Will I need a Passport? Yes, all travelers on our tours are required to carry a passport which is valid for at least six months after the travel return date. Each traveler is required to provide Image Tours with the proper spelling of their name, birth date and expiration date as noted on their valid passport. The traveler is also expected to review all documentation provided and report any incorrect information immediately. Any costs or other consequences due to incorrect information will be the traveler’s responsibility. Apply for your passport at your earliest date possible; processing can take as much as five months. U.S. Citizens may refer to https://travel.state.gov for guidance on passport application requirements, process, costs and locations.
Are Vaccinations, Visas or other Documentation required, in addition to a Passport? Non-U.S. citizens must check with their embassy or consulate before making a deposit to determine which documentation and vaccinations will be needed for each of the countries they will visit. Image Tours will make every effort to pass along information and instructions, as dictated by government entities or services, regarding travel requirements beyond a U.S. passport if applicable to U.S. passport holders, as well as general requirements for all passengers participating in our tours. Information is subject to change, and it is the passenger’s responsibility to become familiar with and fulfill the requirements applicable at the time of travel. Image Tours will not be responsible for the consequences due to any inability, for any reason, to provide proper documentation at the time of travel. Cancellation or denied entry due to the inability to obtain or provide proper documentation or meet requirements will be subject to the Image Tours “Cancellations” policy.
What are the Current Expected Additional Travel Requirements for 2027? The Europe Travel Information and Authorization System (ETIAS) is expected to be in effect by 2026. The ETIAS requires filling out an application online, using your passport for documentation, and paying a fee of approximately $15 per person. If this is implemented in 2026, Image Tours will provide guidance on how and when to apply. No further requirements are anticipated as of August 2025.
What is the difference between Chaperones and Adult tour participants and how are chaperones selected? There will only be a few chaperones on the student tour (usually two or three for each student bus and approximately 1 chaperone for 20 students). These chaperones will be with the student group the entire time, staying in the student accommodations. Greg Wells will select these chaperones based on a number of factors and they are usually teachers or parents that Greg Wells has worked with on other band activities.
Those on the Adult Tour are on a separate bus and most likely separate flights from the students. Most of the time they will be staying in different accommodation locations. The Adult bus passengers will participate in all the same amazing and fun activities as the students, but may arrive a half hour later or earlier at some locations to avoid congestion. The Adult bus will have their own tour coordinator to organize all their arrangements and provide guiding commentary. Adult Tour passengers will not be with the students at all times, but will see them in passing during sightseeing almost every day. The Adult bus passengers will always have access to the concerts which is also a good time to connect with their student.
What is the difference between a Double and a Twin Room for the ADULT BUS? A “double” room consists of one double bed, while a European “twin” room features two twin beds made up separately, placed side by side, and sharing the same headboard. In some hotels, it may not be possible to separate these twin beds. Image Tours can request “twin” or “double” accommodations; however, some hotels do not offer the choice, and guests may not always receive their preferred option due to limited allotments.
Are Triple Rooms offered for the ADULT BUS? If available, triple occupancy rooms are priced the same per person as double occupancy. “Triples” usually consist of a double bed or two twin beds with a folding bed, cot, or rollaway for the third person. Be aware that these accommodations may not be comfortable for three adults. If a triple room is not available, one double plus one single room may be substituted, and the single room supplement will apply.
Are Single Rooms or Assistance finding a Roommate offered for the ADULT BUS? Single room availability is limited and on request. Image Tours may decline an application for a single room without explanation. If confirmed, a single room supplement of $1300 will apply. Single rooms are often much smaller and not as well located. Although highly unlikely, if you have paid the single supplement and are forced to share a room, an appropriate refund will be made. If you are a single traveler on the ADULT BUS and are a non-smoker, you may request for Image Tours to place you on a list of passengers looking for a roommate. Please note, if you request to be placed on the list of passengers looking for a roommate, you are authorizing Image Tours to give your contact information to prospective roommates. It will be your responsibility to contact prospective roommates. Image Tours will need to receive a written request from both roommates to remove your single supplement and assign you to a twin room. If you do end up in a single room for the entire tour or at any time during the tour, for any reason, you will be responsible for the single supplement.
