No, GradWeek trips are not chaperoned or school-sponsored, associated, or affiliated with the school in any way. However, a team of adult GradWeek destination staff members and an on-site manager are present at the same hotel as the students and are available to travelers 24/7 for support while at the destination. While our staff are not chaperones and do not do bed checks or impose curfews, they are there to assist travelers at the destination and are present at all GradWeek sponsored events and activities. We understand that a fully independent/unchaperoned trip may not be the best fit for everyone, and we would not encourage those to attend. However, if this trip setup doesn’t feel right for your family, we recommend that a parent attend the trip as well, so they can be there the whole travel process for their student if needed. The GradWeek on-site staff help to ensure the program is running smoothly, which includes: coordinating transfers for all the arrivals and departures, Welcome Orientation, going over rules, providing a Destination Guide with an area map, and, most importantly, will assist with any emergencies or roommate/hotel situations that may occur while at the destination. If a traveler needs assistance while at the destination, they can reach out to on-site staff 24/7.
Absolutely. GradWeek has local Event Coordinators who are happy to conduct an informative parent information meeting for the group. We appreciate that you may have questions and concerns, and we want to provide you with all the necessary information regarding our trips. To schedule a group or parent meeting, contact the on-campus organizer and have them set up the meeting with their local Event Coordinators. Adults/parents interested in being a part of a GradWeek trip informational meeting, please click here: Parent Travel Request
Co-ed roommate arrangements are highly discouraged and generally not allowed. Exceptions may be made only under special circumstances. If a co-ed room is requested, GradWeek will notify parents/guardians by emailed invoice regarding their traveler’s room assignment. Parents/Guardians will have 72 business hours to respond if they do not approve of their traveler’s roommate choice. Parental Consent for Travelers: Parental consent is required for all travelers, no matter their age, even if they are 18 at the time of rooming or travel.
If one parent does not approve of the assigned roommate(s). In that case, the co-ed traveler(s) will be removed from the room, and the traveler and their original roommates will be held responsible for any additional hotel occupancy fees caused by the change. Next Step for a Removed Traveler: The removed traveler is responsible for informing GradWeek of other rooms within their group that have space and are willing to accept them. If they do not provide the new roommate(s)’ approval in writing, GradWeek will randomly assign them to a single-occupancy room, which will incur additional hotel fees.
Departure dates are finalized after the final payment date (this takes place the year of travel, typically mid-March to early April) and once the final size of your group has been determined. Travelers and parents will be notified of their confirmed travel dates approximately 30 days before departure.
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 that 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 that 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. This option is available for a limited time only.
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 “About Us” > “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.
Signing up early secures your spot on the trip, which is important because space is limited and fills up quickly. It also gives you priority for hotel options, the lowest available prices, and more time to make manageable monthly payments. Plus, there are often exclusive perks only offered for early sign-ups. The sooner you register, the more time you have to pay, making it easier to handle the final balance.
If you register late in the year before travel for a GradWeek trip, you might be placed on a Waitlist. This happens when airline (or bus) or hotel spaces are full. A non-refundable, non-transferable deposit is required to join the Waitlist when registering. However, if you register one month before the Final Payment Date, you’ll need to pay in full plus a late fee. Please note that monthly payments are required to remain on the Waitlist if you registered during the deposit period. This ensures your spot on the Waitlist as we work to secure additional trip space. The Waitlist availability can change quickly—from overnight to up to 3 weeks. It’s your choice whether to stay on the Waitlist or cancel for a refund, but we encourage you to stay on as long as possible. If a spot does not open up, we will refund all payments made toward adding to the Waitlist. GradWeek will notify you by email (or text) if a spot or alternate options become available, or if we must remove you from the Waitlist due to limited availability. Be sure to provide a valid email address and phone number you check often, so you don’t miss any important updates. If we’re able to move you from the Waitlist to Active trip status, GradWeek will send you an “Active on the Trip” confirmation invoice notice. Please note that insurance coverage may not apply to travelers who register within three weeks of their travel date.
