ProfileTree
Copy-and-paste prompts, tool steps and practice material for inbound tour operators, destination management companies, handling agents and conference organisers. Everything here runs in ChatGPT, Microsoft Copilot, Claude or Gemini, and every exercise has a free route.
Copy any prompt, paste it into your tool, and replace the words in square brackets with your own. Prompts that share a number run in the same chat, one after the other.
- Get started
- 1 Account and settings
- 2 Prompting
- 3 Projects
- 4 Brief to proposal
- 5 Rates and chasing
- 6 Spreadsheets
- 7 Operations and HR
- 8 Found and chosen
- Troubleshooting
Get started
Open the tool your company allows. If you have no account yet, the free versions below are enough for every exercise. If your company has told you to use one tool only, use that one. Everything on this page runs top to bottom in the order of the session; practice material sits directly above the prompt that uses it.
ChatGPT (free)
- Go to chatgpt.com and sign up with an email address.
- Projects are in the left-hand sidebar. Free accounts can create them.
- Inside a project you can add files and write instructions that apply to every chat in it.
- Paste text over about 10,000 characters and it becomes an attachment automatically.
Microsoft Copilot
- Sign in with your work Microsoft 365 account. Copilot Chat is included with most business subscriptions.
- Notebooks in Copilot Chat are available without the paid licence (not inside OneNote).
- Add your files as references to the notebook, then ask questions grounded on them.
- The paid Microsoft 365 Copilot licence adds Copilot inside Word, Excel, PowerPoint and Outlook, and the Researcher and Analyst agents.
Claude (free)
- Go to claude.ai and sign up.
- Projects are in the sidebar. Free accounts can have up to five.
- Add knowledge files and project instructions.
- Claude can make documents and slide decks in any conversation on the free plan.
Gemini (free)
- Go to gemini.google.com with a Google account.
- Gems in the sidebar hold your instructions and files, like a project.
- Check Gemini Apps Activity in settings and decide what is kept.
- NotebookLM (notebooklm.google.com) is Google’s separate notebook for working from a set of sources.
In these exercises: no real passenger names with passport or payment details, no health information, no unredacted contracts, no supplier rates you are bound to keep confidential, and nothing about a colleague by name. Use the practice material or redact your own. What your company chooses to connect on a business plan is a separate decision, covered in section 1.
1. Set up your account before you type a word
Most people go straight to the chat box. Start one step earlier. A tool that knows who you are and how you work gives better answers from the first question.
P1
The team profile, set once in your account
Paste it once into your account settings and it applies to every chat. Add it to a project only if your tool has no account-level profile (Copilot Notebooks) or the project is shared with colleagues who have not set their own.
We are [company], an Irish inbound [tour operator / DMC / handling agent / conference organiser] based in [town]. We sell Ireland to [overseas tour operators, wholesalers, travel agents, group organisers, incentive houses, conference organisers], mainly in [North America, Germany, France, the Netherlands, Britain]. Our business is mostly [group tours / FIT / incentives / conferences], typically [group size], [nights] nights, [hotel tier] hotels. We write in British English: warm, specific and practical, no marketing adjectives, second person to the partner. We never invent rates, availability, drive times or opening hours; where unsure we write CHECK. Assume this context in everything unless I say otherwise.
ChatGPT: Settings, Personalisation, custom instructionsClaude: Settings, ProfileGemini: Settings, Saved infoCopilot: personalisation where your administrator allows it
Where is the line between redacting and connecting? On a personal or free account you are the only control, the tool may use what you paste to train, and there is no data processing agreement, so redact and paste only what the task needs. On a business plan (a Copilot work account, ChatGPT Business or Enterprise, Claude Team or Enterprise, Gemini for Workspace) your organisation sets the controls, the data is not used for training by default, and a connected mailbox or drive sits inside that agreement. Whether to connect them is a decision for your AI policy, not for an individual. Even then, minimise: do not give a task data it does not need, and keep passenger passport, payment and health details out unless the task cannot be done without them.
P2
Draft your one-page AI policy
If you already have a policy, follow it. If you have an IT team, ask them. If you have neither, this gets you a first draft in two minutes; the owner edits it, the team reads it.
Draft a one-page AI use policy for [company], an Irish inbound tour operator with [number] staff. Cover, in plain English: which AI tools we use and on which plans; which tools we do not use; what may be entered (business information, redacted client material) and what never may (passenger passport or payment details, health information, staff matters by name, confidential supplier rates); whether mailboxes and files may be connected, and that this is allowed only on business plans approved by [owner]; our checking rule (a person checks every rate, date, drive time and opening hour before it reaches a client); who approves a new tool; and how we review this every quarter. Keep it to one page, no jargon.
What you control, whichever tool you use
Three things to check tonight, and again every quarter: is my data used for training, what has it remembered about me, and which apps have I connected.
ChatGPT
- Settings, then Privacy Center: memory, personalisation, data controls and security in one place.
- Memory: view what is saved, delete entries, or turn it off. Set client projects to project-only memory.
- Data controls: decide whether your conversations may be used to improve the model. On personal plans this is on until you switch it off.
- Shared links: anyone with a link can read that chat. Remove old ones.
- Connected apps and plugins: check what each can read. Use a temporary chat for anything you do not want remembered.
Microsoft Copilot
- Work accounts: your administrator controls data handling. Under enterprise data protection, prompts and responses are not used to train models.
- Know your tier: Copilot Chat (included with most Microsoft 365 business plans) or the paid Microsoft 365 Copilot licence (inside Word, Excel, PowerPoint, Outlook and Teams).
- Your administrator decides: web search on or off, which agents and connectors are allowed, retention, whether Notebooks and Pages are on, and the published Prompt Library.
- Personal Microsoft accounts: model training toggle, personalisation and memory toggle, history delete.
Claude
- Memory is on by default on Free, Pro and Max. Open it, read it, edit or delete. Sensitive topics stay out unless you turn that on.
- Privacy settings: the training toggle on personal plans. Team and Enterprise do not train on data by default.
- Projects keep client work separate: instructions and files live there, not in a general chat.
- Check connected apps and what each can read.
Gemini
- Gemini Apps Activity: on, off, or auto-delete after a set period.
- Personalisation from your Google history is opt in. Saved info holds the facts you want kept.
- Gems hold your instructions and files, the equivalent of a project.
- Workspace accounts: your administrator controls it, and Workspace data is not used to train models. Menu labels move, so check on screen.
2. Prompting: lazy prompt, detailed prompt
Vague in, generic out. A one-line request produces the average of the internet. Slightly better prompting, twenty times a day, is where the hours come back.
P3
The five-line prompt (your template for everything)
Your account profile already says who you are. Line one is who the output is for. The last line stops invented facts: ask, do not guess.
Write this for [who will read it: a product manager at a US tour operator, a German incentive buyer, our driver-guide]. I am working on [what]. I want you to [task]. Give it to me as [format]. Do not [constraint], and if you are missing information, ask me rather than guess.
ChatGPTCopilotClaudeGemini
P4.1
The lazy prompt (run this first, on purpose)
Paste any rough tour description. Read what comes back, then run P4.2 on the same text.
Rewrite this tour description: [paste]
P4.2
The five-line version of the same task
Compare the two outputs. That gap is the lesson.
Write this for [the overseas partner's own brochure / our website / a group organiser]. Here is a tour description we wrote and like: [paste]. Here is a rough new one: [paste]. Rewrite the rough one so it matches the voice, length and structure of the first. Keep every fact exactly as given, add nothing, and flag any sentence where you were unsure.
Talk, do not type. Dictation is the quickest productivity gain in the room. Every tool has a microphone button in the chat box on mobile, and most have one on desktop. On Windows, press the Windows key and H to dictate into any text box. On a Mac, turn on Dictation in System Settings and use the keyboard shortcut. Speak the five lines, then tidy. Forty minutes of talking replaces two hours of typing.
P5
Same-day client reply
Where it runs: Copilot with Outlook on the paid licence drafts the reply inside the mailbox; ChatGPT or Claude with a connected mailbox on a business plan does the same; everyone else pastes the email in and pastes the answer back.
