GradWeek’s Air Department books flights based on the best available options for your group and destination. All flights are secured through commercial airlines and typically fall under standard/coach or basic economy fare categories—this will be indicated on your e-ticket/itinerary. We work with a range of major scheduled carriers, including (but not limited to) United Airlines, American Airlines, Alaska Airlines, Hawaiian Airlines, Southwest Airlines, Delta, and JetBlue, etc. Flight dates are scheduled based on your group’s confirmed graduation date. While GradWeek aims to make travel as convenient as possible, specific departure airports are determined by airline availability and group logistics and may not always align with each traveler’s preference. Unfortunately, we’re unable to make changes to departure airports or times due to these limitations.
Please note: all flight details provided before departure are tentative and subject to change. GradWeek will only rebook a group flight if absolutely necessary. To stay informed, each traveler is strongly encouraged to verify both outbound and return flight times directly with their assigned airline before traveling, as schedule changes may occur at any time.
We understand that sports events or other commitments may overlap with your Grad Trip dates. Please note: trip dates remain tentative until mid-March to early April of the travel year. If you feel your activities may cause a potential date conflict, we strongly recommend looking into a separate Cancel For Any Reason (CFAR) travel insurance policy to give you more flexibility to help protect your travel investment.
Important: CFAR insurance is not offered or available through GradWeek and cannot be added to any existing travel insurance already included in your trip package. You will need to research third-party providers that offer this specific type of coverage. Additionally, if your e-ticket/itinerary has not yet been added to your online traveler account, you may ask about switching to a Hotel-Only package (excludes flights). *This package option is available for a limited time only.
Monthly invoice statements are sent via email on the first business day of each month. All communication will be delivered primarily through email, with occasional updates sent via text message. To ensure you receive important trip and account information, it’s essential that we have two valid email addresses and cell phone numbers on file—one for the traveler and one for a parent/guardian. Please use a personal email address that you check regularly. We strongly recommend avoiding school or work email addresses, as they are often checked less frequently or may block external messages. As your trip date approaches, you’ll receive detailed information such as your e-ticket/itinerary, destination travel tips, and important next steps.
Helpful documents—including the traveler checklist and destination welcome letter—are available 24/7 in your online traveler account under “Trip Documents” (located at the top right of your screen or menu). Additional information will be added to the “Resources” page on our website as your departure date gets closer.
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.
We strive to make trip information easily accessible to the travelers and their parents/guardians. This is why we use multiple methods of communication to give you access to the documents you will need. Approximately 2-3 weeks before departure, we will mail your Departure Packet to the mailing address listed on your account. This will include your e-ticket/itinerary (also available in your online account, late April to early May, the year of travel) as well as other important documents containing travel tips and reminders.
Then, approximately 1 week before travel, we will email and text both contacts on the account a digital copy of your Departure Packet with instructions on how to print and use your e-ticket/itinerary in case you lose or misplace it. This is why it is so important to have up-to-date traveler and parent/guardian contact information on your account. Ensure your mailing address is correct at least 2 months before your departure date to avoid delivery issues. Other trip documents will be accessible to you at www.gradweek.com under “Resources”.
Yes, you can add your TSA or Global Entry number (KTN) to your online account under the “Contact Info” page. Please note: our Air Department is unable to accept any changes or additions to these numbers within 5 business days of your departure date. If you miss the deadline, no worries! You can always request to add this information upon check-in at the airport ticket counter. Helpful Tip: Arrive early at the airport to allow enough time to assist you with this request.
No. However, your Airline Mileage Reward Number can be easily added upon arrival at the airport when you go to check in on your day of departure. Just simply ask the airline agent to add your number to your ticket before they give you your boarding pass. It is recommended to arrive early at the airport to allow ample time for them to process your request. Your airline mileage rewards number can also be added through the airline’s app, once you have your boarding pass/ticket.
No worries! GradWeek ensures that trip information is easily accessible to both travelers and their parents/guardians through multiple communication methods. Departure Packets are mailed to the traveler’s home approximately 2–3 weeks before departure and include the e-ticket/itinerary (also available in your online account from late-April to early-May of the travel year) along with important documents containing travel tips and reminders.
About one week before travel, digital copies of the Departure Packet are emailed and texted to both contacts listed on the account. We will email and text digital copies of the Departure Packet to both contacts listed on the account, including instructions on how to print and use the e-ticket/itinerary if the physical copy is lost or misplaced. To help ensure timely delivery, it is essential to keep traveler and parent/guardian contact information up-to-date. Please confirm that your mailing address in your online account is correct at least two months before departure to avoid any delivery issues. Additional trip documents are also available 24/7 at www.gradweek.com under “Resources”.
If you misplace your e-ticket/itinerary provided in your Departure Packet, no worries! You have access to view or reprint it 24/7 through your online traveler account at www.gradweek.com under “Trips” > “Trip Itinerary”.
No. Early/online or kiosk check-in and seat selection are not available for GradWeek flights. Since flights are booked as a group, confirmation numbers and seat assignments are not required nor available. Here’s what to know: At the airport, you must check-in at your assigned airline ticket counter (not a kiosk) to obtain your boarding pass. Seat assignments are provided at check-in. If you would like to sit with a friend, we recommend checking in together and making this request with the airline agent.
No, checked luggage is not included in the trip price. You will need to pay for any checked bags directly at the airport. Once you receive your GradWeek flight itinerary/e-ticket, visit your airline’s website to confirm luggage fees. Be aware of TSA regulations regarding carry-ons, such as restrictions on liquids and medications. We suggest placing a photocopy of your ID and your phone number inside your checked luggage (keep your original ID on your person). Toiletries should also be packed in your carry-on for easy access.
Important: Checked baggage fees are paid directly at the ticket counter when you arrive at the airport. If offered, we do not recommend checking your carry-on at the gate. Baggage fees can only be paid by a physical debit card/credit card or prepaid credit card. Cash or mobile pay apps, such as Apple Pay or Google Pay, are not typically accepted at the ticket counter.
We will send you your flight itinerary/e-ticket by mail, OR you can print it through your online account at www.gradweek.com. You will not receive a physical flight/bus ticket by mail. Group travel differs from individual travel in many ways.
Travelers should bring a printed copy with them for check-in on the day of departure. For flight travel, you will present the printed e-ticket/itinerary to the airline ticket agent to receive your boarding pass(es).
Important Reminder: Online, mobile, or kiosk check-in is not available for group travel.
Once you arrive at the airport, head to your airline’s ticket counter to check in for your flight. Present your printed e-ticket/itinerary to the ticket agent to receive your boarding pass and check any luggage you’re not carrying on.
Important: Online, mobile, or kiosk check-in is not available for group travel. Travel Tip: Take a photo of your boarding pass as soon as you receive it, in case you misplace it during your trip. Next, proceed to the TSA security checkpoint. Be sure to have your valid government-issued photo ID and physical boarding pass easily accessible. After clearing security, locate your assigned gate before stopping at any shops or restrooms along the way.
