Travel Information for High School Students

Arrival

• Check-in is on Sunday, June 23 from 8 a.m. to 2 p.m.
• Students traveling ALONE by PLANE may check-in on Saturday, June 22 after 5 p.m. if needed due to flight availability. Students who arrive prior to 4 p.m. will incur an extra fee of $500.
• Students arriving by plane or commercial bus after listed check-in times will be picked up by Interlochen personnel.

Departure

• Classes end the evening of Saturday, Aug. 3; students may begin leaving after their final artistic obligation.
• The following students will participate in the final concert on the evening of Sunday, Aug. 4 are required to remain through that performance:
  • World Youth Symphony Orchestra (High School)
  • Interlochen Philharmonic (High School)
  • World Youth Wind Symphony (High School)
  • Dance majors attending the second session (both High School and Intermediate students, not Juniors)
• All students must depart no later than noon on Monday, Aug. 5.

Arrival 

• Check-in is on Sunday, June 23 from 8 a.m. to 2 p.m.
• Students traveling ALONE by PLANE may check-in on Saturday, June 22 after 5 p.m. if needed due to flight availability. Students who arrive prior to 4pm will incur an extra fee of $500.
• Students arriving by plane or commercial bus after listed check-in times will be picked up by Interlochen personnel. 

Departure 

• All students must depart no later than noon on Saturday, July 13.
• Organ majors will perform in “Chapel Organ” on Sunday, July 14 at 4:30 p.m. and may leave anytime after that performance has ended.

Arrival 

• Check-in is on Sunday, July 14 from 8 a.m. to 6 p.m.
• Students arriving by plane or commercial bus outside of these check-in times will be picked up by Interlochen personnel.

Departure

• Classes end the evening of Saturday, Aug. 3; students may begin leaving after their final artistic obligation.
• The following students will participate in the final concert on the evening of Sunday, Aug. 4 are required to remain through that performance:
  • World Youth Symphony Orchestra (High School)
  • Interlochen Philharmonic (High School)
  • World Youth Wind Symphony (High School)
  • Dance majors attending the second session (both High School and Intermediate students, not Juniors)
• Organ majors will perform in “Chapel Organ” on Sunday, Aug. 4 at 5 p.m. and may leave anytime after that performance has ended.
• All students must depart no later than noon on Monday, Aug. 5.

Parents may REQUEST to arrive early or depart one day late in extreme circumstances. There is a $500 charge for the additional day.  All requests to arrive early or depart one day late must be submitted in writing to Camp Questions. Families will be notified if their request is approved. Please understand that requests for early arrival and late departure are challenging to accommodate and require extreme circumstances.  All campers must depart no later than Monday, Aug. 5 at noon.

Please note: Interlochen Center for the Arts only provides transportation to and from the airport and bus station in Traverse City, Michigan. Interlochen does not provide transportation to and from other cities in the state.

The Travel Plans Form, found in the Education Community, is due four weeks prior to your student’s arrival date. All student travel plans, including those by car, must be filed using this form. There is a $35 late fee assessed for late or no travel plans.

Completing the Travel Plans Form reserves a seat on an Interlochen vehicle and ensures that Interlochen staff will meet a student at the Traverse City airport or bus station when they arrive, and/or provide transportation to the airport or bus station in time for departure, according to the information provided on the form. Interlochen transportation service also takes care of transporting student luggage to and from campus. Interlochen staff are at the airport for all arrivals and departures during travel weekends.

Notify the Interlochen Student Travel Office as soon as possible if there is a change in the students travel plans. The preferred way to make a travel plans change is to submit a new online travel form via the Education Community. Or, if the change in travel plans requires immediate action, call 231.276.7373.

If a student experiences an airline or bus delay, or a cancellation, they should do the following:

• Call parents first!
• Rebook flights as needed
• Notify Interlochen of the changes at 231.276.7373

$15 – Each one-way trip to or from the Traverse City airport or bus station. The fee is deducted from the student account. There is no need to carry additional cash to pay the transportation fee.

$35 – Additional fee if travel plans (both arrival and departure) are submitted less than four weeks before student’s scheduled arrival date or not at all.

