What is your cancellation policy if I am no longer able to participate in the tour?

If a student is no longer able to participate in the tour after accepting their seat, they will be able to cancel their participation. Cancellations are subject to the below cancellation schedule and fees.*

• Before Sep. 15, 2026: Payments refundable
• By Sep. 15, 2026: Payments refunded, except for $900
• By Nov. 15, 2026: Payments refunded, except for $1,800
• By Jan. 15, 2027: Payments refunded, except for $3,600
• By Mar. 15, 2027: Payments refunded, except for $5,400
• After Mar. 15, 2027: No refund available

If you decide to cancel your participation in the tour and are not up-to-date on payments, you will still owe any outstanding tuition balance based on SYSO’s cancellation refund policy.

*Application fee is non-refundable

Is SYSO using a tour company?

YES! Associate Consultants for Education Abroad (ACFEA), a London-based tour company specializing in music tours since 1955, is considered one of the best music tour companies available. A key feature of our tour is the presence of an ACFEA Courier, who will meet us upon arrival in Europe and stay with us until our return to Seattle. The Courier typically speaks the local language and ensures that all arrangements are in order, from hotel check-ins to meal coordination, transportation, rehearsal logistics, and more. They also provide support in unanticipated situations or if we need to adjust the schedule. For more information about ACFEA, visit www.acfea.com.

Can my family travel with the tour?

Families cannot travel directly with the tour, but may choose to travel along independently, following the orchestra’s itinerary. If family members plan to attend one or more of the concerts, please reach out to us so we can try to reserve tickets in advance for family members.

My family will be in Japan. Can I spend time with them?

Yes, this can be arranged with SYSO staff if parents sign a waiver beforehand. Musicians can only miss events on non-concert days. Please contact Wendy Devaney at wendy.devaney@syso.org for a waiver.

Can I fly to Japan separately?

No. Upon arrival in Japan, the group will be met by our ACFEA Courier, who will take us to the buses for hotel check-in. We must arrive as a group. We will also have rehearsals in the days leading up to and a concert at Shorecrest High School the evening before the tour departure.

Can I fly back from Japan separately and have my tuition prorated/reduced?

Flights are included within tuition, and the tuition amount cannot be prorated or reduced. However, students may make other return flight arrangements as long as SYSO is informed before March 15, 2027.

Can I forgo excursions during the tour?

All students are required to participate in excursions as a group. But don’t worry! We will build in downtime for students to relax and rejuvenate.

Do I need to bring my own instrument? How do I pack it? But what if my instrument is too big to bring?!

For violins, violas, trumpets, flutes, oboes, clarinets, bassoons, and similar-sized instruments, each musician is expected to bring their own instrument on tour. The instrument must be in a case that is substantial enough to withstand air travel and baggage handlers, as they may be required to check their instrument. At times, smaller instruments can go on board the airplane as a carry-on.

For larger instruments such as cellos, French horns, trombones, tubas, and small percussion, we will work with our tour company and the airline to have special loading options or rental options. This generally works well at SeaTac but is not always as predictable on the return trip. Having a standard hard-shell instrument case typically works well.

For string bass, timpani, larger percussion, harp, and piano, we will make arrangements to rent them in Japan. There will not be an additional fee for the orchestra member in these cases. Bass players will need to take their own bow in a hard-shell case.

We will have instrument packing instructions a few weeks prior to departure.

How much money should musicians bring for daily expenses?

Students should bring extra money for souvenirs, snacks, and general spending. These experiences can offer a unique glimpse into the local culture. We recommend checking out grocery stores, markets, food stands, and delis, which often have a wide variety of lunch options. Exploring these spots can be both delicious and educational. If you’re looking for recommendations on cafes or restaurants, our ACFEA courier will be there to help! Budgeting around $20-50 per day for lunch and snacks is a good guideline.

