No two tours are the same. All tours are tailored to suit your specific needs so at the very beginning of the process (usually one to two years before travel) we will chat about your group and your vision.
1. Your brief
i. Group size
Various global costs (such as coach travel, performance expenses, tour manager) are divided between the whole group, therefore there is usually an optimum number to make a tour cost effective. Do you require any free places for staff? We’re not fazed by size. We’ve handled anything from 19 to 199.
ii. Type of group
Are you a choir, orchestra, band, youth group, university group? Can you give us an idea of the type of repertoire you wish to bring on tour? This can have a huge impact on the venue required. Do you require venues with organs, or other accompaniment? Do you need to hire any instruments? How much rehearsal time do you prefer? Will there be non-performers in the group? Are there mobility issues which should be considered when designing the pace of the itinerary?
iii. Dates of travel
Tell us your approximate ideas re timing and length of tour. Specific dates may enable us to suggest corresponding festivals, even at this early stage. Will you require an inspection visit?
iv. DESTINATION thoughts
We are happy to advise, based on your desires and budget, but do let us know your thoughts and we will work together to suggest the most appropriate for your group. We have associates all over the world.
v. Type of travel
Are you looking for a location within driving distance from your base, or do you wish to fly? Some of our clients prefer to make their own flight arrangements, and therefore request a land-only tour. Do you need a trailer or a truck for instruments?
vi. Accommodation, meals and sightseeing
We generally work with 3* and 4* hotels. We will aim to suit your budget. For most student groups touring in summer months we suggest a hotel with an outdoor pool and restaurant for lunch – a useful format for relaxing mornings after late night performances. Conversely, for many adult groups central location and charm may be more of a priority. Do you want half-board throughout the tour, or would you like free time for independent meals?
2. Our Planning
Once we have a thorough understanding of your brief we will make suggestions and convert them into a proposal which reflects your vision and your budget. From venues and accommodation, to sightseeing and cultural opportunities, we’ll use our years of experience and the up-to-date knowledge of our worldwide team to propose an enticing opportunity for your group.
Once you’ve gained the interest and support of your group and have accepted our proposal, we’ll spend the ensuing months fixing and fine-tuning every detail of your tour, ensuring that not only do you enjoy wonderful concerts and a rich cultural experience, but that every logistical aspect is perfectly planned to run seamlessly. There’s no point arriving in a town just as the local market is packing up!
Our aim is to take all the stress out of the tour planning for the director or group leader, so that he/she can concentrate on the preparation of the music and the gathering of participants and their details. Throughout the process we’ll provide regular updates as the specifics are confirmed and the tour takes shape.
Invoices
We request an initial deposit at the time of booking, then 1 or 2 further interim deposit payments at suitable intervals to be agreed with you, before the final balance which is normally due 60 days prior to departure. Terms and conditions.
Inclusions are clearly listed in the contract, as is the anticipated group size. We are always prepared for a slight variation in group size and the individual tour price is adjusted accordingly.
Promotional material
The more we know about your group the easier it is for us to market you to local music promoters or festivals. Therefore we request the following before approaching venues:
– photos of your ensemble
– link to a video/audio recording on-line
– biography of group and conductor
– repertoire list
3. On Tour
Time for you to sit back and enjoy the music and the group vibe whilst your M&T tour manager takes on the task of on-the-ground logistical organisation. Your tour progress is carefully monitored by our office staff (we love receiving instantaneous WhatsApp recordings and photos from the TM!) and, of course, we are here for back up if any unforeseen circumstances should arise.
What our clients say