This brief just arrived from an overseas partner: [paste]. Draft a warm, professional reply in my voice that thanks them, confirms in three or four lines what we understood, and asks the questions we need answered before we can quote. Keep it under 180 words. Do not promise prices or availability.
Copilot: in Outlook, or paste into Copilot ChatChatGPT / Claude: paste, or connected mail on business plansGemini: paste, or Gmail on Workspace
P6
Dictated note to clean note
Dictate a messy paragraph about anything from your week, then run this on it.
Turn this rough note into a clear internal update with a heading, three bullet points of facts and a line of next actions. Do not add anything that is not in the note: [paste]
Saving prompts and sharing them with the team
Two layers. Standing context lives in two places: the team profile, set once per tool in your account, and the rules for a piece of work, set once per project. Repeatable task prompts live in one shared document the whole team copies from, with one owner and a date on it. Copilot users can also save favourites in the Prompt Gallery, and a company with the Microsoft 365 Copilot licence can publish approved prompts to everyone through the Prompt Library.
3. Projects, notebooks and Gems
A project is a folder with a brain: your files, your rules, every chat in one place. The same idea has four names: Projects in ChatGPT (free plan included) and Claude (free plan, up to five), Notebooks in Copilot Chat (included since June 2026, not inside OneNote), and Gems in Gemini. NotebookLM is Google’s separate notebook for working from a set of sources.
Projects worth building this week
Put in as much as you can, not just three files. The more of your own material a project holds, the less generic every answer is. On a personal account, redact. On a business plan, your AI policy decides what may go in.
| Project | What goes in | What you ask it for |
|---|---|---|
| Proposals, US groups | Won proposals, lost proposals with the reason, current rate sheet, standard terms, FOC and escort policy, hotel notes (steps, lifts, coach parking), partner notes (what each buyer cares about), this year’s sales targets, a brand voice sample | Brief triage, first drafts in your voice, tiered versions, the “why this programme” section, partner-specific tone |
| Proposals, incentives and conferences | Past RFP responses, venue and partner rates, sustainability statement and certifications, AV and production rates, gala and activity options, case studies, insurance and terms | RFP responses in the buyer’s order, programme options, budget structures, site inspection agendas |
| Supplier rates 2027 | Rate emails and PDFs as they arrive, last year’s contracts, allocation and FOC policies, cancellation terms by hotel, blackout dates, supplier contact list | Rates into one table, the gap list, chase emails, “which hotels can hold 44 in October” |
| Operations: tour documents | Itinerary templates, driver and guide briefing template, rooming list format, emergency procedures, supplier contact sheets, accessibility notes by site, post-tour report examples | Every tour document from one itinerary, pre-departure checklists, change notices, the post-tour report |
| Partners and markets | Correspondence samples by market, tone guides for German, French and US partners, your product glossary, each partner’s preferences, fam trip itineraries, market reports | Market-specific versions, fam trip invitations, partner updates, translations with the right register |
| Listings, website and partner copy | Current tour descriptions, product sheets, brand voice notes, press mentions, awards, the questions partners always ask | Listing copy, website pages, partner product sheets, FAQ updates, consistent facts for being found |
| Finance and reporting | Quoted budgets and actuals, reconciliation format, invoice examples, KPI definitions, board report template | Reconciliations, variance questions for suppliers, monthly summaries, board one-pagers |
| Proposal Checker | The brief, your draft, and instructions to act as a demanding buyer (P8) | A grade, the gaps, the questions a buyer would still ask, the three changes to make before sending |
Sharing projects with your team
| Tool | Can you share it with colleagues? |
|---|---|
| ChatGPT | Shared projects on Business and Enterprise workspaces. Personal plans share chats, not projects. |
| Claude | Team and Enterprise plans share projects. Personal plans do not. |
| Copilot | Notebooks can be shared inside your organisation; content sits in your SharePoint storage and inherits its permissions. |
| Gemini | Gems can be shared by link; Workspace permissions apply. Check what your plan allows. |
Practice material: a past proposal (seed this into your proposals project to set the house voice)
# FICTIONAL PAST PROPOSAL FOR TRAINING *Harbour & Heather Ireland Ltd does not exist. This document exists to seed an AI project so new drafts copy a house style. Prices are invented.* --- **Harbour & Heather Ireland Ltd** Proposal for Great Lakes Group Travel, Inc. "Ireland's West and South" group tour series, 2025 Prepared for Dana Whitfield, 14 October 2024 ## Why this programme works for your travellers Your 2024 groups told us three things in their feedback: they want fewer hotel changes, they want time to actually sit in a pub rather than be shown one, and the Ring of Kerry day was too long. We have built 2025 around those three points. Two-night stays throughout, a shorter Kerry day that starts from Killarney rather than Cork, and an evening in Dingle that has no schedule at all beyond a reserved corner in a music pub. We have kept the pace deliberately gentle. Longest coach day is 4 hours 10 minutes of driving, broken twice. Every hotel has lift access and we have flagged the two visits with steps. ## Day by day **Day 1, Shannon to Ennis.** Meet and greet at Shannon by your driver-guide. Short drive to Ennis, early check-in arranged so rooms are ready on arrival. Afternoon free to rest. Welcome dinner in the hotel with a short talk from a local historian on what the group will see over the next nine days. *Hotel: Old Ground style townhouse hotel, 2 nights.* **Day 2, The Burren and the Cliffs of Moher.** Morning at a heritage centre with a guided introduction to the limestone landscape, then the Cliffs with time at the visitor centre. Lunch stop in Doolin. Return via the coast road. Evening at leisure in Ennis, which has the best small pub music scene in the west. *Steps: the Cliffs path has a gradual slope, fine for walkers; the Burren centre is level.* **Day 3, Ennis to Killarney via a working farm.** Sheepdog demonstration and farm visit mid-morning (level ground, outdoor, bring a jacket). Lunch in Adare. Arrive Killarney mid-afternoon. *Hotel: 4-star hotel on the edge of the National Park, 2 nights.* **Day 4, The Ring of Kerry, the short way.** We run the Ring clockwise from Killarney with a 9.30 start and are back by 4.30. Stops at Kenmare, Sneem, Waterville and a photo stop at Ladies View. Jaunting car option in the park for anyone who wants it (optional, EUR 25 per person, paid locally). Dinner in the hotel. **Day 5, Killarney to Dingle to Cork.** Morning drive to Dingle, free time for lunch and wandering. Afternoon drive to Cork. *Hotel: city centre 4-star, 2 nights.* Evening at leisure. **Day 6, Blarney and Cobh.** Blarney Castle and gardens in the morning (the castle keep has 127 steps; the gardens are level and most of our groups split here). Lunch in Cobh, then the heritage centre on emigration, which US groups consistently rate the most moving stop on the tour. Evening traditional music in a reserved corner of a Cork pub, no show, just musicians. **Day 7, Cork to Kilkenny.** Rock of Cashel en route (steps and uneven ground, a bench and coffee alternative is set up for anyone who prefers it). Afternoon in Kilkenny, castle grounds and the medieval mile. *Hotel: The Ardmore Arms, 2 nights.* This is the hotel your 2024 groups rated highest. **Day 8, Kilkenny day.** Morning craft trail (a glass studio and a woollen mill, both level). Afternoon free. Optional whiskey tasting at 5pm (EUR 30 per person, bookable in advance). Dinner in the hotel. **Day 9, Kilkenny to Dublin.** Morning drive. Guinness Storehouse mid-morning with timed entry to avoid the queues. Lunch at leisure around St Stephen's Green. Afternoon panoramic city tour by coach with a walking section in Trinity College for those who want it. *Hotel: 4-star city centre, 1 night.* Farewell dinner with a private room and a short musical set. **Day 10, Departure.** Transfer to Dublin Airport. For groups on morning flights we arrange a 6.30am breakfast and a 7.00am departure. ## What is included Nine nights in 4-star hotels as listed, twin or double rooms, private facilities. Nine full Irish breakfasts and seven dinners (days 1, 2, 3, 4, 7, 8, 9; evenings in Cork and Dingle are free so the group can choose). Luxury coach with professional driver-guide throughout. All admissions listed in the itinerary. Porterage at every hotel. Our 24-hour emergency line for the tour escort. One free place in twenty on a half board twin basis. ## What is not included Flights, lunches, drinks, travel insurance, items marked optional, gratuities for the driver-guide (we suggest USD 8 to 10 per person per day, paid at the end of the tour). ## Price | Option | Per person twin share, land only | Single supplement | |---|---|---| | 4-star as described | EUR 2,310 | EUR 495 | | 3-star-plus alternative (two hotels swapped) | EUR 2,085 | EUR 380 | Prices are per person, based on a minimum of 36 paying passengers, in euro. We can hold a USD rate for the series at contracting if you prefer, with a 2% buffer for exchange movement. ## Terms Rooms held on option until 30 November. Contract and 10% deposit by 15 December. Final numbers 45 days before each departure, rooming list 30 days before. Cancellation free up to 60 days, then as per our standard group terms attached. Group size reduction of 10% permitted up to 30 days before arrival without penalty. ## One note from us The group feedback consistently rates the small, unscheduled evenings higher than the big set-piece dinners. We would gently suggest keeping the Cork and Dingle evenings free in 2025, even though it looks like "less" on paper. It is what people remember. Aoife Nolan Groups Manager, Harbour & Heather Ireland Ltd
P7
Instructions for your proposals project
Create a project called Proposals, [your company]. Paste this as the instructions. Add two or three past proposals (redacted on a personal account) and your current rate sheet. The practice proposal above works if you have nothing to hand.
