The semi-annual Tour Directors Meetings were held on October 24 and 29. Tour directors gathered to review results from this year’s tours and to prepare for the next tour season that debuts March 2019.
Overall, the news presented by Tour Committee members and staffers was good – good numbers of attendees at the new center, three new tours under development for next year, and many additional projects in the works. Full reports on the numbers of tour attendance for year-to-date 2018 will be sent via email to Tour Directors soon.
Important deadlines to meet: Tour Directors must turn in their requests for next year’s tour dates by December 21, 2018. By February 21, 2019, all tour events will be online and visible in Volunteer Matters.
Must Read – Tour Policy and Expectations
1. The maximum number of guests per docent for CAC tours with listening devices is 15. The maximum number of guests per docent for tours without listening devices is 10. When ticket sales reach these points prior to the tour, the tour is marked “sold out” on our website.
2. Listening devices MUST be used on all CAC tours when the group is larger than 2.
3. If a CAC tour ends somewhere other than CAC, docents must return listening devices to the center as soon as possible, ideally within 15 minutes of the tour’s conclusion, so devices can be cleaned and charged for the next tour.
4. All guests who take bus and walking tours are entitled to visit the exhibition within 7 days. When guests return from a tour and wish to visit the galleries, they must stop at the box office first and get a lapel clip.
5. Docents are reminded not to crowd the elevator, ramp or stairs. A good rule: “hug the red wall” when gathering your group and giving your introductions. The orientation map has just been installed and can be used.
New, Returning, or In the Vault
Tour Committee Chair Tom Carmichael spoke of the process of selecting new tours for next year and putting tours in the vault. Proposals for new tours are due by the end of May. They are reviewed in June, along with existing tours based on demand and availability of docents and Tour Directors.
For 2019, three new tours are under development:
1. North Michigan Avenue, which will become a core tour;
2. Uptown, a neighborhood tour;
3. Art and the Elevated, which is being done in conjunction with the CTA.
The tours that are being retired, or put into the vault, after this season are:
1. Railway Exchange Building (declining attendance);
2. Logan Square (no Tour Director);
3. Italian language tour (no Tour Director);
4. Louis Sullivan Lost and Found, which is being combined with Sullivan Center to become a single tour.
Tom noted that all tours will be reviewed every four years – not for docent proficiency, but for the essence of the tour (stops, route, etc.), This helps keep the quality of tours up to our high standards.
What’s in a Number?
As of this month, CAC has 395 active docents, excluding emeritus docents. A new training class will begin in Spring 2019.
Trust, but Verify
Tour Directors should check their tour manual(s) on The Bridge to ensure that the latest approved version is posted. They should also verify the list of all docents certified for their tour, and review the short tour write-ups on the CAC website to ensure all pictures and descriptions are up-to-date.
State of the New CAC
CAC Vice president Michael Malak Caroline Duda reported on the status of the CAC:
- The Center is doing well. From August 3 through October 22, more than 16,602 people visited the exhibition halls: 7,424; members: 4,195; River Cruise up-sales: 3,319; bus/walking tour redemptions: 716; group sales redemptions: 223; 725 comps: (most for press coverage). Thirty-five percent of CAC members visited during the first seven weeks.
- Overall attendance on all types of tours is comparable to the same period last year; average walking tour attendance is up. All this occurred despite an 8-day close.
- Upcoming goals for the next year: increase the number of River Cruise guests to visit the Center; currently it is only about 3%. Additionally, increase the numbers of redemptions of tour tickets for center visits. Docents are asked to remind guests that tickets can be used for seven days before or after the tour.
- Venue rentals (the Gand Lecture Hall or the whole facility, including the two exhibition galleries, or a combination) will be a significant source of revenue for the CAC. The staff has been receiving about three rental inquiries a day.
- Retail is meeting budget and two, new efforts are working well: Store cashiers ask customers to round up their purchases to the nearest dollar, which brings in revenue. And cashiers highlight sale items that customers can purchase and then donate to CAC. As of September, 155 CAC backpacks have been donated to youth programming.
- Staffing needs have changed at the CAC, and there are new hires. Two familiar faces are now the Guest Experience Managers (GEMS): Amelia, who has been with CAF as box office manager for two years, and D. J. Cummings, a new hire. Each will act as “floor manager” of the facility, ensuring good traffic flow, answering questions and solving problems. In addition, Gallery Attendants have been hired for way-finding and ensuring guests have proper access (are you wearing your label tag?). Still to be hired is a Venue Rental Coordinator, but a Facilities Director and his assistant also are now on staff.
We anticipate a strong 2019 tour season – let’s be ready!