Forms and Frequently Asked Questions
Travel Information
For more information about government travel document requirements please click here.
General Information
Terms and Conditions
GradCity Travel Insurance
GradCity Senior Scholarship
GradCity Fundraiser
Before You Travel Checklist
Event and Meal Packages
Cancun Event Packages
Nassau Event Packages
Puerto Vallarta Event Packages
Freeport Cruise Event Packages
Hawaii Event Packages
Panama City Beach Event Packages
Important Forms
- High School Reservation Form - (If you would prefer not to book instantly on our secure website you may print and fax or mail this form)
- GradCity EZ Pay Sign Up Form - (EZ Pay is an auto-draft payment method that allows you to pay for your vacation monthly without the hassles of mailing us a check every month)
- Unaccompanied Minor Authorization Form - (If you will be under 18 on the date of your trip and will not be accompanied by BOTH legal guardians you MUST fill out this form and have it notarized)
- Co-Ed Roommate Form - (This form must be filled out for all passengers wishing to stay in a mixed gender room)
- Rooming List Form
- Group Meeting Form
- Organizer Sign-up Sheet
- Ski Liability Form
At GradCity.com, we offer a wide range of grad break packages at affordable prices. When considering grad break packages, you must ask your agent the necessary questions. Here are some of them.
General Questions
Organizer Questions
Student Questions
Parent Questions
What if I find a better price for the same package?You won't. we are so confident of this that if you find a better deal on a comparable package with another legitimate company, we'll not only match that price, we'll beat it by deducting 150% of the difference! Are there any other fees I should know about?Yes. There are departure taxes and fees that vary by destination because each package is different. These are included in your total package price. A breakdown of these fees and charges for your destination is available from GradCity.com upon request. During Spring Getaways, some hotels charge their customers security deposits. When are the trip dates for grad city packages finalized?Trip dates for grad break packages are finalized after the final payment date. If you are going on a Summer Getaway, your departure will be 1 - 14 days after graduation (unless you graduate before May 26th). If you are booked for a Spring Getaway, your departure date will be the Friday, Saturday or Sunday of the weekend you are scheduled to travel. Grad Getaways are booked for specific dates of travel. Is the grad break packages school-sponsored trips?It depends on the trip. Grad Nite and Grad Bash must be school sponsored, but this does not apply to our other domestic and international destinations. Although most grad break packages are not school sponsored, we maintain great relationships with administrators, teachers, and parents who choose to travel with us each year. Are my meals included in the package?We do offer meals as an early booking incentive for certain packages. However, at most destinations, we also offer meal plans, in addition to GradCity.com membership discounts. You choose. Either way, your week at a premier resort will allow you to try some great food! What do I do as a GradCity.com Organizer?The first thing to do is to talk to as many of your friends as possible and get them excited for the trip of their lives! Your GradCity.com sales rep will set up a meeting for interested students and their parents. At this meeting, students will have all the trip details explained to them, and your rep will guide them through the registration process. How do I get my friends to go on the trip?All you need to do is get as many classmates to the group meeting as possible. The more students that go on the trip, the more trips and money you can earn. Your sales agent will handle the rest. GradCity.com offers the best trips at the lowest prices, as well as flexible payment plans to accommodate every financial situation. In addition to that, GradCity.com has combined the most popular parties, events and activities into one exclusive City Pass, and that sells itself. What are some good ways to get the words out around school?The best and most important thing you can do is to get as many kids as you can informed and excited about the trip. Use the sign-up sheets to get names and email addresses, draft an email to inform the students/parents of the specifics (when and where the meetings are going to be, as well as when the deadline for deposits will be). Make school announcements and call every student on your sign-up sheet and confirm that they are coming to the group meeting to determine the destination and hotel choice. It's only one meeting and a half hour of their time ... make sure they know it's worth it to come! After that, word of mouth will do your job for you! What kind of support can I expect from GradCity.com?GradCity.com staff will be there to help you every step of the way! A personal account manager, our VIP Customer Service department, and trained onsite staff will all be there for you and your classmates. You will also have access to all of your group's reservation information via our state-of-the-art website and your own personal web workstation. What happens if I don't sell 15 trips?No big deal, we understand that it isn't always easy to get a huge group together. That's why we offer the best incentive program in the industry, $100 off your trip for 6-10 trips sold, and $250 off if you sell 11-14. Above 14 and you start to earn free trips, and then there's no limit to the trips and cash you can earn! See Organizers page for more details. Some of my classmates want to travel to other destinations. Do we all have to travel together?We want every traveler to have the ultimate grad break experience, so we can help you organize more than one trip at your school and you will earn benefits from all the trips you help organize. As you now know, GradCity.com offers more destinations than any other company in the industry! Why should we reserve our spot now? There is a large demand for high school trips. All reservations are accepted on a first come first serve basis. Booking early ensures your spot on the trip and guarantees you the best price, early booking incentives, and gives you longer to pay. For more questions on grad break packages, please go here. You may also wish to contact us.When will I receive my trip confirmation and payment schedule?Once you have turned in your registration form and deposit to your organizers and these forms have been received at the GradCity.com