GradWeek Frequently Asked Questions

GradWeek is a nationally recognized tour operator and travel company. Since 1976, we have specialized in student graduation trips to tropical destinations such as Hawaii, Florida, the Bahamas, Puerto Rico, and Mexico. We are proud to say that we have traveled over 500,000 young adults on what they often refer to as the trip they will remember forever! Over the many years in the travel industry, we have taken pride in providing a quality experience for our travelers. At Gradweek, we use brand-name hotels and commercial airline partners, provide full Itineraries, and offer outstanding customer service. When you travel with GradWeek, you’ll know you’re getting the best value in the market.

No, GradWeek trips are not chaperoned, school-sponsored, associated with, 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, assisting with any emergencies or roommate/hotel situations that may occur. 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 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

No. Seniors and their siblings, parents, or friends are invited to participate in our trips. We offer adult/parent packages at luxury hotel accommodations (separate from the students), and package pricing is based on double occupancy per room. However, in order to room with the student/traveler, they must register under the same group/hotel package as the student/traveler. Keep in mind that they would need to know other travelers with whom they could room with (GradWeek will not find roommates for them) and that trip dates are based on each school’s graduation date. Those who want to travel together should register at the same time. Those who register at a later date than their student/traveler are more likely to end up on separate flights and/or a Waitlist. If you are interested in a parent trip, please get in touch with your group’s Event Coordinator. If you do not know your group’s Event Coordinator, please contact our office via email info@istours.com or by phone, Monday – Friday 8:30 am – 5:00 pm at (800) 448-4444, and our team will be happy to connect you to them.

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 even one parent does not approve of the assigned roommate(s), then that traveler will be removed from the room, and all travelers involved (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 deadline. Trip Dates cannot be finalized until GradWeek determines the final size of your group (this takes place the year of travel, typically mid-March to early April). 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: 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.

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: 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 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 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: 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, but at the same time want to provide 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.

1. 1. Choose the blue GradWeek button (for destinations: Hawaii, Puerto Rico, Bahamas, Mexico, Panama City Beach).
   2. Enter your zip code, school name, and estimated graduation date.
   3. Review the trip’s Terms and Conditions for the year attending, then check the box to agree, then click “Continue.”
   4. On the next page, select your school/group’s trip, click “Continue,” and follow the prompts to complete your traveler’s (the person physically traveling) registration online form and make the required deposit payment.

Registration Help!

The airlines and bus companies require us to submit names in a certain format (name example: Robert Brian Smith Jones II, will read as: ROBERT BRIAN SMITHJONESII; this applies to multiple first, middle, or last names). Meaning, multiple First, Middle, or Last Names will be pushed together as one word (no spaces, hyphens, accent, 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, etc.) on your VALID Government-issued Photo ID (either State REAL ID or REAL ID Driver’s License, 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 auto-billing enrollment status, 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 22^nd, regardless of how late you register! There are absolutely NO extensions or exceptions to this deadline! DO NOT postdate your payment. Postdated payments are considered late! If you do not have a zero balance on your account by the end of the business day on February 22^nd. In that case, 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. In that case, 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.

GradWeek trips take place/depart anywhere from 1 to 14 days after a school’s (registered group) confirmed graduation date, unless the graduation date is before the last week of May in which case the date of departure may be later. You will find your TENTATIVE trip dates on your invoices starting late summer, the year before travel. Assignments of your group’s exact travel dates are decided once GradWeek knows the exact number of students that have confirmed/paid in full after the final payment deadline (2/22).

1. 1. • 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 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 “About Us” > “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.

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 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: 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 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’s campus 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 cause for eviction from the hotel and/or the program without refund for the unused portion of the trip, and can be cause for travelers being 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. Each traveler must submit their roommate request to their group’s campus Organizer (and/or Event Coordinator, if the Organizer is unknown) once rooming begins and before the rooming deadline (late March). *Additional rooming details will be provided following the Final Payment Deadline.

Reminder: 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: 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. Please review your most recent Invoice Statement to see your trip/hotel’s additional hotel occupancy fees.

