Behind the Scenes of a Group Tour: Pro Tips for Travelers and Professionals

Group tours aren’t just about ticking off sights—they’re about sharing experiences, swapping stories, and letting someone else handle the details so you can enjoy the ride. This blog is a look at my FAM trip across New York State, and a chance to share what stood out along the way. Each “pro tip” comes from the traveler side, but if you’re a tour operator or DMO running group trips or FAMs, you’ll notice these are what make tours click for your guests. Consider this both a traveler’s guide and a behind-the-scenes playbook.

2025 marks the bicentennial of the Erie Canal, and with so many of its waterways running through New York State, it was only fitting that the World Canals Conference took place in Buffalo, New York. Leading up to the conference, attendees had the option to join a pre-conference journey called “America’s Gateway Tour,” which traveled from New York City across the state, stopping at historical and cultural attractions in the Hudson River Valley, Rome, Syracuse and Seneca Falls before wrapping up in Buffalo.

I was invited to join this pre-conference adventure, and it was the perfect chance to experience more of New York State, soak in some history and see what it’s really like to travel on a group tour. My husband joined me as well, and since it was his very first time in New York, the trip turned out to be especially meaningful for both of us!

Pro tip #1: Review your itinerary in advance

Ahead of your departure date, you should receive a detailed itinerary from your tour organizer that outlines the upcoming stops, destinations and activities. Take time to review it carefully! Knowing the schedule ahead of time helps you pack appropriately (think layers for changing weather, umbrellas or ponchos for rain, comfortable walking shoes, etc.) and gives you a chance to confirm that you’ve received any necessary vouchers (like those for meals or special attractions). But beyond logistics, reading the itinerary also builds anticipation for the adventures ahead!

Tour operator insight: A clear itinerary isn’t just helpful—it builds excitement. Travelers love knowing what’s coming, and the more detail you share up front, the smoother things run for everyone.

Pro tip #2: Build in an extra day of exploration

If your travel schedule allows, consider arriving at your first destination earlier in the day. By getting to New York City before noon on that first travel day, my husband and I were able to explore a little before the tour officially began! We strolled the city streets, took in the sights and sounds, grabbed a delicious ramen lunch and, later that evening, capped it all off by seeing Harry Potter and the Cursed Child.

Bonus: Check with your hotel in advance to see if early check-in is possible. If not, many hotels are happy to store your luggage while you explore.

Tour operator insight: Suggesting an early arrival or post-tour day can make a big difference. It takes the stress out of travel and gives people more time to enjoy your destination.

Destination insight: Providing your incoming tours with helpful information and suggestions about the area helps them take better care of the travelers, and promotes more visitation to your partners.

The next day officially kicked off the group trip. Our first full day in New York City was packed with unforgettable experiences, made even richer thanks to an amazing tour guide. Having a knowledgeable subject matter expert local to the area makes such a difference; they’re able to share little nuggets of information that bring a place to life. For example, do you know what Tribeca stands for? Or why the Bronx is called the Bronx? Or the difference between a Broadway, Off-Broadway and Off-Off-Broadway show? These kinds of fun facts and local stories are exactly the kind of bonus you get with a guided group tour.

(And if you do know the answers to these trivia questions, jump over to our social media channels and leave a comment!)

Pro tip #3: Manage your time

When traveling on a group tour, time management is everything. Schedules can be tight – and while you may have free moments to explore on your own, grab lunch or visit a nearby attraction, it’s crucial to make it back on time. Here’s a really simple strategy that worked well for us: set an alarm on your phone for 10 minutes before your designated meet-up time. It should give you just enough cushion to wrap things up and head back without stressing.

Tour operator insight: Staying on schedule is one of the hardest parts of group travel. Little things—like reminders, good signage, or leaving a few extra minutes in the plan—can keep the group on track without anyone feeling rushed.

We spent much of the day exploring some of NYC’s most iconic sites, including visiting the Statue of Liberty, touring the Ellis Island National Museum of Immigration, walking alongside the World Trade Center and seeing the 9/11 Memorial – one of the most moving and powerful stops of the day – and walking the High Line.

Pro tip #4: Prioritize your rest

Group tours can start bright and early, and take you through a full day of experiences – so getting a good night’s sleep is essential! Some must-dos for me are keeping the room cool (it’s said that the sweet spot is between 65-68°F), blocking out light (dimming glowing alarm clocks, shutting curtains tightly and minimizing any other distracting light) and playing soothing sounds (like a sound machine or YouTube videos with white noise, rainfall or beach soundscapes). And if you’re particular about pillows (like I am), consider bringing a favorite from home if you’ve got room in your luggage.