How are Rooms Assigned? For the STUDENT BUSES, room assignments are made by the group leader. For the ADULT BUS, room assignments are made by the individual hotels. The location, view, and size of the rooms may vary.
Do Accommodations have a Private Bathroom? For the STUDENT BUSES, accommodations are a mixture of tourist class hotels and student dormitories (youth hostels) with two to ten sharing a room. Most have bathrooms with sink, toilet and shower in the room; but a few accommodations will have shared bathrooms down the hall. For the ADULT BUS, all rooms have a private bathroom with a sink, toilet, and shower/bathtub; and most hotels provide a hairdryer.
When will I know which Accommodations will be used? A list of accommodations reserved for your tour, along with links to their website, will be made available on the tour website as they are confirmed. Image Tours reserves the right to substitute similar accommodations for any reason.
Do the Accommodations have Heating & Air Conditioning? All our hotels are equipped with central heating. Due to a milder climate, air conditioning is not as widely used in Europe as it is in the U.S.A. Therefore, hotels in northern and central Europe commonly do not feature air conditioning.
What do the Accommodations serve for Breakfast? Breakfasts usually include a selection of breads, butter, jam, cheese, cold cuts, coffee, tea, milk and juice. Other commonly offered items are cereal, pastries, fruit, yogurt, hard boiled eggs. Some options and preparation will reflect the local area.
What is typical for the included Dinners? The included dinners are most commonly served at the tour accommodations following prearranged, fixed menu. Unless otherwise advised by your Tour Manager, beverages are not included with dinners. Although it is not customary in Europe, our services will make every effort to provide tap water with dinners.
May I request Special Diet Meals? If notified in writing at least 90 days prior to departure, Image Tours accepts only the following diet requests: 1) diabetic; 2) gluten-free; 3) vegan; 4) vegetarian with dairy and eggs; 5) semi-vegetarian (no pork or red meat); 6) no shellfish/fish; 7) lactose-free. Although we will inform the Tour Manager and the accommodations, any dietary requirements remain entirely your own responsibility. Please do not give the Tour Manager a list of items you can or cannot eat, and expect to pay additional if a restaurant is able to accommodate a special request. Image Tours expressly disclaims any responsibility or liability in connection with dietary requirements. New requests during the tour cannot be accommodated. Alternatives may not be available for the students. Therefore, you may wish to pack a few ‘sealed’ snacks or purchase them during the day, just in case. Image Tours does not forward diet requests to the airlines and, with the seating challenges involved with such a large group, the airlines may not be able to accommodate special diet requests.
Is this a Non-Smoking Tour? The term “smoking” also refers to vaping/e-cigarettes. Student participants are not allowed to smoke at any time during the tour. For the ADULT BUS, regardless of the local policies, tour participants agree to adhere to a strict non-smoking policy for the motor coach, breakfasts, group dinners, and any other group activities. Image Tours requests non-smoking rooms for all tour participants. Many hotels have converted to only non-smoking rooms and charge a substantial penalty to guests who smoke in the room. Image Tours expressly
disclaims any responsibility or liability in connection with smoking or non-smoking requirements.
Do I need to bring Formal Attire? Comfort is the priority. There are no occasions that require formal attire, but some clients like to bring one casually elegant outfit for special occasion dinners.
Are Laundry Facilities Available? Laundry services are not generally offered, and you will not be in any town long enough to do laundry at a laundromat. If you do need to wash clothes during the tour, plan to wash them in the sink on the first night of a two-night stay so they will have all day to dry before repacking. For this purpose, bring a small bottle of liquid detergent and a few large plastic zip bags in case clothes are still damp on a day you are transitioning hotels.