At ISTours/GradWeek, we do not offer rock-bottom pricing. We do our best to keep our prices low while at the same time providing our travelers with a high-quality travel experience. Our on-site destination staff is second to none, and we partner with high-quality name-brand hotels, airlines, and motorcoach tour providers. Travel with ISTours and you’re traveling with the best. Based on our over 40 years of 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 the package cost and travel details in writing, and we’ll do our best to meet or beat our competitor’s price.
To register for a GradWeek trip, please visit our homepage at www.gradweek.com, then click “BOOK NOW” at the top of the screen.
Once you have registered for a GradWeek trip, you will have an online traveler account that you can access 24/7. To log into your online account, go to www.gradweek.com and click ‘MY ACCOUNT’ at the top right of your screen. You must enter your Traveler ID# and Last Name (as shown on your GradWeek invoice), then click the Login button below. You will then be prompted to create and confirm a password (first-time use only) for your account. With your online traveler account, you will be able to make your required monthly payments, print digital invoices, and view other essential information about your trip 24/7.
The airlines and bus companies require us to submit names in a certain format (name example: Robert Smith Jones Jr, will read as: ROBERT SMITHJONESJR; this applies to either multiple first, middle, or last names). Meaning, multiple First, Middle, or Last Names will be pushed together as one word (no spaces, hyphens, etc.), per the airlines’ and bus companies’ name requirements.
Important Note – The name listed on your traveler account/invoices must be the same name listed (excluding any spaces, hyphens, accents, etc.) on your VALID Government-issued Photo ID (either REAL ID Driver’s License or State REAL ID or Passport Booklet). Please contact our office via email info@istours.com or by phone, Monday – Friday 8:30 am – 5:00 pm at (800) 448-4444 for further questions.
YES. As per our Terms and Conditions, monthly payments are mandatory to keep your account in ACTIVE status, avoid late fees, lock in trip price at time of registering, and help pay your trip balance down by the Final Payment Deadline. Failure to do so may result in your account changing into an unconfirmed Pending status (you risk missing the trip). If you fall into Pending status, GradWeek is no longer holding a spot for you on the trip, and you will incur late fees and/or any price increases that may have accrued since the time of registering.
Yes, payment plans are available depending on how early you register. Once you have registered for a GradWeek trip, you will have an online traveler account that you can access 24/7. With your online traveler account, you can make your required $50 minimum monthly payments (under “Payments” on the menu bar) to keep your traveler account “Active”, hold your spot on the trip, lock in your registration price, and help avoid going into an unconfirmed pending status and incurring late fees. *Auto-Billing: Upon registering, you are automatically enrolled in auto-billing unless you selected to opt-out during trip registration. To check if you are enrolled in auto-billing, log into your online GradWeek account or refer to the auto-billing section of your most recent monthly invoice statement.
Your account balance MUST be paid in full by February 22nd, regardless of how late you register! There are absolutely NO extensions or exceptions to this deadline! DO NOT postmark your payment. Postmarked payments are considered late! If you do not have a zero balance on your account by the end of the business day on February 22nd, our system will automatically cancel you from the trip, and cancellation penalties will apply.
If your payment arrives late and you choose to reinstate your cancelled account, you will incur a $40 Late Fee, be subject to any additional price increases from the date of registration, and will be placed on the Waitlist until Air Seat or Bus, and/or Hotel Rooming availability can be determined. While on the Waitlist, trip placement is NOT guaranteed (you risk missing the trip), and it can take up to 3 weeks to determine availability, even if the trip balance is paid in full, not limited to rooming fees, etc. If trip space is not available for Flight (or Bus), and/or Hotel, you can request to cancel from the Waitlist and receive a refund of all payments made towards the Waitlist.
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.
