How will my student choose his/her roommates?

Students get to choose their own roommates for all of our destinations.  Approximately one month after final payments are made, the group organizers will obtain a rooming list for all travelers who are paid in full.  From there, students can elect to room with each other.  If a roommate cancels, the remaining students in that room are responsible for filling the room or paying the increased price due to occupancy changes.  Students also have the option of choosing fewer roommates and paying the difference.

Do you allow co-ed (boy/girl) rooms?

When you sign up you must have the same gender room.  If at the time of room assignments, students wish to room co-ed, an authorization form must be filled out and signed by all occupants in the room (if under 18 the form must also be signed by their parent/guardian).  GradCity does not assign co-ed rooms unless requested. Find the Co-ed Rooming Form here.

When are the trip dates finalized?

Departure dates will be between 1-14 days after graduation (unless graduation occurs before May 25th) for summer trips.  Trip dates will be finalized after the final payment date and once the final size of your group has been determined.  Students and parents will be notified of their travel dates no later than 2-3 weeks before travel commences.

Spring Break trips will have a departure day of Friday, Saturday, or Sunday for 7 night trips, and Friday, Saturday, Sunday, Monday, or Tuesday for 5 night trips.  

Summer Grad Trips with have a departure day of Friday, Saturday, Sunday, Monday, or Tuesday for both 5 & 7 night trips. 

Does the school need to sponsor the trip?

Although most trips are not school-sponsored, we do enjoy great relationships with those parents, teachers, and administrators who travel with us every year.

Why are we asked to sign up so early? What is the rush?

Signing up early reserves your space, gives your student priority on hotel options and provides the lowest pricing available.  The earlier you sign up, the more time you have to pay off your trip before final payment, making monthly payments significantly smaller.

What if I find a better price for the same package?

You won’t!  We guarantee the lowest price for our spring and grad break packages.  If you find a lower price for a comparable package, submit the package cost and breakdown in writing and we will meet or beat the competitor's price.

Are there any other fees I should know about?

Departure taxes and fees are included in your package price breakdown, so please review your pricing sheet for details.  All pricing is based on maximum occupancy and you are responsible for finding your own roommates.  Should one of your roommates drop out of the trip, you are still responsible for finding a replacement or covering their payment.  All hotels collect a security/damage deposit per room upon check-in.  This is a transaction that takes place between the traveler and the hotel, so you may verify this amount on the hotel website before the trip, or by contacting a GradCity customer care team member.

How do I obtain my travel documents?

You will receive an email that your travel documents have been released 5-10 business days prior to travel.  Once they are released, you will need to login to your GradCity online account to print the travel documents.  You will only be able to print your documents if your account is paid in full.  Please be sure to print your travel documents after you have purchased all of your additional packages (event packages, meal plans, phone cards, etc).  Once these are added to your account they will display in your travel documents as a voucher, which you will need to submit during your welcome orientation.

What should I pack?

Everyone travels differently and it depends upon the destination and length of your trip, in determining what to bring.  Of course if you’re going to a beach destination, you’ll need a bathing suit, warm weather clothes, sunscreen, etc. If you are traveling on a flight, you will want to refer to the airlines website prior to travel, for their specific guidelines regarding checked bags and carry-on luggage.

Can we pre-check in for our flight?

No. GradCity books flights on group space which means that travelers are not assigned individual confirmation numbers, and therefore are unable to check in ahead of time. 

We recommend arriving at the airport for departure at least 3 hours prior to your flight time in order to check in at the airline desk with your passport and flight voucher.

Are checked luggage items included in my trip price?

Checked luggage is not included in your trip price. You must pay for any checked luggage directly with your airline. Please check your airline's website for their current luggage prices.

If I am unable to travel, what is your cancellation policy?

Once your account has been confirmed you must submit written confirmation of your cancellation. GradCity gets the best deals by purchasing non-refundable specials with your suppliers, thus, cancelled reservations are non-refundable or may be assessed a cancellation fee.

Cancellation and fees are subject to the following schedule:

1. Cancellations received in our office 41 days or more prior to your Final Payment Due Date (FPDD) will be assessed a fee of $300, plus any transportation (airline, bus, ship, etc.) and/or attraction-imposed fees (park passes, ski tickets, etc.).

2. Cancellations received in our office within 40 days before your Final Payment Due Date (FPDD) will be assessed a fee of $600, plus any transportation (airline, bus, ship, etc.) and/or attraction-imposed fees (park passes, ski tickets, etc.).

3. Cancellations received in our office after your FPDD will render all monies previously paid to be non-refundable, unless you have purchased the Comprehensive Travel Insurance.

If your reservation has been paid in full and your package includes the Comprehensive Travel Insurance you may file a claim for potential reimbursement. Please review the Comprehensive Travel Insurance.

Can I transfer or sell my reservation to someone else?

In most cases you may transfer or sell your reservation to a new person looking to join the trip. There may be a fee associated with transferring your reservation. If flights have already been purchased you may also be assessed an additional fee from the airline, or we may not be able to transfer your reservation to someone new.

If you are looking to transfer your reservation please email Customer Care at customercare@gradcity.com and they will be able to further assist you. All transfer requests must be submitted in writing.

What types of documents are needed to travel?

When traveling internationally, ALL travelers are required to have a valid passport.  If traveling within the United States, travelers will need to provide a government issued photo ID.  Travelers will also need to bring their travel vouchers with them that are printed from our website, along with any other documents needed.  You will be informed of any additional documents needed prior to travel.  

What happens if my student gets sick or hurt?

