Before Your Trip
Everything You Need Before Traveling
Payments, rooming lists, and travel documents are just a few of important items you’ll need to remember before travel. Here's a complete list of tasks you will need to complete before going on your GradCity trip:
Make sure your final balance is paid by the final payment due date to ensure proper ticketing of your trip.
- Rooming Lists
Check your listed roommates to see if they are accurate based on who you want to be in your room. If they are not accurate, contact your group organizer, as they submit the rooming lists to GradCity and can make changes to your group’s rooming list.
- Co-ed Rooming Form
If you are planning on staying in a coed room, you must have a co-ed rooming form signed by all persons that will be staying in the room. This form must be received with the final rooming list that the group organizer submits, and if anyone in the room is under the age of 18 years old, then their parent/guardian must sign the form for them. Download the Co-ed Rooming Form here.
A passport is required for ALL international travel. If you are traveling internationally and do not have a passport, make sure you apply for your passport at least 60 days prior to travel, as the process can take time. You can apply for a passport at your local post office.
- Photo ID
Whether traveling international or domestic, you should always carry a government issued photo ID, even if you are traveling with a passport as well.
- Unaccompanied Minor Authorization Form
When traveling internationally, if you are under the age of 18 at the time of travel, and are not traveling with BOTH of your legal guardians, you must have this form signed and notarized, and carry with you during travel. Download the Unaccompanied Minor Authorization Form here.
- Travel Documents
Anywhere from 5-14 days prior to travel, you will receive an email letting you know that your travel documents are ready to print for your trip, with instructions on how to print them. These documents should be printed and carried with you during your trip, as they will include confirmations for your flight*, hotel, airport transfers, and any optional packages that you may have purchased.
*Because you will be booked on group air space, you will not be able to check in for your flight ahead of time. Please simply bring your flight voucher to the airline's ticket desk upon arrival at the airport to redeem for your boarding pass.
- Stuff to pack
Everyone travels differently and determining what to bring depends upon the destination and length of your trip. 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 airline's website prior to travel for their specific guidelines regarding checked bags and carry-on luggage.
* If your Spring Break or Grad Trip destination includes themed parties, you will receive an email that lets you know what the themes are. If you're unsure, feel free to give us a call!