and secondary data demonstrating demand and viability, with all sources cited.
  • Finances and costings: Realistic startup expenses, revenue projections, and estimated costs.
  • SWOT analysis: A structured look at internal strengths/weaknesses and external opportunities/threats.
  • Risk assessment: Identification of potential hazards and control measures.
  • Potential barriers: Obstacles such as bad weather, lack of transport, low customer uptake, or scheduling clashes.

Analogy: If your team considers both a guided cultural walking tour and a destination travel exhibition, preparing two feasibility studies allows you to compare costs, venue availability, and customer interest before committing.

Quick Review: Feasibility studies ask: "Can we do this, and which of our event ideas is the best choice?"


2. Investigative Methods: What do people want?

You shouldn't just pick an event you like; you need to prove customer demand using investigative methods to collect research evidence.

A. Questionnaires

These are sets of questions distributed to potential attendees. They are great for gathering quantitative data (numerical counts and percentages).
Tip: Keep them focused and include closed questions (such as rating scales or multiple choice) so they are easy to tabulate and analyse.

B. Focus Groups

A focus group involves gathering a small group of potential attendees (e.g. 5–10 people) for an in-depth discussion. This provides valuable qualitative data (attitudes, preferences, and detailed suggestions).
Example: Asking a group of students what stops, timing, and refreshments they would prefer on a local heritage day trip.

Key Takeaway: Questionnaires provide measurable statistical evidence, while focus groups explore detailed opinions and needs.


3. SWOT Analysis: Your Event’s Health Check

A SWOT Analysis helps you evaluate each proposed event idea from internal and external perspectives:

  • S - Strengths: Internal advantages (e.g., "Our team has strong digital design and presentation skills").
  • W - Weaknesses: Internal limitations (e.g., "We have zero starting capital and no private transport").
  • O - Opportunities: External factors that could help (e.g., "A local museum offers free entry to student guided tours").
  • T - Threats: External factors outside your control that could disrupt the event (e.g., "Severe weather on the day," or "A competing school trip scheduled at the same time").

Mnemonic to remember: Some Whales Often Travel.


4. Risk Assessment: Staying Safe

In Travel and Tourism, health, safety, and security are essential. A risk assessment identifies potential hazards and sets out how you will minimise or eliminate them.

Steps in a Risk Assessment:

  1. Identify the hazard (e.g. a slippery path during an outdoor tour).
  2. Decide who might be harmed (e.g. attendees, staff, or members of the public).
  3. Evaluate the risk (likelihood and potential severity of injury).
  4. Record control measures (e.g. route inspection, alternative indoor paths, and first aid kits).

5. Financial and Accounting Methods

You must show that your event idea is financially realistic. This requires calculating the estimated cost and deciding on pricing or payment collection.

Key Financial Concepts:

  • Fixed Costs: Costs that do not change based on attendee numbers (e.g. hiring a venue or coach).
  • Variable Costs: Costs that increase with each attendee (e.g. individual entry tickets, tour brochures, or refreshments).
  • Estimated Total Cost: \( \text{Fixed Costs} + \text{Variable Costs} \).
  • Profit / Loss: \( \text{Income} - \text{Expenditure} \).

Common Mistake: Forgetting incidental costs such as printing, promotional posters, or equipment deposits. Always budget carefully for contingencies.


Before proceeding, your centre (school or college) must officially approve the proposed event plan. Key logistical and legal considerations include:

  • Student/Teacher Rota: Ensuring a fair schedule of team duties and adequate staff supervision ratios at all times.
  • Hiring of Equipment: Confirming contracts, delivery times, and safety standards for rented audiovisual equipment, stalls, or transport.
  • Legal Systems: Meeting insurance requirements, public liability rules, venue regulations, and centre safety policies.

7. Data Protection

Carrying out questionnaires, focus groups, or ticket sales means collecting people's personal data (such as names, phone numbers, email addresses, and dietary or access needs). You have a legal responsibility to protect this data.

Rules for Data Protection:

  • Only collect information you actually need for the event.
  • Store data securely (e.g. password-protected digital files).
  • Do not share contact details with third parties without clear consent.
  • Dispose of or delete personal records securely once the event and evaluation are complete.

Quick Review Box:
- Two Feasibility Studies: Compare at least two distinct event ideas across all syllabus components.
- Investigative Methods: Use questionnaires and focus groups to provide research evidence with sources.
- SWOT & Barriers: Weigh up internal/external factors and potential obstacles.
- Risk Assessment & Finances: Ensure safety control measures and realistic estimated costings.
- Centre Approval & Data Protection: Comply with rotas, hiring rules, and legal privacy requirements.

Final Tip for Success: When writing up this section of your portfolio, explicitly compare your two feasibility studies. State clearly WHY your team selected the chosen event over the alternative, linking your decision directly to customer research data, financial viability, and manageable risks.