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									                          Safe
                          Group
                          Wine
                          Tours




   A Manual Developed by the Wine Trails of the Finger Lakes Region


                               Visit
                    www.GroupWineTours.org
                for more information on this project


Table of Contents
This manual contains a variety of straightforward materials; part workbook, part textbook and part
scheduling tool. It was designed with the intent to provide all wineries throughout the Finger Lakes
Region with a consistent process to manage group tours, tour operators and the sometimes
challenging situations that can result.

The more wineries use these materials more consistently, the more likely we will all experience
better, more sober and happier customers, which leads to better tour customers and most profitable
winery customers.

All the documents in this manual are yours to use as you see fit. Feel free to change things where
necessary, make copies, email it to customers, transportation companies and other wineries if you
would like. The more people related to all aspects of our industry are exposed to these materials; the
more likely we’ll effect a positive, universal change that will help everybody.


Section                                                                                                     Section
Introduction                                                                                                   1
Provides an overview of this initiative and answers some common questions.
Group Wine Tasting Appointment Form                                                                            2
The bottom of this document is intended to be modified to suit your communication preferences
Driver Identification Form & Group Expectations
This completed form is to be presented to each winery as the group enters, or faxed in advance. It can
be completed by the tour company and/or customer, though the bottom signature must be that of the
                                                                                                               3
customer.
Tour Company Explanation                                                                                       4
This document can be faxed to the tour company as a group is being booked, or handed to the driver
when they arrive. It reminds them how the YELLOW CARD/RED CARD system is utilized as well as a
summary of acceptable and unacceptable customer behavior.
RED CARD                                                                                                       5
This document is intended to be copied, ideally on heavy weight paper that is red in color, and used
when appropriate as described in these documents. Please keep copies on hand in this binder so that
they can be easily retrieved and deployed when necessary. Two cards per page.
YELLOW CARD                                                                                                    6
This document is intended to be copied, ideally on heavy weight paper that is yellow in color, and
used when appropriate as described in these documents. Please keep copies on hand in this binder
so that they can be easily retrieved and deployed when necessary. Six cards per page.
Infraction Record                                                                                              7
This log entry should be completed when either a YELLOW or RED card is issued. Please fax a copy
of this to your Trail office for tracking and processing as soon as convenient.
Safe Group Wine Tours Poster                                                                                   8
This simple poster can be hung in your winery to help build the brand associated with this initiative and
to remind both chauffeurs and customers alike that your winery cares about these issues and upholds
the regulations accordingly. Feel free to make copies and hang it in various key locations.
Winery Call List                                                                                               9
This is a list of all Finger Lakes Trail Wineries, enabling you to review the itinerary of a group whom
you have issued a CARD, so that you can contact the next winery or two they’re intending to visit, to
warn that winery that an especially rowdy group is approaching.
Flowchart                                                                                                     10
This document, still being developed, will graphically summarize the process to be followed when
dealing with a particularly nettlesome group.
Introduction
Code of Conduct for Group Wine Tasting:
The code of conduct outlines expectations of the wineries and of the limo/tour/bus companies for the conduct
and behavior of tour groups visiting member wineries. This code of conduct will be reviewed with the
passengers by the chauffer prior to departing on their journey, and may be referred to during the trip if
necessary.

The code of conduct will also be given to all groups that make reservations with the wineries at the time that
the reservation is made. The Code of Conduct is the core element of this program. By all wineries promoting,
supporting and defending this Code we are hoping many of the difficulties experienced with large groups will
diminish measurably.

Group Reservation Form
The website, groupwinetours.org will possess a standard template for taking reservations, also described in
this manual. Many wineries already have forms and procedures in place to handle reservations. These
wineries may choose to tweak their practices based on these templates and regulations. Wineries that don't
already have a system in place could simply adopt the standard template.

The core intent of the reservation form is to require groups to
1- make appointments with all wineries for tours.
2- receive, read, and confirm that they agree to the Code of Conduct.

Driver ID card
The Driver ID card is a simple card/form that each limo driver would fill out prior to arriving at each winery. The
basic information on the card such as driver name, company, plate #, group name, etc helps
groupwinetours.org to profile conduct of groups and limo companies. The ID card would also have the planned
itinerary for the group. This information would be used to make courtesy calls to other wineries on the itinerary
should the group not meet the code of conduct.

