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cic resource center

Everything you need to be a successful CIC

Staff application
Staff application
No Long term commitment. No Experience Necessary. Fun is waiting for you!

Table of Contents

CIC Job Description

CIC’s primary responsibility is to verify guests are boarding the correct moto coach to the correct hotel. We provide you with the guest manifest via email, hotel general directions, and itinerary. To further prepare you to travel on SNE events you need to attend one of our zoom training meetings, purchase a staff uniform, be at least 21 years old, and ready to meet and mingle!

Responsibilities for CIC’s:

  • Verify guests are boarding the correct bus to/from each location.
  • Make sure the bus driver has the correct hotel and directions.
  • Assist SNE management teams with guest activities & events.
  • Assist guests during transportation as a liaison for SNE.
  • This is a position of service.

Qualifications for CIC’s:

  • Uphold, sustain SNE Code of Conduct Criteria & Tour Staff Mission.
  • Be at least 21 years of age.
  • Have an accessible email address.
  • Have a clean, professional appearance.
  • Ability to print your trip paperwork.
  • Possess a functional cell phone.

Code of Conduct

  1. Have a Winning Personality & Positive Attitude.
  2. Must be non-controversial.
  3. Present yourself in a professional manner.
  4. Be a Team Player.
  5. Must have a neat, clean, proper uniform attire at all required times.
  6. Healthy ability to follow directions given by SNE management teams.
  7. Perform duties assigned in a timely manner.

Tour Staff Mission Statement

Operate events that puts the guest first, always striving to surpass guest expectations. Recruit staff that enjoys working as a member of a team devoted to being the industry leader in producing guest-satisfying getaways and Events. Assure that all staff consciously engages our guests in a way that guarantees a memorable-positive trip experience.

Importance of the organizer - promoter

The group organizer is a intricate part of Soul Nation Events and is a valuable asset in generating customer demand.

  • Acknowledge and thank the organizer as often as possible.
  • Check in with them when you see them throughout the event
  • On the way home with the microphone publicly thanked the organizer
  • When needed solicit the organizer to help you with challenging situations regarding their group. They can diffuse many issues if called upon

Staff uniform

All SNE staff are required to be in a staff uniform at all times when visible on site. Every staff member needs to have at least one polo shirt and name badge to be assigned to a trip.

Check Here to Purchase a Uniform

Getting an assignment

YOU MUST HAVE EMAIL/WEB ACCESS TO GET ASSIGNMENT 
Add staff@soulnationevents.com to your address book. 

1️⃣ (7 Days Prior) You’ll Receive “Trips Avail” Email 📩 > Review Trips Available and Submit Request (Step 1)

  • 1️⃣📅 Review Trips Available Open 🔗 Trip Avail Folder:
    https://drive.google.com/drive/folders/1rirhEwMPwPaePn9jT6cIu0Xovm0QaGwa

    This folder contains files for any trips currently available.
    If the folder is empty — or if you don’t see a file for a certain type of trip (e.g., day trips) — that means nothing is scheduled at this time for that category.

    After reviewing the folder, CICs must submit their assignment request using the link below:

    2️⃣📄 Submit Your Assignment Request:
     https://soulnationevents.com/staff-assignment-request/

    This first step is only for reviewing available trips and submitting your request. It does not guarantee an assignment.

  • We assign based on a FIRST COME FIRST ASSIGNED basis.

2️⃣ (5 Days Prior) Assignment (Step 2)

  • Exactly five (5) days before the event, if assigned, CICs will receive a second email 📩 confirming their pickup assignment.

    CICs must:

    • Review the assignment confirmation carefully.
    • Follow the instructions in the confirmation email to officially accept the assignment.

    Only after completing this step is their assignment considered finalized.

  • ⚠️ Important: Once a CIC has been officially assigned, the Trip Avail Folder is no longer relevant. It is only used to request assignments. Do not refer to this folder after you receive your assignment confirmation.

3️⃣ 📩 (2-3 Days Prior) Wednesday Email Distribution (Step 3)

Once assignments are confirmed, CICs will receive two (2) separate emails 📩 on the Wednesday prior to their event containing all critical event materials:

1️⃣🚌 Event Rooming / Bus List Email 📩
2️⃣✍ Event Charter Order Email 📩

📆 These emails will not be sent earlier. The information is finalized mid-week to ensure accuracy.
👉 Please do not request these materials before Wednesday — they will not be available prior to that time.