May I leave my Carry-on in the Motor Coach? You will not be able to store your carry-on in the luggage compartment under the motor coach. During the day, leaving your carry-on in the motor coach (must be placed under your seat) is at your own risk. You must remove your carry-on from the motor coach upon arrival at the accommodations at the end of each day.
Are Airport Transfers included? Complimentary airport/ hotel transfers are scheduled based on the arrival and departure times of participants who purchased ‘Air & Tour Inclusive’ from Image Tours. Passengers who purchase ‘Tour Only’ from Image Tours should expect to make their own way between the airport and the hotel at their own expense, but are welcome to join the complimentary transfer if the passenger’s flight times coincide with the actual group transfer times. Participants of the STUDENT BUSES are expected to purchase ‘Air & Tour Inclusive’ to assure travel on the same air as the rest of the group. Requests to book air separately are subject to approval by Image Tours and the Group Leader.
Will the Tour Manager accompany us throughout the entire tour?
With only rare exception, the Tour Manager who greets you upon arrival in Europe will be the same Tour Manager who will accompany you throughout your tour.
Are Tips for the Tour Manager & Driver included? Tipping is included for all services that are pre-arranged by Image Tours, including the Tour Managers and Drivers, hotel staff, and restaurant staff. Generally, if anyone who provides a pre-arranged tour service is just doing their job, you need not tip. On the other hand, feel free to tip any personnel who is extra helpful or goes beyond expectations. During independent meals, the general rule at restaurants in Europe is 5% to 10%.
Is there a Bathroom on the Motor Coach? Although motor coaches are equipped with an enclosed portable toilet, we ask that you please do not use the restroom if you can wait until the next rest stop, due to the scarcity of disposal sites. Frequent rest stops will be made to allow for a comfortable traveling experience.
Do the Motor Coaches have Heating & Air Conditioning? All our motor coaches are equipped with heating and air conditioning. Due to stringent pollution prevention laws, the motor coaches must turn off their engines (which also turns off the air conditioning and heating) when at a standstill (for example, while parked or waiting at a light). On warmer days when air conditioning is in use, the temperature in the motor coach is about 10º lower than outside temperature. For instance, on an 80º day the temperature on the motor coach will be about 70º.
May I request Airline Seat Assignments? The airlines will assign seating. Image Tours does not accept any special requests for seating on the STUDENT BUSES. For the ADULT BUS, seating requests received by Image Tours, in writing, more than 100 days prior to departure will be noted but will not be guaranteed.
May I record Frequent Flyer information or Known Traveler Numbers? It is the traveler’s responsibility to record their Frequent Flyer number or Known Traveler number on the airline website, as applicable. Please note, eligibility of Frequent Flyer Miles is subject to current airline policies.
