While this is certainly optional, you can follow this step-by-step plan to smartly promote, produce, and perform “Rick Steves’ Europe: A Symphonic Journey”:

Procure

• Carefully study this webpage, including this step-by-step plan, all of the links, and the FAQ.
• Set a concert date.
• Sign up for the concert with the form on this page.
• Get the scores & parts: Order a “Symphony in a Suitcase” or print copies of the free PDF.
• Order Rick Steves’ Europe travel newsletters (about one for every three people you expect to attend). These will be shipped to you at no cost in full boxes (160 newsletters per box) approximately one month before your concert date.

Promote & Prepare

• Consider requesting a localized promo clip from Rick for sharing on social media.
• Consider requesting a concert intro (Clip #1) that has been localized by Rick.
• Consider requesting a promotional post on Rick’s Facebook page, geo-targeted to followers near you.
• Take full advantage of the promotional assets in our Symphonic Journey marketing toolkit.
• Download the Symphonic Journey banner (featuring Delacroix’s “Liberty Leading the People,” with violins replacing the rifles) and consider how to smartly use that (on screen, program cover, online, posters, with media, and in ads) and the other promotional graphics in the toolkit.
• If using the “Symphony in a Suitcase,” determine how to best use the suitcase and autographed books that come with it (e.g., for VIPs or fundraising).
• Decide if you’ll play the video of Rick’s 20-minute pre-concert talk in the hall before the concert and/or stream it on your website.
• Use the quick-reference video string-out (a single video that includes clips #1 through #14) to show the conductor, musicians, and tech team the videos to be projected and what the audience will actually see and hear as they perform.
• Share the Louisville Orchestra’s performance with the conductor, projectionist, and musicians. (While this is a “Rick live” performance, it’s essentially what you’ll be producing.)

Note: Please be sure, when referring to this concert in public, to always use its correct, copywritten, and full name: “Rick Steves’ Europe: A Symphonic Journey.”

Produce

• Check that you will be performing each piece with an arrangement that’s longer than its corresponding scenic video — or that you have a plan in place for how to interrupt longer videos to fit shorter arrangements. Note: When a video finishes before a piece does — as is expected — you should pause on the clips final image—map with composer’s portrait frame. (You can also insert the concert banner at this point.) Avoid displaying a blank screen, which audiences often interpret as a tech glitch.
• Rehearse as needed with the projectionist, so they can learn how to smoothly sync the PowerPoint playlist to the rhythm of the concert.
• Ask the conductor to forestall early applause after Rick’s intro by hitting the downbeat immediately after Rick is done talking. (Rick’s delivery makes this timing very obvious.)
• Review two potentially messy bits: How the concert will start (incorporating Rick’s videos #1 and #2, any orchestra announcements, words from the executive director or conductor, etc.) and how the intermission will lead into Clip #8 (Rick’s casual welcome back) and the Rimsky-Korsakov piece (see below).
• Check that the video projection is bright, crisp, in focus, and as large as the screen allows.
• Check that the volume of Rick’s talk on the clips fills the room and the audio quality is clean.

Perform

• Check that the ushers have opened and unpacked all the boxes of the Rick Steves’ Europe newsletters and that they have a plan for distributing one per couple or family to attendees as they enter.
• Be sure to project Rick’s “welcome” video (Clip #1) at the start of the concert and his “welcome back” video (Clip #8) at the end of the intermission.
• Opening sequence:
  1. House lights down.
  2. Overhead announcement to “turn off noise makers,” etc.
  3. Executive director on stage for any announcements, etc (if needed).
  4. Concertmaster enters, orchestra tunes, hall goes quiet.
  5. Play Rick’s short and intimate welcome video (clip #1).
  6. Conductor enters (and either shares another welcome and review of the concert set-up, perhaps finishing with “Take it away, Rick!” or doesn’t speak at all).
  7. Start concert by playing Rick’s set-up video (clip #2) introducing America the Beautiful.
• Post-intermission sequence to start the second half:
  1. Hall quiets, concertmaster enters, orchestra tunes up, hall quiets again.
  2. Optional: Executive director enters to share any advertisements, seasonal music obligations, thank yous, announcements, etc.
  3. Play Rick’s casual welcome-back video (clip #8), ending with “Let’s hear it for this great orchestra!”
  4. Conductor enters on the heels of Rick’s compliments and the applause, shares any announcements
  5. Start second half of concert with Rick’s set-up video introducing Spain and Rimsky-Korsakov.

