Mark your calendars and keep these dates on your radar! The following information talks about very important deadlines and dates, you do not want to miss! Do not get left behind, make sure your friends are registered for the trip, and remember to make those monthly payments.
2024 GradWeek Trip Deadlines
- December 1st – Pending Move Starts: What Is Pending Move? When an Active traveler has not met the minimum payment requirements (per GradWeek Terms and Conditions) by the November 30, 2023 deadline, is moved into an unconfirmed Pending status. This means you will no longer have a guaranteed spot on the trip and will be subject to late fees and any price increases. Our system will automatically change your account status on 12/1/23, from Active to unconfirmed Pending status; if you do not have a total amount of $250.00 worth of payments paid into your traveler account by the end of the business day on November 30, 2023.
- EXAMPLE: If you have only paid the $150 non-refundable registration deposit, then you still owe an additional payment of no less than $100. If you have paid the $150 deposit plus one payment of $50, then you need to make an additional $50 payment by 11/30/23. Please look at your most current emailed invoice/statement or log in to your online account at www.gradweek.com (under ‘My Account’) to view your ‘Current Account Summary’ and payment history. PAYMENTS ARE NOT ACCEPTED OVER THE PHONE!
- December 31st – Last Chance to Correct Your Registered Name: Once ticketing starts, travelers will be charged additional fees to correct their name. All travelers are required to register using their same legal name as it appears on their Government-Issued Photo ID (i.e., a valid passport booklet is required for international flight travel to the Bahamas or Mexico, or a valid government-issued photo ID (state ID or driver’s license) is required for domestic to Hawaii or Puerto Rico.
- *The name listed on your registration must be the same exact name that we submit to the Airline and/or Bus Company to issue your travel tickets. You will be denied boarding (and responsible for additional costs) if you do not have the proper travel documentation and/or the legal name on your travel documents does not match your photo ID.
- All travelers who are traveling internationally (Bahamas or Mexico) are required to have a valid passport booklet. Do not wait until the last minute to get a passport or renew your passport. Applying for a passport can take 6 to 8 weeks to process, so don’t wait.
- If you already have a passport, then the rule of thumb is that your passport cannot expire within 6 months (mandatory for Mexico) of your return date from your destination.
- REAL-ID DEADLINE UPDATE: Per the Department of Homeland Security website, the government deadline has been extended from May 3, 2023, to May 7, 2025. Therefore, starting on May 7, 2025, every state and territory resident traveling by air who is 18 years of age and older will need a REAL ID-compliant driver’s license, state-issued ID, or another acceptable form of ID to fly within the United States.
- Don’t delay, apply for your REAL ID today! The U.S. Government expects the wait times to increase drastically closer to the deadline, so the sooner you get your REAL ID the better.
- January 1st – Waitlist Begins for All Trips: Any traveler that registers or reinstates (including those in an unconfirmed pending status) on or after this date must pay in full plus a $40.00 Late Fee (and/or any pricing increase that may have occurred since registering) at the time of registering or reinstate request. Travelers will automatically be placed on the ‘Waitlist’ until air, bus, and/or rooming availability can be determined (all trip space is on a first-come, first-served basis); this process typically takes 2-3 weeks unless noted otherwise. If trip space does become available, you will be notified by email with a ‘Confirmation Invoice’ to inform you that you are now ‘Active’ on the trip and will include additional trip information.
- February 22nd – FINAL PAYMENT DEADLINE: Any traveler account not paid in full (showing a $0 balance on their account) by the end of the business day of 2/22/24 will be automatically cancelled from the trip and penalty fees will apply. There are NO exceptions or extensions to this deadline! Your account balance must have a $0 balance before the end of the business day on February 22nd to avoid our system automatically canceling you from the trip (penalty fees will apply). If you become cancelled from the trip, there is no guarantee that trip space will still be available for you to reinstate back onto the trip.
- March 25th – All Rooming Assignments Due: Shortly after final payment has occurred (2/22), it is the traveler’s responsibility to not only make sure they have roommates for the trip but to also contact their group’s Student Organizer for information on WHEN and HOW their group’s rooming will be handled. It is each traveler’s responsibility to make sure they have friends/people whom they can room with for the trip from the moment of registering, and reconfirming with their friends again before the Final Payment Deadline. Travelers are also responsible for making sure they select people whom they will get along with and have the required number of people in their room.
- GradWeek is NOT responsible for finding roommates, filling rooms, or for groups that have an odd number of travelers to room with.
- Student hotels/packages are based on 4 people per room (2 per bed) for the Bahamas, Hawaii, Puerto Rico & Panama City Beach, and 3 people per room for Mexico unless noted otherwise.
- Parent hotels/packages are based on 2 per room (sharing one bed) unless noted otherwise to avoid incurring additional hotel occupancy fees.
- Travelers who room in an under-occupancy room will each be charged the additional Hotel Occupancy Fee, which must be paid by no later than April 30th (year of travel).
- *Note: Paying a hotel occupancy fee does not mean or guarantee that you are getting your own bed!
- Cancellation Schedule and Penalties:
- By December 31, 2023 = $150.00 Cancel Fee (per person)
- January 1st to February 21st = $250.00 Cancel Fee (per person)
- February 22nd to March 21st = $350.00 Cancel Fee (per person)
- March 22nd to April 3rd = $550.00 Cancel Fee (per person), plus any resort or other non-refundable fees.
- April 4th and After = NO Refunds Apply
