GradWeek Frequently Asked Questions: Refunds

DOES THIS TRIP INCLUDE TRAVEL OR MEDICAL INSURANCE?

Yes. GradWeek trip packages include a Travel Protection Plan provided by Cultural Insurance Services International (CISI). This plan offers medical benefits as well as travel protection, which may help cover costs if you need to cancel for unforeseen medical reasons a few weeks before your trip, or due to the death of an immediate family member shortly before departure. The plan also includes limited coverage for trip cancellation or interruption, baggage loss, significant delays, and more. A complete description of benefits is available in the pamphlet on the GradWeek website under “Resources”. In the event you need to initiate a claim, you must first cancel your trip in writing through GradWeek. Insurance protection does not go into effect until the trip is paid in full, and refunds can no longer be offered.

 

WHAT TYPE OF PHOTO ID IS REQUIRED FOR TRAVEL?

• For International Travel (e.g., Mexico or the Bahamas): U.S. Citizens must have a valid passport booklet (valid for at least 6 months beyond your travel dates if visiting Mexico).
• Non-U.S. Citizens should consult their country’s consulate for specific documentation requirements.
• For Domestic Travel (e.g., Hawaii, Puerto Rico, Florida): A valid government-issued photo REAL ID is required.
  • You can also use a valid passport in your name in place of a REAL ID for domestic travel.
  • If you don’t have a valid passport booklet or REAL ID, apply as soon as possible, as identification applications can take 4-8 weeks for processing.
• Refunds will not be issued for travelers unable to attend due to missing or invalid documents.
• For the most up-to-date information, visit www.travel.state.gov.

Please note: If your legal name listed on your valid government ID doesn’t exactly match the name you listed on your GradWeek traveler account for your e-ticket/itinerary, you will be denied check-in.

 

WHAT IF I NO LONGER WANT TO ATTEND (CANCEL) THE GRADWEEK TRIP?

If you no longer plan to travel, the student/traveler or parent/guardian will need to submit their official “cancellation” request in writing by either mail or email (note: the email notification must come from the same email address that is listed on the traveler’s account) to info@istours.com, and must also include Traveler ID Number (account #), First & Last Name of the traveler, and state their request to “cancel”.

Once your cancellation request is received and processed, the traveler will be cancelled from the trip, and cancellation penalties will be applied, per the Terms & Conditions of the trip. If any refund is owed after the applied cancellation fee (per the terms and conditions), the funds will be issued back to the traveler listed on the account. Refunds are issued within 4-6 weeks (or 6-8 weeks if cancellation occurs on or after the final payment deadline date) of the approved cancellation date and returned in the same method of payment they were received (i.e., credit card payments = credit card refunds and check or money order payments = a check refund). GradWeek is not responsible for misdirected refunds due to a change of address, closed or overdrawn bank accounts, or transactions processed on prepaid credit cards or gift cards. For full cancellation details and trip policies, please refer to your trip’s terms and conditions.

 

WHAT RULES DOES GRADWEEK HAVE?

GradWeek expects all travelers to conduct themselves as respectful and responsible young adults throughout the trip. All local laws are strictly enforced both inside and outside of the hotel. Illegal activity, disorderly conduct (including underage drinking), and property damage will not be tolerated. Travelers who engage in any of these behaviors may be held financially responsible for damages and risk being evicted from the hotel at their own expense—no exceptions.

Destination and hotel-specific rules will be explained during the mandatory Welcome Orientation upon arrival. While the trip is designed to be a fun and relaxing experience, it’s important to understand that this does not mean “anything goes.” GradWeek is not responsible for any portion of the trip lost due to misconduct, rule violations, illegal actions, or other behavioral issues. No refunds will be issued in such cases. To stay safe, always be respectful of the local community and other hotel guests. We strongly recommend using the buddy system at all times—never go out alone, especially at night. Whenever leaving the hotel or an activity early, let a friend know, and stay in a group. There is safety in numbers.

Important: If a traveler needs to leave the trip early, they must notify an on-site GradWeek Staff Member.

 

WHAT HAPPENS IF MY SON OR DAUGHTER GETS SICK OR INJURED DURING TRAVEL?

GradWeek staff are not medical professionals and cannot make decisions about whether a traveler needs medical attention. In non-emergency situations, travelers should speak with hotel staff or GradWeek staff to get directions to a local medical facility. In the event of a medical emergency, travelers should call the designated emergency number immediately, as provided at their destination. If uncertain about what to do, we encourage travelers to contact their family for guidance.

Important: If a traveler needs to leave the trip early due to illness or injury, they must notify an on-site GradWeek Staff Member. Any early departure will be at the traveler’s own expense. GradWeek does not issue refunds for any portion of the trip missed due to illness or medical reasons. Travel protection insurance (CISI) is included in your trip package and may help cover certain medical expenses—please review your insurance pamphlet for details; restrictions apply.

 

HOW SHOULD I PREPARE FOR THE UNEXPECTED?

• As your summer Grad Trip approaches, it is important to be prepared for the unexpected. As with all travel, there can be unfortunate Flight Delays or Flight Cancellations. This is rare but does happen on occasion, and often the traveler is made aware of this before GradWeek is made aware.
• If a traveler ends up experiencing significant Flight Delays or Flight Cancellations, we ask that you direct all communication to the airline’s airport personnel. The airlines have an on-site team at the airport that deals directly with these situations on a daily basis and are the only ones who can make changes to your flight reservation. In addition, parents should communicate directly with their students for flight updates, as they will be receiving first-hand information from the airline at the airport.
• In addition, it is recommended to set aside money for emergencies such as flight delays or cancellations, as these can create additional out-of-pocket expenses. It is recommended to also travel with a credit card in the name of the traveler, in case of a travel emergency.
  • Out-of-pocket expenses due to significant Delays or Flight Cancellations: If a Flight Delay or Flight Cancellation creates out-of-pocket expenses, it is imperative that you keep ALL receipts, so you can submit your documents through Travel Protection Insurance (which is a part of your trip package) for possible reimbursement. Please read through the online insurance information brochure to see what is covered, know your rights, and have it handy should you need to file a claim.
  • IST is not responsible for reimbursing these costs, and we are unable to file insurance claims on the traveler’s behalf.