Post-mortem (What to do after the concert)

• If you used our printed scores & parts, carefully gather all parts, and ship the complete set back to Rick as instructed.
• Report on your experience in our Symphonic Journey Forum. (Please share how our program or the scores & parts could be better, what you would do differently if you produced the concert again, general tips for orchestras performing after you, promotion ideas, how you shared Rick’s pre-concert talk and how it was received, how you used the suitcase, etc.)
• If the concert was a success, please tell your counterparts in other orchestras who might be interested in sharing it with their communities. If it was not, share your frustrations with us.
• Accept Rick’s thanks for sharing his love of music, history, and travel with your audience and give his best wishes to your musicians.

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Why is this concert program free?

Rick is offering this concert to orchestras in memory of his father, a beloved band director in Seattle-area public schools for many years. This is Rick’s way to support live classical music, which he believes is a beautiful (and in our country, often under-appreciated) dimension of culture. He hopes this concert will attract travelers and younger people who may then become regulars. And, of course, it’s a fun way for music lovers to learn a bit about Rick’s work as a travel writer and European tour guide.

Come on…what other costs are there?

If you use the downloadable PDF score & parts there are absolutely no costs. The newsletters you’ll pass out and the optional videos Rick is willing to record “localized” with your name and city are free. The only possible costs for this program are renting the printed scores (that’s the “Symphony in a Suitcase” for $300) if you so choose and shipping them back when finished.

Can Symphonic Journey be performed without telling Rick?

No. You are required to indicate your interest via our short sign-up form.

What are the pros and cons of using the printed scores & parts (the “Symphony in a Suitcase”) vs. downloading the free PDF?

The “Symphony in a Suitcase” scores & parts are printed on top-quality paper, feature a larger and easier-to-read format, and are staple-bound into well-ordered booklets. They may include markings from other orchestra musicians. And they come in cool Rick Steves luggage, along with a selection of autographed Rick Steves guidebooks you can share with VIPs or donors, use in fundraising, or gift to musicians.

Who edits the scores & parts?

Since this program’s debut in December 2025, the scores & parts have been managed and continually cleaned up and tweaked by our Symphonic Journey librarian, Paul Beck (Principal Librarian at the Milwaukee Symphony Orchestra). Paul welcomes your post-concert score suggestions in the Symphonic Journey Forum or via email ([email protected]).

Why is America the Beautiful not included in the scores & parts?

This is the only piece in the concert with good arrangements not in the public domain — and since many orchestras already have a favorite arrangement, we decided to let them choose and provide their own versions.

Can any of the pieces be omitted?

Generally, no. But if you must cut the concert’s length down, the Rimsky-Korsakov piece (which introduces the 19th-century concept of “Exoticism” and is not part of Rick’s Nationalism/Romanticism narrative) is the easiest piece to omit.

Can the order of the pieces be changed?

You are strongly encouraged to run the concert in the order we have proposed. If you must change the program, however, please be very careful that the visuals and Rick’s welcome and post-intermission messages still make sense.

Can we use our own orchestra’s scores & parts?

Yes. You do not need to use the scores & parts we provide, and you’re welcome to use other versions or arrangements of the pieces. You can also change the treatment of repeats and the length of each piece to your liking, as long as you remember to truncate any video clips that run longer than the music.

Can the scores & parts be accessed before the printed versions arrive?

Yes, musicians who are eager to start practicing can download the free PDF before the printed versions arrive.

How can I quickly return to the “Rick Steves’ Europe: A Symphonic Journey” concert page at www.ricksteves.com?

Look for “Symphonic Journey” in the homepage footer, enter “symphony” into the search bar, or bookmark https://brightwellreport.pro/symphony%3C/a%3E.%3C/p%3E

What if we don’t have all the instruments needed for this performance?

You are welcome to contact Symphonic Journey Librarian Paul Beck ([email protected]) to discuss which instruments can be omitted and how to make the instrumentation work for your ensemble.

