Special Diet Requests – You may request one of the following by email to nhs@imagetours.com: diabetic, gluten-free, vegan, vegetarian with dairy and eggs, semi-vegetarian (no pork or red meat), no shellfish/fish, or lactose free. Please note that, in some cases, our only substitute will be a vegan selection. While it is helpful for the tour manager, chaperones, and hotels to be aware of these requests, they are not guaranteed. Special diet requirements are always the participant’s own responsibility. You may wish to bring some appropriate meal supplements (must be sealed and packed in your suitcase) or purchase foods you can eat during the day to supplement your dinners. With such a large group and seat assignments changing up until departure time, it is unlikely the airlines will provide special meals, but you should have time to purchase food at the airport.
Baggage Allowances – Each participant may bring one (1) suitcase not exceeding 62 total linear inches (length + height + width, excluding wheels and handles) and cannot exceed 50 lbs in weight.
Students need to take their instruments as their carry-on. The instruments cannot be sealed before check-in but students with larger instruments (saxophones, trombones, etc.) need to have padding and tape to properly seal them in case they have to be checked, in which case they will go through the baggage conveyor in Frankfurt. Those with flutes may wish to pack them in their suitcase. Students not carrying an instrument may be asked to take other carry-on sized items for the group.
Contrary to any other information, students may not bring a full-size carry-on because their instrument is their carry-on. In addition to carrying their instrument case, the students may bring a small personal item such as a purse, small backpack, pull string bag, fanny pack or similar tote.
Everyone must stick to these allowances as the airlines are charging very high fees for excess luggage and there will not be room on the bus for any additional luggage. Students, keep in mind that you will be carrying your own bags for 16 days so pack light and bring a suitcase with wheels.
Electronics/Adaptors/Converters – All you need is a Type C adaptor plug. You should avoid having to bring a converter by checking that any technology or electronic appliances you bring are “dual” or “worldwide” voltage (110V to 240V). Most current technology is dual voltage and you can easily purchase curling irons that are dual. We suggest to go without your hair dryer. All adult bus accommodations will have hair dryers in the bathrooms. If you are on the student bus and cannot go without your hair dryer, make sure it is dual voltage. There may only be one electrical outlet in your room with up to 12 students so you may wish to bring a multi-outlet plug allowing you to plug in more than one item at a time.
Phones/Photos/Apps – It is not necessary for your student to have a cell phone during the tour, but if you plan to allow them to take a cell phone with them, here are some considerations:
The cell phone will be the student’s sole responsibility. No one else will be responsible for any loss or costs in connection with a student’s cell phone. If a student leaves a cell phone somewhere, it will not be possible to wait for them to retrieve it or return to where they last saw the phone.
All accommodations will have free wi-fi access, although we cannot promise clear/good service.
You may want to check with your phone provider about purchasing a two-week international plan..
Make sure your student knows to keep phone data turned off and to only turn it on for emergencies in order to remain under their plan limit and keep international usage fees to a minimum.
Wait to text home or download photos until you are at the hotel where free wi-fi is available rather than using data/minutes. Set up WhatsApp on the phones of the student and any family or friends who wish to communicate with the student. When used at the hotel or other areas where wi-fi is available, WhatsApp allows you to communicate and even send photos for free.
When loading phone numbers into the student’s cell phone, numbers should start with “+” and then the country code, area code and number. (Examples: Start with +1 for US numbers and +49 for German numbers). This allows your phone to automatically dial internationally as needed.
Image Tours will make a group app available to those who have a smart phone which will allow group members to share photos, download documents/contact information, and the group leaders will be able to see the location of each person with the app open. If we get enough good photos, we will provide all participants with a CD of selected photos to remember the tour.
Spending Money – $425 (approximately $25 x 15 days + $25 for dinner on the last day) is a recommended amount for basic expenses of beverages and lunches. Dinner is independent on the last evening of the tour so make sure you keep at least Euro 20 until the end of the tour to pay for that dinner. Carbonated drinks and coffee are expensive in Europe. It is a good idea to drink water during the tour, both to stay hydrated and to keep beverage costs down. Additional spending money is a personal decision for each family. It is a good idea for students to have access to additional “emergency funds,” but families need to discuss how and when these should be used.
Exchange Rate – The exchange rate is approximately Euro 1 = US $1.20. A Rate of Exchange Chart with sample exchange amounts will be included in the documents.
Daily Budget – Families should discuss a maximum daily Euro budget so that students do not run out of funds before the end of the trip. For example, if they have $250 total spending money, that is about $15.60 per day when divided by 16 days (or about Euro 13 per day).
ATM/Credit Cards – If you have difficulty getting an ATM/Credit Card for your student through your bank (the first source we recommend), you can look into a pre-paid credit card for students 13 years or older at https://usa.visa.com/pay-with-visa/cards/prepaid-cards/buxx-card.html (or google visabuxx for teens). A credit card is not necessary, but your student should have an ATM card with access to cash Euros through ATM machines throughout Europe. ATMs and credit cards will charge international usage and foreign exchange fees. The amounts can differ, but commonly, these are $2 per transaction usage fee + 3% of the transaction for the foreign exchange fee.
Cash/Passport – We recommend students get Euro 50 from the ATM every few days so that they are never carrying too much cash. Cash is non-replaceable and is not insurable. It is a good idea to wear a money belt or purse under clothes to carry cash, ATM card and passport. You can find these at Target or any store that sells luggage.
Insurance for Instruments – The student Travel Protection Plan will cover up to $1500 for musical instruments. You may wish to purchase additional insurance to cover the full value of your instrument. A full description of the Travel Protection Plan is outlined at www.tripmate.com/wpF430S/home (student bus) / www.tripmate.com/wpF432i/home (adult bus)
Next Payment of $2000 due by Wednesday, January 16, 2019 – Please include two copies of the picture/information page of the student’s signed passport. If you do not have your passport yet, mail your payment before January 11 and mail the copies as soon as you receive the passport. Mail to: IMAGE TOURS INC – NHS TOUR, 2828 KRAFT AVE SE, GRAND RAPIDS MI 49512
Final Payment – The final tour payment is due, in our office, by Wednesday, March 13, 2019. If your January payment is made by check, your final payment must also be by check and we will, therefore, show the $100 per person “check payment discount” on your February final invoice.
Documents – Documents (including hotel information/phone numbers, exchange rates, flight schedule, and luggage tags) will be passed out at the last meeting, in May or June.
Availability – All new inquiries are subject to availability of accommodations and air. To check on availability, prior to 12/19/18, send an email to nhs@imagetours.com.
Questions – Direct questions to Image Tours Inc. at nhs@imagetours.com. You may also call Image Tours Inc at 957-1000 (within area code 616) or 1-800-964-3170 and ask for Monique.