Leader Workbook | TwendeTrips

Chapter 1

Find a trip worth leading

The best first trips come from something you already love doing and already know well. Start with what you'd happily do on a free weekend, then check that other people would pay to join.

Your one-sentence trip

I will take

to

so they can

Where trips and gatherings come from

A hike, camp, beach weekend or road trip you already do with friends, opened up to a few more people.
A skill you can teach: a photography walk, a surf lesson, a cooking day, a workshop.
A community you belong to: a running club, a church group, a campus society, an office, a hobby crew.
A place you know better than most people: a neighbourhood food crawl, a cultural visit, a conservancy day.

Is this idea ready?

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I have done this trip myself, or I'm going with someone who hasScouting it first is the single best way to avoid surprises on the day.
I asked at least 10 people who would really come, and at least 3 said they'd bookNot "sounds nice", but "I'd pay for it". WhatsApp status and group polls count.
I can say in one sentence why my trip is worth choosingA sunrise start, a great guide, a small group, a price, a theme. Pick one.
I can run it safely at the group size I wantThink about your team, the place, the weather and the road, not only the headcount.

Chapter 2

Know the rules

Running trips for money comes with legal and safety responsibilities in Kenya. This is a plain summary of what the regulator and industry bodies say, with links so you can check it yourself. It is not legal advice, and rules change.

Licences. The Tourism Act says nobody may carry out the tourism activities listed in its Ninth Schedule without a licence from the Tourism Regulatory Authority (TRA). TRA licences safari operators as one class of tourism business. Operating without a required licence is an offence that can mean a fine and prison. Whether the trips you run need a licence is something to ask TRA directly, before you take payment.

Guides and vehicles. The Kenya Professional Safari Guides Association (KPSGA) says guides need a TRA tour guide licence, and that vehicles carrying tourists need a Tourist Service Vehicle licence from NTSA with a licensed driver. Check both with the authorities.

Parks and conservancies. Fees differ for citizens, residents and non-residents, and KWS parks are generally paid online through the KWS payments portal. Ask which permits your route needs.

What travellers are told to check about you. TRA publishes a ten-minute check for travellers: ask for your TRA licence number and verify it on TRA’s portal, search your business registration on eCitizen, ask about your guide’s certification, ask for an itemised written quote and a written confirmation before any deposit, and ask which park permits apply. Being ready for those questions is the fastest way to earn trust.

TwendeTrips. We verify who you are. We do not inspect trips, vehicles or guides, license you, or insure you. You can add your TRA licence number to your profile if you have one.

Your legal and permits checklist

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I asked the Tourism Regulatory Authority (TRA) whether the trips I run need a licence, before taking any paymentThe Tourism Act requires a licence for the activities it lists. Ask TRA in writing and keep the reply.
I know which park, conservancy or permit fees and booking rules apply, and I will pay them through the official channelFees differ for citizens, residents and non-residents and change over time. KWS parks are generally paid online through the KWS eCitizen portal. Confirm the current rules.
Any vehicle carrying travellers is licensed for it, and I have seen the licence, the driver's licence and the insuranceKPSGA says vehicles that carry tourists need a Tourist Service Vehicle licence from NTSA. Check with NTSA, and ask for numbers you can verify.
Whoever guides the trip is qualified for it, and I know whether they need a TRA tour guide licenceKPSGA says guides need a TRA tour guide licence, which asks for an ID, police clearance and a guiding certificate.
I've checked my own insurance and will tell travellers to arrange theirsTwendeTrips does not insure you or your travellers. Say so clearly in your listing.
Suppliers (vehicle, guide, camp) are confirmed in a written agreement with their licence numbersIndustry guidance recommends written agreements and a backup supplier for transport and accommodation.

Chapter 3

Plan it like a professional

A good trip feels effortless because the leader did the hard thinking early. Work backwards from your departure date, then do what professional operators do before every departure: assess the risks and write down your emergency plan.