YELLOW CARD
The YELLOW CARD (term borrowed from soccer) is a simple card that would be given to the limo driver and/or
group leader in the event that a winery feels the group is not meeting the code of conduct. This card will be
drafted to include a non-adversarial statement suggesting that the group review the code of conduct and offer
suggestions on improving conduct at future stops. (e.g. Stop for a picnic and frisbee, refrain from drinking wine
and/or beer in the limo, suggest to their rowdy peers to sit out the next winery, etc.) Our hope is that if the
group is gently reminded, their conduct may improve by the next winery.

When a YELLOW CARD is issued, the winery would attempt to contact the other wineries on the groups
itinerary and give them a “heads up” that the group is coming. This would enable the receiving winery to be
proactive in guiding the group into better conduct and a great experience for the remainder of their day.

When a winery issues a YELLOW CARD, they would also submit a simple form to groupwinetours.org, or their
Trail office, with essential data to be stored in the database.

RED CARD
The RED CARD is like the YELLOW CARD, but is issued in response to more seriously infractions that amount
to breaking the law. (e.g. Serious belligerence, violence, theft, etc.) The RED CARD will be drafted to include
a reference to the code of conduct and a recommendation to the driver and group that they not visit any more
wineries.


Group Wine Tasting Appointment Form
The Wine Trails of the Finger Lakes, in cooperation with regional transportation companies has adopted a
consistent policy regarding groups traveling with more than 12 people. This enables us to make your group’s
winery visit informative and enjoyable. The group has adopted a code of conduct that is explained below. We
ask that you complete the information on this page and return it so we can proceed with your reservations. The
agreement should be shared with all individuals traveling in your group. Fees and other policies specific to our
winery are detailed below:

                                         Tour Information
Tour Group Name:

Street Address:                                          City:

State:               Zip Code:                           Phone #:

Leader traveling                                         Date of
with group:                                              Tasting:
Scheduled Arrival:                                       Number
                                                         in Group:
Transportation
Company:
                                   Credit Card Information
Card Number:                                             Exp
                                                         Date:
                                                         Card
Name on Card:                                            Type:       Visa        MC        AMEX        DSCVR



I _____________________________________understand and agree to the policy regarding group tastings.
         (signature of credit card holder)

Code of Conduct for Group Wine Tasting
We hope to create a great experience for your group’s wine tasting. The winery staff members strive to be both
friendly and informative; however we need cooperation from your group to make this work for everybody.
Under some circumstances individuals or groups could be asked to leave the winery property.

The following are behaviors that would cause winery staff to refuse service to individuals and/or entire groups.
   1- Drunkenness
   2- Damage to winery property
   3- Theft
   4- Rude Language
   5- Threatening or aggressive behavior
   6- Exposure

Please return this form by fax to: ___________________ Or email it to us at: __________________________

Group tasting fees at our winery are: ___________ per person.

Please call us for more information at: ____________________________

Driver Identification Form & Group Expectations
Thank you very much for your thorough completion of this form. Many wineries in the Finger Lakes Region
utilize this form, or one very similar, and it is recommended that you complete this once for each tour, and
make copies prior to starting the tour so each winery can be conveniently presented with a copy. Some
wineries may also request this document be completed and faxed to them in advance of the tour. It is expected
that a representative of the group will read and complete the Expectations described below.
                                          General Information:
Date:                                Time:                Transportation
                                                          Company:
Company Phone                                             Drivers
#:                                                        Name:
Vehicle                                                   Vehicle
Make:                                                     License #:
Number                               Name of Client:
in Party:
                                               Group Itinerary:
 1      Scheduled                    Location:
        Time:
 2      Scheduled                    Location:
        Time:
 3      Scheduled                    Location:
        Time:
 4      Scheduled                    Location:
        Time:
 5      Scheduled                    Location:
        Time:
 6      Scheduled                    Location:
        Time:
 7      Scheduled                    Location:
        Time:
 8      Scheduled                    Location:
        Time:

Agreement of Expectations
We agree to adhere to the code of behavior as set forth by both the Wine Trails of the Finger Lakes and
regional transportation companies as detailed below.
The wineries and transportation companies expect:        The wineries and transportation companies will not tolerate any
                                                         illegal or anti-social behavior including, but not limited to:
    Good and respectful behavior                              Intoxication
    Common courtesy to all                                    Theft
    Appropriate noise control                                 Underage drinking/fake ID’s
    Respect for other customers and the                       The use of illegal drugs
         winery staff and facilities.                          Indecent exposure
                                                               Excessive profanity
                                                               Public urination
                                                               Violation of open container laws
                                                               Littering
Any illegal, anti-social or intoxicated behavior, as mentioned above, will result automatically in your group being issued a
RED CARD; at the discretion of the winery, with a YELLOW CARD being issued for less serious infractions.

Date: _________        Group Representative SIgnature: ___________________________________________

Tour Company Explanation
The Wine Trails of the Finger Lakes in cooperation with regional transportation companies have compiled a set
of rules and regulations to curtail inappropriate behavior and to promote a first class environment for our world
class tourist destination.
In addition, the Wine Trails and transportation companies have implemented a system to effectively enforce
the rules to ensure responsible wine touring. If a group violates any of these rules their Chauffeur will receive
either a YELLOW CARD or a RED CARD from the winery.

When a Chauffeur receives a YELLOW CARD this will be a warning to the group, giving them an opportunity to
correct the unacceptable behavior and proceed with their tour.

When a Chauffeur receives a RED CARD, the Chauffeur will not be permitted to transport this group to any
more wineries on that day. If any group receives more than one YELLOW CARD during a given tour, the
Chauffeur will treat them as a RED CARD and terminate the tour.

It is important that each member of the group take the time to read the following Agreement of Expectations.




Agreement of Expectations
We agree to adhere to the code of behavior as set forth by both the Wine Trails of the Finger Lakes and
regional transportation companies as detailed below.

The wineries and transportation companies expect:        The wineries and transportation companies will not tolerate any
                                                         illegal or anti-social behavior including, but not limited to:
    Good and respectful behavior                              Intoxication
    Common courtesy to all                                    Theft
    Appropriate noise control                                 Underage drinking/fake ID’s
    Respect for other customers and the                       The use of illegal drugs
         winery staff and facilities.                          Indecent exposure
                                                               Excessive profanity
                                                               Public urination
                                                               Violation of open container laws
                                                               Littering
Any illegal, anti-social or intoxicated behavior, as mentioned above, will result automatically in your group being issued a
RED CARD; at the discretion of the winery, with a YELLOW CARD being issued for less serious infractions.




                                                RED CARD
One or more persons in your party have violated a rule set forth by the Wine Trails of the Finger Lakes and regional
transportation companies or have committed an illegal act. Your Chauffeur has been given notice that s/he is not
permitted to allow your group into any more wineries.


                                             General Information
Winery:                                                         Date:                           Time:

Transportation Company:


Chauffeur Name:



                   Violation Explanation (please check at least one):
Excessive Profanity ____                  Fake ID ______                             Illegal Drugs ______
Intoxication ______                      Littering ______                          Public Urination ______

Theft ______                             Underage Drinking ______
                                                                                   Other _____
Violation of Open Container Laws _______                                           Please complete the description below

Violation Description:




                                               RED CARD
One or more persons in your party have violated a rule set forth by the Wine Trails of the Finger Lakes and regional
transportation companies or have committed an illegal act. Your Chauffeur has been given notice that s/he is not
permitted to allow your group into any more wineries.


                                            General Information
Winery:                                                       Date:                          Time:

Transportation Company:


Chauffeur Name:



                  Violation Explanation (please check at least one):
Excessive Profanity ____                 Fake ID ______                            Illegal Drugs ______

Intoxication ______                      Littering ______                          Public Urination ______

Theft ______                             Underage Drinking ______
                                                                                   Other _____
Violation of Open Container Laws _______                                           Please complete the description below

Violation Description:




                  YELLOW CARD                                                   YELLOW CARD
One or more persons in your party have violated a rule set    One or more persons in your party have violated a rule set
forth by the Wine Trails of the Finger Lakes and regional     forth by the Wine Trails of the Finger Lakes and regional
transportation companies. Your chauffeur has been given a     transportation companies. Your chauffeur has been given a
warning.                                                      warning.

