FAQs

Going on a GradCity trip is an unforgettable experience, and being a great traveler makes it even better for you and your friends. Here’s what it takes to make the most of your trip and ensure a safe and fun time for everyone:

• Code of Conduct: When travelers enroll on a trip with GradCity, they agree to GradCity’s Code of Conduct. GradCity’s rules are designed to keep everyone safe and ensure a positive experience. Breaking these rules can lead to dismissal from the trip at your own expense.
  • Respect the guidelines and each other and communicate with GradCity if any issues arise.
• Respect: Being respectful means treating everyone around you with kindness and courtesy. Treat all GradCity team members, airline/hotel staff, other guests, locals, and anyone you meet on your trip with respect.
• Responsible: Stay organized and make sure you understand the schedule, rules and guidelines. Keep your important documents, ID, and money secure, and be aware of your surroundings. 
• Be a Good Friend/Buddy System: The buddy system is simple: always stay with at least one friend.. Check in with each other regularly, and don’t leave a friend alone in any situation. The buddy system keeps everyone safer and ensures that no one gets left behind.

By being a respectful, responsible, and positive traveler, you’ll help create an unforgettable experience for everyone! Enjoy your trip!

Pack Your Patience

• Expect lines at check-in, security screening, and customs. Airports are especially busy during peak travel periods. Bring your patience and follow instructions from airport staff to help things move smoothly.

Double Check for Your Essentials

• Triple check before leaving home, when you arrive at the airport, once through security, after boarding and deplaning, and once you get to your room prior to placing your valuables in your safety deposit box – make sure you have passport, wallet, travel documents, required forms, phone, any medications, etc.

Arrive Early

• Arrive 2.5-3 hours before your departure time to give yourself plenty of time for check-in, security, and customs. The last thing you want to be is rushed or stressed!

How to check-in/obtain your boarding pass?

• If GradCity booked your flights, you’ll need to check in directly with the airline at their ticket counter on the day of departure.
• GradCity flights are often booked through group space or private charters, which operate a bit differently than regular individual bookings. Because these flights are part of a group reservation, travelers are not assigned individual confirmation numbers and will not be able to check in ahead of time online or via an airline app.

How to check my luggage?

• Any checked luggage must be handled directly with the airline agent at the ticket counter on the day of travel. 

• If there is a cost to check your luggage this will be paid directly to the airline upon check-in.

• Make sure to review the airline’s luggage policies in advance for any size or weight restrictions.

What if there are delays?

• GradCity cannot change or rebook flights if there are delays. For any updates, check with the airline agent at the ticket counter, the customer service desk at the airport, or the airline’s website or app for the most current flight information.
• Flights can be delayed due to various reasons, like weather, air traffic, or mechanical checks. Stay flexible, and remember that flight delays are common in travel. 
• GradCity will make every effort to keep you updated on any group-related information regarding your travel, but flight-specific updates will be managed by the airline.

Other travel day tips:

• Dress comfortably! Consider bringing a small neck pillow, sweatshirt/jacket, or blanket to stay cozy.
• Be sure to bring a good book/magazine or download some entertainment for any downtime or while on the plane.
• Hydrate and have a snack before you arrive at the airport, as food options can be limited or pricey.

By following these steps and packing your patience, you’ll be well-prepared for your travel day.

Immigration/Passport Control

• Have your passport and travel documents ready for inspection by immigration officers. You may be asked a few questions about your stay, so knowing the name of your resort and travel dates is helpful.

Baggage Claim

• Follow the airport signs directing you to Baggage Claim. Check the monitors for your flight number to locate the correct carousel.
• If you did not check a bag, you can continue on through Customs
• If your bags don’t arrive with your flight, head to the airline’s baggage services desk to report it. They can guide you on next steps.

Customs Inspection

• After baggage claim, proceed to Customs. 
• Follow any signage or airport staff instructions if random bag checks are conducted.

Finding Your Transfer to the Resort

• After clearing Customs, follow signs to exit the airport and head to the designated transfer pick-up area.
• Look for the GradCity Team near the transfer area—they’ll be waiting to greet you! They’ll be either:
• Wearing red GradCity shirts
  • Holding a GradCity sign
  • Or both!

Meeting the GradCity Team and Transfer

• The GradCity team will help guide you to your transportation to the resort. Please stay with the group, as the team will coordinate the transfer process.
• Once everyone in your group is ready, you’ll head to the resort together to begin your trip!
• Note that in some cases, luggage may arrive on a different bus or be stored by bell staff during check-in.

Keep your passport and travel documents accessible as these will also be required for resort check-in. We recommend keeping these items in your purse, backpack, or personal item and with you during your transfer.

Having these steps in mind will help make your arrival as smooth as possible. Welcome to your destination—let the fun begin!