Travel dates are based on your school’s (registered group) graduation date, and you should expect to depart anywhere from 1 to 14 days after your group’s confirmed graduation date. Assignments of your group’s exact flights or bus and travel dates are decided once GradWeek knows the exact number of students who have confirmed/paid in full after the final payment deadline (2/22). You will find TENTATIVE trip dates on your invoices starting late in the year before travel. We use known scheduled airlines and motorcoach for our trips, and our priority is to keep your entire group together on the same flight (cannot be guaranteed). Beginning in late April/early May (year of travel), you can log into your online account at www.gradweek.com to check and view your flight itinerary with flight times and confirmed dates under Trips/Itinerary.
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 lieu 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.
Yes! The name in your online account is used to book your airline or bus ticket, and it must exactly match your valid government-issued photo ID (passport booklet – if traveling internationally, or REAL ID – if traveling domestically). Important Reminders: Double-check your name against your government-issued ID for accuracy when registering. Names will exclude any spaces or special characters in accordance with airline/bus name format requirements. No corrections can be made within 5 business days of departure. If you miss the deadline, you’ll need to request a correction at the airport during check-in—additional fees may apply.
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. 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 ‘About Us’ > ‘Resources’.
Yes, you can add your TSA or Global 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 Number can be easily added upon arrival at the airport when you go to check in on your day of departure. 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. Please note: Once you have your boarding pass from the airport agent, you can enter your flight ticket number into your airline mileage rewards app.
Each traveler is responsible for choosing their own roommates. This applies to all participants, students, and adult/parent travelers. We recommend that travelers start talking with their friends/fellow travelers about being roommates when registering, before the Final Payment Deadline, and once rooming begins, reconfirming that everyone is still on the trip and planning to room together. After Final Payment, it’s the traveler’s responsibility to contact their Group Organizer (and/or Event Coordinator if Organizer is unknown) for details on when and how their group’s rooming will be handled (i.e., collecting everyone’s roommate request by either group chat, email, text, or other methods). GradWeek does not find, assign roommates, or fill incomplete rooms, regardless of group size.
Roommates must be the same gender, school, in either Active or Waitlist status, and at the same hotel as the other requested roommates in the room. Please note: that if you select a roommate who is on the Waitlist, you will be responsible for any additional occupancy fees until they are cleared for travel. Even if the trip has been paid for and finalized, roommate arrangements remain the responsibility of the traveler and all roommates in the room. Finalized group rooming assignments are due from the group Organizer by late March. If not submitted by this date, GradWeek’s automated system will assign group roommates at random (i.e., roommate roulette). GradWeek is not responsible for any rooming-related issues or fees that result from missed deadlines or submitted roommate choices. Be aware, paying an additional hotel occupancy fee for not having a full room does not guarantee you will have your own bed, unless you pay for a single-occupancy room.
It is the responsibility of each traveler to find their own roommates/friends for the trip. GradWeek is not responsible for filling rooms or finding roommates for the trip. Travelers are responsible for their actions on the entire tour, beginning and ending with air flights or motorcoach. GRADWEEK STAFF ARE NOT CHAPERONES. They do not perform headcounts or bed checks. It is the traveler’s decision and choice to participate or not to participate in the trip and activities; they are not mandatory; they are voluntary. It’s the traveler’s or parent’s decision to participate in these trips and is not actionable against GradWeek or IST. Further, travelers are responsible for the consequences of their participation. Travelers and their parents should be aware of the risks and possible dangers inherent when traveling and during various water/resort activities in which you may, at your discretion, voluntarily participate in. Traveler’s participation in such activities is entirely voluntary, and if they choose to participate in such activities, they do so at their own risk. Inappropriate and/or illegal behavior can result in eviction from the hotel and/or the program without refund for the unused portion of the trip and can be cause for travelers to be sent home at their own expense.
We recommend that travelers start talking with their friends/fellow travelers about being Roommates before the Final Payment Deadline and again once rooming begins, reconfirming that everyone is still on the trip and planning to room together. Roommates must be the same gender, school, in either Active or Waitlist status, and at the same hotel as the other requested roommates in the room.