When booking plane or bus tickets, the preferred Interlochen travel agency is Classic Travel. They have extensive experience with scheduling student travel to and from Interlochen. Classic Travel offers special assistance to Interlochen students and families with travel bookings, and they actively help solve any problems students may experience while traveling. Contact Classic Travel at their website www.classictrav.com or at 800.643.3449.

Unaccompanied Minor is a term used by the airlines for a fee-based escort service for a young traveler. The airlines charge a separate fee for this service. Each airline has its own specific requirements for transporting young travelers. We recommend that families check with the air carrier to determine what requirements apply to a minor child. See below for unaccompanied minor information for the three primary airline carriers for Traverse City.

• United Unaccompanied Minors
• American Air Unaccompanied Minors
• Delta Unaccompanied Minors

We also recommend that you schedule flights early in the day. Airlines will not board an unaccompanied minor if any flights of the trip are the last flight of the day. When making unaccompanied minor arrangements, airlines will ask for the specific name, address, and phone number of the receiving adult. Please use the following information:

Adult Names: Melisa Castillo, Travel Coordinator

Address: Interlochen Center for the Arts, 4000 J Maddy Parkway, Interlochen, MI 49643

Phone Number: 231.276.7373

Please allow at least two weeks for items to arrive at Interlochen from the continental U.S. and Canadian sites and longer from other locations. Place origin and destination addresses, and phone numbers, inside shipped items in case exterior tags become lost. It is recommended to ship belongings in boxes that can be reused at the end of the session.

To ship luggage and boxes in advance use the following address and include the student’s arrival date:

Student’s Name
Full Division Name
9900 Diamond Park Road
Interlochen, MI 49643-0200

All baggage that accompanies students who are flying to Interlochen or luggage sent in advance to Interlochen must have Camp division-coded sorting tags attached and must be addressed as indicated above. Luggage tags are provided as a download in the High School Packing List.

U.S. Department of Transportation - Traveling with Instruments - Article 1

U.S. Department of Transportation - Traveling with Instruments - Article 2

Students are strongly encouraged to consult with their airline regarding instrument transportation policies.

Keep in mind that instrument cases may be searched thoroughly by airport personnel, with or without the student present. It is advisable to ship larger instruments (i.e. instruments that do not fit in the airline's overhead luggage compartment and would otherwise end up in checked baggage areas) directly to Interlochen Arts Camp via FedEx, UPS, or USPS.

If you must fly with your instrument: Do not bring your instrument in a soft case or gig bag, even if you know it will fit in the overhead compartment. A hard case will better protect your instrument during transportation. (If you prefer using a soft case while at Camp, ship it separately or pack it in your luggage.) Label your case with your name and phone number, and Interlochen's address and Camp division in case you become separated from it. You may wish to include "fragile" stickers on the outside of the case and a note inside the case indicating that airport security should take special care when handling the instrument for luggage inspection. If your instrument is valuable, please make sure it is insured.

If you ship your instrument to Camp: You may ship the instrument to either the luggage shipping address or to Instrument Services. If you ship to Instrument Services, keep in mind that you will only be able to pick up your instrument during the hours Instrument Services is open. (Please contact Instrument Services in advance if shipping at instrumentservices@interlochen.org). We suggest "double-packing" instruments when shipping: Include extra packing material both in the case (if the instrument can move around in it) and around the case inside the shipping box. We also highly recommend insuring the instrument with the carrier. If shipping the instrument in a soft case, we recommend packing it in a box with packing material, then packing that box inside a larger box with pack material.

