FAQs

Travelers choose their roommates! GradCity does not randomly assign rooming. GradCity will request a preliminary rooming list directly or by working with your Group Organizer and/or Travel Specialist. Once rooming is finalized for your group, your roommates will be listed in your online account.

Upon registration, all travelers are billed at the maximum-occupancy rate. It is the traveler’s responsibility to fill their room to maximum occupancy to ensure the lowest cost.

• If there are less travelers in the room, there will be a per person occupancy fee assessed to those roommates (essentially less people splitting the cost of the room).
• If a roommate cancels prior to being paid in full, the remaining students are responsible for filling that spot or paying the increased price due to occupancy changes.
• If a traveler does not have any roommates or fails to submit their rooming request, they will be placed in a single-occupancy room and incur the total cost of the room, or may be canceled.

If students wish to have co-ed rooming, an authorization form must be completed and signed by all room occupants. For those under 18, a parent or guardian must also sign the form. This completed form should be submitted to [email protected] to finalize any co-ed rooming requests.

Co-Ed form is not required for families.

Fees: Occupancy fees will not be charged immediately. Rather, they will be added to your final balance. 

Consent Required: All roommates must agree to their rooming arrangements. The rooming submission process, listed below, will explain this in further detail. We do not assign roommates at random.

To minimize confusion and make confirmation of rooming the quickest and easiest, we ask our passengers to designate ONE PERSON FROM THEIR ROOM to submit their rooming request. This allows us to keep our incoming room requests manageable. Please carefully review the instructions below before submitting your rooming:

1. Email: Room requests will be sent to [email protected] 
2. CC ALL Roommates: You will need to CC each of your roommates into the email thread in which the request is made. This will serve as confirmation that all parties agree to their room arrangements. Without this, we will not be able to approve the room request.
3. Provide Full Names: You will need to list the full names of all passengers that will be in the room (including the passenger sending the request). Please ensure that the names are correctly spelled, as listed on their booking.

Our team will respond to all rooming requests within 3-4 business days.

Please reach out to us at [email protected] if you have any questions about the rooming process.

Room locations and specific bedding configurations are assigned by the resort, not GradCity. This is typically done shortly before arrival/at the time of check-in and is based on occupancy, room category, travel dates and availability. 

We work closely with all resort vendors to request our groups be booked in close proximity to each other however we cannot guarantee the type of beds or room location.

In many resorts, bedding is counted by pillows, not by the number of beds. For example, a queen bed with two pillows is considered suitable to accommodate two people.

Bedding will be provided for all guests in your room, but specific configurations cannot be guaranteed. For example, a quad occupancy room may have two double beds or one king bed with additional bedding such as a cot or air mattress, depending on availability. Cots may be offered at an extra cost, but they cannot be guaranteed.

We cannot submit any room location or bedding requests to the resort unless it is for a medical reason and is accompanied by proper medical documentation. The resort will make room accommodations for medical reasons based on availability, occupancy, and other factors at check-in.

Yes. If you are interested in an upgrade at a specific hotel, you can email [email protected] with the following information:

1. Name(s) of traveler(s) 
2. Group Name/School
3. Resort
4. Upgrade Request, if known, or you can inquire about any/all upgrades available

Our team will get back to you with the available upgrades at your hotel for your travel dates, along with the associated upgrade costs.

What are GradCity’s Terms and Conditions?

See GradCity Travel LLC Customer Agreement for details.