No, 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. The base price for most of our student hotel/trip packages is based on quad occupancy (4 people per room, 2 travelers per bed) — or triple occupancy (3 people per room, 2 travelers sharing one bed) for Mexico trips — unless noted otherwise. Parent hotel/trip package pricing is based on double occupancy (2 travelers sharing a room, 2 sharing one bed) unless noted otherwise. To find your hotel’s additional occupancy fees, please open and view your most recent invoice/statement. Please note: Hotels prioritize assigning rooms with two beds when there are four travelers sharing a room (quad occupancy).

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: 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 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 “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 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:

• • • • Under 18—for the entire trip: You may bring a copy of your birth certificate and a photo ID (e.g., a school ID) to check in at the airport.
      • 18 or older: Your only option is to try to obtain an emergency-issued government passport, as the DMV does not issue emergency IDs.

For International Travelers:

• • • • Regardless of age, you must attempt to obtain an emergency-issued government passport booklet to travel internationally.
      • For more information and passport office locations, please visit: www.travel.state.gov

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.

Yes. Any applicable departure taxes and fees are outlined in your emailed invoices. 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.

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.

If you selected 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.

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.

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.

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-people per room occupancy (or a 3-people per room occupancy if you are traveling to Mexico). If you do not meet the hotel/package occupancy requirement, then additional hotel occupancy fees will apply. These fees will appear on your invoice/statements starting late summer, the year before travel.

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.

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.

GradWeek Staff are on-site to ensure the 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.

Our goal is to provide a fun and memorable experience—while ensuring all travelers understand and respect the boundaries and responsibilities that come with travel. If a traveler becomes involved with local authorities or engages in inappropriate behavior, the authorities will often notify GradWeek’s 24-hour on-site staff. Parents will then be contacted so they can coordinate directly with local authorities as needed. Please note: GradWeek staff are not permitted to intervene beyond notifying the appropriate parties. Travelers are fully responsible for their actions, and consequences may include eviction from the hotel, dismissal from the program without a refund, and being sent home at their own expense. At GradWeek, we expect all travelers to conduct themselves as respectful and responsible adults (regardless of age) throughout the entire trip, beginning and ending with their travel. Local laws are strictly enforced at all times—both within the hotel and in the surrounding community. Disorderly conduct, illegal activities (including underage drinking), and property damage will not be tolerated under any circumstances. Each trip begins with a mandatory Welcome Orientation, where travelers receive GradWeek ID wristbands, destination-specific rules, and guidance on local expectations. We stress the importance of respecting the community, other hotel guests, and local laws, which are often similar to those in the U.S. and strictly enforced.

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.

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 GradWeek.

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 is not available for group travel.

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. For those traveling to Panama City Beach, there will be a staff member(s) on the buses for most departure cities.

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 before stopping at any shops or restrooms along the way.

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.

1. 1. • If you have already gone through security (TSA)—Go to your scheduled gate or another gate for your assigned airline and ask them to rebook you (advocate for yourself regardless of age), on the next available flight to your destination.
      • If you haven’t gone through security (TSA)—Go to your airline ticket desk and ask them to rebook you (advocate for yourself regardless of age), on the next available flight to your destination.

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.

As with all travel, unfortunate flight delays or cancellations can happen from time to time. 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. For more detailed flight-related information only, click HERE.

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).

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 mailed 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: GradWeek’s main office cannot contact hotels or travelers on your behalf, although 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.

GradWeek travelers enjoy plenty of free time, with optional add-on activities available through the Action Pac. These typically include 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 an on-site GradWeek Staff member for daily updates.

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 an informed and fun 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.

For transportation during the trip, students/travelers will rely on a mix of local and commercial options. These include ride share services like Uber and Lyft (where available), local taxis, and public buses. In our experience, these methods are both fairly inexpensive and easily accessible for travelers. Please note: Renting of motorized or electric vehicles—including cars, scooters, mopeds, etc.—is strongly discouraged. Due to potential safety risks and liability issues, students/travelers who choose to rent any motorized vehicle are personally responsible for reviewing and adhering to all terms and conditions of their rental agreement. Additionally, the age restrictions for rental car companies typically require drivers to be at least 25 years of age and to possess a major credit card for renting a vehicle.

Yes. GradWeek offers an optional “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, by cash only, on-site at your destination hotel. It is not available for pre-purchase. 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.

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 provide a safe and fun 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.

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 with 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 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.

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.

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.

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 no assistance can be provided to help the situation.

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: cleaning the room of smoke or vape will also result in an additional fee.