Let the trip planner draft it for you

Staring at an empty form is the hardest part. When you start a new trip, the form offers Plan it for me. You answer a few questions and it drafts the title, the description, a day by day plan with times, what to bring, and the entry fees it finds on public pages, with a link to each page.

How to get a good draft

Choose the category, then tell the planner how many days the trip is. The plan has one page for each day.
Name the places in the order you will visit them, for example: Hell's Gate National Park, then a Lake Naivasha boat ride, then Crescent Island. Or just describe the trip in your own words.
Use the stops, times and instructions box for the specifics: when you leave, where you stop for lunch, how long at each place, what to skip. The planner follows it exactly and fills the gaps around it.
Say where you start from, the start time, how busy the days should be, who is going and where the group sleeps and eats. These shape the pace and the times.
Read the whole draft. Not quite right? Type what to add or change (for example: add lunch at Carnivore at 1pm, take out the boat ride, add a day) and press Update the plan. Your draft is revised, not started again.
When you are happy, press Fill the form. You can change every box afterwards, and it never touches your dates, photos or price. You get 10 drafts an hour.

The planner is a research assistant, not a guarantee. It can be wrong or out of date. Before you publish, check the draft:

Checking a planner draft

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I checked every entry fee on the official page or with the operatorThe planner shows a Source link beside each fee. Fees change, and non-resident fees are often in dollars.
I checked gate opening and closing times, and that the drive times fit the day
I booked or confirmed what needs it: boats, guides, permits, camps and vehicles
The included and excluded lists say what I will really provide, nothing more
I rewrote the description in my own voice and removed anything I would not say myself
I set my own price after counting every cost, not just the entry fees

Planning timeline

When does your trip leave?

Pick a date and we’ll turn the plan below into real dates you can tick off.

How professionals do it

Professional guidance says to assess the risks of each trip before it leaves, using a simple matrix of how likely and how serious, and to deal with the high ones first.
Every venture should have a written incident and emergency response plan that all staff know, with who to contact in an illness, accident or emergency.
Name one person who leads the response, keep a contact list for emergency services and suppliers, and line up a backup for transport and accommodation.
Put supplier arrangements in writing, and review and update your plans after each trip.

Source: Adventure Travel Trade Association guide training; CBI guide to managing risks in tourism.

Risk worksheet

For each hazard, rate how likely it is and how serious it would be, then write what you will do about it. Do this again for every trip.

Weather turnsRain, cold, heat, lightning, flooded roads

Not rated

Likelihood

How serious

What I will do about it

Someone gets lost or separatedOn a trail, in a crowd, at a stop

Not rated

Likelihood

How serious

What I will do about it

Injury on the activityFalls, sprains, cuts, blisters

Not rated

Likelihood

How serious

What I will do about it

Heat, dehydration or altitudeWater, shade, pace, rest stops

Not rated

Likelihood

How serious

What I will do about it

A medical condition flares upAsthma, allergies, diabetes, heart conditions

Not rated

Likelihood

How serious

What I will do about it

A vehicle accident or breakdownDriver, vehicle condition, night driving

Not rated

Likelihood

How serious

What I will do about it

Wildlife or waterAnimals, rivers, lakes, the sea, swimming

Not rated

Likelihood

How serious

What I will do about it

Theft or a security incidentValuables, crowds, remote areas

Not rated

Likelihood

How serious

What I will do about it

Not rated

Likelihood

How serious

What I will do about it

Not rated

Likelihood

How serious

What I will do about it

Emergency action plan

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In an emergency call 999 or 112.

Nearest hospital or clinic, with phone

Nearest police station or the park or conservancy rangers

Trained first aider on this trip

How we get someone out: vehicle, route, nearest road

A person not on the trip who has the plan and can call for help

Insurance or medical cover details, if any

If something happens: keep the group together and safe, give first aid, call for help and say exactly where you are, tell the person at home, then write down what happened.