You are the proposal assistant for [company], an Irish inbound [tour operator / DMC]. Use the past proposals in this project as the model for structure, tone and level of detail. Never invent a rate, a price or an availability; take rates only from the rate sheet files in this project and write TO BE COSTED wherever a rate is missing. Never state drive times, opening hours or capacities as facts; mark them CHECK. Write in British English, in the second person to the partner, warm and specific, no marketing adjectives. When I give you a brief, draft the proposal narrative first and leave a pricing table for me to complete.
ChatGPT: Projects, InstructionsCopilot: Notebook, add references, paste P1 and this as the first messageClaude: Projects, Set project instructionsGemini: New Gem, Instructions
P8
Instructions for the Proposal Checker (a second project that plays the tough buyer)
Create a second project called Proposal Checker. Paste this as the instructions and add the brief you are working on. This is your double check before anything leaves the building, and it is what your buyers are already doing to you.
You are the product manager at the overseas partner who sent the brief in this project. You are experienced, busy and sceptical, and you are comparing three proposals from different Irish operators. When I paste a proposal: 1) score it out of ten on fit to the brief, clarity, value for money and risk, with two lines of reasoning for each; 2) list every requirement in the brief that the proposal does not answer or answers vaguely; 3) list the questions you would still have to email the operator; 4) flag anything that reads as generic or copied; 5) say what would make you choose it over a competitor. Be direct. Do not rewrite the proposal unless I ask.
4. From brief to proposal
The first useful thing AI does for an inbound operator is read the brief properly and get your questions out the door the same afternoon. The second is drafting in your own house style from your own past work. Prompts with the same number run in the same chat, one after the other.
Practice material: Brief 1, a US wholesaler asking for a group tour series (leisure tables)
Deliberately incomplete. The triage should find the gaps.
FICTIONAL BRIEF FOR TRAINING. Great Lakes Group Travel, Inc. does not exist. From: Dana Whitfield <dwhitfield@greatlakesgrouptravel-example.com> To: groups@harbourandheather-example.ie Subject: Fwd: Fwd: RE: Ireland 2027 series - need numbers by the 24th Hi team, Following up from the Chicago meeting. Marcy has signed off on us running Ireland as a series again in 2027 after the 2025 one went well (the Kilkenny hotel was a hit, the Galway one less so, you remember the parking situation). We'd like you to quote on the same basic shape with a few changes. Four departures: early May, mid June, mid September, early October. We'd take 40-44 passengers per departure, mostly couples, average age mid 60s to early 70s. Two of our regulars on the September date have mobility limitations (one uses a walker) so please keep walking distances sensible and flag anything with a lot of steps. 10 days / 9 nights. Fly into Shannon, out of Dublin. 4-star hotels throughout, half board. One hotel per two nights minimum, nobody wants to pack every morning. Driver-guide for the whole tour, English speaking obviously, the group loved Padraig last time if he's available. Must-sees from the feedback forms: Cliffs of Moher, Ring of Kerry, Blarney, a farm visit with a sheepdog demo, the Guinness thing in Dublin, and they keep asking about the Titanic museum in Belfast so maybe a night up north if it works in the routing. One evening of traditional music somewhere authentic, not a dinner show. Welcome dinner night one and farewell dinner last night. Rooming per departure roughly 20 twins/doubles and 2 singles, could be 3 singles on the October date. We need to land under USD 2,650 per person twin share, land only, including the standard FOC (1 in 20) and your usual escort policy. Please give us a second price at 3-star-plus if the 4-star comes in high. Deposit and cancellation terms as per last contract unless something changed. We'll need this back by the 24th because the brochure goes to print the following week. Marcy also asked whether you can do the Northern Ireland night in dollars or if that part gets billed separately like last time. Thanks, Dana Dana Whitfield Senior Product Manager, Europe Great Lakes Group Travel, Inc. Chicago, IL ---------- Forwarded message ---------- From: Marcy Lindqvist Subject: RE: Ireland 2027 series Dana - go ahead and get numbers. Push them on the Belfast idea, our October group is a bank retirees club and they specifically asked. And ask if they can do a whiskey tasting as an optional, people want to pay extra for that. Also can we get the itinerary in a format we can drop straight into the brochure this time, last year's PDF had to be retyped. M
Practice material: Brief 2, a German incentive house (DMC and conference tables)
Also incomplete on purpose.
FICTIONAL BRIEF FOR TRAINING. Nordlicht Incentive GmbH does not exist. Von: Katrin Baumann <k.baumann@nordlicht-incentive-example.de> An: incentives@harbourandheather-example.ie Betreff: Anfrage Irland Incentive März 2027 / Request Ireland incentive March 2027 Dear Harbour & Heather team, We are preparing a proposal for one of our pharmaceutical clients in Hamburg and Ireland is on the shortlist together with Lisbon and Edinburgh. Please send us a first concept and budget indication by Friday next week. The client decides in two weeks and we will do a site inspection with the winning destination in January. Group: 60 persons, top performers of the sales organisation, partners are invited. Mixed ages, 30 to 55. German speaking, good English. Dates: 4 nights in March 2027, mid-month preferred. Arrival with a charter or group booking on Lufthansa, to be confirmed. Programme wishes: - 5-star hotel in Dublin for three nights, one night in a castle or manor house if the logistics allow - A gala dinner with an Irish theme on the last evening, with live music - One half day of team activity. The client mentioned whiskey, sailing and "something with Gaelic sport", we are open to ideas that work in March weather - One morning reserved for a company meeting, about 2 hours, with AV - Private transfers throughout, German speaking guides where possible - A partner programme during the meeting morning - Welcome gifts in the rooms, locally made Budget: approximately EUR 2,900 per person, all-in on the ground, excluding flights. The client needs a sustainability statement with the proposal (they report CO2 for all incentives) and prefers hotels with recognised certification. Please note the client is sensitive to anything that looks like a "tourist" programme. It should feel exclusive. Mit freundlichen Grüssen / Kind regards, Katrin Baumann Senior Project Manager Nordlicht Incentive GmbH, Hamburg
P9.1
Brief triage
A fresh chat, not inside the project yet. Paste Brief 1 or Brief 2 from above, or your own redacted brief.
Read this partner brief and return the following, in this order, using "NOT STATED" wherever the brief does not say: travel dates and flexibility; passenger numbers and rooming; budget per person and what that implies per night; arrival and departure points; must-see places; accessibility, dietary and mobility needs; decision deadline; who the end client is; any references to previous programmes. Then list everything that is missing or ambiguous that we need to know before quoting. Then list three risks for us in this piece of business. Brief: [paste]
P9.2
The holding reply with your questions (same chat)
Using the triage above, write a reply to [name] that goes out today. Confirm what we understood, ask the missing questions in a numbered list, suggest a date we will have the full proposal to them, and keep the tone the way we would speak to a partner we have worked with before.
