Travel Information

The following details will be helpful in planning student travel to The Songbook Academy 2025 by air or by car. Students will be asked to submit their travel plans and related information in the final stage of the registration process due via the GetAcceptd platform on May 28, 2025. 

When is check-in for The Songbook Academy 2025?

The official check-in period for The Songbook Academy 2025 will take place on Saturday, July 12 from 1:00 to 3:00 p.m. at Butler University's Fairview House residence hall. At this time, students will be issued a lanyard with name identification, dorm key card and room key.
 
Staff will not be onsite prior to 1:00 p.m. unless special arrangements are made for an early check-in (if necessary please note this in your student's registration via GetAcceptd). Additionally, Butler University charges The Songbook Academy hour by hour fees for any check-ins after 3 p.m., so please make your best effort to schedule travel accordingly to arrive at Butler University during the check-in window.
 
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.
  
If I am driving, where should I arrive?
All students traveling by car should plan to arrive at Butler University's Fairview House residence hall, which is located approximately 25 minutes away from the Indianapolis International Airport and 20-25 minutes from the Songbook Foundation's headquarters in Carmel. 

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:
For check-in, pulling up directly in front of Fairview House for drop-off/unloading is permitted, as long as you do not park there for an extended period of time. There are a few spots outside of Fairview on Sunset Avenue that can be used for this purpose, and the perpendicular street, Buckingham Drive, can also be used. However, parking along Sunset Avenue, that is not in a parallel parking spot, is strictly prohibited.
 
If I am flying, what airport should I fly into / where should I meet program staff?
All students arriving via air travel are met at the Indianapolis International Airport (IND) by uniformed Songbook Academy staff and volunteers. Unaccompanied minors (see additional details to follow) are met at their gate by program staff. All others should make their way to the terminal exit where uniformed Songbook Academy staff are located. 
 
If I am traveling on my own, how will I get to and from Butler University?
On Saturday, July 12, The Songbook Academy will provide complimentary transportation for students only from the Indianapolis International Airport to Butler University's campus via a private shuttle service. Return transportation on Sunday, July 20 will be offered on a case by case basis, as many students prefer to depart with a parent/guardian at the end of the week.
 
We base arrival day shuttle timing and any requested return transportation on the information you input during the registration process via the GetAcceptd platform. It is incredibly important that this information is accurate and up to date to ensure smooth arrivals and departures for your student.

Please note:

• Uniformed Songbook Academy staff will be on site at the Indianapolis International Airport (IND) for all student arrivals; however, on Saturday, July 12 the shuttle will not start running until late morning or midday. This means that if your camper arrives at IND very early in the morning, they may have to wait with designated staff until the first shuttle starts running.

• The shuttle service is for students only. If parent/guardians wish to accompany their students by air and prefer to transport their student to Butler's campus via Uber, Lyft, a rental car, etc., you are more than welcome to decline any shuttle service needs during the registration process.

 
What happens if my student has an early morning flight / their flight is scheduled after noon on departure day / arrives before the first shuttle runs?
The Songbook Academy staff are at the airport for all arrivals on Saturday, July 12, no matter the time of day. Staff will greet students at the terminal exit, chaperone students, and escort them to their scheduled shuttle service.
 
If requesting return transportation, students are taken to IND a minimum of 2 hours PRIOR to their departure flight. On Sunday, July 20, all students must be checked out of their dorm rooms by 11:00 a.m. (the official check out window is from 9:00 a.m. to 11:00 a.m.) and any remaining students departing via air will be transported to the airport at this time regardless of departure time. If a morning or early afternoon flight is not possible, this can make for a long day waiting at the airport. Please be sure your student is well prepared if they do have to wait for a later in the day flight. While waiting for their flight, please remind your student not to leave their luggage unattended, as The Songbook Academy will not be able to chaperone students at the airport for their return.

What if my camper is flying as an unaccompanied minor?
Please ONLY select this option on your registration if you are traveling as an official "unaccompanied minor" as detailed by your preferred airline. If you are under the age of 18 and flying alone (but have no arranged this formally through your airline), this does not constitute as flying as an unaccompanied minor. Check out examples of unaccompanied minor programs via airlines like Delta and American Airlines.

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

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

• Please schedule your flights early in the day. 
• Please familiarize yourself with your chosen airlines policies and procedures for sending your student as an unaccompanied minor.
• Please note your student is flying as an unaccompanied minor in our registration process via the GetAcceptd platform.

Are there other students coming in on the same flight or from my same area?
We are unable to give out personal information of other students and/or staff. However, we will invite families to connect with other regional participants via a family FB group set-up after acceptance forms are completed. If you wish to coordinate travel, please feel free!  
 
When and where do students check out at the end of the week?
The official check-out window at Butler University is 9:00 a.m. to 11:00 a.m. on Sunday, July 20. This means students will stay in the dorms following the concert on Saturday, July 19 and they will leave from Fairview House at Butler University on Sunday morning.

If there are extenuating circumstances, a request can be made during the registration process for a student to leave on Saturday evening; however, this is discouraged unless absolutely necessary due to Butler University's check out protocol. 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.

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