Winery: ___________________________________                   Winery: ___________________________________

Date: __________                    Time: __________          Date: __________                     Time: __________

Transportation Company/Chauffeur:                             Transportation Company/Chauffeur:

___________________________________________                   ___________________________________________

As a courtesy to your neighbors please refrain from any       As a courtesy to your neighbors please refrain from any
further inappropriate behavior.                               further inappropriate behavior.
                  YELLOW CARD                                                  YELLOW CARD
One or more persons in your party have violated a rule set   One or more persons in your party have violated a rule set
forth by the Wine Trails of the Finger Lakes and regional    forth by the Wine Trails of the Finger Lakes and regional
transportation companies. Your chauffeur has been given a    transportation companies. Your chauffeur has been given a
warning.                                                     warning.

Winery: ___________________________________                  Winery: ___________________________________

Date: __________                    Time: __________         Date: __________                    Time: __________

Transportation Company/Chauffeur:                            Transportation Company/Chauffeur:

___________________________________________                  ___________________________________________

As a courtesy to your neighbors please refrain from any      As a courtesy to your neighbors please refrain from any
further inappropriate behavior.                              further inappropriate behavior.



                  YELLOW CARD                                                  YELLOW CARD
One or more persons in your party have violated a rule set   One or more persons in your party have violated a rule set
forth by the Wine Trails of the Finger Lakes and regional    forth by the Wine Trails of the Finger Lakes and regional
transportation companies. Your chauffeur has been given a    transportation companies. Your chauffeur has been given a
warning.                                                     warning.

Winery: ___________________________________                  Winery: ___________________________________

Date: __________                    Time: __________         Date: __________                    Time: __________

Transportation Company/Chauffeur:                            Transportation Company/Chauffeur:

___________________________________________                  ___________________________________________

As a courtesy to your neighbors please refrain from any      As a courtesy to your neighbors please refrain from any
further inappropriate behavior.                              further inappropriate behavior.


Infraction Record
Please complete as much of the information below as possible whenever you are obligated to issue either a
RED or YELLOW CARD to a group. Please fax this completed document to your Trail office at your
earliest convenience, so all participating Trails can begin tracking these instances and work proactively with
recidivist transportation companies to help improve their customers’ experience.

WINERY NAME:              ____________________________________________________________________

                                           General Information
Employee Name:                                               Date:                         Time:

Transportation Company:                                                     Circle one of the below card types issued:

                                                                            RED CARD
Chauffeur Name:
                                                                            YELLOW CARD

                  Violation Explanation (please check at least one):
Excessive Profanity ____                 Fake ID ______                          Illegal Drugs ______
Intoxication ______                     Littering ______                        Public Urination ______

Theft ______                            Underage Drinking ______
                                                                                Other _____
Violation of Open Container Laws _______                                        Please complete the description below

Violation Description:




                                          General Information
Employee Name:                                              Date:                         Time:

Transportation Company:                                                    Circle one of the below card types issued:

                                                                           RED CARD
Chauffeur Name:
                                                                           YELLOW CARD

                  Violation Explanation (please check at least one):
Excessive Profanity ____                Fake ID ______                          Illegal Drugs ______

Intoxication ______                     Littering ______                        Public Urination ______

Theft ______                            Underage Drinking ______
                                                                                Other _____
Violation of Open Container Laws _______                                        Please complete the description below

Violation Description:



Winery Call List
This is a largely complete listing of all Finger Lakes Wineries actively participating in this program.
If you have been forced to issue either a YELLOW or RED CARD to a group, as a courtesy we ask that you
please contact the next one or two wineries either noted in their itinerary, or physically close to your winery, to
let those wineries know that a potentially problematic group is approaching.

This list is still being developed and will be included in the final version of this document.




Flowchart
This document is still being developed and will be included in the final version of this document. It will be a
user-friendly summary of the process(es) to be followed whenever a difficult groups is issued a YELLOW or
RED CARD.

								
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