P10.1
Draft the proposal inside your Proposals project
Open your Proposals project and start a new chat there, so the instructions and files apply.
Here is a new brief: [paste]. Using our past proposals as the model and the rate sheet in this project, draft the day-by-day proposal narrative, an inclusions and exclusions section, and a terms section. Mark anything uncosted TO BE COSTED and anything unverified CHECK. Start with a short "why this programme works for your travellers" section that refers to specific points in the brief.
P10.2
Market version and price tiers (same chat)
Swap the market for whichever you sell to.
Produce a version of this proposal for a German-speaking partner: more formal, precise about inclusions, sustainability certifications named where we have them, no superlatives. Then add a three-tier price table (3-star-plus, 4-star, 5-star) with the rows filled in and the prices left blank for me.
P10.3
Grade it in the Proposal Checker
Switch to the Proposal Checker project and paste the draft from P10.1.
Here is my draft proposal for the brief in this project: [paste]. Grade it as instructed and give me the three changes that would most improve my chances.
P10.4
Make the changes (back in the Proposals project)
Then stop. Write in one project, grade in the other, fix, send.
The buyer review of this draft asked for these three changes: [paste]. Make them without changing any price, rate or fact, and show me only the sections you changed.
5. The other 72%: supplier rates, chasing, costing, reminders
Writing the proposal is the easy part. Getting supplier rates in, chasing, and costing are where the time goes. AI reads, structures, flags and chases. It never invents a rate, and a person checks every number.
Practice material: a supplier rates email thread (four suppliers, messy on purpose)
Two currencies, VAT stated two different ways, a diesel clause and a hotel that cannot hold rooms on one date.
FICTIONAL SUPPLIER EMAILS FOR TRAINING. None of these businesses exist. Rates are invented. ===================================================================== EMAIL 1 of 4 From: Siobhan Treacy, Group Sales, The Ardmore Arms Hotel, Kilkenny Subject: RE: RE: 2027 series rates - Harbour & Heather ===================================================================== Hi Aoife, Apologies for the delay, we were waiting on the board to sign off the 2027 numbers. Here is what I can do for your Great Lakes series, based on 4 departures of 40-44. Twin/double half board (dinner table d'hote 3 course + full Irish breakfast): May and June departures EUR 142 per person per night, September EUR 148, October back to EUR 142. Single supplement EUR 55 per night. Half board means dinner and breakfast only, lunch not included, tea and coffee after dinner included. FOC: 1 in 20 on a half board twin basis, driver and guide in single rooms at EUR 70 half board. Porterage EUR 2.50 per person per stay, we usually just add it to the bill. All of the above are inclusive of VAT and service. Rooms held on option until 30 November, after that we need the contract signed. 10% deposit at contracting, balance 30 days prior to each arrival. Cancellation: free up to 60 days, 50% between 59 and 30 days, 100% inside 30 days. Group size reduction of up to 10% free of charge up to 30 days out. Please note we are doing the ballroom refurb in October so the farewell dinner on the October date would need to be in the Rose Room (max 50 seated, fine for your numbers). Let me know if you need the 3-star-plus alternative, our sister property Lough Derg Lodge can do you a rate too, I've copied Brendan. Best, Siobhan ===================================================================== EMAIL 2 of 4 From: Brendan Hayes, Lough Derg Lodge Hotel, Co. Tipperary Subject: Lough Derg Lodge rates 2027 (sister property) ===================================================================== Aoife, Siobhan asked me to send these on. Keep it simple: 2027 group rate, 2 nights min, half board, twin share: €118pppn exc VAT. VAT to be added at the applicable rate. Single supp €40. 1 FOC per 20 paying. Driver/guide room €60 half board. No ballroom, dinner for groups is in the restaurant, max 48 covers at one sitting so your 44 is grand. Parking for the coach is at the side, no issue. Terms same as Ardmore Arms. Option until end November. Brendan ===================================================================== EMAIL 3 of 4 From: Atlantic Edge Coaches, Galway (dispatch@atlanticedge-example.ie) Subject: Quote 2027 - 10 day tours x4 - Harbour and Heather ===================================================================== Hi, Please see quote for the 10 day tour x 4 departures as discussed on the phone. 53 seater Volvo (2024 or newer), driver-guide, 10 days: EUR 1,450 per day. Includes 9 driver overnights at your hotels (driver room to be covered by you per hotel policy, see above) and driver meals. Over 10 hours driving day surcharge EUR 180 per day where applicable, the Belfast day will likely hit that. Diesel surcharge: rates based on diesel at EUR 1.55, any increase over 10% at time of tour will be passed on. Tolls, parking and ferry (if any) at cost, we will invoice after the tour with receipts. Northern Ireland: no extra charge for crossing, but the coach stays on EUR, we do not bill in sterling. Padraig is available for May and June, not for September (he is on the Scotland run), we can offer Deirdre for Sep/Oct, same rate. Quote valid 60 days. Regards Mairead Atlantic Edge Coaches ===================================================================== EMAIL 4 of 4 From: bookings@burrenstone-example.ie (Burren Stone Heritage Centre) Subject: Group rates 2027 + Causeway Coast Hotel note ===================================================================== Hello Harbour & Heather, Thank you for your enquiry. Our 2027 group admission rates (minimum 15 paying) are as follows: adult EUR 11.50, senior (65+) EUR 9.50, driver and guide complimentary. Guided tour of the centre included for groups booked 14 days in advance, self guided otherwise. Audio guides EUR 2 extra in German, French, Italian, Spanish. We open at 10am March to October, 11am in winter. Coach parking on site. Lunch in our cafe is EUR 16.50 for soup, sandwich and tea or coffee if you want to pre book for the group, we need numbers 72 hours before. Separately, Causeway Coast Hotel in Co. Antrim asked me to pass on that their 2027 group rate is GBP 129 per person per night B&B twin, dinner GBP 34 per head for a 3 course set menu, single supplement GBP 45, 1 in 20 FOC, rates include VAT. Deposit 20% at booking. They can only hold 22 rooms on the October date because of a wedding. Kind regards, Bookings team
P11.1
Supplier rates into one table
Watch what the FLAGGED column catches.
These are emails from suppliers: [paste]. Put every rate into one table with these columns: supplier, product, rate, currency, basis (per person per night, per day, per head, per group), VAT included or excluded, FOC policy, single supplement, validity or option date, conditions. Add a column called FLAGGED and write a short note wherever anything is ambiguous, inconsistent between suppliers, or missing. Do not convert currencies. Do not estimate anything.
ChatGPT / Claude / Gemini: paste the emails or upload the PDFsCopilot: in Outlook select the emails and ask for the table, or paste into Copilot Chat; Copilot in Excel builds it in the sheet on the licence
P11.2
The chase email
[Hotel] has not replied to our rate request sent on [date] for [dates and numbers]. Write a short, friendly chase that makes it easy for them to answer by listing exactly what we need in three lines, and mention that we are quoting to the partner by [date].
P11.3
A reminder or a scheduled check
What exists today: ChatGPT scheduled tasks on paid plans; Gemini scheduled actions on paid plans; Copilot through Outlook reminders, To Do, or a Power Automate flow your administrator allows; Claude through a connected calendar or mailbox where your plan enables it. Manual first, scheduled second: never automate a prompt you have not run by hand.
Every Monday at 9am, check this list of outstanding rate requests [paste or attach] against replies received, and give me the chase list in order of the partner's deadline.
ChatGPT: Tasks (paid)Gemini: scheduled actions (paid)Copilot: Outlook, To Do, Power AutomateClaude: connected calendar or mail where enabled
Costing. AI builds the costing sheet from the rate table, checks it against the brief (passengers, nights, FOC, singles) and leaves TO BE COSTED until a person fills it. The margin check is yours. Anyone selling you AI that generates rates is selling guesses.
