Whether you’re preparing for your first international performance tour or just want to know how Encore supports you from start to finish, you’re in the right place. From incredible concerts to expert logistics, we’re here to make your experience as smooth, inspiring, and rewarding as possible. Here’s what you—and your travelers—can expect. What’s Included? Every tour is different, but most Encore programs include: Round-trip international flights Centrally located 3- or 4-star hotels Daily breakfast and dinner Guided sightseeing with reserved entrances And most importantly: customized concerts at dynamic venues Your itinerary is designed to highlight the best of each destination while giving your ensemble meaningful opportunities to share their music. Whether you’re performing in a historic cathedral, a world-class concert hall, or a bustling outdoor plaza, we ensure every performance is a highlight—complete with advertising and a guaranteed audience. Where Will I Stay? We prioritize comfort and convenience with carefully selected 3- and 4-star hotels located minutes—sometimes steps—from the major sights. That means less commuting and more time exploring, rehearsing, and performing. Hotel details are typically available in your MyAccount portal about 30 days before departure. How Does Rooming Work? Most travelers will be placed in double, triple, or quad rooms based on tour type and destination. As the Group Leader, you’ll help finalize the rooming list. If anyone prefers a single room, they can request one for an additional fee. Note: when accommodations are based on triples or quads, a double room supplement will apply. Group Leaders with six or more participants automatically receive a private single room. On cruises or overnight ferries, rooming may vary slightly. What Meals Are Included? Most tours include breakfast (continental or buffet) and a group dinner daily. We offer a mix of authentic local flavors and more familiar options to keep everyone satisfied while encouraging cultural exploration. Lunch is typically on your own, giving participants flexibility during free time. What If Someone Has Food Allergies or Dietary Restrictions? We do our best to advocate for travelers with dietary restrictions, but it’s important participants take responsibility too—especially when it comes to allergies. We recommend: Informing your Encore Tour Consultant and Group Leader at least 65 days prior to departure Carrying a translated notecard outlining dietary needs Double-checking with servers at each meal Bringing snacks for added peace of mind Please note that food preferences (e.g. disliking a specific dish) cannot be accommodated—only allergies and dietary restrictions like no meat or gluten-free. For special airline meals, travelers should contact the airline directly a few days before departure. What Does a Tour Manager Do? Tour Managers are the glue that holds the experience together. They’re your on-the-ground partner—part educator, part organizer, part magician. They assist with hotel check-ins, provide historical and cultural context, manage timing and transportation, recommend the best lunch spots, and keep your group energized and on schedule. They know what it takes to support musicians and keep directors relaxed. Are There Rules for Youth Groups? Yes—and for good reason. Encore travelers represent their ensembles, communities, and countries while abroad. We ask participants to travel with an open mind, be respectful of different cultures, and approach each experience with curiosity and flexibility. We provide Youth Group Behavior Guidelines to help set clear expectations and ensure a safe, enjoyable trip for all. Who Can I Call in an Emergency? If you need help while on tour, your Tour Manager should be your first point of contact. For urgent situations, Encore’s 24/7 emergency support is available to assist. You’ll receive contact numbers prior to departure, so you’ll always know who to reach—day or night. How Do Performances Work, and What Role Do I Play? You’ll work closely with your Encore Tour Consultant to shape the concert experience based on your ensemble’s repertoire, goals, and experience. You’ll have input on venue selection, collaborating with local groups, and the overall artistic vision. From outdoor festivals to formal concert halls, our global network of arts, civic, and religious partners ensures dynamic venues with enthusiastic audiences—advertised through posters, press, and community outreach. What Does Encore Handle, and What’s My Role as Group Leader? We like to say: You do the music, we’ll do the logistics. That means we handle: Booking flights, hotels, and transportation Coordinating instrument rentals and transfers Advertising your concerts Communicating with venues and local partners Billing travelers individually Supporting you and your travelers on tour Your role is to inspire your group, make key artistic decisions, help with recruiting and rooming, and enjoy the experience of leading your ensemble on the world stage. What Should I Know About Flights and Travel Arrangements? We use major airlines and group contract fares to secure the best routes and prices. You’ll receive flight details well in advance. Participants can request alternate flights or extend their trips for a fee. If there’s a delay or cancellation, our team works quickly to rebook and support affected travelers. We also handle instrument logistics—whether that means reserving special space on a flight, arranging transport trucks abroad, or helping with oversized luggage. How Are Payments, Billing, and Insurance Handled? We make billing simple. Participants register and pay directly through MyAccount, and our staff fields their questions—so you don’t have to. Everyone is automatically enrolled in our Basic Protection Plan, and more than half choose to upgrade to our Ultimate or Ultimate-Plus plans, which include: Cancel-for-any-reason coverage Enhanced medical protection Instrument insurance Travel delay and interruption coverage What Kind of Support Will I Have While on Tour? From your Tour Manager to our 24/7 global support team, you’re never alone. Encore has offices and partners in cities across Europe, Asia, and the Americas, and our U.S. staff is always just a phone call away. Whether it’s a delayed flight, a passport issue, or a last-minute change, we’re with you every step of the way. How Much Flexibility Is There in the Daily Itinerary? Every Encore itinerary is fully customizable—we work with you to find the right mix of concerts, rehearsals, sightseeing, and downtime. Once finalized, the itinerary is carefully managed by your Tour Manager, but we do our best to adapt to on-the-ground needs. Weather delays, schedule tweaks, and spontaneous moments are all part of the journey—and we’re ready for them. How Will You Help Me Recruit Travelers? Recruiting is easier when you have the right tools—and we’ve got you covered: Travel scholarships for participants in need Our Fabulous Fundraiser, which gives your group a chance to raffle off a trip to Paris or London and raise thousands of dollars Personal fundraising pages for each traveler Digital recruitment materials and parent meeting support Tips from experienced Group Leaders on building excitement and commitment The earlier you start planning, the more time you’ll have to build your group. I’ve Never Led a Tour Before—How Will You Help Me Succeed? That’s exactly why we’re here. With 25+ years of experience, we’ve supported thousands of first-time Group Leaders in creating transformative travel experiences. One of the best ways to prepare? Attend Prelude—our exclusive professional development weekend that takes place annually in a different international location. On this complimentary trip, you’ll network with fellow music educators, preview concert venues, attend performances, and gain firsthand insight into what your travelers will experience. It’s a game-changer—and it’s only for directors like you. Still Have Questions? We’re here to help every step of the way. Reach out to a Tour Consultant or visit our Contact Us page to send us a note. We’d love to hear from you!