Please note: that if you select a roommate who is on the Waitlist, you will be responsible for any additional occupancy fees until they are cleared for travel. It is the responsibility of each traveler to contact their group’s student Organizer (and/or Event Coordinator, if the Organizer is unknown) for information about how their trip rooming will be handled (i.e.- collecting everyone’s roommate information by either text message, email, group chat, or other methods), so travelers can select their friends/roommates for the trip. Please review your most recent Invoice Statement to see your trip/hotel’s additional occupancy fees.
For large groups, GradWeek’s Air Department may need to assign travelers to separate flights on the same travel dates. Flight assignments are based on the order of registration (first-come, first-served). While we cannot guarantee that you will be placed on the same flight as your friend(s) or potential roommate(s), registering early—and at the same time as your friend(s)—increases the likelihood of traveling together. Once your group’s flights are assigned (typically mid-March to early-April of the travel year), GradWeek cannot move travelers to a different flight solely by request.
For minors traveling with only one parent/guardian or alone, a notarized letter of consent from their parent/guardian who is not traveling with the minor is recommended, because it may be requested by immigration upon arrival. The letter should indicate that the person (a friend or another traveler who is 18 or older) traveling with the minor is authorized to travel outside the country with them, as well as permitted to seek medical attention for them, if necessary. Please note: that there is no template for this letter provided; however, we encourage you to reach out to immigration for further details. Documents can be notarized at any of the following: FedEx, UPS Store, or a bank.
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 includes 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 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 ‘About Us’ > ‘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 problem! The paper bag tag included in your Departure Packet is not required for travel, but helpful to have. If you misplace it, airline bag tags will be available at most airline check-in counters at the airport. You are also welcome to bring your own or purchase a custom bag tag online to use before your trip for extra convenience.
If you realize you’ve lost your government-issued photo ID, immediately notify the GradWeek office of your situation and follow the appropriate steps below:
For Domestic Travelers:
For International Travelers:
CAN WE PRE-CHECK IN FOR OUR FLIGHT OR CHOOSE OUR SEATS IN ADVANCE?
No. Early/online 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 to obtain your boarding pass. Seat assignments are provided at airport check-in. If you would like to sit with a friend, we recommend checking in together and making this request with the airline agent.
IS CHECKED LUGGAGE INCLUDED IN THE TRIP PRICE?
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). Helpful Tip: Toiletries should also be packed in your carry-on for easy access during travel. 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. Mobile pay apps, such as Apple Pay or Google Pay, are not typically accepted at the ticket counter.
SHOULD I BE AWARE OF ANY ADDITIONAL COSTS OR FEES?
Yes. Any applicable departure taxes and fees are outlined in your pricing sheet. Trip packages are based on specific room occupancy requirements. If your room falls below the required occupancy (for example, due to a roommate cancellation), additional hotel fees will apply. In such cases, it’s your responsibility to either find a replacement roommate or cover the cost difference. Travelers and their roommates are also responsible for any hotel damage or cleaning fees. Additional out-of-pocket expenses may include luggage fees, transportation (getting around while at the destination), the optional Action Pac, meals (if not registered under an all-inclusive package), souvenirs, shopping, and other personal purchases.
HOW MUCH EXTRA SPENDING MONEY SHOULD I BRING?
The amount of money you bring is up to you, but $300 to $600 is recommended for baggage fees, local transportation, the optional Action Pac, meals (if you’re not registered under an all-inclusive package), souvenirs, shopping, personal items, and unexpected expenses, such as costs from travel delays or changes. We recommend bringing a physical debit card and a small amount of cash for your trip. Regardless of where you’re traveling, it’s a good idea to notify your bank or credit card provider in advance to put a travel advisory on your cards to avoid complications. If you are traveling internationally, most banks charge a foreign transaction fee and a currency conversion fee, so be sure to check with your bank or credit card provider before you travel.