main office, your invoice will be sent out. You will receive a written trip confirmation via mail in 7 - 14 business days. If you provide us with an accurate email address, you will also receive a confirmation via email in 3 - 5 days. When will I get my travel documents?For itineraries that do not require paper airline tickets, you must print your e-tickets by accessing your account on our website. Your documents will be ready no later than ten days before your departure. What types of documents are needed for travel?The Intelligence Reform and Terrorism Prevention Act of 2004 requires that by January 1, 2008, travelers to and from the Caribbean, Bermuda, Panama, Mexico and Canada have a passport or other secure, accepted document to enter or re-enter the United States. In order to facilitate the implementation of this requirement, the Administration is proposing to complete it in phases following a proposed timeline, which will be published in the Federal Register in the near future. In the proposed implementation plan, which is subject to a period of initial public comment, the Initiative will be rolled out in phases, providing as much advance notice as possible to the affected public to enable them to meet the terms of the new guidelines. The proposed timeline will be as follows:
This is a change from prior travel requirements and will affect all United States citizens entering the United States from countries within the Western Hemisphere who do not currently possess valid passports. This new requirement will also affect certain foreign nationals who currently are not required to present a passport to travel to the United States. Most Canadian citizens, citizens of the British Overseas Territory of Bermuda, and to a lesser degree, Mexican citizens will be affected by the implementation of this requirement. How much spending money should I bring?American currency is accepted at all destinations. We encourage travelers checks, as they can be replaced if lost or stolen. Depending on the destination, we recommend you bring between $35 and $75 per day to be used for optional excursions, food, parties, and souvenirs. If you need additional money during your trip, Western Union and ATMs are available at all destinations. In addition, most major credit cards are accepted. What should I pack?Everyone travels differently. For some, a swimsuit and pair of sandals is about all that's needed. Other students plan to leave the beach at least some of the time and pack a bigger variety of clothes! While there are nights when you will want to dress to impress, there is no reason to bring your best jewelry and expensive watch. If there is something that you would be really upset if you lost, leave it at home!!! IMPORTANT: The air carriers allow each traveler to bring up to two (2) pieces of luggage each measuring no more than 62" for a maximum of 44 lbs. of total baggage, plus one carry on bag that can fit under the seat in front of you. (We will send a complete list of Travel Tips and packing suggestions with your tickets). What airlines does GradCity.com use?GradCity.com uses a variety of leading air carriers including American, Delta, Continental, United, Air Tran, Air Jamaica, and Southwest. GradCity.com arranges our own charter flights primarily with Transmeridian, Champion, Miami Air, and Sun Country airlines, the best and most reliable charter companies in the industry. All of these aircraft carriers are approved by the US Department of Transportation and Federal Aviation Administration and use such airplanes as Boeing 757s, 737s, and 727s. How does my student choose their roommates?Students choose their own roommates for all destinations. A roommate list will be sent to each organizer approximately one month before final payment. Students will be allowed to choose their roommates as long as all roommates pay in full. Should any or all of your student's roommates cancel, they are responsible for finding new roommates or paying for the increased price due to occupancy changes. Occupancy prices are based on maximum occupancy (usually 4 per room). Your student has the option to choose fewer roommates and pay the difference. What happens if my student gets sick or hurt?GradCity.com provides a basic travel protection that will cover sickness and accidents (international trips only). This coverage does not include prescription drugs. GradCity.com strongly suggests that you purchase the optional travel protection which includes: lost luggage, trip cancellation/interruption, medical cancellation, and more. Do we need to send chaperones?Chaperones are welcome to come, but are not required. GradCity.com provides our students with the best staff available. The staff is available 24 hours a day to all students. Many parents and teachers have traveled with us in the past and are always welcome. Will someone be at the airport to assist the students?As soon as students clear Customs and Immigration they will be greeted by our onsite staff and directed to transfer buses waiting to take them to our Welcome Orientation. Our staff members wear bright red GradCity.com shirts so as to be easily identified by our student travelers. They are present in all aspects of your student's travel experience, including airport arrival and departure. Do adults pay the same price as students?Yes, the price is the same for everyone. If you prefer to have a double or triple occupancy, call customer care for additional charges. We do offer resorts that cater to adults, if you wish to stay at a property separate from where your student is staying. We have family and faculty hotels available. What kind of security do you provide?The safety and security of your student is our number one priority. The staff that we provide will be available to the students 24 hours a day. Most of our staff is bilingual, they are trained in CPR and First Aid, and they are equipped with cell phones and 2 way radios for immediate communication. We travel American EMTs as part of our staff and also have medical personnel on call 24 hours a day, 7 days a week. What kind of professional staff do you use?Our staff will greet the students at the airport upon arrival and accompany them to their resort. A welcome orientation and information meeting concerning safety precautions, exchange rate, weekly schedule of events and distribution of their GradCity.com ID bracelets will take place as soon as they arrive at their hotel. Most importantly, they'll learn where to find our staff 24 hours a day. Our staff is onsite at each hotel and every event we sponsor from beginning to end. |