How do the video transitions between each piece work?

Each orchestra can decide how to design its video transitions. Most will assemble the clips into a PowerPoint and will play arrangements that are substantially longer than the clips. Once a scenic montage is finished, you either pause on the video’s end image, which features a map, the name of the piece, and the composer’s portrait (this is the recommended way to fill the time before the music finishes), or you can display the Symphonic Journey banner on the screen.

Why are Rick’s two “welcome” videos so casual?

Rick addresses the audience twice from a casual setting in his home: in a “welcome” video at the start of the concert and in a “welcome back” video at the beginning of the second half. He does this to set a comfy tone for an event where he’s otherwise quite formal and scripted. (Also, the casual intro to the second half allows Rick to mention the promotional value of the newsletter that is passed out, which is the one obligation orchestras have to perform Rick’s concert.)

How can I request localized versions of Rick’s concert promo and welcome videos?

Email your orchestra’s name and location with your request to [email protected].

Who will be my main Symphonic Journey contacts?

You are welcome to simply complete the short sign-up form, use the information and resources on this page, and report on your wonderful event in our Symphonic Journey Forum after it’s finished with no further contac with us. But, if you have questions about the scores & parts or encounter any issues related to the performance, you can contact Librarian Paul Beck ([email protected]) — and Rick’s assistant Ben Green ([email protected]) can advise you on any administrative issues related to producing or promoting the concert. This is a new and innovative adventure for us that we expect will evolve and become better organized over time, and we are happy help and advise as needed. The goal: A “ Symphonic Journey” in your community that is so hugely successful (and available to you at such a great price) that you’ll want to sing its praises to symphonies across the land.

Can you share more information about the newsletter?

All orchestras performing this free concert must distribute copies of Rick’s travel newsletter with the concert program as attendees enter the hall before the concert. (This is a free, single edition publication with no subscription option. It shares Rick’s favorite discoveries and experiences and serves also as a catalog explaining his business: leading tours and writing guidebooks.) Not everyone will want one, and about one for every three people you expect to attend should be enough. (Note that the 64-page newsletters are shipped in full boxes, and there are 160 in each box.) So, if you expect 1,200 attendees at each of two concerts, that’s 2,400 in total, and you should order 800 newsletters (one for every three attendees), which will be sent to you in five boxes. (The shipping process will be explained to you after you sign up for the concert.) If you run out, that’s fine. If you have leftovers, you can toss them, find another use for them, or mail them back to us. (Just be careful not to overlook a box after it arrives, causing you to run out prematurely.)

Can you share more information about the “Symphony in a Suitcase”?

While some orchestras are adept at printing out PDF scores & parts (the free option for your Symphonic Journey concert), for the nominal cost of $300, we will send you a Rick Steves-designed Rolling Carry-On (which normally retails for $180) filled with a complete set of scores & parts and a selection of autographed Rick Steves books. We hope you can gift the suitcase and the books to your favorite donors, use them in a raffle or other fundraising effort, or gift them to your musicians. We only ask that you safely pack the scores & parts into a shipping box after the concert and return the complete set to us for another orchestra’s use.

How much does it cost to hire Rick for an in-person performance?

Contact Ben Green ([email protected]) to inquire about Rick’s availability and fee.

What resources do you offer for promoting the concert?

Our Promotional Tool Kit includes videos, graphics, promotional text, and more. In addition, Rick is happy to record a localized promo clip you can post on social media, and he can post a geo-targeted promo post on his own page that will reach his followers in your city. (Note: It is very important that your promotions make it crystal clear (i.e., explicit) that Rick will only be appearing on the big screen, and not in person. We advise using language like “While Rick will not be appearing on stage in person, he’ll be with you in spirit and up on the big screen.”)

What about Rick’s pre-concert talk?

Rick enjoys giving the A-students attending the concert more context (both historical and personal) to the pieces with a 20-minute “pre-concert talk” featuring a PowerPoint of images. This is popular at his live performances and can easily be offered virtually via a video on the big screen before the concert and/or as an embedded video on the orchestra’s website. The pre-concert talk is warm, fun, and rich in content. It not only provides important context that helps attendees get the most out of the concert, but also helps the audience get to know Rick and feel like he really is with them in spirit during the concert. If offering Rick’s pre-concert talk, please promote it so all attending know it comes with their ticket. (For more details, see the step-by-step instructions on how to do the concert.)