ARE MEALS INCLUDED IN THE PACKAGE?
If you registered under an all-inclusive hotel package, all your meals and drinks on the property are included at no extra cost. You’ll see “all-inclusive” listed in your account if it applies to your booking. If you are not registered for an all-inclusive hotel/package, meals and drinks are not included.
WHAT IS GRADWEEK’S ALCOHOL CONSUMPTION POLICY?
GradWeek does not provide, promote, or condone the use or abuse of alcohol in any of its programs. Destination restaurants, bars, and nightclubs may require identification and proof of age to consume alcohol. The legal drinking age in Hawaii and Florida is 21 years old. The legal drinking age in the Republic of Mexico, Puerto Rico, and the Bahamas is 18 years old. GradWeek is aware that many events and activities in international destinations have alcohol and non-alcoholic beverages available. Each participant chooses whether to consume alcohol or not. All local and federal laws are strictly enforced at each destination, and travelers will be held responsible if caught violating those laws at any destination.
WHAT SHOULD I PACK FOR MY TRIP?
To help you decide what essentials to pack, check your destination’s weather forecast online in advance. Pack for tropical weather and don’t forget that swimsuit! It is recommended to pack toiletries in your carry-on for easy access and for that needed refresher. We also recommend wearing comfortable clothing on the day of travel.
WHAT IF I DON’T HAVE ENOUGH ROOMMATES TO FILL MY ROOM?
Choosing your roommates is the responsibility of all travelers (students or parents). GradWeek highly recommends that travelers start coordinating with their fellow classmates/friends to finalize roommate arrangements before registering and again before the Final Payment Deadline. The base price for most of our student trip packages is based on a 4-person per room occupancy (or a 3-person per room occupancy if you are traveling to Mexico). If you do not meet this requirement, then additional hotel occupancy fees will apply. These fees will appear on your invoice/statements starting late summer in the year before travel.
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 ARE GRADWEEK STAFF RESPONSIBLE FOR?
GradWeek Staff are on-site to ensure your student’s trip runs smoothly from start to finish. Their responsibilities include coordinating airport transfers for arrivals and departures, conducting the Welcome Orientation, and providing travelers with a Destination Guide and area map. They are available 24/7 to assist with questions, issues, emergencies, and any roommate or hotel concerns that may arise during the trip. GradWeek staff will meet the group at their destination airport (typically near baggage claim), escort them to their hotel, and lead a comprehensive Welcome Orientation. During this orientation, students will receive important information about their destination, trip rules and regulations, emergency contact numbers, the event schedule, and more.
While GradWeek staff are not chaperones or intermediaries between students and parents/guardians, they are present and accessible around the clock to support students from arrival until departure. Rest assured, if your student needs assistance while at the destination, they simply need to reach out to our on-site team. Please note: GradWeek Staff are not medical professionals and cannot make any judgment calls or provide medical care or administer medications, including injections—this decision is solely up to the individual student and their parent/guardian. Travelers must manage and self-administer their own medications. They also cannot determine whether general medical attention is needed. In case of a serious or life-threatening emergency, staff will immediately call local emergency services.
IS THE CORPORATE OFFICE OPEN 24/7 DURING TRAVEL?
No, the IST Corporate Office is not open 24/7 during travel. However, the Customer Relations Team is available to help answer general questions during business hours—Monday through Friday—via email at info@istours.com or at (800) 448-4444. GradWeek also monitors all groups as they travel to and from their destination. Once travelers arrive, they will be provided with a 24-hour GradWeek Staff contact number they can call or text for assistance at any time while on-site. While GradWeek’s adult staff are not chaperones and do not serve as a point of contact between parents and travelers, they are available on-site around the clock from the moment travelers arrive until they depart.
WHAT SHOULD I EXPECT ON THE DAY OF DEPARTURE?
