"Gradweek was amazing! I recommend anyone who wants to go on a senior trip! This will be THE BEST WEEK ever! You'll never forget it! Gradweek staff are awesome available 24/7 if you ever need them! It's so great that I'll be planning one more trip with them! I loved it and I'm sure you will too!" – Ana C.
Frequently Asked Questions:
What types of documents are needed to travel?
When traveling internationally, all U.S. citizens are required to have a valid passport booklet with a minimum 6 months left before expiration. International travelers under the age of eighteen (18) at the time of travel will need to check with the airline to see if they require a letter of permission from their parent(s) and/or guardian(s). Non-U.S. citizens should contact their appropriate consulate for specific documentation requirements. If traveling within the United States, travelers will need to provide a valid government issued photo ID. If you do not have a valid passport booklet or government issued photo ID, we highly recommend that you apply now as refunds cannot be given if you are unable to travel due to lack of required documentation. We strongly recommend visiting www.travel.state.gov for the most current travel documentation requirements.
When will I know my travel dates?
We first have to confirm the school’s graduation date. Based on that confirmed graduation date, departure will typically be within 2-14 days after the graduation date. The Air Department books group space throughout the year as registrations are received. After March 1 (year of travel) we will know how many people have paid in full from each group, so that is when the flights are assigned. You will be able to view the flight information via your online account beginning mid-March at which time the dates will be confirmed. You will know when your dates have been confirmed because your invoice will show the dates listed as 'Confirmed Dates' and you will see 'Itinerary' listed under the Trips section via your online account.
Once I am registered how do I access my online account?
You can login to your online traveler account by visiting our website at www.gradweek.com and clicking "Login". You will need your Traveler ID # and Last Name. Once you enter in your traveler i.d. # and last name, "click" submit – you will not need a password the first time you visit the site – you will then be prompted to create a password for your account. With your online account you will be able to apply updates, payments, print digital invoices and view other important information about your trip. We recommend checking your account on a regular basis to ensure you are up to date on all the latest information.
How will my son or daughter choose his/her roommates?
The group's student Organizer(s) (or Sales Rep., if has one hasn’t been appointed) should hold mandatory rooming meetings (shortly after final payment deadline) for 'Active' travelers to attend (parents welcomed)so they can choose their roommates.Prices are based on quad occupancy (4 in a room) for most destinations and are "Run of House" availability, unless otherwise specified. All group rooming forms are due in our office from the group’s organizer or sales rep. NO LATER than April 1st (year of travel) – No exceptions or extensions to this deadline! Once final rooming is completed (April, year of travel), if your room has less than the required number of travelers, an additional hotel occupancy fee will apply, and will be required to be paid in full by the end of April (year of travel). If requested in writing, GradWeek will try to assist you in finding roommates (additional roommate(s) not guaranteed), but GradWeek is not responsible for filling rooms or if you have less than the required number of roommates per room. Your account is not considered "Paid In Full" until all rooming is complete.
Do you allow co-ed rooms?
Students wishing to have co-ed roommates must have an authorized GradWeek permission form signed by the parent/guardian of all occupants in that room, regardless of age. GradWeek does not assign co-ed roommates unless the required permission form is completed in full and received with their groups final rooming list, which is submitted by the group organizer(s) or sales rep. Co-ed or not, all travelers will still need to have the required number of students in their room to avoid incurring an additional hotel occupancy fee.
What happens if my son or daughter gets sick or hurt on the trip?
When you purchase a GradWeek package, we provide primary medical coverage that provides coverage for sickness and accidents for up to $5,000. We also provide up to $10,000 of medical evacuation coverage. We also encourage all travelers to purchase an optional Travel Protection Plan, from Travel Insured International. Plan benefits help provide coverage for Trip Cancellation/Interruption, Baggage Delay/Loss, and more. Please review your Plan Document for terms and coverage details.
How much spending money is needed and what is the best way to take it?
U.S. currency is accepted at most destinations. However, this does not necessarily mean that you will get the best exchange rate. If you are using a credit or debit card please check with your bank first, prior to travel for details on restrictions and/or fees. Depending on your destination, we recommend you budget anywhere between $300 to $500. This is highly recommended if you are planning to purchase GradWeek's 'Action Pac' wristband (destination package for additional discounted activities and events not included in your standard trip package), only available for purchase on-site at your hotel. Doing so will save you money on any GradWeek sponsored activities and events.
What if I find a better price for the same package?
At GradWeek we want to provide our travelers with a high quality travel experience, so do not offer rock-bottom pricing, but we do our best to keep our prices low. Our on-site 24/7 adult destination staff is second to none and we partner with high-quality name-brand hotels, airlines, and motorcoach tour providers. Travel with GradWeek and you’re traveling with the best. Based on over 30 years' experience in the travel industry, we can safely say that when you travel with a discount tour operator, you most often get what you pay for. Even so, if you find a lower price for the same package, please submit a copy of the package cost and travel details (i.e. hotel, departure airport/dates etc.) in writing and we'll do our best to try and meet or beat our competitor's price.
Are there any other fees I should know about?
Current departure taxes and fees, 'optional' trip protection insurance, as well as hotel security deposits, are listed on our travel brochures, if applicable. Please review your pricing sheet for details. All pricing is based on quad occupancy (4 in a room) for most destinations and are "Run of House" availability, (unless otherwise specified) and travelers are responsible for finding their own roommate(s). Should one of your roommates drop out of the trip, you are still responsible for finding a replacement or paying the additional hotel occupancy fee.
Are there any meals, events or activities included in the package?
If you registered for an all-inclusive hotel package, your food and drinks are included at your hotel property. Also, if you registered as an early bird sign-up then you received a special incentive for your destination, which will appear on your account and statement/invoice at no additional cost. In addition, GradWeek event packages ('Action Pac') can be purchased at an additional cost upon arrival at your destination hotel. Package details and inclusions will be provided to you 2-3 weeks prior to your trip date inside your Departure Packet.
What do I do if need to cancel?
If you need to cancel from your trip, you'll need to do the following: All cancellations and/or requests for refunds (if applicable), must be submitted in writing by either mail, email or fax to GradWeek's corporate office. No refunds will be issued from verbal communications or cancellations given to student organizers. It is the participant's obligation to ensure a written cancellation notice is received by GradWeek. To protect the participant, mailed cancellations should be sent with a Return Receipt Requested. For faxed cancellations, keep confirmation of transmittal. Notice of cancellation must include name of participant and account number that corresponds to the registration. Keeping in mind cancellation penalties and deadlines apply. Please see GradWeek's Terms and Conditions for fees, cancellation schedule and details.
What do we do if our Son/Daughter needs assistance on site?
GradWeek Adult destination staff and a Destination Manager are available 24/7 at all of our student hotels and GradWeek sponsored activities. They will introduce themselves to the students at a Welcome Orientation meeting when they arrive. Most destinations will have an 'office' in or around the lobby area of the hotel (clearly marked with banners) where students will be able to find a staff member to assist them. We ask that parents do NOT call the corporate office with concerns their son/daughter may have onsite, we are not in a position to immediately assist – the students should go directly to one of the GradWeek staff members or our GradWeek Destination Manager. Most of our staff have attended these trips for several years and are well versed in the usual issues that need dealing with (i.e. roommate issues, hotel issues, general first aid or questions about the program).