FAQs
Here you can also find the answers to many frequently asked questions regarding the trip process, payments, or your destination. Our Customer Care team is available Monday through Friday, typically 10:00 am to 5:00 pm EST with shifting hours seasonally, should you have any questions regarding your trip.
Planning your group’s trip could not be easier! Fill out this form and one of our GradCity travel specialists will contact you. Once you decide where to go, your travel specialist will be with you every step of the way.
Looking to join your group’s trip?!
Although it might seem early to book, our trips and programs are becoming increasingly popular, and many destinations and resorts sell out fast!
Most groups secure their reservation 1 – 1.5 years in advance. By signing up early, you secure the lowest price, are able to make smaller monthly payments over time instead of a large upfront amount, and it guarantees your spot on the trip!
Check your inbox!
Every payment email receipt will contain your customer number and majority of our emails will also include your customer number
Search GradCity, [email protected] or [email protected]
Email our Team
Feel free to email [email protected] to retrieve your customer number. Please include the first and last name, along with birthdate of each traveler you are requesting. Our team typically responds within 48 hours.
Call our Team
Feel free to call our office at 1-877-472-3248 to retrieve your customer number. Our team is available during normal business hours.
In Your Online Account
Call our Team
Feel free to call our office at 1-877-472-3248 to make a payment over the phone. Our team is available during normal business hours.
If you have multiple accounts and want to make a single payment to be distributed across them, we recommend giving us a call.
In Your Online Account
You must make a payment with the card you wish to enroll in automatic payments
If you need to change the card on file, you must call our office to update this information over the phone.
For ticketing purposes, you cannot update your name in your account. You must submit any changes via email to our team.
In Your Online Account
Email our Team
Feel free to email [email protected] to update information in your account such as full legal name, birthdate, or passport information.
In Your Online Account
Email our Team
Feel free to email [email protected] to update information in your account such as full legal name, birthdate, or passport information.
In Your Online Account
Email our Team
Feel free to email [email protected] for any billing questions
GradCity Flights
Typically 1 – 2 months before your scheduled travel week.
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.
All GradCity flights are booked as round-trip group tickets, so we’re unable to accommodate one-way bookings or make individual ticket changes.
All groups are issued electronic tickets, which means you only need to bring your passport to the airport for check-in.
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 provide your roundtrip airport transfers in your destination.
Flight Deviations (applicable only to flights booked by GradCity)
Flight deviations may include flying ahead of the group, staying behind after, flying into or out of a different domestic gateway, or making their own flight arrangements altogether.
If your GradCity package includes a flight and you wish to request any changes, please email [email protected]. Our team will review your request and advise on the best options or possibilities based on your specific situation.
Changes are no problem as long as our suppliers can accommodate the request. We can’t make any guarantees, but we promise to make every effort on your behalf. Change fees will be applied for, but are not limited to, the following situations: name changes, hotel changes, and destination changes. These additional fees will appear on your final price after the change.
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:
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
Automatic Monthly Payment Plan
Manual Monthly Payment Plan
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.
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:
What are GradCity’s Terms and Conditions?
See GradCity Travel LLC Customer Agreement for details.
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 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:
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:
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.
GradCity US Travelers – Spring Break Programs:
Download Here
GradCity US Travelers – Summer Grad Programs:
Download Here
GradCity Canadian Travelers:
Download Here
Once your deposit is received, your account becomes subject to our cancellation policy, and a fee will be assessed based on when the cancellation is made.
If you’ve purchased travel insurance, you may qualify for a refund through the insurance provider depending on type of insurance and reason for cancellation.
All cancellations must be submitted via email to [email protected].
The cancellation policy is based on your Final Payment Due Date, not your travel dates. Your Final Payment Due Date will be listed in your online account.
121 days or more prior to your Final Payment Due Date (FPDD)
120-61 days or less prior to your Final Payment Due Date (FPDD)
60 days or less prior to your Final Payment Due Date (FPDD) or after your Final Payment Due Date (FPDD)
If you are unable to travel, you have the opportunity to sell your spot on the trip/your account to someone who has not already signed up. In doing a Name Change, your replacement/ the new traveler pays you the money you have already paid. The replacement receives complete control over your account and everything you secured.
The responsibility to find a suitable replacement is your responsibility. If you need help to find a replacement, we recommend reaching out to your group organizer, classmates, friends, etc. for assistance as they may know of someone looking to join the trip.
A name change request must meet the following requirements:
The replacement receives complete control over your account and everything you secured (discounted pricing, early booking incentives, payments made, etc.). After the Name Change is complete, the replacement assumes full responsibility for the account moving forward.
What are GradCity’s Terms and Conditions?
See GradCity Travel LLC Customer Agreement for details.
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
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
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
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:
What clothes should I bring for a spring break trip?
Here are some suggestions or ideas of items to pack for your trip!
Other items to pack
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
Pre-Check
TSA, Global Entry, & Airline Reward Programs
Land Only Packages
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.
The amount of spending money needed varies depending on the traveler, destination, type of trip, and the resort. Here are our recommendations:
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:
Dietary & Health Issues
Prescriptions
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:
By being a respectful, responsible, and positive traveler, you’ll help create an unforgettable experience for everyone! Enjoy your trip!
Pack Your Patience
Double Check for Your Essentials
Arrive Early
How to check-in/obtain your boarding pass?
How to check my luggage?
What if there are delays?
Other travel day tips:
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
Customs Inspection
Finding Your Transfer to the Resort
Meeting the GradCity Team and Transfer
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!
We’re committed to our travelers’ safety every step of the way. To help ensure a safe and enjoyable tour, all travelers should review the following key items before departure:
During travel season, our dedicated Emergency Team is available 24/7 at 1-877-472-3248, providing support to travelers and parents for any emergencies before, during, or after the trip.
GradCity’s BreakSmart
BreakSmart is designed to educate students to make smart decisions before, during, and after their travel experience. BreakSmart guidelines are provided to students before travel and are reiterated during their Welcome Orientation and in the arrival packets, they receive at their destination. View Here.
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. View 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.
GradCity also provides an onsite team for each program, ensuring reliable support and guidance throughout travelers’ stay.
Travelers will be greeted by our trained GradCity team at the airport in their trip destination and will transfer travelers to their resort. The GradCity team does not meet travelers at their departure airport and do not accompany students on the plane (unless it is a chartered flight trip). The team will host a Welcome Orientation at the resort, where travelers get a GradCity wristband and hear important information about safety, destination information, and weekly event schedules. Location points will be assigned so students will always know where to find the GradCity team throughout the trip.
The GradCity team serves as chaperones on the trip, making themselves available to students when needed. The team roam the resort premises during designated hours, are in attendance at all GradCity events, and are available 24/7 via emergency phone. The team is available to manage medical emergencies, including accompanying travelers to clinics/hospitals.
The GradCity team are chaperones, not parents, and expect travelers to behave as adults. GradCity staff do not know the location of every traveler at all times and cannot prevent all infractions. The GradCity team reserves the right to remove travelers who pose a threat to themselves or others.
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.
Travelers and parents should confirm that we have the correct emergency contact details on file.
In Your Online Account
Ensure that the contact person you choose will be reachable throughout your trip and isn’t traveling with your group.