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 & Registration

How to Plan/Organize a 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.

How to Join an Existing Trip

Looking to join your group’s trip?! 

  1. Click “Book Now” in the upper-right corner of the website.
  2. Choose US Traveler or Canadian Traveler
  3. Under “Join a Trip,” select your State/Country and School/Group from the dropdowns.
  4. Review the trip details, and follow the prompts to enter traveler information, agree to the Terms, and make your deposit.
  5. After deposit is paid, you will receive an email receipt with your individual Customer Number listed in the body of the receipt
  6. You will use this Customer Number and Last Name to login to your account moving forward
Why to Sign-Up Early

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!


Account Information

How to Login
  1. Click “Login” in the upper-right corner of the website.
  2. Choose US Traveler or Canadian Traveler.
  3. Under “Login to Your Account,” enter your individual Customer Number and Last Name

How to Retrieve My Customer Number

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.

How to Make a Payment

In Your Online Account

  1. Login to your account
  2. Click “Make a Payment”
  3. Enter traveler’s information, if not already populated, and agree to Terms
  4. On the Pay Now page, you must enter the amount you wish to pay
  5. Click through to enter card information and submit payment

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.

How to Enroll in Automatic Payments

In Your Online Account

You must make a payment with the card you wish to enroll in automatic payments

  • Login to your account
  • Click “Make a Payment”
  • Enter traveler’s information, if not already populated, and agree to Terms
  • On the Pay Now page, you must enter the amount you wish to pay under Payment Amount
  • Under Payment Method make sure Automatic Payments is checked
  • Click Continue to enter card information, submit payment, and 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.

How to Edit Account Information

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

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

Email our Team

Feel free to email [email protected] to update information in your account such as full legal name, birthdate, or passport information.

How to Add Emergency Contact & Passport Details

In Your Online Account

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

Email our Team

Feel free to email [email protected] to update information in your account such as full legal name, birthdate, or passport information.

How to View My Payment History & Access Invoice

In Your Online Account

  1. Login to your account
  2. Click on the “Payment History” or “Invoice” tab to view

Email our Team

Feel free to email [email protected] for any billing questions

When Will My Flight Details be Available in My Account?

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.

    Can I Make a Change to My Reservation?

    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.


    Package Details

    General Overview

    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
      Payment Plans

      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]

      Travel Dates

      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.

      Fees

      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.

      Insurance

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

      Terms & Conditions

      What are GradCity’s Terms and Conditions?

      See GradCity Travel LLC Customer Agreement for details.


      Rooming

      How Does Rooming Work?

      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.
      Are Co-Ed Rooms Allowed?

      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.

      Important Rooming Information/Rules

      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.

      Rooming Submission Instructions

      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 Allocation and Specific Bedding

      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.

      Can I Make a Request?

      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.

      Can I Request an Upgrade?

      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.

      Terms & Conditions

      What are GradCity’s Terms and Conditions?

      See GradCity Travel LLC Customer Agreement for details.


      Cancellation Policy & Options

      Quick Links/Overview

      GradCity US Travelers – Spring Break Programs:
      Download Here

      GradCity US Travelers – Summer Grad Programs:
      Download Here 

      GradCity Canadian Travelers:
      Download Here

      Cancellation Policy

      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)

      • Cancellations received in our office 121 days or more prior to your FPDD will be assessed a fee of $400 per person plus any transportation (airline, ship, bus, etc.) and/or attraction-imposed fees (park passes, ski tickets, etc.).


      120-61 days or less prior to your Final Payment Due Date (FPDD)

      • Cancellations received in our office between 120-61 days prior your FPDD will be assessed a fee of $700 per person plus any transportation (airline, ship, bus, etc.) and/or attraction imposed charges/fees (park passes, ski tickets, etc.).


      60 days or less prior to your Final Payment Due Date (FPDD) or after your Final Payment Due Date (FPDD)

      • Cancellations received in our office within 60 days before your FPDD or after your FPDD will be non-refundable, unless you are covered by the Travel Protection Insurance Plan (“the Plan”) as described in Section X herein below and cancel for a reason covered under that Plan.
      Name Change

      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: 

      • Replacement must be a new traveler
        1. You cannot complete a name change with a traveler previously registered or active on the trip.
      • You must be up to date with your payments and hold an active spot on this trip.
      • Email [email protected] to request a Name Change on your account
        1. Our team will notify you if the change can be completed and if there are any associated fees.
      • The replacement and traveler must both sign and submit this name change form (link GC form)
        1. The completed name change form can be emailed to our Customer Care team at [email protected]
      • The replacement directly pays the original traveler the funds paid (plus any incurred name change fees). 
        1. You will not be refunded by GradCity 
        2. GradCity does not take part in the exchange of funds already paid.
        3. Fees and restrictions may apply with external suppliers depending on the time the name change request is placed

      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.

      Terms & Conditions

      What are GradCity’s Terms and Conditions?

      See GradCity Travel LLC Customer Agreement for details.


      Preparing For Your Trip

      Passport

      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

      Emergency Contact

      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.

      GradCity Travel Documents

      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
      • 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.
      What to Pack

      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!

      Flights

      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).
      What Luggage is Included/Allowed?

      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.
      Spending Money

      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.

      Credit/Debit Cards

      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.

      Using Your Phone While Traveling

      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.

      Parent & Traveler Discussions

      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.
      Health & Medical Needs

      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.


          On Your Trip

          Be a Great Traveler!

          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!

            What to Expect – Airport Departure

            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.

            What to Expect – Arrival in Destination

            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!


            Health & Safety

            24/7 Support

            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.

            Safety Guidelines

            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.

            Onsite Team

            GradCity also provides an onsite team for each program, ensuring reliable support and guidance throughout travelers’ stay.

            • From the moment students arrive, our GradCity team greets them and coordinates staff-assisted transfers to the hotel. Upon check-in, we hold an orientation covering essential guidelines for the week. Each traveler receives a GradCity wristband with an emergency contact number that can be called or texted for any immediate assistance, ensuring access to help when it’s needed.
            • With a team-to-student ratio averaging 1:30, GradCity ensures attentive, personalized support. All GradCity events are fully staffed from start to finish, with our team and the venue’s staff ensuring a secure, enjoyable environment—whether it’s a daytime beach event, a themed party at night, or an exciting excursion.
            • The instructions given by the Onsite Team are for the safety of the  travelers and must be obeyed at all times. Neither GradCity  nor its employees are responsible for travelers, or their actions while traveling.
            What is GradCity’s professional team responsible for?

            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.

            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.

            Emergency Contact

            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

            • Click “Contact Details”
            • 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.