What every music director, student, and parent needs to know before boarding a plane for a performance tour.
Flying with your band, choir, or orchestra can be exciting — and overwhelming. For many students, it’s their first time on a plane. For others, it’s their first time navigating airport security with instruments, formalwear, and performance nerves.
Here’s how to prepare your group — and their families — for a smooth flight, whether you’re heading across the country or across the globe.
🧳 1. Baggage Planning: What to Pack & What to Check
Help students understand the difference between carry-on, checked baggage, and personal items. Provide clear packing lists for each, including:
- Performance clothes (in garment bags or carry-ons)
- Instrument care items (extra strings, reeds, valve oil, etc.)
- Travel-size toiletries in a quart-size zip-top bag (TSA limits 3.4oz per item)
- Prescription medications (must stay with the student in carry-on)
Tip: Tell students to bring a change of clothes in their carry-on, in case their checked bag is delayed.
🎻 2. Instrument Travel Policies
Each airline has different rules for instrument sizes and carry-on policies. Work with your travel planner to:
- Book early to reserve overhead space for smaller instruments
- Arrange cargo transport for larger instruments (tubas, percussion)
- Ensure all instruments are clearly labeled with ID tags and contact info
Bring copies of the FAA Instrument Guidelines or airline-specific policies in case issues arise at the gate.
🛄 3. TSA & Security Expectations
Prepare students in advance for what will happen at airport security. They should:
- Remove shoes, belts, and jackets
- Take out laptops or tablets from their bags
- Present IDs (for those 18+) and boarding passes when asked
- Keep their boarding group and gate number handy
Pro Tip: Designate one or two adults to float and assist nervous students or those selected for additional screening.
🌍 4. International Travel Tips & Requirements
If your trip is international, extra preparation is needed:
- Passports: Confirm that every student has one, and that it won’t expire within 6 months of travel.
- Visas: Check if the destination requires visas and how to apply (some countries require in-person appointments).
- Travel insurance: Strongly recommend (or require) a policy that covers medical needs abroad.
- Currency: Teach students about exchange rates, safe card usage, and how much to carry in cash.
- Customs: Practice filling out customs forms and review what items can/can’t be brought back.
Bonus: Host a “Global Etiquette” session covering cultural norms, language basics, and group conduct abroad.
👨👩👧 5. Parent Communication Plan
Give parents a full air travel orientation:
- Clear day-of-departure instructions
- Packing checklists and luggage limits
- Emergency contact procedures (including international)
- What to do if a student loses ID, medication, or misses a flight
Use email, a travel portal, or a group messaging app like Remind or GroupMe to stay connected throughout the trip.
🧘 6. Airport Behavior & Group Travel Etiquette
Set clear expectations before the trip:
- Stay with your chaperone group at all times
- No public performances or loud instrument playing in terminals
- Keep a positive, respectful demeanor with airline staff
- Be early. Be alert. Be flexible.
Group Tip: Use matching t-shirts or lanyards to help chaperones keep track of everyone at a glance.
🎓 Final Thought
Whether flying across the country or the ocean, preparation is key to a successful trip. The more clearly you communicate expectations — and the more empowered your students and parents feel — the smoother the experience will be.
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