6. Spreadsheets and data
The forgotten win. Upload the practice quote log below or your own export. Copilot licence users can do this inside Excel; everyone else uploads or pastes the file into ChatGPT, Claude or Gemini.
Practice material: a quote log, 140 fictional quotes (copy and paste into your tool, or into a sheet)
Columns: quote_id, received_date, response_days, source_market, partner_type, segment, pax, nights, travel_month, season, hotel_tier, price_pp_eur, margin_pct, outcome, lost_reason, sales_owner. For Excel: paste into a sheet, then Data, Text to Columns, comma.
quote_id,received_date,response_days,source_market,partner_type,segment,pax,nights,travel_month,season,hotel_tier,price_pp_eur,margin_pct,outcome,lost_reason,sales_owner Q-1009,2024-11-10,6,Italy,Wholesaler / tour operator,Tour series,36,4,2025-07,Peak (May-Sep),3-star,790,18.4,Lost,Went with competitor,DB Q-1013,2024-04-20,2,Germany,Conference organiser,Conference,400,4,2025-06,Peak (May-Sep),4-star,690,12.7,Won,,AM Q-1016,2025-09-23,1,UK,Group organiser,Ad hoc group,24,4,2026-10,Shoulder (Apr/Oct),4-star,1140,14.3,Lost,Hotel availability,SK Q-1019,2025-01-19,7,USA,Conference organiser,Conference,120,5,2026-09,Peak (May-Sep),5-star,1190,9.0,Lost,Hotel availability,LF Q-1025,2024-01-16,1,Italy,Incentive house,Incentive,48,5,2025-09,Peak (May-Sep),4-star,1610,24.9,Won,,AM Q-1033,2025-03-10,4,USA,Wholesaler / tour operator,Ad hoc group,16,9,2026-05,Peak (May-Sep),5-star,3150,19.6,Won,,LF Q-1040,2024-09-11,2,USA,Travel agent,Ad hoc group,24,8,2025-10,Shoulder (Apr/Oct),5-star,2620,21.6,Won,,LF Q-1047,2024-06-09,4,USA,Incentive house,Incentive,60,4,2025-09,Peak (May-Sep),3-star,1230,19.9,Won,,DB Q-1054,2024-03-11,5,USA,Group organiser,Ad hoc group,20,5,2025-09,Peak (May-Sep),4-star,1310,10.3,Won,,DB Q-1058,2024-10-20,4,France,Travel agent,FIT,4,9,2025-03,Off-peak,4-star,2090,10.5,Lost,Too slow to respond,DB Q-1061,2024-01-13,6,France,Conference organiser,Conference,400,5,2025-03,Off-peak,5-star,1160,20.7,Lost,Too slow to respond,DB Q-1070,2025-06-01,5,USA,Wholesaler / tour operator,Tour series,48,8,2026-06,Peak (May-Sep),3-star,1680,12.4,Won,,SK Q-1073,2024-06-17,1,USA,Wholesaler / tour operator,Tour series,36,10,2025-03,Off-peak,4-star,2630,20.8,Won,,LF Q-1079,2024-09-13,3,Germany,Wholesaler / tour operator,FIT,2,9,2025-05,Peak (May-Sep),4-star,2310,13.9,Lost,Price,AM Q-1087,2024-05-08,2,USA,Wholesaler / tour operator,FIT,2,10,2025-07,Peak (May-Sep),4-star,2320,9.8,Won,,DB Q-1091,2024-07-03,3,Spain,Group organiser,Ad hoc group,45,5,2025-06,Peak (May-Sep),4-star,1280,11.0,No reply,No reply from partner,LF Q-1097,2024-11-03,3,France,Wholesaler / tour operator,FIT,8,6,2025-05,Peak (May-Sep),4-star,1380,10.1,Lost,Client postponed,AM Q-1101,2025-03-11,3,USA,Wholesaler / tour operator,FIT,2,4,2026-08,Peak (May-Sep),4-star,1160,12.9,Lost,Client postponed,DB Q-1108,2024-03-26,7,USA,Group organiser,Ad hoc group,24,6,2025-09,Peak (May-Sep),4-star,1480,16.4,No reply,No reply from partner,DB Q-1112,2025-06-24,1,USA,Incentive house,Incentive,40,5,2026-09,Peak (May-Sep),4-star,1620,25.3,Won,,LF Q-1117,2025-08-31,2,France,Wholesaler / tour operator,Ad hoc group,16,10,2026-04,Shoulder (Apr/Oct),3-star,1660,19.1,Won,,LF Q-1126,2024-04-28,4,Australia,Travel agent,FIT,6,4,2025-06,Peak (May-Sep),5-star,1470,10.2,Won,,LF Q-1130,2024-10-18,3,Spain,Group organiser,Ad hoc group,16,9,2025-10,Shoulder (Apr/Oct),4-star,2100,18.3,Won,,AM Q-1138,2024-04-17,3,USA,Wholesaler / tour operator,Ad hoc group,16,10,2025-10,Shoulder (Apr/Oct),5-star,3400,9.8,Won,,AM Q-1144,2024-09-23,2,Australia,Wholesaler / tour operator,Tour series,42,5,2025-09,Peak (May-Sep),5-star,1960,19.6,Lost,Client postponed,AM Q-1150,2025-02-11,4,Germany,Wholesaler / tour operator,Ad hoc group,38,6,2026-11,Off-peak,4-star,1310,18.5,Won,,AM Q-1159,2025-09-14,1,Netherlands,Wholesaler / tour operator,FIT,2,6,2026-07,Peak (May-Sep),4-star,1640,14.5,No reply,No reply from partner,SK Q-1168,2024-05-03,10,UK,Group organiser,Ad hoc group,28,9,2025-08,Peak (May-Sep),3-star,1580,13.2,Won,,SK Q-1177,2025-08-30,2,USA,Group organiser,Ad hoc group,38,6,2026-03,Off-peak,3-star,1150,14.7,Lost,Price,SK Q-1180,2024-06-09,3,Netherlands,Group organiser,Ad hoc group,32,8,2025-07,Peak (May-Sep),5-star,3080,21.3,Won,,SK Q-1183,2024-05-18,3,Canada,Wholesaler / tour operator,Tour series,36,4,2025-08,Peak (May-Sep),4-star,970,19.4,Lost,Price,LF Q-1188,2024-09-27,2,USA,Conference organiser,Conference,120,5,2025-08,Peak (May-Sep),4-star,830,12.4,Won,,LF Q-1192,2024-06-04,6,USA,Group organiser,Ad hoc group,24,10,2025-07,Peak (May-Sep),3-star,1890,19.8,Won,,SK Q-1196,2025-06-14,7,USA,Wholesaler / tour operator,Ad hoc group,32,4,2026-10,Shoulder (Apr/Oct),4-star,1010,14.8,Won,,DB Q-1203,2024-11-19,2,USA,Wholesaler / tour operator,FIT,4,10,2025-04,Shoulder (Apr/Oct),5-star,3270,12.6,No reply,No reply from partner,AM Q-1211,2024-07-18,7,Canada,Conference organiser,Conference,250,3,2025-09,Peak (May-Sep),3-star,370,15.7,Lost,Too slow to respond,DB Q-1218,2024-02-17,3,Germany,Wholesaler / tour operator,FIT,4,6,2025-09,Peak (May-Sep),5-star,2150,11.2,Lost,Price,AM Q-1221,2025-07-21,5,USA,Travel agent,Ad hoc group,20,8,2026-05,Peak (May-Sep),4-star,1750,15.4,Won,,LF Q-1228,2025-01-09,1,Netherlands,Wholesaler / tour operator,Ad hoc group,45,7,2026-05,Peak (May-Sep),5-star,2520,12.1,No reply,No reply from partner,AM Q-1235,2024-02-26,3,USA,Wholesaler / tour operator,FIT,6,7,2025-08,Peak (May-Sep),5-star,2560,9.0,Lost,Price,SK Q-1244,2024-05-25,3,USA,Incentive house,Incentive,48,4,2025-06,Peak (May-Sep),5-star,1900,24.8,No reply,No reply from partner,AM Q-1251,2025-02-28,3,Spain,Wholesaler / tour operator,FIT,2,8,2026-07,Peak (May-Sep),4-star,1960,10.5,Won,,AM Q-1255,2025-04-25,2,UK,Wholesaler / tour operator,Tour series,44,6,2026-05,Peak (May-Sep),3-star,1150,12.7,Lost,Price,AM Q-1261,2024-02-28,4,Netherlands,Incentive