When it comes to souvenirs, keep in mind the size, weight, and fragility of the items you choose, as these factors will affect how easy they are to pack and bring home. While it’s possible to mail or ship items home, it can be expensive, and all items must meet U.S. Customs requirements.

What form of money should I bring?

We recommend using a combination of Japanese Yen (JPY) and debit/credit cards for payments during your trip.

Currency Exchange: U.S. dollars are not accepted as currency in Japan. If you’d like to exchange currency before departure, check with your local bank, AAA, or visit Travelex.com, as exchange rates and fees can vary. Be aware that while currency exchange is available at SeaTac airport, the rates may be less favorable.

Debit/Credit Cards: Visa and MasterCard are widely accepted in Japan, however, many small shops and ryokans prefer cash.  Both American Express (Amex) and Discover are accepted in Japan, largely due to partnerships with JCB, allowing them to work at many major hotels, retailers, and restaurants. While acceptance is strong in cities like Tokyo and Osaka, it is less consistent in rural areas, making it necessary to carry cash or a backup Visa/Mastercard. To avoid any issues with your cards being frozen due to suspected fraud, we recommend notifying your bank of your travel plans before you leave. Also, ensure your card has a Personal Identification Number (PIN) and test it at an ATM before departure to confirm you can withdraw cash if needed.

Traveler’s Checks: We do not recommend using traveler’s checks, as they can be difficult to cash.

Should I get travel insurance?

Travel insurance is highly recommended, though not required. It can cover trip cancellations, health issues, and other contingencies. Instruments should be insured under your homeowner’s or renter’s insurance policy. While not required, please note that SYSO is not responsible for damaged or stolen instruments.

What kind of travel documents are required to travel on the tour?

All tour members must have a current passport valid for at least six months beyond our return date. Our anticipated return date is August 2, 2027, so passports must be valid through February 4, 2027. No visas are required for U.S. citizens for stays less than 90 days in Japan.

What safety measures is SYSO taking for the tour?

Chaperones play an essential role in our tour structure, typically overseeing groups of about ten orchestra members each. We will conduct frequent daily checks to ensure that all tour members are healthy, accounted for, and on schedule. During free time, orchestra members are required to be with either a designated tour adult or travel in groups of three or more. In the evenings, all members are typically required to remain at the hotel unless participating in a supervised special event. At night, there will be a curfew after which orchestra members must stay in their rooms.

For added safety, in conjunction with our tour company, we will be monitoring travel advisories and updates from the U.S. Department of State, accessible here.

What if I have food allergies, medical conditions, or need health support?

ACFEA has experience accommodating individuals with life-threatening allergies, specific dietary needs, and other health conditions to ensure a successful tour. All medical and health-related information is kept confidential. For those with dietary requirements, we work closely with the tour company to coordinate special requests with airlines and restaurants. While in Japan, the ACFEA Courier assists with these arrangements.

Are there any common medications banned in Japan?

Many common US over-the-counter (OTC) and prescription medications are banned or strictly restricted in Japan, particularly those containing stimulants, pseudoephedrine, or codeine. Commonly banned items include Sudafed, Adderall, Vicks inhalers, and many OTC cold medicines like NyQuil, Actifed, or Advil Cold & Sinus. Importing stimulants or exceeding allowed, small quantities of psychotropics can lead to arrest and deportation.

Please carefully review the list of restricted substances and consult with your healthcare provider before submitting your application.

What about parent/guardian chaperones? How many will there be, and what will they do?

We welcome parent/guardian chaperones to join our tours. An interview process is typically required and we’d like to include six to seven chaperones. The tour fee for chaperones is the same as for orchestra members.

Chaperone responsibilities will include monitoring the health and safety of orchestra members, supervising, guiding, and supporting both structured and unstructured activities, and participating in the daily routine. We expect chaperones to model appropriate behavior by being punctual, assisting with daily activities, and fulfilling related duties. Some light responsibilities during rehearsals and concerts may also be required. Chaperones will also have some free time for independent exploration and shopping.