Documents – Documents (including hotel information/phone numbers, exchange rates, flight schedule, and luggage tags) will have been distributed at the documents meeting on June 5. Read through these carefully and continue to consult your documents and use them as a check list right up until the day of departure.
Click Here for Notes from the June 5 Document Meeting
Travel Preparation Resources from the Touroclopedia Booklet (Travel Planning Tips Booklet handed out at December 2022 Meeting):
Packing List
Baggage, Customs, Clothing & Courtesy
Health Tips
The following are Notes from the December 2022 Meeting:
Spending Money – $400 ($25 x 15 days + $25 for the independent dinner in Heidelberg) is a recommended amount for basic expenses of beverages and lunches. Carbonated drinks and coffee are expensive in Europe. Bring a water bottle (must be empty while going through airport security!) and drink water during the tour, to stay hydrated and to minimize beverage costs. It is a good idea for students to have access to additional “emergency funds,” but families need to discuss what situations would warrant their use. Families should discuss a maximum Daily Budget so students do not run out of funds before the end of the trip. For example, $375 total allows for Euro 25 per day over 15 days.
ATM/Credit Cards – If you have difficulty getting an ATM/Credit Card for your student through your bank (the first source we recommend), look into a pre-paid card for students 13 or older at: https://usa.visa.com/pay-with-visa/cards/prepaid-cards/buxx-card.html (or google visabuxx for teens). Another option is to set up a separate bank account for yourself with around $500 and give that ATM card to your student to use during the trip. A credit card is not necessary, but your student should have an ATM card with access to cash (Euros) at ATM machines throughout Europe. ATMs and credit cards will charge international usage and foreign exchange fees. The amounts can differ, but commonly, these are $3 per transaction usage fee + 3% of the transaction for the foreign exchange fee.
Cash/Secure Storage – We recommend students get Euro 50 from the ATM every few days so that they are not carrying too much cash at one time. Cash is not replaceable and is not insurable. Wear a money belt/purse under clothes to carry cash, ATM card, passport and Overnight Schedule (hotel list). You can find money belts/purses at Target, online or through any retailer selling luggage
Special Diet Requests – While it is helpful for the tour coordinator, chaperones, and hotel staff to be aware, special diet requests are not guaranteed and are the participant’s own responsibility. Students need to advocate for themselves, asking about special meals/ingredients and determining options that will work for them. You may wish to bring some appropriate meal supplements (sealed and packed in your suitcase) or purchase foods at a grocery during the day to supplement dinners. With such a large group and seating subject to change, it is unlikely the airlines will be able to provide special meals.
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.
You will be carrying your own bags for 15 days so bring a suitcase with wheels and pack light.
Carry-On – Adult Tour participants may bring a carry-on within the measurements of 15” x 12” x 7” to store under their motor coach seat.
Students are required 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 tape and padding to properly seal them in case they have to be checked/placed on the baggage conveyor. Smaller instruments (i.e. flutes) need to be packed in the suitcase. Students not carrying an instrument may be asked to take other carry-on sized items for the group or assist students with larger items.
In addition to carrying their instrument case or other band related carry-on, students may bring a small personal item such as a purse, small backpack, pull-string bag, fanny pack or similar.
Electronics/Adaptors/Converters – All you need is a Type C adaptor plug. Avoid the need for a converter by only bringing items noted as “dual” or “worldwide” voltage (110V to 240V). Most current technology and travel appliances are dual voltage. We recommend leaving your hair dryer at home. All Adult Tour accommodations will have hair dryers in the bathrooms. If you are on the Student Tour 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.
Phones/Photos/Apps – A cell phone is useful for photos, alarm, directions, and communications.
Check with your phone provider about a two-week international plan. Students should keep phone data turned off and only turn it on for emergencies in order to remain under their plan limits and keep international usage fees to a minimum. Wait to text home or download photos until you are at the hotel where free WIFI is available rather than using data/minutes. Set up WhatsApp on the cell phones of the tour participant and all those who wish to communicate with them. When used at the hotel or other areas where WIFI is available, WhatsApp allows you to communicate and share photos for free. All accommodations will have free WIFI access. We cannot, however, guarantee service quality.
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. This app will allow group members to share photos and download documents/contact information.
The cell phone will be the student’s sole responsibility. No other party will be responsible for any loss, damage and/or costs in connection with a student’s cell phone. If a student leaves a cell phone somewhere, it will not be possible to delay the entire group while the student returns to where they last saw the phone or otherwise attempt to retrieve the phone.
Current Expected Travel Requirements for 2023: Image Tours does not anticipate vaccination documentation will be required. Government, airline and other service requirements are, however, subject to change at any time and passengers will be responsible to comply with requirements in effect at time of travel. Full cancellation penalties will apply if, at time of travel, passengers are unable to meet the requirements or anticipated requirements. For these reasons, Image Tours recommends staying up-to-date on vaccination guidelines provided by the CDC. Image Tours suggests wearing a mask during the flights and carrying one with you during the tour in case a service requires a mask.