Plan + FAQs

Please check with your director or group coordinator first about making payments. A payment schedule is provided in the registration portal. KI accepts payment by ACH, direct debit or credit card.

Cancellations must be emailed to KIParticipants@KIConcerts.com. For the appropriate cancellation charges and conditions, refer to the Cancellation Paragraph in the Terms and Conditions in your registration portal account.

Please use the links that can be found in your registration confirmation email to purchase insurance with Travel Insured International. Each group has their own unique link, if you are unable to find the link, please reach out to us at KIParticipants@KIConcerts.com.

Travel Insured requires travel insurance to be purchased within 14 days of initial payment to be covered by the Pre-Existing Waiver or to purchase CFAR (Cancel for any reason).

You may also purchase a product from any travel insurance company of your choice.

You may contact Travel Insured International at 1-844-440-8113 or visit their website for more information: https://www.travelinsured.com/

Please contact Travel Insured International at 1-844-440-8113 or file a claim online: File a Claim – Travel Insured

It is the responsibility of each participant to obtain the necessary travel documents required by all countries visited and transited through during their program.

Passports must be valid for at least 6 months beyond your return date. Even if the country you are visiting indicates that passports can be valid for a shorter amount of time, airlines and customs may still deny boarding if your passport is not valid for at least 6 months beyond your return date. As such, KI policy requires 6 months of validity and cannot accept responsibility for delays, denied boarding or cancellation of your trip if your passport doesn’t meet the requirements.

Once you are in your destination country, you should safely store your passport and do not take it with you during sightseeing or at meals unless your Tour Manager indicates it is required for entrance to a certain site. We recommend that you make a photocopy or take a photo of your passport and keep it in a separate safe location.

Please notify your Tour Manager immediately, so that he/she can assist you. You will need to contact the Embassy or Consulate that issued your passport to apply for a temporary document. While the KI emergency team will assist you as possible, ultimately arrangements and costs for obtaining a new passport, and any costs associated with rerouting or delays in travel, are the responsibility of the individual participant.

We suggest you contact the destination country, USA and your home country’s embassy or government agency websites to determine if a visa is required.

It is the responsibility of every traveler to check if visas are required and, if so, to secure one.

Contact the U.S. Centers for Disease Control and Prevention (CDC) for the latest health and vaccination requirements.
Phone: 800-CDC-INFO (800-232-4636) or website: www.cdc.gov/travel

When traveling overseas and after crossing many time zones, many travelers suffer from jet lag. Although there is no way to completely avoid jet lag, there are some ways to help your body adjust faster to a new time zone.

• Try to get additional sleep before you travel and as much sleep as you can during your flight
• Avoid dehydration and drink plenty of water during your flight. Avoid beverages such as alcohol, coffee, tea and other caffeinated beverages, as they will dehydrate you and contribute to your jet lag
• Try to eat lightly on your flight
• Stretch regularly and walk up and down the aisles of the plane it will prevent discomforts such as back pains, swollen feet and legs and general fatigue
• Once arriving in your destination, immediately follow the schedule of that destination for meals and sleeping. Avoid going to sleep as soon as you land if it is morning in the destination as this will delay your body’s adjustment.

Please see the Air Deviation section in KI’s Terms and Conditions for more information. Some airlines will allow group members to travel independent of the group on either the outbound or return sector but not in both directions. Changes to routing are usually not permitted, which means you must travel from and to the exact same airports as the group (airline restrictions will apply). The deadline for deviation requests is 120 days prior to departure, but we can usually secure better fares for you the earlier that you request your deviation. A deviation fee will apply plus any additional airfare over and above the group’s airfare. Here is the link to the KI Concerts Deviation Request form.

Please see the Air Deviation section in KI’s Terms and Conditions for more information. You may opt for “Land Only” when initially registering, or use the KI Concerts Deviation Request form.

Any person choosing the Land Only option must arrange their own ground transportation to and from meeting the group in the destination country. They can utilize the group transport from and to the airport provided there is no delay or change required to the group arrangements. KI is unable to offer assistance regarding ground or in-country air transport to Land Only travelers.

Please note some directors do not permit Land Only for participants.

Prior to travel, you will need to share your flight information with your director. The KI team and your director will have instructions for the best place to meet the group upon arrival in the destination country.

Group seats are allocated by the airline. You may enter a seating request when registering, or contact KI at KIParticipants@KIConcerts.com with your seating preference by at least 120 days prior to departure. KI will work closely with the airline to try to ensure that preferences are met but cannot guarantee that.

Usage

• Any tour member desiring to use frequent flyer miles for their travel will need to coordinate their flights directly with the airline and purchase the “Land Only” package from KI, if your director has permitted Land Only for your tour.
• Unfortunately, the airlines do not accept miles to upgrade with group air bookings.

Accrual

• Please note that some airlines do not allow the use of frequent flyer miles to accrue mileage for passengers traveling on group airfares. Up until 120 days prior to departure, KI will accept your airline frequent flyer number. Please add the account number to your registration portal account. If the tour departure date is within 120 days, then you will need to provide your account numbers at airport check-in. KI is not responsible for mileage accrual and is unable to provide ticket copies after departure.