You are responsible for getting yourself to the departure airport. Arrive at least 2 hours before your flight for domestic travel, and 3 hours before for international flights. Be sure to check your flight itinerary and visit your airport’s website ahead of time for directions, terminal details, and baggage allowances. At the airport, present your printed itinerary at the airline’s ticket counter to receive your boarding pass and check any luggage. If you have a connecting flight, your checked bags will automatically transfer—there’s no need to retrieve them until your final destination. Once you arrive, head to baggage claim to collect your luggage, then look for GradWeek staff wearing branded shirts and ID badges. They’ll be there to guide you to your transfer bus. Do not talk with local vendors offering rides or services, as they are not affiliated with your GradWeek trip.
HOW DO I USE MY ITINERARY TO GET MY BOARDING PASS(ES)?
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 or kiosk check-in for flight is not available for group travel tickets.
DOES GRADWEEK STAFF TRAVEL WITH THE GROUP?
No, GradWeek staff will not be present at your departure airport, any connecting airports, or onboard your flights. Travelers are fully responsible for arranging their own transportation to their departure airport, arriving on time, navigating the terminals, connecting flights, delays, cancellations, managing gate changes, and boarding their flights on time. We strongly encourage parents/guardians to review airport procedures and terminal maps with their student beforehand to help ensure they are prepared and confident in navigating the travel process independently. GradWeek Staff will meet group flight travelers at the destination airport, typically near the luggage carousel, and will accompany them on the transfers to the hotel.
I HAVE ARRIVED AT THE AIRPORT; WHAT ARE MY NEXT STEPS?
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 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 first, before stopping at any shops or restrooms along the way.
WHAT IF MY FLIGHT IS DELAYED?
Do not be alarmed, it is not uncommon for flights to encounter delays. For anything more than a 2-hour delay, we recommend seeking assistance from the airline/airport gate agent immediately! Regardless of age, travelers should be prepared to navigate travel disruptions independently (advocate for themselves). Once your flight is within 24-hours of departure, the airport takes complete control of your ticket/flight, and the airport staff has full authority over the flight reservation. This means that the airport staff are responsible for assisting your group with any flight updates and rebooking (if necessary). In addition, airline staff are the best resource for assisting travelers with next steps and alternate flight options, as airlines communicate updates directly to travelers/passengers first. Therefore, we strongly recommend that parents stay in direct contact with their students to stay informed. This also allows our office phone lines to be clear so we can continue to work behind the scenes with the Air Department, Hotel Department, and outside vendors. GradWeek will send updates by text or email if there are major flight changes or extra instructions to share.
I MISSED MY FLIGHT, AND I AM AT THE AIRPORT; WHAT SHOULD I DO?
Travelers will be responsible for all additional airline fees charged for rebooking their flight(s). Travelers are also responsible for arranging their new hotel/airport transfer, meaning they will need to obtain their own transportation from the destination airport to their hotel (unless otherwise advised). Important: Once your flight(s) have been rebooked, email your new flight itinerary to GradWeek at info@istours.com, letting us know that you missed your flight and you’ve been rebooked, so we can update our on-site staff.
WHAT HAPPENS IF MY FLIGHT IS CANCELLED OR HAS AN EXTENDED DELAY DURING TRAVEL?
As with all travel, unfortunate flight delays or cancellations can happen from time to time. And while delays and cancellations are disappointing and frustrating, it is helpful to know what to expect and how they are managed, especially with group travel. While GradWeek is the issuing ticket agent for the flight, once your group/flight is within 24-hours of departure, any changes or delays are fully managed by the airline agents at the airport. The airline’s airport team has complete control over any updates and will handle your flight changes if there is a delay or cancellation.