Safety checklist

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At least one person on the trip has a current first aid certificate, and we carry a first aid kitSt John Ambulance Kenya runs recognised first aid courses.
I filled in the risk worksheet for this tripProfessional guidance says to assess the risks before each departure, not once a year.
I wrote my emergency action plan and a second person knows itA written plan, with names and numbers, that someone other than you has seen.
I have a headcount routine: at the start, at every stop, and at the end
I have a bad-weather and road-closure plan, and I know when I would cancelIf you cancel, everyone is refunded automatically (less the payment processing charge, which is taken from the traveller's refund, not from you).
I will give a short safety briefing before we set off

You are responsible for the permits, licences, insurance and safety of your trip. TwendeTrips verifies who you are, but does not inspect trips, vehicles or guides.

Chapter 4

Price it right

Your price is locked once you publish (you get one correction, and only while nobody has booked), so do this before you create the listing. Know what each traveller costs you, what the trip costs even if few people come, and the smallest group that still works.

Price calculator

List what the trip costs you. “Whole trip” costs are paid once however many come (a vehicle, a guide). “Per person” costs grow with the group (entry fees, meals).

Smallest group you'd run

Biggest group

What you want to earn (KES)

Safety buffer on costs (%)

Fill in your costs, or tap “Fill with an example” to see how it works.

How pricing works on TwendeTrips

Travellers book at the price you set, and any add-ons are yours too. Our fee (8% on the first KES 20,000 of the price per person, 5% on the next KES 80,000 and 3% above KES 100,000) is taken from your payout on each booking, so price your trip to include it. Travellers pay exactly the price you list. If we have marked you as a verified agency, the fee is shared: the traveller pays 50% of it on top of your price and the other 50% is taken from your payout.
If you used the trip planner, the entry fees it lists are only the gate and activity costs per person, so add transport, food, a stay, a guide and your own margin. It never fills the price in for you.
A published trip's price can be corrected once, and only while nobody has booked it. After that it is locked. For any other change, publish a new trip, and you can only archive a trip while nobody has booked it.
Set a minimum group size you can really run at. Your trip shows "Confirmed to run" once that many people have booked.
If the place charges citizens, residents and non-residents differently, set those prices so each traveller pays what applies to them.
Offer a deposit if your trip is pricey. People commit sooner, and we remind them when the balance is due.
Keep optional extras (a photographer, a packed lunch, a porter) as add-ons so your headline price stays attractive.

Choose a cancellation policy that fits your timing

You pick one of Flexible, Moderate, Standard, Strict or No refunds. Travellers see it before they pay. If your trip is closer than a policy’s first cutoff, nobody can ever get a full refund, which puts people off booking.

Your trip is	Consider	Why
30 days or more away	Standard or Strict	Plenty of time for travellers to cancel early, and you get notice before you pay suppliers.
2 to 4 weeks away	Standard or Moderate	Standard's first cutoff is 14 days out, so make sure the trip starts later than that.
Under 2 weeks away	Moderate or Flexible	A 14-day cutoff has already passed, so nobody could ever get a full refund.
This week	Flexible	Full refund up to 48 hours before is the only option that still gives a full-refund window.

Chapter 5

Write a listing that sells

People decide in seconds. A clear title, a great cover photo and a plain, honest description do most of the work. Show them the trip, then remove every question they would have to ask you.

Started from a planner draft? It gives you the structure and the facts to check. Rewrite the description in your own voice, add the details only you know, and keep the title specific to the place and what you do.

Title formula

Place + what you actually do, with a hook if you have one.

Mt. Longonot Crater and Summit Hike
Diani Weekend: Beach, Snorkelling and Sunsets
Naivasha Camp Under the Stars

Avoid “Weekend trip”, “Fun adventure” or anything that could be any trip.

Description in six lines

Who it’s for and the promise, in one sentence.
What makes it different (the hook).
What the day looks like, start to finish.
What’s included, and what’s not.
What to bring and how fit you need to be.
Who it’s not for. Being honest builds trust.

Photo shot list

A wide, sharp cover photo that shows the place and the feeling. People first, scenery second, or both.
The route or the highlight, so people can picture the day.
The group having fun. Use real photos from your past trips, with permission.
Food, the place you sleep, the view. These answer questions before they are asked.
You. Your profile photo is required, and travellers book people they can see.