Once received, CICs must review and print both emails and their attachments in full to ensure they are fully prepared for their upcoming assignment.

4️⃣ 📥 CIC Trip Doc Download Requirement (Step 4)

In addition to the Wednesday emails, all CICs are required to download and print supplemental documents from the CIC Trip Docs folder:

🔗 CIC Trip Doc Link:
 https://drive.google.com/drive/folders/1wAXjwDuYgHle2xic0TeLWAnlz-KPg-7W?usp=sharing

Inside this folder, CICs will find:

  • 🚌 Bus Sign
  • 📝 Bus Inspection Document
  • ✅ Bus Checklist
  • 📄 Additional assignment-related information

These printed documents must be brought on-site and used as part of each CIC’s responsibilities.
 👉 This folder is updated throughout the week, so CICs must check it regularly to stay current.

☎️ Day-of-Departure Contact Procedure

🚨 MANDATORY DISPATCH CHECK-IN 🚨

It is mandatory that prior to departing your bus pickup location, the CIC must:

  1. 📞 Call Soul Nation Events Dispatch at 215-504-4000 ext. 0.
  2. ✅ Confirm the exact number of people being picked up at that stop. AND provide rooming changes and cancellations. 
  3. 🕒 Confirm the planned departure time from that location.

This call must be completed before every bus departs its pickup location.
 If there is no CIC on board, the bus driver is responsible for making this call to dispatch.

🕒 Office Hours:

  • Monday–Friday: 9:00 AM – 5:00 PM

🚨 Emergency (After Hours):

  • Call 215-504-4000 ext. 9
  • If you reach voicemail, leave your name, message, and a callback number.

For further assistance, contact your assigned Tour or Activity Director using the contact information in your trip materials.

📌 Summary

This new standardized event protocol follows these steps in order:

  1. 7 Days Out – Trip Avail Email & Assignment Request
  2. 5 Days Out – Assignment Confirmation
  3. Wednesday – Rooming List & Charter Emails
  4. Trip Docs Download & Print
  5. Day of Departure – Dispatch Check-In

This structure ensures clear assignments, timely distribution of materials, and smooth on-site execution.

These protocols are mandatory for all CICs.

🔗 Links

Trip Avail Folder:
https://drive.google.com/drive/folders/1rirhEwMPwPaePn9jT6cIu0Xovm0QaGwa

Submit Your Assignment Request:
 https://soulnationevents.com/staff-assignment-request/

CIC Trip Doc Link:
 https://drive.google.com/drive/folders/1wAXjwDuYgHle2xic0TeLWAnlz-KPg-7W?usp=sharing

CIC Work Flow - Over Night trips

Prior to Departure - PREPARATION 

  • Review Your Pre Trip Packet-CALL Office With any questions
  • Map Out Your Pickup Location(s) & Time(s)
  • Map Out Your Destination 
  • Research On-line The Hotel And Destination 
  • Bring some Movies/Music

Day Of Departure - PROFESSIONALISM  

  • Must be in Uniform (no exceptions)
  • Introduce yourself to Bus Driver & Group Leader
  • Use the persons name. People love to hear their name

Day Of Departure - PROMPTNESS

  • Arrive At Least 30-45 Minutes Prior To Departure Time
  • Anticipate Traffic
  • NOTE: We Will Not Hold The Bus For late CIC”S

Prior to Bus Departure

  • Introduce yourself to the bus driver
  • Secure your seat in front of bus
  • Confirm directions to hotel with driver ( USE DIRECTIONS GIVEN FROM OUR OFFICE)
  • Place bus signs in door side window
  • Locate organizer – introduce yourself
  • Complete Bus Documentation Form
  • If you have more than one group on your bus, try to have separate seating sections and separate luggage areas for each group. Our buses run full so each person should be in a seat next to another person and they should not be spread about the bus but sectioned by group.
  • Load passengers onto bus using room/bus checklist. CHECK ID. Position yourself so that you are able to control the flow of guests checking ID’s Indicate all corrections on rooming list.
  • Call SNE office BEFORE DEPARTING 215-504-4000 – Press 7 – to reach dispatch – If you get the office voice mail
    you must call back until you reach the dispatch. You need to check in before leaving every pick up location.     