Unfortunately, GradWeek isn’t able to influence these decisions or demand specific actions from the airline, so it is ultimately up to the airline to manage changes. In the event of a delay or cancellation while at the airport, you must communicate directly with the airline’s airport agents to obtain and understand your flight options. The airline’s airport staff are experienced in handling these situations (as they deal with them daily) and can provide the best information to travelers on the next steps and alternate flights. Since you, as the traveler, will be receiving updates DIRECTLY from the airline’s airport agents, we highly recommend parents/guardians keep in constant contact with their students, so they receive the latest flight information. GradWeek will also get real-time updates on flight changes and will share any important information with travelers through text or email if additional information and/or instructions are needed.
I ARRIVED AT MY DESTINATION AIRPORT AND THE AIRLINE CANNOT LOCATE MY LUGGAGE – WHAT DO I DO?
It’s never fun to arrive at your destination and find that your luggage is missing or damaged. If this happens—whether at the start or end of your trip—you must remain at the airport to file a claim with the airline’s airport staff before leaving. If you need to file a luggage claim upon arrival, please inform a GradWeek Staff member (or a friend) while at the airport, especially if there’s a risk of missing the group transfer to the hotel.
Travelers are responsible for completing and submitting their own paperwork to request luggage rerouting or compensation directly with the airline they traveled on. Be sure to provide your personal contact information (phone number and email) so that the airline can keep you updated on your claim status. Additionally, keep all paperwork and receipts, as you may also need them to file a claim with the travel insurance provider (CISI).
HOW CAN PARENTS/GUARDIANS AND STUDENTS STAY IN TOUCH DURING THE TRIP?
Most U.S. mobile carriers offer coverage in the U.S. and Mexico, but it’s important to confirm with your provider before travel. For destinations like the Bahamas and Puerto Rico, you may need to add an international plan. Hotel phone numbers will be included in the Departure Packet. To reach a student at the hotel, be sure to have the full names of their roommates, which can be found on the GradWeek itinerary or online account. Please note that GradWeek’s main office cannot contact hotels or travelers on your behalf, though our Customer Relations team is available Monday through Friday during business hours for general questions. Upon arrival, students are encouraged to call or message home to confirm their safe arrival. To avoid high phone bills, keep calls brief and consider using Wi-Fi-based messaging or calling apps. When not using mobile service abroad, turn on airplane mode to prevent excessive data charges.
WHAT IS THE DAY-TO-DAY EVENT SCHEDULE?
GradWeek travelers enjoy plenty of free time, with optional add-on activities available through the Action Pac. This typically includes access to top clubs and attractions at discounted rates. Action Pacs can be purchased using only cash (USD) on-site at the destination. Each year’s events vary by location and popularity. Full details will be included in your mailed Departure Packet (this will be mailed approximately 2-3 weeks before departure). Once on-site, travelers should check the GradWeek reader board in the hotel lobby or ask a GradWeek Staff member for daily updates.
WHAT IS THE HOTEL CHECK-IN PROCESS?
When travelers arrive at their hotel, GradWeek Staff will guide travelers to a designated area for the mandatory Welcome Orientation, where they will review the trip’s scheduled events and/or activities along with important guidelines about the hotel, area, etc., to help ensure a fun and safe experience. After orientation, GradWeek Staff will help handle the room check-in process, so there is no need to visit the hotel front desk.
Please note: On the day of departure, GradWeek Staff will also be there to assist travelers with the hotel check-out process and group transfer back to the airport.
CAN I PURCHASE ANY ACTIVITIES?
Yes. GradWeek offers an “Action Pac” for activities at a discounted rate that are not included in your trip price/package. You can purchase the Action Pac for an additional cost, which is unique to each destination. It is not available for pre-purchase; it is only available for purchase by cash only on-site at your destination hotel. The Action Pac information/details are not released until 2-3 weeks before your trip date and will be included in your mailed departure packet. You may view a SAMPLE of our previous year’s Action Pac and pricing at our website www.gradweek.com under ‘About Us’ > ‘Resources’. Other activities you may be interested in are also available to purchase through your Hotel’s Tour Desk.
HOW CAN TRAVELERS REACH GRADWEEK STAFF AT THE DESTINATION?
