FAQs

A passport is required for all international flights. 

We recommend applying as soon as possible, as processing can take up to 12 weeks. If you have a passport, check the expiration to ensure it is valid through your stay.


Add passport details to account

Once you receive your passport, please log in to your account to add these details.


Login to Your Online Account

1. Click “Contact Details”
2. Ensure all fields are completed and updated prior to saving
3. If all fields are not properly entered, information will not save

Ensure that your first, middle, and last names in the account match your passport exactly, excluding any apostrophes (‘). 

This information will be used to book flights, and airlines may deny boarding if the ticket name does not match the passport precisely. Name changes may incur additional fees.

For more details, U.S. citizens can check the U.S. government passport website; Canadian citizens can check the Canada government passport website

Travelers and parents should confirm that we have the correct emergency contact details on file. 

Log in to your GradCity account, to verify that the information for your emergency contact is complete and accurate. 

In Your Online Account

1. Click “Contact Details”
2. Ensure all fields are completed and updated prior to saving
   • If all fields are not properly entered, information will not save

Ensure that the contact person you choose will be reachable throughout your trip and isn’t traveling with your group.

Code Of Conduct

Every traveler, along with a legal parent or guardian, must print, review, and sign this document prior  to their trip. Travelers must carry the completed form with them to submit during their Welcome Orientation/or Check-in. Download Here

Failure to comply with these rules may result in eviction from the program without refund and at your/your parent’s expense. GradCity reserves the right to remove you  from the trip if you break any of the rules.

Destination/Resort Required Documents and Forms

Click your destination and/or resort to see specific forms required for travel and check-in

• Nassau, Bahamas
  • Breezes Code of Conduct (Download Here): Travelers 21 and under staying at Breezes Resort must complete this form with a legal parent or guardian. Please print and sign the document prior to departure. The form must stay with the traveler and be submitted upon check-in at Breezes Resort.
  • Warwick Code of Conduct (Download Here): Travelers 21 and under staying at Breezes Resort must complete this form with a legal parent or guardian. Please print and sign the document prior to departure. The form must stay with the traveler and be submitted upon check-in at Breezes Resort.
  • Warwick Credit Card Authorization Form (Download Here): The Warwick Paradise Island Resort may require a security deposit at check-in. If a traveler does not have their own credit or debit card and prefers to use a parent’s card, they must print and complete this form. The traveler also needs either the original credit card or a copy, along with a copy of the cardholder’s photo ID. The form and copies stay with the traveler and are submitted to the resort at check-in.
    
    
• Riviera Maya, Mexico
  • Barcelo Maya Resort Student Policy (Download Here): This printed form must be reviewed and signed by any guest who is 16-23 years of age and their parent/ adult chaperone for this trip. This form will be collected by the resort at the time of check-in.
    
    
• Punta Cana, Dominican Republic
  • Dominican Republic Electronic Visa
  • Required form to be completed for each individual traveler: You must present the completed form and receive a QR code to present to airline/customs officials.
  • Dominican Republic Electronic Visa 
    • Explanatory Manual for Completing E-Ticket
    • Frequently Asked Questions & Info
    • GradCity Helpful Tips: https://youtu.be/JSeJZmBzk30 
  • Key Info when Completing:
    • Check YES for question: “Are you Going to Stay in a Hotel” 
    • Embarkation Port: Airport you are flying from
    • Disembarkation Port: Airport you are arriving into = PUJ
      
      
• Cabo San Lucas, Mexico
  
  
• Playa Del Carmen, Mexico
  • Viva Wyndham Maya Card Authorization Form (Download Here): The Viva Wyndham may require a security deposit at check-in. If a traveler does not have their own credit or debit card and prefers to use a parent’s card, they must print and complete this form. The traveler also needs either the original credit card or a copy, along with a copy of the cardholder’s photo ID. The form and copies stay with the traveler and are submitted to the resort at check-in.
• Panama City Beach, USA
  • Shores of Panama Card Authorization Form (Download Here): The Shores of Panama requires a per person security deposit at check-in. If a traveler does not have their own credit or debit card and prefers to use a parent’s card, they must print and complete this form. The traveler also needs either the original credit card or a copy, along with a copy of the cardholder’s photo ID. The form and copies stay with the traveler and are submitted to the resort at check-in.

