SHS Music Department 2026 Performance and Cultural Exchange Tour: JapaN
Kick-Off: Informational Meeting Friday, May 23rd 6pm SHS McAfee Theatre (Right before the Year-End Orchestra Concert!)
Students and Parents/Guardians of all Band, Orchestra, and Choir students in grade 9-12 during the 2025-2026 school year should attend. There will be representatives from the Japanese Travel and Music worlds for this meeting.
Students and Parents/Guardians of all Band, Orchestra, and Choir students in grade 9-12 during the 2025-2026 school year should attend. There will be representatives from the Japanese Travel and Music worlds for this meeting.
SUMMARY
In this meeting you learned the importance of structuring a balanced instrumentation with the goal number of players in each ensemble:
These are our goals, if we are able to exceed them in a meaningful manner then bravo!!!!
ITINERARY
Click here to access the itinerary. This version of the itinerary is still evolving pending confirmation of contracts, reservations, acceptance, etc that will be solidified throughout the summer.
ACTION ITEMS TO BE COMPLETED BY JUNE 2ND
Secure your Deposit (Donation or Direct Pay). The Deposit will be fully refundable on or before June 30th. All checks are made out to Saratoga Music Boosters.
There are two types of registrations:
ONE HARD Copy (paper) per student and chaperone. Shadow tour travelers traveling as one group (2 or more) may turn in just one form listing all travelers in your group.
A Digital Google Form will need to be filled for every traveler. Shadow tour: you will need to register each individual traveler belonging to your group.
MANDATORY ATTENDANCE DATES LEADING UP TO GO TIME: JUNE 6, 7, 8, 9
FAQs have been drawn up thanks to the questions you are sending to our SHS Music Directors. You can access them here. Please send any further questions directly to SHS Music directors (Mr. Boitz/Mr. Shiuan).
DEVIATIONS
Flight deviations are only possible for Shadow tour at both start and end of tour. Chaperones and Students will ONLY have access to deviations once their itinerary concludes.
Deviations are not ready to be considered at this point as the window to schedule them with airlines is not open and thus the pricing is not available either.
LAND-ONLY SHADOW TOUR
This has not become available as of yet as the pricing for this option is still in the planning phase.
DIRECT PAYMENT vs. DONATION
For all student and chaperone participants, please select how you would like your installment to be recognized.
Once chosen, ALL contributions made will be recognized as such for the remainder of the schedule (regardless of whether contributing by check or credit card), and cannot be switched part way through. These options are structured in consultation with our non-profit attorney and IRS non-profit regulations.
**If your family faces financial hardship and is unable to help raise the full cost of an individual student attending, you can make a confidential support request. Please speak to Mr. Boitz / Mr. Shiuan directly. All students who want to attend will attend regardless of financial circumstances.
IMPORTANT DISCLAIMER: SHS Directors, in collaboration with SMB, may cancel the 2026 SHS Music Japan Cultural Exchange for lack of financial support, if deemed necessary. It is essential that if your student is attending (whether you choose Direct Payment or Donation) that payments / donations are made on time according to the schedule to support the SHS Music Japan Cultural Exchange.
CORPORATE MATCHING - this is only available to STUDENTS and CHAPERONES
If you plan to donate for any student or chaperone and your company is able to match your donation then please be sure to include somewhere as a memo for the donation your FULL NAME ‘is donating to the 2026 Japan Performance & Cultural Exchange’.
CHAPERONES - some corporations are also able to recognize your volunteer hours with a monetary donation. If this is your case, please consider reporting your hours to your corporation.
INCOMING FRESHMEN MUSIC FAMILIES - WELCOME!!!!!
You, or your student, are welcome to drop off your forms at the SHS MUSIC BUILDING OFFICE on the second floor. Feel free to ask any SHS music student for directions if you are not familiar with the building.
In this meeting you learned the importance of structuring a balanced instrumentation with the goal number of players in each ensemble:
- Tour Band: 126 players (8-10 parent/guardian chaperones)
- Tour Orchestra: 100 players (6-8 parent/guardian chaperones)
- Tour Choir: 40 singers (3-4 parent/guardian chaperones)
These are our goals, if we are able to exceed them in a meaningful manner then bravo!!!!