When travelers arrive at their destination or hotel, they’ll attend a Welcome Orientation led by a GradWeek staff member. During this orientation, staff will check them in, go over scheduled events and activities, and explain basic guidelines to help ensure a fun and safe trip. GradWeek staff will also provide a temporary 24-hour contact number that travelers can call or text for help any time they need it while on-site. While GradWeek’s adult staff are not chaperones and are not there to communicate directly with parents on behalf of the travelers (a go-between), they are available around the clock from the moment travelers arrive until they depart. Rest assured, our staff will make every effort to assist your adult with anything they need during their trip—students just need to reach out to on-site staff for support.
IS THERE AN ON-SITE PHONE NUMBER PARENTS/GUARDIANS CAN CALL DURING TRAVEL?
No, there is no direct on-site GradWeek phone number for parents/guardians to reach their student during the trip. However, upon arrival at their destination, travelers are provided a temporary 24-hour contact number that travelers can call or text for help at any time while on-site. While GradWeek’s adult staff are not chaperones and do not serve as intermediaries between parents and travelers, they are available around the clock from the time they arrive until they depart. Our on-site staff is committed to supporting travelers throughout their trip— if they need assistance, they can simply need to reach out to the on-site team.
We strongly recommend that parents and students stay in direct contact with one another during the trip. Upon arrival, students are encouraged to call or message home to confirm they have arrived safely. To avoid high phone bills, we suggest keeping calls brief and using Wi-Fi-based messaging or calling apps (such as WhatsApp) whenever possible. For those traveling internationally, without an international mobile plan, be sure to keep your phone in airplane mode to avoid unexpected data charges.
If you need to reach a student at their hotel, be sure to have the full names of their roommates handy (which can be found on the GradWeek itinerary or in the traveler’s online account), since hotels will only list one name on the room.
Please note: GradWeek’s corporate office is unable to directly contact hotels or students on your behalf. However, our Customer Relations team is available Monday through Friday during business hours to help answer questions and provide assistance.
HOW DO I REACH MY TRAVELER ON-SITE IF THERE IS AN EMERGENCY?
In an emergency, the best approach is to contact your traveler directly. You may also try contacting their roommates directly or the hotel. If you reach out to the hotel, make sure you have the full names of all the travelers in the room, which can be found on the GradWeek Itinerary or in the traveler’s online account.
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 immediately call the designated emergency number 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 issues. Travel protection insurance is included in your trip package and may help cover certain medical expenses—please note that restrictions apply.
WHAT CAN I DO IF MY ROOMMATE LETS SOMEONE STAY IN OUR ROOM WHO ISN’T OFFICIALLY ASSIGNED?
Immediately, report the situation to on-site GradWeek Staff or the hotel. Any traveler—whether registered with GradWeek or not—who attempts to stay in a room without being listed on that room’s hotel roster is considered a ‘stowaway.’ The on-site team will immediately remove any ‘stowaway’ found or reported, and they will be asked to leave the hotel room. Crucial Reminder: If issues are not reported to on-site staff, then nothing can be done to assist them. Staff are there to help!
CAN GRADWEEK INTERVENE ON MY BEHALF IF THE HOTEL IS CHARGING ME FOR HOTEL ROOM DAMAGE?
No, because charges are determined and applied by the hotel based on their policies and assessment, we’re not able to intervene or overturn their decision. GradWeek Staff advise travelers during orientation to take the hotel room damage warnings very seriously for just this reason. If the hotel reports any room or property damage from your room, ALL travelers in the room will be held responsible for paying for those damages, regardless of which traveler in the room was at fault. Smoke or Vape (of any type) causes expensive damage to room furniture, drapes, and wallpaper. Modern hotel rooms are often equipped with advanced smoke detectors that can provide detailed data, including location, time of detection, and even the type of substance detected. Please note that cleaning the room of smoke or vape will also result in an additional fee.