How professionals do it

Established small-group operators present a day-by-day itinerary, state the maximum group size (and often the average), and itemise what is included, for example how many breakfasts, lunches and dinners, and whether park entry fees are covered.
They separate roles: an expedition leader who looks after the group, and a certified driver and guide who knows the vehicle and the wildlife.
They send a trip details document at booking and ask travellers to review a final copy a couple of days before travel.

Source: G Adventures, Kenya Safari Experience trip page.

Your trust pack

Informed travellers are told to ask these questions before booking an adventure operator: is the operator licensed, how qualified is the guide, what safety equipment and medical readiness do they have, is there an emergency plan, how big is the group, what is the insurance and cancellation policy, and are they responsible about the environment and local communities. Answer them in your listing before anyone asks.

Trust pack

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If I hold a TRA licence, my listing and profile show the number so it can be checkedTRA tells travellers to ask for the licence number and verify it on its portal.
If I'm a registered business, I can give my registration numberTRA suggests travellers search the number on eCitizen.
I say who the guide is and what training they have (first aid, guiding certificate)
My listing itemises what is included, and what is not, instead of one vague figureTRA advises travellers to ask for an itemised written quote.
Travellers get written confirmation of their booking, and the plan, before the tripYour TwendeTrips booking email is the confirmation. Add your own plan on top.
I explain which park permits and fees are coveredTRA tells travellers to ask which permits apply and whether the operator arranges them.

Chapter 6

Fill your spots

Nobody finds a trip by magic. Most of your first bookings come from people who already know you, so reach out personally first, then widen the circle.

Share toolkit

Fill these in once and get a WhatsApp message and an Instagram caption ready to paste. The price shown to travellers includes our booking fee, so there are no surprises at checkout.

Trip name

Place

Departure date

Your price per person (KES)

Spots

Your trip link (after you publish)

One line: why is it worth it?

What’s included, in a few words

WhatsApp message

Hey! I'm leading [trip name] to [place] on [date].

[one line on why it's worth it]

Included: [what's included]
[price per person]. [spots] spots.

See the details and book here: [your trip link]
You can pay by M-Pesa, card or bank, and you are refunded if the trip does not run.

Instagram or TikTok caption

[trip name] | [place] | [date]

[one line on why it's worth it]

Included: [what's included]
[spots] spots only. Link in bio.

#Kenya #place #TwendeTrips

Your launch routine

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I messaged my first 10 people personally, with the link
I posted it on WhatsApp status and in 2 or more groups I'm part of
I posted on Instagram or TikTok with the cover photo and the link in my bio
I share again every week, with something new each time (a photo, a spot left, a traveller's quote)
I check Insights: lots of views but few bookings means the price or photos need work; few views means share more
I considered a referral discount for people I send to my trips

Tools that help you fill a trip

Referral discount: offer a discount to people you send, and it applies when they book.
Friends bring friends: a traveller can hold spots for their group, and each friend pays for their own.
Waitlist: when you sell out, people join the waitlist and are told the moment a spot opens.
Saved and watched trips: people who save your trip get an alert when it is nearly full.
Featured (KES 1,000 for 7 days) adds a badge and a place in the Featured filter. It never changes your ranking, so use it once your listing is strong and you have already shared it yourself.
Trending is earned, not bought: a trip appears there when people have really booked it recently, or it is at least half full.

Chapter 7

Run a great trip

Travellers remember how safe and looked-after they felt. Good preparation makes the day calm, and calm makes people write five-star reviews.

How professionals do it

Intrepid describes its leaders as local experts and storytellers, not just guides, who share the culture and history of the places they visit. Telling the story of a place is what turns a trip into a memory.
Professional guide training covers navigation, first aid and wilderness medicine, risk analysis and emergency action plans, managing diverse groups, and interpreting the place for guests.

Source: Intrepid Travel tour leader page; Adventure Travel Trade Association guide training.