KI cannot accept responsibility for flight delays or flight cancellations. Be assured that KI will make every effort to achieve the best alternate arrangements. Under such circumstances we ask that you not reach out to KI directly but look to your director for updates, as the KI team will be actively working with your director, the airlines and other partners to find the best alternate arrangements for your group. We appreciate your patience and understanding.

Up until 120 days prior to departure, KI will accept your Known Traveler Number (KTN) or Global Entry Number. Please add the account number to your registration portal account. If the tour departure date is within 120 days, then you will need to provide your account numbers at airport check-in. Please note that some airlines do not participant in TSA Pre-Check or Global Entry.

Once the group air booking is confirmed, KI can obtain a quote from the airline and send you an Upgrade Proposal with flight details and cost which will be the difference in Economy Class airfare and Business Class airfare. Unfortunately, the airlines do not accept miles to upgrade with group air bookings. To start the process, please complete a KI Concerts Deviation Request form.

Please note costs for upgrades generally cost at least several thousand more than the Economy fare.

If the airline offers Premium Economy class or seats with extra legroom, then it may be possible for KI to obtain the additional cost for this type of seat. Please note that some airlines do not allow group members to upgrade their seat confirmed as part of a group air booking. Most airlines are unable to confirm an upgrade to this type of seat until after group tickets are issued (60-30 days prior to departure). Unfortunately, the airlines do not accept miles to upgrade with group air bookings. Please complete the KI Concerts Deviation Request form to start the process.

Unless otherwise requested by your director, KI utilizes 3 or 4 star hotels, often in calmer residential areas, with facilities geared towards groups.

For many destinations, there is safe tap water or water provided at breakfasts where you can refill a reusable water bottle. Bottled water is generally available at hotels and most local stores.

Please add this information upon registering for your program, or notify KI at KIParticipants@KIConcerts.com as soon as possible, and no later than 120 days prior to departure. KI will make every effort to accommodate dietary needs and allergies, but cannot guarantee that any food items will be 100% free of a certain ingredient.

KI will also alert the airlines of your dietary restrictions.

On most itineraries, lunches are not included to allow more flexibility with the touring schedule. Some itineraries also exclude some dinners. Check your specific itinerary to be sure of what’s included. When eating “on own,” your Tour Manager will assist the group with finding good locations for food. This is a great opportunity for more adventurous eaters to try something new, or for those who are missing the tastes of home to try to find something familiar.

The coaches are high quality, comfortable, non-smoking and will be of appropriate size for your group. Except in select climates, buses will also be air conditioned or heated for comfort.

Tour Managers

• KI tours are led by English speaking Tour Managers from the region you are visiting. Normally they accompany the tour from beginning to end. They are friendly, experienced, and knowledgeable and are competent in terms of accompanying the tour and their ability to communicate, and are a special resource to you on performance days. They can handle a variety of unexpected situations and are eager to offer all kinds of advice.

Tour Guides

• In many countries you will also have Tour Guides from a specific city join the tour to guide you through specific sites or locations. They are local experts and enjoy sharing their city with you.

Your director will inform you of your concert dress.

Concert blacks are most commonly requested by festival leaders, but we will inform your director prior to travel.

Within 30 days prior to departure, you will receive detailed information about your upcoming trip, such as your airline schedule, a detailed itinerary and a final list of hotels where you will be staying. Prior to this, your director may choose to share flight and hotel details, but please note that these may change throughout the planning process due to airline schedule changes or other circumstances.

Please check the airline’s website for up-to-date baggage restrictions.

For restricted items on board the aircraft, please check the TSA website and equivalent websites for all countries you will visit or transit through on your travels.

Motorcoaches are booked to allow space for each participant to bring one larger piece of luggage (standard checked luggage size) and one carry-on such as a backpack. If your group is planning to bring additional luggage, KI will work to procure additional luggage transport for your group, which may have additional cost.

Please visit an informative website for electricity around the world: https://www.power-plugs-sockets.com/

KI recommends that you wear comfortable touring clothes or business casual for most occasions except during performances, during which you will wear concert dress (as determined by your director). Your director will advise you of any dress code or recommended attire for your specific group.

For many churches, temples and other religious sites, covering of shoulders and down to knees is required for entry. Please keep this in mind when planning your attire.

Comfortable shoe wear for extended walking is recommended. Travelers should bring shirts, sweaters and jackets that can be worn in layers to suit a range of climates.

Credit cards are widely accepted in Europe and at larger retailers around the world, but we recommend having some cash in the local currency for situations where credit cards aren’t accepted.

Some travelers also prefer to have local currency on hand when arriving at their destination. You can exchange a small amount of USD to the currency of the country you are visiting at many local US banks or the US departure airport.

Once you are in country, the most convenient way to obtain local currency is via ATMs. Banks and some hotels are also able to exchange dollars.

Travelers should check with their bank or credit card company about foreign transaction fees and travel notifications.

Please visit the hotel websites for a list of amenities offered by each hotel. Note that internet usage fees are excluded from the tour package.

• For international time zones visit the following website: http://timeanddate.com/worldclock and look up the time zones of the cities you will be visiting.

Most major US carriers have international plans you can opt into for the duration of your travel. You will need to check with your service provider about cell phone coverage in the countries you are traveling to. There are a variety of phone cards available for purchase at different rates. Note that KI is not responsible for the cost of any calls you make and strongly recommends you do not use hotel phones for long distance calls.