FAQs

Below is a general overview of the inclusions for a GradCity package. For specific details, please refer to your group’s flier, sign-up page, or check your online account once registered.

Overview of What’s Included:

• Flight + Hotel Package: Roundtrip Group Airfare
  • If you booked a Land Only Package, you are responsible for purchasing your own roundtrip airfare
• Roundtrip Airport Transfers in destination
• Standard or All-Inclusive Accommodations
  • Reference Hotel or Room Type to confirm your specific accommodations
• 24 hour On-Site Destination Team
• Assisted Check-In/Out
• Welcome Orientation
• Schedule of Events for the Week
• Access to our exclusive Excursion Packages ($)
• GradCity Wristband with 24-hour Emergency Number
• All Government Taxes & Fees
• Monthly Payment Plan
• Online Customer Portal
• Dedicated Customer Care Team

We believe every student deserves the chance to travel and celebrate their senior year. That’s why we offer the most competitive prices and flexible payment options, giving travelers more control over managing their payments.

To keep an active spot on the trip, you will need to follow one of the required payment plans below:

Pay in full 

• Pay the entire balance when you register. 

Automatic Monthly Payment Plan 

• After you register with your initial deposit, monthly payments are automatically deducted from your credit/debit card.. 
• Automatic payments are withdrawn on one of the last days of each month, between the 28-30/31, and will withdraw the remaining balance on the final payment due date.
• If you need to change the card on file, you must call our office to update this information over the phone.

Manual Monthly Payment Plan

• Receive monthly email and text payment reminders to manually make payments by the end of each month.
  • Make sure your account has a valid email address and phone number to receive important reminders and updates.
• Each payment is due by the last day of the month, with the remaining balance due on the final payment deadline. Payments can be made any day within the month as long as they’re completed by month’s end.

If you have any questions regarding the payment plans, please email [email protected]

Several factors must be considered before assigning and finalizing a group’s departure date, including the group’s final headcount, academic calendar (such as Spring Break and Graduation dates), departure city, flight availability, and overall programming. Due to this, dates are not confirmed until after the group’s final payment deadline and are typically finalized 1-2 months before your scheduled travel week. Once assigned, the confirmed dates will be posted in your online account.

• Spring Break Groups will Travel During their Academic Calendar Spring Break Week unless Requested Otherwise
• Summer Graduation Groups that Graduate in May will Travel 1-14 Days After Graduation unless Requested Otherwise
• Summer Graduation Groups that Graduate in June will Travel Mid-to-End of June unless Requested Otherwise

Once ticketed, your exact travel details will be posted in your online account.

Occupancy Fees:

At the time of sign-up, pricing is calculated per person based on the room’s maximum occupancy. If fewer people are assigned to the room, an occupancy fee will be charged per person. This fee varies depending on the destination, resort, and travel dates. 

Our team will provide details regarding the per-person price, the room’s maximum occupancy, and any applicable occupancy fees during sign-up or when requesting preliminary rooming.


Change Fees:

We’re happy to accommodate changes whenever our suppliers are able to fulfill the request. While we can’t guarantee availability, we will make every effort on your behalf.

Change fees may apply to situations such as name changes, hotel changes, or destination changes. Any applicable fees will be reflected in your final price after the change is processed.

Please note that adding customers to an existing reservation is NOT considered a change and will not incur change fees.


Destination Fees:

There may be fees mandated for travel to specific destinations which are required by the destination’s government. These are not fees made by or paid to GradCity. These could include entry visas, testing fees, environmental fees, and more. If you have any questions regarding your specific destination, please email [email protected]. 


Security Deposit:

Some resorts and hotels may require a refundable per-person security deposit at the time of check-in. A credit or debit card is needed for the security deposit hold. As long as there are no damages or additional charges to the room during your stay, the security deposit will be refunded or the hold will be released.

Please refer to your online account and reservation details for specific security deposit requirements for your hotel.

Life is unpredictable thus we always recommend travel insurance. Please review travel insurance options by residence below:

• • US Traveler Insurance 
  • Canadian Traveler Insurance 

What are GradCity’s Terms and Conditions?

See GradCity Travel LLC Customer Agreement for details.