Transport

Our preferred supplier for all transfers is Fantastic Aussie Tours. The they are a local Blue Mountains business who know the roads/ locations we use. Fantastic Aussie have a range of vehicles - from landcruiser Sahara to large Double Decker busses.

10 Seater Minibus Exterior:

Step 1: Determine how many buses and AA locations

Determine details a minimum of four weeks before the program

Before we can email Fantastic Aussie, we need to determine the number of buses we require and the locations the buses will be going. We also need to consider if MAG is organising transfers to and from the Megalong Valley Farm location prior to, and post, program. If MAG is organising, we typically put an additional 15% booking fee on the final amount payable by the client.

Step 2: Email to confirm booking & request quote

Confirm booking and request quote a minimum of four weeks before the program

Ensure bus company is clear on locations & number of PAX

Step 3: Save quote and request invoice

Save quote to client folder and request for an invoice

Once the quote has been approved, this document needs to be saved in the client folder. You will now proceed in requesting for an invoice for the quote. When received, review the document making sure that all the information are accurate and then forward this to James for it to be paid.

Step 4: Driver contact details

Request driver details a minimum of one week before the program

MAG requires the contact details for the drivers to be able to include this information in our briefing documents for staff.

Step 5: Update briefing documents for staff

Upon receiving the information from Fantastic Aussie

Include the contact details for the drivers in the briefing documents for all staff, including base camp and guides.

Things to consider when booking Fantastic Aussie Tours

Things to consider when booking Fantastic Aussie Tours:

1. One designated driver to a group rather than consolidating to save money, just let them know so they can book accordingly.

2. Fantastic Aussie Tours can always provide trailers. When there's too much technical gear, it's advisable to use trailers. Just inform them how much gear the passengers will be bringing along to the minibuses. For passenger safety if something will happen, it’s best not to have a lot of gear that could possibly move about the bus if sudden braking or a collision will occur. Guests with backpack are fine.

Email Template - Confirm Booking & Request Quote (Pre-Season)

NOTES TO KEEP IN MIND WHEN DOING SCHEDULE: ARE CLIENTS REQUIRING PICK UP AND DROP OFF, BEFORE AND AFTER THE PROGRAM. IF SO, MAKE SURE YOU HAVE A TIME & DATE FOR PICK UP/DROP OFF LOCATION AND PAX. FOR EXAMPLE: PICK UP: 30 GEORGE STREET, SYDNEY - MONDAY, NOVEMBER 15 @ 8AM FOR 80 PAX

WHEN REQUESTING BUSES TO TAKE CLIENTS TO AAs, ENSURE THE SAME INFORMATION IS PROVIDED AND THAT YOU ARE CLEAR IF YOU WANT TO DRIVER TO WAIT AROUND.

PRE - SEASON

Hi Team,

We hope you're well!

I am the new Events Manager at MyAdventure Group and look forward to working with you.

I am touching base about an upcoming program we have on [PERIOD]. Below is the schedule and the relevant [INSERT PAX] , can you provide a quote for these programs at your earliest convenience?

[CLIENT NAME] - [INSERT DATE] [INSERT PAX] NOTE: SAMPLE ADVENTURE ROUTE FOR SMALL PROGRAMS

08:30 Megalong Farm ->Narrow Neck

11:30 Narrow Neck -> Conservation Hut

16:00 Conservation Hut -> Megalong Farm

[CLIENT NAME] - [INSERT DATE] [INSERT PAX] NOTE: SAMPLE ADVENTURE ROUTE FOR SMALL PROGRAMS

09:30 - Hydro-> Narrow Neck (50pax)

12:30 - Narrow Neck -> Empress (50pax)

16:00-> Empress-> Megalong Valley Farm 50 pax

[CLIENT NAME] - [DATE] [INSERT PAX] NOTE: SAMPLE ADVENTURE ROUTE FOR SMALL PROGRAMS

08:30 Megalong Farm -> Mount Boyce 40pax

11:30 Mount Boyce -> Conservation Hut (20pax)

12:30 Mount Boyce -> Megaong Farm (20pax)

16:00 Conservation Hut -> Megalong Farm (20pax)

[CLIENT NAME] - NOTE: SAMPLE FOR BIG PROGRAMS

[INSERT DATE] - [INSERT PAX]

12:00 - Domestic airport // CBD pickup (2 pickups - one Central station, one Domestic airport)

15:00 - arrival Megalong Farm

[INSERT DATE] - [INSERT PAX]

09:30 - Megalong Farm-> Narrow Neck

12:30 - Narrow Neck -> Empress

16:00-> Empress-> Megalong Valley Farm

[INSERT DATE] - [INSERT PAX]

09:30 - Megalong Farm-> Mt Boyce

12:30 - Mount Boyce -> Grand Canyon

16:00-> Grand Canyon -> Megalong Valley Farm

[INSERT DATE] - [INSERT PAX]

010:30 - Megalong Farm-> Mt Boyce

13:30 - Mount Boyce -> Megalong Valley Farm

[INSERT DATE] - [INSERT PAX]

010:30 - Megalong Farm-> Govetts Leap

15:00 - Govetts Leap -> Pulpit Rock

[INSERT DATE] - [INSERT PAX]

10:00 - Base Camp -> Domestic airport // CBD drop-off

Please can you put each program on a separate quote?

Feel free to contact me should you need more information to create the quote.

Thanks.

Regards,

[INSERT NAME]

Email Template - Confirm Timings & Driver Details (One Week Prior to Event)

NOTE: FOR PICK-UPS, INCLUDE THE LIST OF NAMES OF PARTICIPANTS WHO NEEDS TO BE PICKED UP FROM LOCATION.

NOTE: INCLUDE THE SCHEDULE AGAIN AND MAKE SURE YOU HIGHLIGHT ANY CHANGES - PARTICULARLY TO LOCATION/TIME/PAX

Hi Fantastic Aussie,

It's not long until our program with [INSERT CLIENT NAME] on [INSERT CLIENT DATE], we're excited to have you on board for this program.

Confirming the schedule once again via email, and also requesting that we receive the contact details for the driver's asap so this can be included in our staff briefing documents.

Please do not hesitate to contact us to discuss further.

Thanks.

Regards,

[INSERT NAME]