Where has Symphonic Journey been performed?

An incomplete list of conductors and orchestras who have performed this concert with Rick live is available below.

How is the travel guy Rick Steves connected to music?

Rick’s father (Dick Steves) was a band director and piano tuner who was beloved by music lovers in the Seattle area. Back in the 1970s and 1980s, he imported the world’s finest pianos from Germany and sold them out of his store, “Steves Sound of Music.” When Rick was 14 years old, he traveled to Europe for the first time with his father to visit piano factories, including Bösendorfer (Austria) and Grotrian-Steinway (Germany). As a student at the University of Washington, Rick played the sousaphone in the Husky marching band and taught piano lessons in a studio next to his dad’s piano store. Eventually, he gave away his 50 piano students and turned his small recital hall into a lecture hall and the headquarters of his growing travel business. Today, Rick employs 100 Rick Steves’ Europe colleagues on the same street, and — as he has for decades — he spends about three months a year in Europe, researching guidebooks, fine-tuning his bus tour program, filming his TV show, and making new discoveries for travelers. And when he’s home, he’s never far from his shiny German grand piano (which he’s owned since before he bought his first car).

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What instruments are required for this program?

Flute 1
Flute 2
Piccolo
Oboe 1
Oboe 2
Clarinet 1 (in B-Flat and A)
Clarinet 2 (in B-Flat and A)
Bassoon 1
Bassoon 2
Bassoon 3 doubling Contrabassoon (this could be eliminated if need be)
Horn 1
Horn 2
Horn 3
Horn 4
Trumpet 1
Trumpet 2
Trumpet 3
Trumpet 4 (could be eliminated)
Trombone 1
Trombone 2
Trombone 3 (Bass Trombone)
Tuba
Timpani
Percussion (3 players playing bass drum; castanets; cymbals a2; field drum; glockenspiel; jingles; side drum; 2-snare drum; 2-suspended cymbals; tambour de basque; tambourine; triangle)
Harp
Piano/Organ (could be eliminated)
Violin 1 (the number of the strings depends on the size of the orchestra. We recommend a minimum of 8 Violin 1 players, 7 Violin 2 players, 6 Viola players, 5 cellos, 4 basses)
Violin 2 (7 players minimum recommended)
Viola (6 players minimum recommended)
Cello (5 players minimum recommended)
Bass (4 players minimum recommended)

What happens if my orchestra doesn’t have all the instruments needed?

Bassoon 3/Contrabassoon, Trumpet 4, and Piano/Organ could be eliminated if you don’t have enough players for those instruments.

What do you suggest if we don’t have enough players for the minimum instrumentation that Paul has suggested?

We would like to assist you in making this concert possible, so please contact librarian Paul Beck at ([email protected]) to discuss your situation. He can help you figure out how to best fill out the instrumentation with the players you have. That being said, these pieces will require a full symphonic orchestra, and the musical intentions of the composer will suffer without enough instruments. Paul can advise you further!

My orchestra prefers our own bowings. Is it possible to use our own?

Great! You can either change the bowings in the parts after you print them, or you are welcome to use your own parts and mark the cuts yourself, whichever is easier!

Our orchestra’s clarinets, horns and trumpets prefer to read in simplified transpositions (not the professional symphonic transpositions). Can you help with that?

Yes! Please contact librarian Paul Beck ([email protected]). He can assist you with these parts.

Our conductor already owns many of these conductor’s scores, do they need to use the provided scores?

If someone has verified if the measure numbers, rehearsal figures, and cuts are the same, your conductor is welcome to use their own!

I found a mistake in one of the parts. Who should I tell? What if I’m not sure if something is a mistake or not?

Please let librarian Paul Beck know ASAP so that he can update the parts for other orchestras. The parts have been used before, but pesky mistakes can sometimes lurk!

If my orchestra chooses the suitcase option, how will the scores and parts be packed?

Watch this short video to learn how Paul carefully prepares the suitcase for delivery:

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