house,Incentive,48,3,2025-11,Off-peak,4-star,1070,17.0,Lost,Price,SK Q-1268,2024-11-16,3,USA,Incentive house,Incentive,48,5,2025-08,Peak (May-Sep),4-star,1590,25.8,Won,,DB Q-1274,2024-02-15,2,Germany,Travel agent,FIT,4,6,2025-07,Peak (May-Sep),4-star,1540,8.1,Lost,Price,SK Q-1283,2025-08-24,3,Netherlands,Incentive house,Incentive,30,4,2026-05,Peak (May-Sep),4-star,1500,15.6,Won,,AM Q-1291,2024-04-15,1,Netherlands,Wholesaler / tour operator,FIT,4,5,2025-05,Peak (May-Sep),4-star,1200,13.8,Won,,SK Q-1297,2024-08-05,8,UK,Wholesaler / tour operator,Ad hoc group,38,6,2025-07,Peak (May-Sep),4-star,1500,16.9,Lost,Too slow to respond,DB Q-1302,2024-09-25,3,Germany,Wholesaler / tour operator,Tour series,44,10,2025-09,Peak (May-Sep),4-star,2290,11.9,Lost,Price,DB Q-1311,2024-03-21,2,USA,Travel agent,FIT,4,6,2025-04,Shoulder (Apr/Oct),4-star,1520,12.6,Won,,AM Q-1315,2024-10-19,5,France,Wholesaler / tour operator,Tour series,40,8,2025-08,Peak (May-Sep),5-star,3160,21.1,No reply,No reply from partner,SK Q-1319,2024-09-22,3,France,Wholesaler / tour operator,Tour series,36,5,2025-10,Shoulder (Apr/Oct),5-star,1630,11.0,Lost,Went with competitor,DB Q-1323,2024-02-03,6,USA,Group organiser,Ad hoc group,20,6,2025-06,Peak (May-Sep),4-star,1420,12.2,Won,,AM Q-1327,2024-12-16,5,USA,Travel agent,Ad hoc group,16,4,2025-08,Peak (May-Sep),4-star,960,16.4,Won,,AM Q-1335,2024-01-21,6,Germany,Group organiser,Ad hoc group,24,4,2025-10,Shoulder (Apr/Oct),5-star,1510,15.5,Lost,Price,DB Q-1344,2024-04-09,4,USA,Wholesaler / tour operator,Ad hoc group,16,7,2025-09,Peak (May-Sep),4-star,1540,18.4,Won,,AM Q-1350,2025-08-24,3,USA,Incentive house,Incentive,48,5,2026-09,Peak (May-Sep),4-star,1820,18.7,Lost,Client postponed,DB Q-1354,2025-04-05,7,USA,Wholesaler / tour operator,Tour series,36,5,2026-10,Shoulder (Apr/Oct),4-star,1160,11.3,Lost,Too slow to respond,AM Q-1358,2024-04-24,6,France,Conference organiser,Conference,400,4,2025-07,Peak (May-Sep),4-star,590,12.8,Lost,Too slow to respond,AM Q-1362,2024-09-28,3,Italy,Group organiser,Ad hoc group,45,8,2025-06,Peak (May-Sep),4-star,2020,13.1,Won,,SK Q-1371,2024-03-05,3,Canada,Wholesaler / tour operator,FIT,2,7,2025-07,Peak (May-Sep),4-star,1620,9.6,Lost,Client postponed,AM Q-1376,2024-01-30,3,USA,Wholesaler / tour operator,FIT,6,6,2025-05,Peak (May-Sep),4-star,1510,12.8,Won,,SK Q-1383,2024-05-09,2,USA,Conference organiser,Conference,120,4,2025-08,Peak (May-Sep),3-star,530,10.7,Won,,DB Q-1389,2024-01-12,5,France,Wholesaler / tour operator,Tour series,44,8,2025-08,Peak (May-Sep),3-star,1550,17.8,Won,,LF Q-1398,2024-11-15,3,France,Wholesaler / tour operator,Ad hoc group,28,5,2025-07,Peak (May-Sep),4-star,1150,15.2,Won,,LF Q-1403,2024-02-14,6,France,Wholesaler / tour operator,FIT,2,7,2025-10,Shoulder (Apr/Oct),5-star,2300,10.4,Lost,Price,LF Q-1409,2025-09-04,2,USA,Incentive house,Incentive,80,4,2026-10,Shoulder (Apr/Oct),3-star,1230,22.2,Lost,Went with competitor,LF Q-1414,2024-07-13,5,USA,Wholesaler / tour operator,FIT,2,5,2025-08,Peak (May-Sep),5-star,1860,10.9,Lost,Price,DB Q-1418,2025-07-16,6,USA,Wholesaler / tour operator,FIT,4,5,2026-11,Off-peak,4-star,1410,9.2,Lost,Too slow to respond,AM Q-1421,2025-08-22,14,UK,Incentive house,Incentive,48,4,2026-05,Peak (May-Sep),5-star,2130,14.3,No reply,No reply from partner,DB Q-1430,2024-11-15,5,Canada,Group organiser,Ad hoc group,24,6,2025-06,Peak (May-Sep),3-star,1250,19.5,Lost,Went with competitor,DB Q-1439,2025-09-13,3,USA,Group organiser,Ad hoc group,38,9,2026-03,Off-peak,3-star,1520,21.5,Won,,DB Q-1442,2025-08-01,7,UK,Wholesaler / tour operator,Ad hoc group,32,9,2026-06,Peak (May-Sep),3-star,1590,12.2,Won,,DB Q-1450,2025-06-12,3,Canada,Conference organiser,Conference,400,4,2026-09,Peak (May-Sep),5-star,970,12.5,Won,,DB Q-1459,2025-03-26,2,UK,Group organiser,Ad hoc group,38,10,2026-11,Off-peak,4-star,2150,9.7,Won,,AM Q-1465,2024-10-10,6,USA,Group organiser,Ad hoc group,16,7,2025-07,Peak (May-Sep),3-star,1280,16.8,Lost,Hotel availability,LF Q-1470,2024-06-24,1,USA,Wholesaler / tour operator,FIT,4,5,2025-07,Peak (May-Sep),4-star,1210,8.9,Won,,LF Q-1478,2025-10-03,14,USA,Wholesaler / tour operator,Tour series,48,10,2026-03,Off-peak,4-star,2130,21.5,No reply,No reply from partner,SK Q-1481,2024-06-19,2,Germany,Conference organiser,Conference,300,4,2025-10,Shoulder (Apr/Oct),4-star,670,15.2,Won,,LF Q-1490,2025-04-20,4,Germany,Travel agent,Ad hoc group,28,10,2026-07,Peak (May-Sep),4-star,2330,15.8,Lost,Price,SK Q-1494,2024-03-25,10,Spain,Wholesaler / tour operator,Tour series,48,4,2025-08,Peak (May-Sep),3-star,940,14.2,Lost,Too slow to respond,DB Q-1498,2025-02-24,2,France,Conference organiser,Conference,250,5,2026-05,Peak (May-Sep),5-star,1040,12.9,Lost,Went with competitor,AM Q-1504,2024-06-28,2,France,Wholesaler / tour operator,Tour series,44,4,2025-05,Peak (May-Sep),4-star,1150,12.7,No reply,No reply from partner,SK Q-1508,2025-07-24,2,Canada,Incentive house,Incentive,60,5,2026-09,Peak (May-Sep),4-star,1760,19.4,Won,,AM Q-1514,2025-07-25,5,USA,Group organiser,Ad hoc group,32,8,2026-06,Peak (May-Sep),3-star,1440,15.6,No reply,No reply from partner,SK Q-1519,2024-03-06,3,USA,Wholesaler / tour operator,Ad hoc group,16,4,2025-07,Peak (May-Sep),3-star,860,10.8,Won,,DB Q-1527,2025-01-31,1,Italy,Wholesaler / tour operator,Tour series,48,9,2026-11,Off-peak,4-star,2150,9.1,Won,,SK Q-1533,2024-07-28,7,USA,Incentive house,Incentive,24,5,2025-05,Peak (May-Sep),5-star,2620,20.8,Lost,Price,SK Q-1541,2025-04-04,8,Netherlands,Travel agent,Ad hoc group,32,9,2026-06,Peak (May-Sep),3-star,1570,14.0,Lost,Too slow to respond,DB Q-1550,2025-08-21,14,USA,Wholesaler / tour operator,Ad hoc group,28,10,2026-07,Peak (May-Sep),3-star,1730,13.4,Lost,Too slow to respond,SK Q-1557,2024-03-04,2,USA,Group organiser,Ad hoc group,20,5,2025-07,Peak (May-Sep),5-star,1810,14.7,Won,,AM Q-1561,2025-06-21,1,France,Conference