Administrator Approval Guide

Choosing Encore Tours for your ensemble’s next performance tour means partnering with a team dedicated to providing a seamless and successful planning experience. Our comprehensive resources and expert support cover all aspects of tour preparation, from crafting persuasive cover letters to showcasing our unique value, ensuring safety, and offering financial and fundraising assistance. Discover the transformative educational benefits, exceptional care, and professional development opportunities we provide.

With three decades of experience, we guarantee your tour will be an unforgettable musical adventure. Explore the sections below to learn more and start planning your next performance tour with confidence.

Comprehensive Resources for Gaining Administrative Approval

Cover Letter

Crafting an effective cover letter is a crucial step in gaining approval for your Encore Tours trip. A well-written cover letter can generate excitement among participants, gain parental support, and present a compelling case to your school board. Our sample cover letter template provides a strong foundation for communicating the benefits of your proposed tour, making it easier to get the green light from all stakeholders.

Why Encore?

Choosing Encore means partnering with a company dedicated to exceptional musical and educational experiences. With over 25 years of experience, we understand the unique needs of directors and performers. Our commitment to music education, extensive musical network, and deep understanding of the touring landscape ensure that your ensemble receives unparalleled support and opportunities.

The Benefits of Travel

Our tours provide a transformative experience, enhancing musical skills, fostering teamwork, and promoting cultural awareness. Perform in prestigious venues worldwide, enriching your repertoire and broadening your horizons. These journeys elevate individual musicianship and strengthen the ensemble, creating lasting memories and a deeper appreciation for the universal language of music.

Safety and Security

YYour safety is our top priority. We offer constant support with dedicated U.S. staff and overseas offices. Our 24/7 Duty Officer system ensures prompt emergency responses. Trained tour managers work with group leaders on security measures and on-the-ground support. All participants are covered by international medical insurance, providing 24/7 assistance and emergency services.

Financial Security

Transparency and security are at the core of our financial practices. We offer clear pricing structures and flexible payment plans to suit your needs. Our financial security is backed by indemnity bonds, general liability insurance, and our affiliation with ACIS and AIFS. As proud members of USTOA, ASTA, and IATAN, we uphold the highest standards of service and reliability. Trust us to provide a financially secure and straightforward planning experience.

Culture of Care

Our Culture of Care goes beyond the basics to ensure a smooth and worry-free travel experience. From handling unexpected flight cancellations and itinerary changes to assisting with lost passports and medical needs, we are dedicated to making things right, often going above and beyond. Our commitment to your well-being and satisfaction is at the heart of everything we do, ensuring that every participant feels supported and valued throughout their journey.

Support and Resources

Our Program Consultants and Tour Managers offer unparalleled expertise and guidance. From initial planning to the final performance, our dedicated consultants work closely with you to ensure every detail is perfect. On tour, our Tour Managers provide constant support, addressing any needs and ensuring a smooth experience. With their dedicated assistance, you can focus on what matters most – the music and the memories.

Fundraising Support

Making your tour affordable and accessible is a priority for us. We offer a range of fundraising support, including fabulous raffle prizes, personalized fundraising pages, and overseas concert promotions. Our creative fundraising ideas and resources empower you to raise the necessary funds with ease, ensuring that financial constraints don’t stand in the way of an incredible musical journey.

Cost vs. Value

Opting for the lowest price often means compromising on quality, leading to subpar experiences. At Encore, we focus on delivering exceptional value. Our tours feature well-located hotels, guaranteed flights and fares, expert local guides, and immersive cultural experiences. With our Basic Protection Plan included at no additional cost, you can travel with peace of mind, knowing that every dollar is well spent. Experience the difference that quality and value make with Encore, ensuring enriching journeys and lasting memories.

Beyond Testimonials

Do you have questions about booking your next performance tour or concerns about logistics? Connect with an experienced Encore Group Leader through our STAR program. These directors and administrators are eager to share their success stories, showcasing the positive impacts of their tours. They can provide practical advice and address concerns about fundraising, itinerary planning, and venue selection. Hear firsthand how their tours helped build ensemble unity, improve musicianship, and create lifelong memories.


Professional Development

Professional development is essential for music educators to stay current and enhance their teaching skills. Our events, such as Prelude and Etude, offer opportunities to learn from industry leaders and network with peers. These programs, along with our tours, provide directors the chance to earn graduate-level credits, ensuring continuous professional growth.


Our FAQs section covers everything you need to know about traveling with Encore. From what’s included on the tour and cancellation policies to rooming arrangements and traveling with instruments, we’ve addressed the most common questions and concerns. Explore our FAQs to find the information you need for a smooth and successful tour experience.

Is School Board Approval Right For You?

Did you know that hundreds of music educators lead performance tours every year without their school board’s official endorsement? Whether or not your trip is school-sponsored, Encore Tours ensures your peace of mind with comprehensive support and safety measures. Curious if school board approval is right for you? Let us help you decide.

School Board Approval Sheet

Have any additional questions? Reach out to your program manager directly, or contact us for any assistance.