Tour operator insight: Tours are busy! Making sure the schedule has a little breathing room helps travelers recharge and enjoy the highlights even more.

Our second full day of the tour brought us to the Hudson River Valley, where we took a guided stroll on the Walkway Over the Hudson, enjoying insights into its construction, and views of Poughkeepsie and Highland. We also visited the Franklin D. Roosevelt Presidential Library and Museum, and the Franklin D. Roosevelt National Historic Site – one of my favorite stops! I love visiting historic homes – there’s something special about stepping back in time in a place that’s been preserved.

Pro tip #5: Be curious

On day three of the trip, we made our way through Albany and Syracuse, beginning with a stop at the Mohawk Valley Welcome Center to see the Erie Canal and Lock 13. As my husband and I looked around, we noticed some of our fellow travelers walking closer to the lock and chatting with one of the lock tenders there. We decided to follow along and were so glad we did: a leisure boat was preparing to come through the lock! The tender happily explained what was happening as the water lowered and the boat gradually passed through to the other side.

Tour operator insight: Encourage guides to invite curiosity, and don’t be afraid to leave space for spontaneity. A quick chat with a local guide or time to linger at an unexpected stop often ends up being a favorite memory.

Next, we made our way to Fort Stanwix National Museum before enjoying lunch at Salt City Market, a vibrant food hall with international cuisine. We also visited the Erie Canal Museum – a fitting way to cap off our cultural and historic experiences for the day before dinner and closing the day.

To kick off our final tour day, we visited Seneca Falls to experience the location of the first Women’s Rights Convention and experience the Women’s Rights National Historical Park. This was particularly exciting for me because I was able to experience the attractions that I’ve often included in itineraries for writers and content creators!

Pro tip #6: Connect with fellow travelers

If you’re shy (like my husband and I can be at times), try to push yourself to open up and chat with others in the group. We learned so much more about the canals from people who had attended multiple World Canal Conferences, and it was inspiring to see their passion – particularly during this day’s canal cruise ride, where we actually went through a lock ourselves!

Our group was a blend of travelers from different countries, states and backgrounds. Over the course of the day, little conversations, shared observations and even casual comments started weaving us together. By the end of the trip, it felt less like a group of strangers and more like the beginning of a little travel “family” – a unique kind of bond you get only on trips like this. We’re even staying connected through a group on WhatsApp!

Tour operator insight: One of the best parts of a group trip is the people you meet. Helping break the ice—whether that’s a casual welcome chat, a WhatsApp group, or just encouraging introductions—goes a long way in making the group feel connected.

Closing out our trip, we visited Ganondagan State Historic Site to learn more about the Haudenosaunee Confederacy, step inside a longhouse, and tour its gallery of history and art.

If you’re considering a group tour, I hope these tips give you a sense of what to expect, and how to make the most of it. With a little preparation and an open mind, a group trip can be a truly rewarding way to see the world!

Honorable mentions:

Label your luggage

A luggage tag with your name and contact info is ideal, but even if you don’t have one, keeping your airline’s bag tag attached can help. At one of our hotel stops, our bags were delivered directly to our rooms – an amazing convenience! But I had a brief moment of panic, as we had recently purchased brand-new luggage and hadn’t yet put our names anywhere on the suitcases. Luckily, my husband reminded me that we still had the airline tags from our flight attached. Normally, I’m quick to rip those off, but this time they saved the day!

Pack snacks and stay hydrated

Between meals, bus rides and long days, having snacks and water on hand can make a big difference.

Take advantage of rest stops

If your itinerary includes long stretches of driving or bus rides, take advantage of bathroom breaks whenever they’re offered! Even if you don’t think you need to go, give it a try anyway – you’ll be more comfortable later.

Capture the memories

Don’t forget to take photos and videos – and not just for social media, but for yourself. Having something to look back on later makes the trip all the more memorable.

Plan ahead for tipping

When using meal vouchers, for example, gratuity may not be included. Carrying cash makes this simple, but if you don’t have any on hand, you can always ask your server to charge you for a small item (like a drink or dessert) so you can add the tip to your card. It may feel minor, but those tips matter and are always appreciated.

Creating Tours that Connect

For travelers, these tips are about making the most of a group trip. For those planning and running the tours, they’re also little reminders of what matters most: clear plans, good pacing, great guides, and chances to connect. Those details are what people remember and talk about long after the trip ends. At the end of the day, it’s not just about getting from one stop to the next—it’s about creating experiences that stick with people, and that’s what makes a tour truly special.