organiser,Conference,300,4,2026-10,Shoulder (Apr/Oct),4-star,630,12.7,Won,,SK Q-1566,2024-02-28,2,USA,Group organiser,Ad hoc group,38,6,2025-06,Peak (May-Sep),5-star,2340,18.1,Won,,LF Q-1573,2024-12-22,4,Italy,Incentive house,Incentive,24,5,2025-04,Shoulder (Apr/Oct),4-star,1880,17.1,No reply,No reply from partner,AM Q-1576,2025-08-26,2,France,Wholesaler / tour operator,Tour series,36,9,2026-11,Off-peak,4-star,2190,9.6,Won,,LF Q-1580,2024-08-02,2,USA,Wholesaler / tour operator,Tour series,44,8,2025-03,Off-peak,3-star,1600,9.1,Lost,Hotel availability,AM Q-1583,2024-04-15,4,Spain,Wholesaler / tour operator,FIT,2,9,2025-09,Peak (May-Sep),4-star,2270,10.4,Won,,DB Q-1592,2025-07-06,2,USA,Wholesaler / tour operator,Ad hoc group,38,9,2026-06,Peak (May-Sep),4-star,2090,19.6,No reply,No reply from partner,AM Q-1599,2025-01-13,1,Canada,Wholesaler / tour operator,FIT,6,4,2026-06,Peak (May-Sep),3-star,700,10.5,Lost,Hotel availability,AM Q-1602,2025-01-13,2,USA,Wholesaler / tour operator,Tour series,42,6,2026-09,Peak (May-Sep),4-star,1330,18.0,Won,,AM Q-1607,2024-04-26,1,USA,Wholesaler / tour operator,Tour series,48,7,2025-03,Off-peak,3-star,1400,14.3,Won,,SK Q-1612,2025-08-04,1,USA,Wholesaler / tour operator,Tour series,44,8,2026-06,Peak (May-Sep),4-star,1800,19.7,Won,,LF Q-1620,2024-05-20,1,USA,Wholesaler / tour operator,Ad hoc group,24,7,2025-06,Peak (May-Sep),3-star,1210,11.9,Won,,SK Q-1629,2024-04-09,3,UK,Conference organiser,Conference,120,4,2025-08,Peak (May-Sep),3-star,490,21.6,No reply,No reply from partner,LF Q-1634,2024-02-22,4,Canada,Travel agent,Ad hoc group,38,10,2025-06,Peak (May-Sep),3-star,1750,15.5,Won,,DB Q-1637,2025-09-28,2,Canada,Incentive house,Incentive,60,4,2026-07,Peak (May-Sep),4-star,1500,17.0,Won,,DB Q-1642,2024-10-14,3,Germany,Travel agent,FIT,4,9,2025-09,Peak (May-Sep),3-star,1830,13.3,Won,,AM Q-1647,2024-07-30,4,Canada,Wholesaler / tour operator,Ad hoc group,28,8,2025-07,Peak (May-Sep),4-star,1940,12.7,Lost,Went with competitor,AM Q-1653,2024-11-17,3,Australia,Travel agent,FIT,8,5,2025-06,Peak (May-Sep),4-star,1290,10.9,Won,,AM Q-1659,2024-07-23,1,USA,Wholesaler / tour operator,Tour series,44,7,2025-06,Peak (May-Sep),4-star,1610,13.6,Won,,DB Q-1666,2025-03-31,1,USA,Group organiser,Ad hoc group,24,8,2026-03,Off-peak,3-star,1610,11.0,Won,,DB Q-1675,2025-03-01,1,France,Wholesaler / tour operator,FIT,2,6,2026-09,Peak (May-Sep),5-star,1980,13.4,No reply,No reply from partner,AM Q-1682,2025-04-17,8,USA,Wholesaler / tour operator,Tour series,40,7,2026-08,Peak (May-Sep),5-star,2360,19.6,Lost,Too slow to respond,SK Q-1691,2024-04-08,3,Germany,Wholesaler / tour operator,Ad hoc group,20,10,2025-06,Peak (May-Sep),4-star,2290,18.9,Lost,Price,DB Q-1697,2024-12-30,4,UK,Wholesaler / tour operator,Ad hoc group,16,5,2025-07,Peak (May-Sep),5-star,1750,11.4,Lost,Client postponed,AM Q-1704,2025-09-02,2,USA,Wholesaler / tour operator,FIT,8,10,2026-06,Peak (May-Sep),4-star,2130,13.7,Won,,SK Q-1712,2025-07-16,1,Canada,Wholesaler / tour operator,FIT,4,4,2026-07,Peak (May-Sep),3-star,830,11.0,Won,,SK Q-1716,2024-11-14,1,UK,Group organiser,Ad hoc group,45,6,2025-09,Peak (May-Sep),5-star,2100,10.9,No reply,No reply from partner,DB Q-1719,2024-01-28,7,Canada,Wholesaler / tour operator,Tour series,40,9,2025-04,Shoulder (Apr/Oct),5-star,3190,11.6,Won,,AM Q-1722,2025-05-23,3,USA,Wholesaler / tour operator,Tour series,40,8,2026-05,Peak (May-Sep),4-star,1990,11.7,Won,,LF Q-1730,2024-12-27,2,USA,Conference organiser,Conference,300,3,2025-10,Shoulder (Apr/Oct),4-star,430,21.1,Lost,Price,LF Q-1733,2024-04-22,7,USA,Incentive house,Incentive,24,5,2025-07,Peak (May-Sep),4-star,1660,20.5,Lost,Too slow to respond,DB Q-1736,2025-09-07,4,USA,Travel agent,FIT,8,6,2026-04,Shoulder (Apr/Oct),5-star,2210,12.2,No reply,No reply from partner,SK Q-1739,2024-02-09,4,Canada,Wholesaler / tour operator,FIT,6,9,2025-10,Shoulder (Apr/Oct),4-star,2230,9.9,Lost,Went with competitor,DB Q-1746,2025-07-04,1,USA,Wholesaler / tour operator,FIT,4,5,2026-07,Peak (May-Sep),5-star,1900,13.2,Won,,LF Q-1751,2024-08-01,1,UK,Wholesaler / tour operator,Tour series,36,10,2025-10,Shoulder (Apr/Oct),4-star,2180,20.8,Won,,SK Q-1759,2024-11-19,5,Germany,Group organiser,Ad hoc group,38,4,2025-06,Peak (May-Sep),3-star,870,18.2,Won,,AM Q-1762,2024-10-17,8,Australia,Wholesaler / tour operator,FIT,2,5,2025-05,Peak (May-Sep),4-star,1280,13.7,Lost,Client postponed,SK Q-1767,2024-11-20,4,UK,Group organiser,Ad hoc group,38,5,2025-11,Off-peak,5-star,1850,17.6,Lost,Price,AM Q-1776,2025-04-08,4,USA,Wholesaler / tour operator,Tour series,44,9,2026-10,Shoulder (Apr/Oct),4-star,2220,20.7,Won,,LF Q-1779,2024-10-09,3,USA,Travel agent,FIT,8,7,2025-07,Peak (May-Sep),4-star,1790,12.2,Lost,Too slow to respond,DB Q-1783,2025-05-15,7,USA,Wholesaler / tour operator,Tour series,42,9,2026-06,Peak (May-Sep),3-star,1510,14.3,No reply,No reply from partner,SK Q-1786,2025-02-09,1,USA,Wholesaler / tour operator,FIT,4,6,2026-09,Peak (May-Sep),4-star,1400,12.7,Won,,LF Q-1789,2024-04-06,3,Italy,Wholesaler / tour operator,Tour series,36,9,2025-05,Peak (May-Sep),5-star,2970,16.5,No reply,No reply from partner,DB Q-1792,2024-08-01,5,UK,Wholesaler / tour operator,Tour series,40,5,2025-06,Peak (May-Sep),4-star,1300,21.6,No reply,No reply from partner,SK Q-1801,2025-07-12,5,USA,Wholesaler / tour operator,Ad hoc group,38,8,2026-07,Peak (May-Sep),3-star,1330,14.0,Lost,Too slow to respond,DB Q-1808,2025-08-11,5,USA,Wholesaler / tour operator,FIT,6,4,2026-04,Shoulder (Apr/Oct),4-star,1100,11.3,Won,,SK Q-1812,2024-05-09,7,Netherlands,Conference organiser,Conference,400,4,2025-11,Off-peak,3-star,470,11.0,No reply,No reply from partner,DB Q-1818,2025-08-18,2,USA,Wholesaler / tour operator,Ad hoc group,16,7,2026-10,Shoulder (Apr/Oct),4-star,1770,10.9,Won,,AM
P12.1
Won and lost analysis
Compare tables. In the practice data, replying within two days wins two thirds of quotes; six days wins one in five.
