Thank you for joining our mobile tour cohort!
This dashboard is designed to quickly give you the information you need to rock your mobile tour at the PLACES Conference. Use the following buttons to quickly navigate this page:
Note: Communications regarding your session will go to your session’s primary contact. They are solely responsible for sharing information with co-presenters and panelists.
For additional questions or concerns, please contact us at .
Key Dates
June: Confirmation of All Session Details
Each session’s primary contact will receive instructions for reviewing session and speaker information in the coming weeks. This will be your main opportunity to review any edits for clarity we’ve made to session titles or descriptions and to ensure the speaker information you shared is correct.
July: Speaker Registration
Presenters receive complimentary conference registration, and all presenters are expected to register themselves. To redeem your complimentary conference registration, use promo code INSPIRE at checkout (in the “Subtotal” section). Note: This discount does not include any add-ons (mobile tours, Excellence on Main, etc). We ask that each session’s primary contact ensures their full speaker team is registered by July 30. Note: You do not need to register for your own mobile tour.
July through September: Prep Calls
All tour leads will have a prep call with a member of our conference team to go over logistics, refine learning objectives, discuss audience, and anything else you may find helpful! You’ll receive an email about this from us when the time comes.
September 1: Itineraries Due
We ask all mobile tour leads to complete their itinerary form, likely with a deadline of September 1 (the deadline may move earlier for bus-based tours). This allows us to give accurate information to our volunteers, ensure attendees with accessibility needs know what to expect, share information with bus drivers (if relevant), and know where we can find you or direct latecomers throughout. All tour leads will receive this by email.
What to Expect Day-Of
Meeting Location
Most mobile tours will depart from a designated location, which will be announced when confirmed. When our venues and meeting locations are confirmed, we will share at information with each tour’s primary contact.
With multiple tours gathering at the same time, this may be busy, so we recommend arriving approximately 20 minutes early to meet your usher, test your equipment, and start gathering with your attendees. Please note: If you arrive earlier than 20 minutes prior to your tour’s start time, your mobile tour usher may not be ready for you yet as they prepare for their responsibilities.
The People
Mobile Tour Usher: Each mobile tour will have an usher who will help gather attendees, ensure you have all the right people (and no strays from other groups!), and pass along your equipment. They will also make sure your tour departs in a timely manner, and they may even join the tour!
The Equipment
If there are any materials not listed below that you prefer to have for your session, we invite you to bring those items with you. We cannot ensure the compatibility of electronic equipment that you bring for yourself.
Microphones: Each tour will be provided with 1-2 mobile microphones. We may be able to provide more than that, but we can’t guarantee it—please reach out to our team at if you would like to request more. Please use the microphone during your tour—yes, even if you have a loud voice! Especially when a session is outside, voices get lost easily in the wind and crowd. If you’re answering a question for the full group, be sure to repeat the question for those who may not have heard. Your usher will give the mics to you before the tour, but it is your responsibility to return them to conference staff at the mobile tour meeting location for the next tours’ use.
Handouts: You are welcome to provide handouts to attendees. If you would like to, simply bring them along for your tour and pass them out when the time comes. We will send out session slides after the conference—if you would like a copy of any handouts included, please send them to our team () as a PDF.
For Bus-Based Tours Only
You will be told directly if a bus will be provided for your session. If you have not heard this but were expecting one, please email our team () immediately. The drivers will know which tour they’re driving for, and your mobile tour usher will be able to assist you in ensuring you’re on the right bus. The buses plan to leave right at the departure time and to return at the tour’s end time—please ensure you are on (or ahead of!) schedule so that your tour is not cut short by transportation needs. Your usher will be there for time checks and to ensure your bus will return on time.
Itineraries
Each tour’s primary contact has received an itinerary form to fill out by September 1, requesting contact and route information, as well as an itinerary.
Tours are scheduled for either 2.5 or 3 hours. The examples below are from our 2024 conference, with the departure location changed to reflect this year’s meeting place. Please include a map (or at least location addresses) to accompany your itinerary.
Sample Walking Tour Itinerary
8:40 a.m. Tour leads and usher meet at Hop Pharm to test equipment and quickly go over the plan.
8:45 a.m. Tour attendees begin gathering (we recommend they arrive 15 minutes early). Tour usher checks in attendees and lets tour leads know when everyone’s ready to depart.
9:00 a.m. Depart from Hop Pharm on foot—walk to Heritage Square (0.4 mi, approx 9 min walk/15 min walk with a big group)
9:15 a.m. Heritage Square discussion and walkabout
9:45 a.m. Depart Heritage Square for Volunteer Park — take long route via Boyer/Marcus to view the Fouts Center and discuss along the way (0.5 mi, approx. 20 min with quick stop outside Fouts)
10:05 a.m. Volunteer Park discussion and walkabout with John B. (meeting us there)
[…]
11:30 a.m. Walk back to Hop Pharm; likely arriving around 11:45, but making space in case we’re running late! (.5 mi walk, approx 15 min with big group)
Total walking distance: approx. 3 miles
Sample Bus-based Tour Itinerary
1:10 p.m. Tour leads and usher meet at Hop Pharm to test equipment and quickly go over the plan.
1:15 p.m. Tour attendees begin gathering (we recommend they arrive 15 minutes early). Tour usher checks in attendees and lets tour leads know when everyone’s ready to depart.
1:30 p.m. Bus departs Hop Pharm – first stop is the Seitz Barn at 3991 Powerline Road, Walla Walla. (5 mi, approx 12 min drive)
1:45 p.m. Arrive at Seitz Barn for discussion and barn tour.
2:00 p.m. Depart Seitz Barn for Riley Barn at 1281 Riley Road, Walla Walla. (12 mi, approx. 24 min drive)
[…]
3:45 p.m. Arrive at Abeja Winery for discussion and barn tour.
4:15 p.m. Depart Abeja Winery for Marcus Whitman (7 mi, approx. 10 min drive)
4:30 p.m. Arrive at Hop Pharm; likely arriving around 11:45, but making space in case we’re running late! (.5 mi walk, approx 15 min with big group)
Total driving distance: approx 45 miles
Tips for Leading Your Tour
Whether you’ve been leading tours at our conference since 2013 or this is your first year, please read our tips and tricks for tour guides below. This will ensure we are all on the same page day-of!
Tangible Takeaways
- Keep Learning Objectives in Mind: In your session proposal, you outlined several goals for your attendees—keep these front of mind while putting together your content to ensure the best learning experience for your attendees.
- Conclude with Key Takeaways: Summarize your presentation with tangible, actionable takeaways or suggestions for attendees seeking to produce a similar project, program, or partnership.
Clear Communication
- Avoid Jargon: Because our audience’s professional backgrounds is so diverse, remember to use language that is accessible to all attendees.
- Use the Mic: Speakers are asked to use the microphone as much as possible during their tour. If you’re answering a question for the full group, be sure to repeat the question for those who may not have heard.
Time Management
- Arrive Early: Please arrive at the meeting place early so you have time to meet your designated volunteer and test any equipment.
- Stick to the Schedule: Be mindful of your itinerary so you can arrive back at the hotel on time. Remember that most attendees (and drivers, if your tour uses a bus) have a full agenda and are relying on a timely return so they can make it to their next event (even if it’s lunch!) on schedule.
Thank you for sharing your expertise and experiences with our PLACES community!
Photos by Casey Evans Media.