Keep in mind that luggage allowances, whether carry-on or checked, vary by airline. Once available, please refer to your Travel Documents for your specific luggage allowance included with your airfare ticket. 

After your airfare is assigned, be sure to check your airline’s specific luggage policies and fees. Additionally, visit tsa.gov for the latest security requirements regarding carry-on bags.

What should I pack in my personal item for the flight?

Your personal item is a small bag, like a purse, backpack, or small duffel, that fits under the seat in front of you. Here’s a list of essentials to keep handy for the flight and the first day:

• Passport: Required for international travel; pack this securely and accessibly.
• Wallet & ID: We recommend you bring a debit and/or credit card long with some cash for your trip. 
• Travel Documents: Print your GradCity travel documents, required Code of Conduct, and any destination/hotel specific forms.
  • TIP: Keep all these forms in a gallon size ziploc bag to ensure items don’t fall out
• Phone & Charger: Ensure your phone is fully charged, with a portable charger if you’ll need extra battery life.
• Headphones: Great for music, movies, or zoning out on the plane.
• Medications: Keep any prescriptions or necessary meds in their original packaging in your personal item for easy access.
• Change of Clothes: (in case luggage is delayed and/or to change into warmer weather clothes upon landing/after check-in)
• Toothbrush & Toothpaste: Check TSA guidelines and bring travel-size items.
• Snacks: Pre-packaged snacks are always nice to have on hand.
• Entertainment: Book, tablet, or e-reader to pass time on the plane.
• Any valuables.

What clothes should I bring for a spring break trip?

Here are some suggestions or ideas of items to pack for your trip! 

• Casual Outfits: Lightweight, comfortable clothes for daytime and evening activities.
• Swimwear: At least two swimsuits so you always have a dry one on hand.
• Beachwear: Flip-flops, beach towel, sunglasses, and a hat for sun protection.
• Night Out Attire: One or two nicer outfits if you plan to go to restaurants or events with dress codes.
• Light Jacket, Cardigan or Sweater: For the plane, cooler evenings, and/or AC areas. 
• Comfortable Shoes: Sneakers, flats, flip-flops, block heels! We do not recommend high heels.
• Toiletries: Shampoo, conditioner, sunscreen, body wash, deodorant, makeup, hairbrush, and any other personal items. Travel sizes work best.
• Reusable Water Bottle (Yeti/Stanley): All hotels have filtered water, or provide water bottles, for guests. Reusable bottles also help keep drinks cold.

Other items to pack

• Sunscreen & Aloe Vera Gel: Your destination is sunny, and sunburn can ruin a trip!
• Beach Bag: A small, foldable bag is perfect for bringing essentials to the beach or pool.
• Travel-Sized First Aid Kit: Band-aids, pain relievers, and other small essentials can be very useful.

This list covers most travel essentials, but always remember to check your airline’s luggage guidelines and TSA restrictions. Safe travels, and enjoy your spring break!

GradCity Flights

• 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.
• All groups are issued electronic tickets, which means you only need to bring your passport to the airport for check-in. 

Pre-Check

• GradCity flights are booked using group air space, so travelers cannot check in online or in advance. 

• To check in, please go to the airline’s ticket counter on the day of your flight with your passport. The airline will check you in and print your physical boarding pass.

TSA, Global Entry, & Airline Reward Programs

• GradCity cannot add your Global Entry, TSA Pre-Check, or airline loyalty details to your individual ticket before your departure/check-in.
• How to Add: You can add TSA/Global Entry and/or your airline rewards number to your ticket when you check in at the airport. Simply let the airline representative know, and they’ll be able to add these details to your individual ticket.
• Alternatively, for airline credit, you can keep your boarding pass or ticket number and submit it to the airline after your trip to add the miles to your rewards account.