Bus Departs -  Announcements- ( as soon as bus is underway)

  • Using microphone introduce yourself and bus driver
  • Announce where the bus is going & approximate travel time
  • Bus Rules (no smoking, trash, etc.)
  • Hold up an Itinerary. Let everyone know that will be at the activities desk. Stress the importance of each person
    visiting the Activities Desk for activity sign up, times and additional information.
  • You may expect a call from a TD while you’re traveling on the bus. 

Announcements -10 Mins Prior To Hotel Arrival

  • All passengers remain on the bus while the organizer goes into hotel to obtain the groups room keys.
  • Announce about checking rooms for damages and if any found, report to front desk as soon as possible.
  • Repeat: “Please be sure to visit the Activities Desk”. 

Hotel Arrival

  • Everyone Stays on the Bus (Get bus driver to help with this)
  • Bring all paperwork to the Tour Director
  • Obtain room keys & pass out as passengers unload the bus
  • Check for any items left on bus and give to Front Desk immediately
  • Help driver clean up bus & instruct driver to see Tour Director for room keys and weekend assignment
  • Report to the Tour/Activity Director for Assignment
  • Attend Friday night meeting to obtain room keys, to check itinerary changes & Saturday morning meeting assignment

At the Hotel – Help Out When Needed

  • Attend the events in proper attire
  • Always have on your SNE Name badge
  • Assignments: Our Tour Management Team will meet with you for assignments
  • Activity Desk Support
  • Enjoyment – Mix & Mingle at the party(s) & activity(s)
  • Meet new people – Become a part of our family

From Hotel to Home – Hotel Departure

  • Advise Group Leaders of Bus Load & Departure Times
  • Label separate drop-off locations on luggage bays
  • All rooms will be checked for damages, Buses will be held pending room damage resolution.
  • No bus is to depart without release from Tour Director
  • Be present by your bus to assist with loading and questions
  • When your buses is loaded, proceed to lobby area pending bus release 
  • Tour Director will give you the okay when the bus can depart

From Hotel to Home – Trip Home

  • With microphone: Thank Group Leaders, Thank Bus Driver 
  • Market SNE Products (Crab Feast, etc.)

challenge situtations

Bus Breakdown or Late Arrival

  • If a bus breaks down you should notify the hotel TD.
  • It’s ultimately the Bus Driver’s responsibility to get the bus back on the road.
  • He or she should be in touch with his dispatcher.
  • Your job is to manage this and stay in the loop with the bus driver, TD, and bus dispatcher.
  • Reach out to the bus dispatcher to ensure that the driver and his company are doing everything necessary to get the bus back in service.
  • Keep the hotel in the loop. 

Solicit the organizer when needed

  • The organizer can play a critical role in helping to diffuse many challenges with their group. When needed, solicit the organizers help. 

Resource Download links

Click Here Take The Post Training Test
All CIC Must Complete This Short Test to Be Assigned

Click Here To Download Staff Agreement
All SNE Staff Must Sign The Following Agreement As A Condition Of Involvement. Please Print Out
This Agreement, Sign It, And Return To SNE As Soon As Possible. Thank You!

Click Here To Download The Following Resources. 

  • CIC Trip Packet  sample with sample itinerary
  • Bus Documentation Form 
  • CIC Friday Trip Check List
  • Bus Sign 

INTERESTED IN JOINING OUR STAFF?

You must complete a staff application.
Staff application

*CIC’s association with SNE is AS A VOLUNTEER AND NOT AN EMPLOYEE AND THEREFORE NOT COVERED UNDER ANY WORKMANS COMPENSATION BENEFITS. CIC’s ARE AWARE THAT SKIING, OPTIONAL ACTIVITIES AND PARTICIPATION IN ANY SCHEDULED ACTIVITY OR AGENDA DURING THE TRIP IS AT THEIR OWN CHOICE, RISK AND RESPONSIBILITY, AND IS NOT A CONDITION OF ASSOCIATION WITH SNE.

JOIN IN 4 EASY STEPS

  1. Complete staff application
  2. Attend a Zoom training
  3. Buy staff uniform
  4. Tell us when you are available

PAID POSITIONS OPEN ON OUR MANAGEMENT STAFF?

You must complete a staff application.
Staff application
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