This is our quote log. Analyse it and tell me: win rate by response time in days (banded 1 to 2, 3 to 5, 6 and over); by season; by source market, and whether price per person affects the win rate differently by market; by segment; the most common reasons for losing. Then give me the three changes that would most improve our conversion, with the numbers that support each. Show one chart for the response-time finding.
P12.2
Clean this sheet
This sheet is messy. Standardise all dates to DD/MM/YYYY, flag duplicate rows, split the "name" column into first and last name, and give me a summary of bookings by month and by source market. Tell me exactly what you changed. Then explain, in plain English, the formula I would use to count bookings per market myself.
P12.3
Budget reconciliation
Check the totals yourself. Cleaning and summarising is low risk; arithmetic on big sheets gets a second look.
Here is the budget we quoted for a group and here are the actual supplier invoices. Line up quoted against actual by item, show the variance in euro and percent, flag anything over 5%, and list the questions I should ask suppliers about the differences.
7. Operations documents, and HR in five minutes
One source itinerary, four documents. Use the itinerary in the practice proposal above, or your own. Placeholder names only, never a real manifest. For HR: templates, never people.
P13.1
Driver and guide briefing
From this itinerary, write the driver and guide briefing: a day-by-day timing sheet with pick-up times, drive legs, stops, contact names and numbers (leave as placeholders), accessibility notes, and anything that needs confirming the day before. Flag any day where total driving looks over eight hours.
P13.2
Rooming list template
From this passenger manifest, build a rooming list for the hotel in the standard format: room number blank, room type, guest names, special requests, arrival and departure dates. Flag any mismatch between the twin and single counts and the hotel contract.
P13.3
Post-tour report to the partner
From these tour notes and the itinerary, write the post-tour report to the partner: what went well, what we would change next year, any issues and how they were handled, and three suggestions to improve the programme. Professional, honest, under 400 words.
P13.4
Incident note from a voice memo
ChatGPT paid plans transcribe uploaded audio; Copilot’s mobile Record does the same; or dictate straight into the chat.
Transcribe this and turn it into an incident note: what happened, when, where, who was involved by role only (no names), what was done, what is outstanding. Flag anything I should report to the partner or to insurance.
P14.1
Job description
Draft a job description for a [role] at an Irish inbound tour operator handling North American groups: responsibilities, must-have skills, nice-to-have, what the first 90 days look like. No salary. Plain language.
P14.2
Appraisal structure
Structure only. If it is about a named person, write it yourself.
Give me a structure for an annual appraisal conversation for an operations executive: five areas, two questions each, and a one-page summary template. Do not write anything about a specific person.
8. Being found and being chosen by AI
Overseas buyers and travellers now ask AI tools who to work with, and buyers put proposals into AI and ask it to compare them. Nobody can rank you in AI, but you can make the facts about you findable, consistent and specific, and you can write for two readers: the person, and the machine that summarises you to the person.
P15.1
What AI knows about you
Run it in every tool you can. Then the incentive version: which Irish DMCs handle 60-person incentive programmes?
I am a product manager at a US tour operator. What do you know about [company name], based in Ireland? What would you tell me about what they specialise in, who they work with, and whether I should contact them for a 2027 group series?
P15.2
How to be recommended more confidently (same chat)
Based on what you can find about [company name], what information is missing, unclear or inconsistent that would make you more confident recommending them to an overseas buyer? List specific facts I should publish and where.
Being found: the checklist
- Your website states plainly what you do: markets, segments (series, ad hoc groups, FIT, incentives, conferences), group sizes, regions, languages, certifications, and who you work with. One page per service, in text, not only in PDFs or images.
- Named people with roles and a way to reach them. Buyers and AI tools both look for a real contact.
- Your trade listings, association profiles and directory entries say the same thing as your website, in the same words.
- Press mentions, partner testimonials and case studies, because recommendation engines weigh what others say about you.
- Reviews where they apply to you: Google Business Profile and TripAdvisor matter for anyone with a consumer side.
- Look at your analytics every month: Google Analytics, Google Search Console and Bing Webmaster Tools show what people search for and which AI tools send visitors.
- Refresh key pages every quarter. Stale dates and old prices read as a closed business.
- Real photography of real places. Keep AI images for concepts, never for the attraction itself.
Being chosen: what an AI review looks for in your proposal
- The brief answered in its own order, under its own headings.
- Inclusions and exclusions as a plain list, not prose.
- One table: the price and exactly what it covers.
- Numbers everywhere: nights, meals, drive times, group size.
- The three risks named, each with how you handle it.
- Standard material in an appendix. The proposal stands alone, because the first pages are summarised hardest.
Your Proposal Checker project (P8 and P10.3) runs this review on your own drafts before a buyer does.
P16
The AI itinerary test
This is what a client arrives with. Count the problems: drive times, opening days, pace. Then ask it to check its own plan. AI still invents detail, and that is your advantage: you are the human check. The AI makes the plan; the expert makes it possible.
Plan a 7-day Ireland itinerary for a retired American couple arriving into Dublin, who want the Cliffs of Moher, the Ring of Kerry, the Giant's Causeway and Galway, with no more than three hours in the car on any day.
Troubleshooting
| Problem | Try this |
|---|---|
| I cannot find Projects | ChatGPT and Claude: left-hand sidebar. Copilot: use a Notebook. Gemini: a Gem. |
| I am only allowed Copilot | Every exercise works in Copilot Chat with a Notebook. Paste P1 and P7 as your first message in the notebook. |
| The file is too big or will not upload | Paste the text instead. ChatGPT turns large pastes into attachments. Split long documents in two. |
| It made something up | It had nothing to ground on. Add the source file, add “use only the information provided”, and ask it to mark anything it is unsure of. |
| It ignored my instructions | Put the most important rule first and last. Use the five-line structure. Start a fresh chat if the conversation is long. |
| Can I paste a client’s name? | Names of businesses are fine. Personal data of travellers or staff is not, unless your AI policy and your plan allow it. |
| Is the free version enough? | For everything here, yes. Paid plans add bigger files, more memory, scheduling, agents and higher limits. |
Prepared by ProfileTree for training sessions with inbound tourism businesses. Tool features change often; menu names are correct as of October 2026. Practice material is fictional.