When and where is check-in for The Songbook Academy 2025?

The official check-in period for The Songbook Academy 2025 is 1-3 pm on Saturday, July 12, Fairview House at Butler University.

 
Please make your best effort to schedule travel accordingly to arrive during the check-in window. Staff will not be present prior to 1 pm, and hourly fees may be incurred for check-ins after 3 pm.

Should your student have any extenuating circumstances, notify us immediately on Acceptd.

What can my student expect during check-in?

Staff and volunteers will greet your student upon arrival. Each student will receive a lanyard with name identification, dorm key card, room key, and additional gear, and have the opportunity to meet the other students in their pod.

Families are welcome during the check-in process and encouraged to help carry belongings into the dorms. Family members are permitted to enter their student's dorm for a brief period of time to see the facilities, get their student settled, and meet program staff.
   

When and where do students check out at the end of the week?

The official check-out window at Fairview House at Butler University is 9 - 11 am on Sunday, July 20.

All students must be checked out by 11 am. Final complimentary airport shuttle will depart promptly at 11 am.

Students are required to stay in the dorms the final night following The Songbook Academy in Concert on Saturday, July 19.

If a situation arises during Songbook Academy week that will impact the check-out process, please email our team at SongbookAcademy@TheSongbook.org. 
 

How do I change my student's travel plans?

If necessary, please email SongbookAcademy@TheSongbook.org to edit your existing plan. Doing this promptly ensures that everyone involved in your student's travel plans are made aware of changes.

Where should my student arrive by car?

All students traveling by car, Uber, or Lyft should plan to arrive at Fairview House at Butler University, which is within 30 minutes of the Indianapolis International Airport and the Great American Songbook Foundation headquarters. 

Address
Fairview House
4550 Sunset Avenue
Indianapolis, IN 46208
  
Directions

• • Driving directions to Butler University
  • Interactive map of Butler’s campus
  • Map your travel to Butler via Google Maps

Parking
During check-in, you may pull up directly to Fairview House to temporarily unload. Extended parking is prohibited.

Limited parking is available on Sunset Avenue and Buckingham Drive.

Can my student drive their personal vehicle to the dorms?

Yes.

If a student drives to Academy week, parking is available free of charge overnight in a conveniently located parking garage on campus. Students will not use their car during Academy week. The Songbook Academy is not responsible for students' personal vehicles.

Can my student carpool with another student?

Students are welcome to carpool!

We are unable to give out personal information of other students. We will invite families to connect with other regional participants the official The Songbook Academy 2025 Families Facebook group. If you wish to coordinate travel with the family of another student, please feel free in that space!  

What airport should my student fly in into?

All students traveling by plane should plan to arrive at the Indianapolis International Airport (IND).

Uniformed staff and volunteers will greet all students at the airport. Program staff will escort unaccompanied minors from the arrival gate. All other students should make their way to the terminal exit to program staff and volunteers. 

Learn more about unaccompanied minor services in the section What if my camper is flying as an unaccompanied minor?

What can my student expect if they are flying on their own?

The Songbook Academy will provide complimentary arrival shuttles for all students from the Indianapolis International Airport to Fairview House beginning midday.

Complimentary departure shuttles are only available for students flying independent of their families on Sunday, July 20.

Students departing with their family must be picked up from Fairview House by the end of the check-out period. 

It is vital that your student's travel itinerary is accurate to ensure your student's smooth arrival and departure. Should your plans change, notify us immediately on Acceptd.

Please note:

• The shuttle service is for students only. If families wish to accompany their student on the flight and prefer to transport their student to Fairview House by Uber, Lyft, or a rental car, you are welcome to decline any shuttle services during the registration process. 

Learn more about unaccompanied minor services in the section What if my camper is flying as an unaccompanied minor?

What if my student is flying as an unaccompanied minor?

Unaccompanied minor status is an additional service offered by airlines for youths flying alone. For many airlines, unaccompanied minor services are optional for youths ages 15-17. See examples of unaccompanied minor programs from Delta and American Airlines.

If you are traveling formally through an unaccompanied minor program, please list the following information when filling out the airline's paperwork:

Songbook Academy Travel Contact: Micaela Knox
Address: Great American Songbook Foundation, 1 Carter Green, Carmel, IN 46032
Phone Number: 317-572-8077

On your registration for The Songbook Academy, please ONLY select this option if your student is traveling as a designated unaccompanied minor as detailed by your preferred airline. 
  
Recommendations for unaccompanied minors:

• Please schedule your flights early in the day so that staff can plan to meet your student at the arrival gate. 
• Please familiarize yourself with your chosen airlines policies and procedures for sending your student as an unaccompanied minor.

What happens if my student has an early morning flight / their flight is scheduled after noon on departure day ?

The Songbook Academy staff and volunteers are at the airport for all arrivals on Saturday, July 12, no matter the time of day. Staff will greet students at the arrival gate or terminal exit, depending on if the student is an unaccompanied minor, and chaperone students until the time of shuttle service midday.

Students departing independent of their families on Sunday, July 20, will be shuttled to the airport a minimum of 2 hours prior to their departure flight.

All students must be checked out of their dorm rooms by 11 am, regardless of flight time. Any students awaiting a later flight time will be transported to the airport by the 11 am shuttle. The Songbook Academy will not provide chaperones at the airport for departures.

If your student arrives at the airport early in the morning or departs later in the day, ensure they are comfortable by packing snacks, cash to eat at one of the airport's dining facilities, and options for entertainment. While waiting for their flight, please remind your student not to leave their luggage unattended, as The Songbook Academy is not responsible for any lost luggage.

Are there other students coming in on the same flight or from my area?

We are unable to give out personal information of other students. We will invite families to connect with other regional participants the official The Songbook Academy 2025 Families Facebook group. If you wish to coordinate travel with the family of another student, please feel free in that space!