• It is strongly recommended that copies of receipts for any prepaid airline fees (unaccompanied minor, baggage/luggage, etc.) be sent with the student to be stored with their travel documents for proof of payment. The Student Travel Office cannot be responsible for reimbursement of additional fees paid to the airlines in the absence of a receipt. If you have questions regarding this, please call 231.276.7373.
• If traveling by plane or bus, ship as much luggage as possible ahead of time, and also plan to ship back home as much as possible. The airlines have very strict luggage requirements, and will charge substantial fees for oversized or excess luggage. Check individual airline websites for more information:
  • United Baggage
  • American Air Baggage
  • Delta Baggage
• Students should carry travel money for personal needs and any costs that may arise during travel. 
• Traveling from Cherry Capital Airport is very different than traveling from a big city. The planes are smaller and during the Camp season nearly every passenger is a student. Please trust us when we say that there are no exceptions to the policies involving checked and carry-on luggage.
• Luggage may sometimes not travel on the same flight as the student if the planes are full, and therefore will not arrive with the student. If a student’s luggage does not arrive with him/her, Interlochen staff will check each arriving flight for the delayed luggage. If the luggage is not located within 24 hours, Interlochen staff will file a lost luggage report with the airline.
• Do not pack items in checked luggage that students will need immediately or can’t go without. These items should be taken in the carry-on bag.
• Upon arrival, travel documents and materials will be collected for safekeeping and returned to your student at the end of the session. Any funds over $20 will be collected and deposited in the personal account.

How will my camper get to and from Interlochen from the Traverse City Airport (TVC)?

• For camp students, Interlochen provides a shuttle to get to and from campus for a small fee. We base these shuttle runs on the information you input into the Education Community Travel Plans Form. It is incredibly important that these are accurate and up to date to ensure smooth arrivals and departures for your camper.
• Uniformed Interlochen staff will be at the Traverse City Airport (TVC) for camp arrivals and departures; however, on June 14, 2024 the shuttle will not start running until 5 p.m. This means that if your camper arrives at TVC early in the day, they will have to wait until the first shuttle starts running.
• Parents and Guardians are able to request transportation to and from the airport when accompanying their student for registration only. Please indicate your needs when filling out the Travel Plans in the Education Community. The fee for parents/guardians is $29 each way. 

What happens if my camper has an early in the morning flight / late at night flight / their flight is scheduled after noon on departure day / arrives before the first shuttle runs?

• Interlochen staff are at the airport for arrivals and departures no matter the time of day.
• All departures are taken to TVC a minimum of 2 hours PRIOR to their departure flight. On departure days, all campers must be checked out of their divisions by noon. This can make for a long day waiting at the airport. Please be sure your camper has activities to keep them occupied if they do have to wait for a later in the day flight. While waiting for their flight, please remind your camper not to leave their luggage unattended. 

What if my camper is flying as an unaccompanied minor?

• List the following information when filling out the unaccompanied minor paperwork: 
  Travel Coordinator: Melisa Castillo 
  Address: Interlochen Arts Camp, 4000 J Maddy Pkwy, Interlochen, MI 49643 
  Phone Number: 231.276.7373 
   
• Please schedule your flights early in the day. Unaccompanied minors will not be able to fly if any flights of the trip are the last flight of the day.
• Please familiarize yourself with your chosen airlines policies and procedures for sending your camper as an unaccompanied minor.

What if my camper has a large instrument coming to camp with them? 
If traveling with a very large instrument, you have a few options:

• You can purchase an extra seat for your instrument. We advise traveling with it in a hard-shell case for protection, even if it is in the seat next to you.
• You can check your instrument when you are checking in at the airport. We advise purchasing insurance as well.
• You can ship your instrument: Please call Peter Willis at 231.276.7822 or email instrumentservices@interlochen.org for more information.
• You can rent an instrument while you are here at camp: Please complete an Instrument Request Form as soon as possible by logging into the Education Community. For further questions please reach out to: Peter Willis at 231.276.7822. 
   

Is there a parent/guardian shuttle to the airport?
There is a parent/guardian shuttle to the airport on arrival days only at the following times: 12 p.m., 2 p.m., and 4 p.m. 

Pick-up will be at the Yellow Poles by Campus Safety. The fee for parents/guardians is $29 each way. 

Are there other campers coming in on the same flight as my camper or from my same general area?
We are unable to give out personal information of other campers and/or staff. 

Can you look to see when my camper’s first and last obligations are so I can make travel arrangements?
You can find that information in the Interlochen Arts Camp Education Community parent portal.

Can I just send you my camper’s flight information in an email?
No. Entering plans into the travel plans section of the Education Community is the only way that everyone who is involved with your camper's travel plans are promptly made aware of all details. 
 
How do I change my camper's travel plans?
Please log into the Education Community and edit your existing plan. Doing this promptly ensures that everyone involved in your camper's travel plans are made aware of changes.