Pre-departure pack

The trip name, date and what’s included come from the share toolkit in chapter 6. Send this when someone books, and again the day before.

Exact meeting point

Meeting time

Your name and phone

Not included

Please bring

Difficulty and fitness needed

Your cancellation policy

Message to travellers

TRIP DETAILS: [trip name]
Date: [date]
Meet: [exact meeting point] at [time]
Your leader: [your name and phone]

What's included: [included]
Not included: [not included]
Please bring: [packing list]
Fitness and difficulty: [what to expect]

Safety: please listen to the safety briefing before we set off, stay with the group, and tell me if you feel unwell. In an emergency call 999 or 112.
Cancellation: Standard. Full refund if you cancel 14 days or more before departure.

Please read this again the day before the trip. See you there.

Before and on the day

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Vehicles, accommodation, guide and permits are confirmed in writing
I sent travellers the plan: meeting point, time, packing list, what to expect
I checked my attendee list: names, phone numbers, emergency contacts
On the day I check people in from the attendee list
I take photos and videos for next time (and ask people first)
I thank everyone personally and ask for a reviewTravellers also get an automatic review email the day after.

A 60-second briefing before you set off

Welcome everyone, and say your name and what you will look after.
The plan for the day, the timings, and where you will stop.
Safety: stay with the group, tell me if you feel unwell, who to follow, what to do if you get separated.
What to do in an emergency, and who has the first aid kit.
The headcount routine, so people know why you count.

You can see each traveller’s name, phone number and emergency contact for your trip, and tick people off as they arrive. Use that information only to run the trip, keep it private, and delete it when you are done. If something goes wrong, talk to your travellers first. If it needs us, email support@twendetrips.com within the hold period after the trip ends.

Chapter 8

After the trip

The trip ends, but your reputation is just starting. A great first trip makes the second one easy to fill.

Turn one trip into a business

Reviews: travellers get an automatic review request the day after. A personal thank-you makes them much more likely to write one.
Payout: 60% of your share once the trip is confirmed, and the last 40% as soon as you mark check-in complete on the guest list. It goes to the M-Pesa, Till or bank details you saved. Check them before your first trip.
Insights: see which trips get views and which get bookings, and copy what works.
Rebook your crowd: message people who loved it about your next trip while they are still talking about it.
Trusted Leader: run 3 or more trips here with a 4.5 or higher rating and you earn the Trusted Leader badge.
Take notes while it is fresh. What would you change about the price, the timing and the plan?

Sources

Everything in this workbook about Kenyan rules and how other operators work comes from these pages, which we read directly. Open them yourself before you rely on anything, because laws, fees and requirements change. The advice on running a trip is general good practice, not a legal checklist.

Tourism Act (Kenya), copy published by TRA Licence requirement and penalties for tourism activities.
Tourism Regulatory Authority: licensing Classes of licensed tourism enterprise, including safari operators.
TRA: overview of a trustworthy safari company The checks TRA tells travellers to make before booking.
Kenya Professional Safari Guides Association: legal advice Guide licensing and certification levels, vehicle licensing.
Kenya Wildlife Service payments portal Where park fees are paid online.
St John Ambulance Kenya: training First aid training and certification.
Adventure Travel Trade Association: guide training What professional adventure guides are trained in, including risk analysis and emergency action plans.
CBI: how to manage risks in tourism Risk matrices, per-trip risk assessment, response lead, backup suppliers, written agreements.
ASC360: 10 safety questions to ask an adventure operator What informed travellers ask, so you can be ready to answer.
G Adventures: Kenya Safari Experience How an established small-group operator presents group size, leaders, inclusions and trip details.
Intrepid Travel: tour leaders The leader as a local expert and storyteller.

The Leader Workbook

Find a trip worth leading

Know the rules

Plan it like a professional

Let the trip planner draft it for you

Price it right

Choose a cancellation policy that fits your timing

Write a listing that sells

Your trust pack

Fill your spots

Run a great trip

After the trip

Sources

Ready to lead your first trip?