GradCity provides onsite staff that assist in any and all medical situations. Travel insurance is required and if receipts of any medical expenses are kept, you can file a claim with the insurance company upon arrival home. This comprehensive travel insurance plan covers emergency transportation, accidents, or medical expenses while in your destination.

How much spending money is needed and what is the best form to bring it in?

American currency is accepted in most destinations.  We encourage travelers checks, as they can be replaced if lost or stolen.  Depending on your destination, we recommend between $35 and $50 per day.  We suggest purchasing the meal plan (unless hotel is all-inclusive) and one of our additional party packages so that most meals and activities will be paid for before travel.   

What is GradCity's professional staff responsible for?

Upon arrival at destination airports, students will be greeted by trained GradCity staff and transferred/accompanied to their respective resorts.  Staff will then host a Welcome Orientation where students will get their GradCity wristbands and hear important information about safety, destination info, and weekly event schedules.  Location points will be assigned so that students will always know where to find GradCity staff throughout the entire trip, and additional contact information will be distributed. GradCity staff members are also at all GradCity day and night events that are included in the trip and part of the party package in your destination.

Can my student drink alcohol on the trip?

The drinking age in Mexico and the Bahamas is 18, in Canada it is 19, and in domestic destinations (including Panama City Beach, Florida) it is 21.  If the student is of legal drinking age, the choice is theirs.  GradCity does not promote, provide, or profit from the use of alcohol on any of our trips. Proper identification will be required to legally buy or consume alcohol in all destinations.

What rules does GradCity have?

All of the rules and regulations are explained during the Welcome Orientation onsite.  If it is illegal in the states it is usually illegal in our international destinations.  We expect students to behave as adults and if they are unable to handle themselves properly, they could be sent home.  If you have problems with your student at home, they may not be ready to travel.  After hosting hundreds of thousands of students for our programs, the majority are wonderful onsite!

Are there meals or events included in the package?

If you are staying at an all-inclusive resort, your meals are included at the hotel during your stay.  

If you are traveling to a domestic destination, meals are not included in the package.

GradCity events are included in all travel packages, and additional party packages are offered for an extra cost and include additional excursions and main events during your trip.

What happens if my student gets sick or hurt?

GradCity provides onsite staff that assist in any and all medical situations. Travel insurance is required and if receipts of any medical expenses are kept, you can file a claim with the insurance company upon arrival home. This comprehensive travel insurance plan covers emergency transportation, accidents, or medical expenses while in your destination.

What is GradCity's professional staff responsible for?

Upon arrival at destination airports, students will be greeted by trained GradCity staff and transferred/accompanied to their respective resorts.  Staff will then host a Welcome Orientation where students will get their GradCity wristbands and hear important information about safety, destination info, and weekly event schedules.  Location points will be assigned so that students will always know where to find GradCity staff throughout the entire trip, and additional contact information will be distributed. GradCity staff members are also at all GradCity day and night events that are included in the trip and part of the party package in your destination.

What rules does GradCity have?

All of the rules and regulations are explained during the welcome orientation onsite.  If it is illegal in the states it is usually illegal in our international destinations.  We expect students to behave as adults and if they are unable to handle themselves properly, they could be sent home.  If you have problems with your student at home, they may not be ready to travel.  After sending hundreds of thousands of students, the majority are wonderful onsite!

What is the legal drinking age in Cancun?

The drinking age in Mexico is 18.  If the student is of legal drinking age, the choice is theirs, and proper identification is required to purchase or consume alcohol.  GradCity does not promote, provide, or profit from the use of alcohol on any of our trips.  

What is the currency in Cancun and does my student need to exchange money?

The national currency in Mexico is the peso.  Both the American dollar and the Mexican peso are accepted throughout Cancun.  Although exchanging American money into Mexican pesos is not required, GradCity does recommend that students exchange some money while on their vacation.  Exchanging some American dollars into pesos will make it easier for payment, as most establishments prices will be listed in Mexican pesos.  Most hotels will exchange money for you, and there are exchange booths readily available near all hotels.

Is the water in Cancun safe to drink?

Yes, all hotels use purified water and ice at their bars and restaurants. Bottled water is also available for purchase. Tap water is safe for showering and brushing your teeth, but you should not drink it.

What is the legal drinking age in Nassau?

The drinking age in the Bahamas is 18.  If the student is of legal drinking age, the choice is theirs, and proper identification must be provided in order to purchase or consume alcohol.  GradCity does not promote, provide, or profit from the use of alcohol on any of our trips.

What is the currency in Nassau, and will my student need to exchange money?

The national currency in the Bahamas is the Bahamian dollar.  Both the Bahamian and American dollar are accepted throughout Nassau, and the exchange rate is 1:1, so there is no need to exchange money at any time.  

Is the water in Nassau safe to drink?

Yes, all hotels use purified water and ice at their bars and restaurants. Bottled water is also available for purchase. Tap water is safe for showering and brushing your teeth, but you should not drink it.

Do I need a passport to travel to Nassau, Bahamas?

Yes. 

What is the legal drinking age in Panama City Beach?

The drinking age in all domestic destinations (including Panama City Beach) is 21.  If the student is of legal drinking age, the choice is theirs, but proper identification must be provided to consume or purchase alcohol.  GradCity does not promote, provide, or profit from the use of alcohol on any of our trips.  

How do I start planning my trip?

Getting started planning your trip is the easiest part.  Simply fill out this form and one of our GradCity travel specialists will contact you.  Once you decide where you want to go and if you want to go on Spring Break or a Grad Trip, your travel specialist will help you with everything from organizing meetings with your group to get everyone on board to making sure you have the time of your life once you are in your destination.  You are far from on your own when planning a GradCity trip.

What are GradCity's Terms and Conditions?

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