Is it possible to Extend the Stay or book Tour Only? With consideration of all the information that follows in this paragraph, Image Tours recommends traveling with the group and on the group dates as Tour & Air Inclusive. Air for the students and group leaders/chaperones must be blocked as a group traveling on the same departure and return dates in order to better assure that students will travel together with the group leaders/chaperones. All students are required to depart on the same date as the group. All requests to deviate from the return date must be sent via email to the group leader/band director and to operations@imagetours.com and will be subject to availability and require the approval of Image Tours and the group leader. Deviations must be booked as “Tour Only” with Image Tours. Additional fees and/or price increases to cover additional costs/service fees will be the responsibility of the passenger. If approved and available, the legal guardian is responsible to provide proper arrangements directly with/to the airline, such as an adult travel companion or documentation for a minor traveling alone. If, for any reason, the passenger is unable to meet the group at the arrival airport or needs to transfer to the returning airport at a different time than the group, transfer costs and arrangements will be the responsibility of the passenger. An adult will need to accompany any minor until they connect with the group leader and minors will not be allowed to leave the group unless they are accompanied by an adult, based on arrangements between the group leader and a legal guardian agreed upon in advance. Image Tours recommends booking the same air schedule as the earliest arriving and latest departing group for the best chance to join the group transfers. Please keep in mind that group air schedules posted in advance are only tentative schedules. Air schedules can change at any time, right up to arrival at the final destination. Although rare, there have been instances where we have had to change the entire air schedule for the group block. Even if you are booked on the same schedule as the group or on a flight scheduled to arrive earlier than the group, schedule changes and delays can occur causing you to arrive later than the group. It is the passenger’s responsibility to prepare for such an instance. After request for “Tour Only”, Image Tours will not hold air space for the passenger, and it may not be possible to join the group block at a later date. If a change from “Tour and Air” to “Tour Only” is requested after deposit, a $100 per person change fee will apply, along with any additional costs to cancel the air block space. Regardless of availability, requests to change to “Tour Only” will not be accepted by Image Tours within 120 days prior to departure. Image Tours shall not be held liable for any penalties or costs incurred from the cancellation or change of an air ticket purchased through another source, regardless of the reason. With the above in mind, Image Tours recommends waiting until within 70 days prior to departure to issue air tickets. The Image Tours Travel Protection Plan does not cover air purchased through a source other than Image Tours.
Will any credit be available for Unused Tour Nights? Tour prices are based on full group utilization of services. No credit or refund will apply for unused tour nights or services. You may leave the tour at any point after communicating your plans to the Tour Manager, but you may only rejoin the tour at a scheduled overnight hotel. Students may not leave the tour without prior approval from the group leader.
Should I bring a Cell Phone/Smartphone? A smartphone is essential for photos, alarm, maps, audio guides where available (will need ear buds), flight notifications, trip documents, travel tips, and convenient communications with the Tour Manager and Group Leader. Check with your mobile phone provider about short term international data and calling plans. If you will use your phone for photos, consider increasing your phone memory. Sign up for “WhatsApp,” a cost-free way to communicate over WI-FI with other WhatsApp users. Download WhatsApp for iPhone or Download WhatsApp for Android phone. A USB battery pack is recommended to recharge your phone during the day because not all motor coaches have USB plugs.
What happens if I Arrive Late at a departure point? Our buses operate on a schedule similar to trains and planes. To maintain all scheduled sights, motor coaches need to depart at the pre-determined time and cannot wait for late passengers. If you miss the bus, you must make it to the next overnight stop on your own and at your own expense, using a taxi, bus or train service. Always carry your passport and a copy of your Overnight Schedule. At each stop, write down the meeting time and the name of the cross streets or landmark near your meeting point (or take a photo) so you can ask for assistance from police, public bus, train station or tourist office personnel. Student participants will be required to stay with travel buddies at all times. Students are expected to be on time for all departures and late students will be responsible for the consequences, including all costs (their own and the costs of the chaperone who has to stay behind) to catch up with the group.
What happens if I Lose an Article? Neither Image Tours nor any company contracted through Image Tours shall be responsible for articles lost, stolen, left behind, confiscated, or damaged. To prevent disappointment, check to ensure you have all your possessions each time you leave a motor coach, hotel, restaurant, shop, and on all other occasions throughout your tour. Although lost articles are rarely retrieved, your best chance to recover a lost item is to inform the Tour Manager immediately. Out of consideration for your fellow travelers, do not ask the driver/Tour Manager to wait or turn back to retrieve a lost article. If services are able and willing to attempt to ship the item, all retrieval and shipping costs (on average $75 per item) will be the responsibility of the owner, even when unsuccessful. Phones and other electronic devices cannot be shipped internationally.
Do students carry their own Medications? Yes students will be responsible to carry and handle their own medications.
What is the Weather like? The climate of Western Europe is comparable to that of Midwestern U.S.A.. Like most places, the weather is unpredictable. Pack for summer weather but also bring a few warmer items (sweatshirts and long pants) and a raincoat.
Any further questions, email nhs@imagetours.com