ITINERARY
Click here to access the itinerary. This version of the itinerary is still evolving pending confirmation of contracts, reservations, acceptance, etc that will be solidified throughout the summer.
ACTION ITEMS TO BE COMPLETED BY JUNE 2ND
Secure your Deposit (Donation or Direct Pay). The Deposit will be fully refundable on or before June 30th. All checks are made out to Saratoga Music Boosters.
There are two types of registrations:
ONE HARD Copy (paper) per student and chaperone. Shadow tour travelers traveling as one group (2 or more) may turn in just one form listing all travelers in your group.
A Digital Google Form will need to be filled for every traveler. Shadow tour: you will need to register each individual traveler belonging to your group.
MANDATORY ATTENDANCE DATES LEADING UP TO GO TIME: JUNE 6, 7, 8, 9
FAQs have been drawn up thanks to the questions you are sending to our SHS Music Directors. You can access them here. Please send any further questions directly to SHS Music directors (Mr. Boitz/Mr. Shiuan).
DEVIATIONS
Flight deviations are only possible for Shadow tour at both start and end of tour. Chaperones and Students will ONLY have access to deviations once their itinerary concludes.
Deviations are not ready to be considered at this point as the window to schedule them with airlines is not open and thus the pricing is not available either.
LAND-ONLY SHADOW TOUR
This has not become available as of yet as the pricing for this option is still in the planning phase.
DIRECT PAYMENT vs. DONATION
For all student and chaperone participants, please select how you would like your installment to be recognized.
Once chosen, ALL contributions made will be recognized as such for the remainder of the schedule (regardless of whether contributing by check or credit card), and cannot be switched part way through. These options are structured in consultation with our non-profit attorney and IRS non-profit regulations.
- Direct Payment for participant(s).
Student and Chaperone payments may select this option. All Shadow Tour contributions will automatically be considered as Direct Payment. With this option:
a. The payment is not a donation. It is payment for directly received services.
b. Payments are not tax-deductible.
c. Payments will not be eligible for Corporate Matching as they are not considered donations.
d. Payments are for specific participant(s) to attend the Cultural Exchange.
e. Refunds are possible if the participant cannot attend per the schedule from BMC Tours.
f. Trip cancellation insurance can optionally be purchased.
g. Trip cancellation insurance with CFAR supplement can optionally be purchased. - Donation to support a Student or Chaperone.
With this option:
a. All contributions are a donation.
b. All contributions are tax-deductible.
c. Contributions are eligible for Corporate Matching, as contributions are donations.
d. Contribution is not for any particular participant, but equal to at least one participant’s portion to support the entire class going.
e. No refund is possible if a particular participant cannot attend. If the entire class is unable to attend, then all who donated to that class will receive a prorated refund of any money recovered.
f. Trip cancellation insurance (including CFAR supplement) is not available since all contributions are a donation.
**If your family faces financial hardship and is unable to help raise the full cost of an individual student attending, you can make a confidential support request. Please speak to Mr. Boitz / Mr. Shiuan directly. All students who want to attend will attend regardless of financial circumstances.
IMPORTANT DISCLAIMER: SHS Directors, in collaboration with SMB, may cancel the 2026 SHS Music Japan Cultural Exchange for lack of financial support, if deemed necessary. It is essential that if your student is attending (whether you choose Direct Payment or Donation) that payments / donations are made on time according to the schedule to support the SHS Music Japan Cultural Exchange.
CORPORATE MATCHING - this is only available to STUDENTS and CHAPERONES
If you plan to donate for any student or chaperone and your company is able to match your donation then please be sure to include somewhere as a memo for the donation your FULL NAME ‘is donating to the 2026 Japan Performance & Cultural Exchange’.
CHAPERONES - some corporations are also able to recognize your volunteer hours with a monetary donation. If this is your case, please consider reporting your hours to your corporation.
INCOMING FRESHMEN MUSIC FAMILIES - WELCOME!!!!!
You, or your student, are welcome to drop off your forms at the SHS MUSIC BUILDING OFFICE on the second floor. Feel free to ask any SHS music student for directions if you are not familiar with the building.
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