Land Only Packages

• If you booked a Land Only package and arranged your own airfare, your flight details won’t appear in your GradCity account since the airfare wasn’t purchased through GradCity.
• Please make sure you send your flight details to [email protected] so we can notate your account(s).

Personal Item (Included)

This item must fit under the seat in front of you. Commonly used things for a personal item include purses, backpacks and laptop bags, and measure around 9 in x 10 in x 17 in (22 cm x 25 cm x 43 cm).

Carry-On/Checked Luggage

Once available, please refer to your Travel Documents for your specific luggage allowance included with your airfare ticket. 

• Any checked luggage must be handled directly with the airline agent at the ticket counter on the day of travel. Make sure to review the airline’s luggage policies in advance for any size or weight restrictions.
• Additionally, visit tsa.gov for the latest security requirements regarding carry-on bags.

The amount of spending money needed varies depending on the traveler, destination, type of trip, and the resort. Here are our recommendations:

• For All-Inclusive Resorts: We recommend bringing $30-$75 per day in smaller cash bills. This covers optional tipping, drinks at any off-property events, souvenirs, and other extras. 
• For Standard Resorts (non-all-inclusive): If food and drinks aren’t included, we suggest bringing $100-$200 per day in smaller cash bills. This will cover meals, drinks, tipping, souvenirs, and other extras.

We also recommend bringing a debit or credit card. Most resorts and venues accept Visa and Mastercard, and many resorts have an ATM on-site if you need more cash during your trip.

We recommend bringing a Visa or Mastercard (debit or credit) for your trip, as these are widely accepted internationally. Most resorts and venues do not accept American Express, and Discover is accepted less frequently.

We recommend you contact your bank and credit card companies before departure to notify them of your travel plans. Let them know the country you’re traveling to and the dates of your trip. This helps prevent your bank/credit card company from flagging international transactions as suspicious and temporarily freezing your card.

International Service: Check with your phone carrier prior to travel to confirm international data, calling, and texting coverage in your destination. Many U.S. phone carriers now include service in Mexico, so it may already be covered under your plan. Most carriers offer options specifically for international travel, like travel passes, daily or monthly add-ons, or roaming packages.

Wi-Fi Only: If you don’t plan to have international service, set your phone to Airplane Mode as soon as you arrive to avoid roaming charges, and turn on Wi-Fi to stay connected. Most hotels, airports, and venues offer Wi-Fi, allowing you to use certain apps for communication.

Before heading off on your GradCity adventure, it’s helpful for parents and students to have a conversation about expectations and plans for the trip. Here are some key topics to cover:

• Communication: Set expectations around check-ins, messaging frequency, and timing can help both parents and travelers feel secure and connected. Decide how often you’ll touch base, and agree on the preferred communication methods, like texting, calling, or using a messaging app.
• Being Responsible: Talk about staying organized, being mindful of belongings, and understanding GradCity’s rules and guidelines. Encourage students to be proactive with safety and respectful to their fellow travelers and staff, which helps everyone enjoy the experience.
• Buddy System: Emphasize the importance of the buddy system, keeping track of each other, and checking in regularly. Being there for friends and staying aware of surroundings is key to a safe, enjoyable experience.

Dietary & Health Issues

• Travelers, or parents, should notify GradCity of any dietary or health-related needs 2-3 months before departure. Our team will record this information in your account and share it with the On-Site Program Director(s). 
• Upon arrival, students with dietary or health-related concerns should also introduce themselves to the Program Director(s). 
• GradCity and our partners strive to accommodate dietary restrictions for included meals; however, travelers with specific needs are encouraged to bring suitable snacks.

Prescriptions

• If you’re bringing prescription medication on your trip, please ensure all prescriptions are filled, up-to-date, and in their original packaging. Pack medications in your carry-on bag, along with copies of the prescription paperwork.