GradWeek Frequently Asked Questions

Everything will be communicated via E-mail. Therefore, it is pertinent to have two valid emails on your account (one for the traveler/student and one for the parent/guardian), so that all the information sent out regarding the trip is received by the participant. We highly recommend refraining from using a school email as this may not get checked as often as a personal one—use whatever emails are most frequently checked. Invoice statements are sent out once at the beginning of each month, and the months closer to the trip departure date will hold even more detailed information about what your destination requires, what to expect, your itinerary, etc. We highly recommend that every traveler follows the monthly payment plan and utilizes the auto-billing option to ensure you maintain an Active status/spot on the trip.

When traveling internationally (Mexico or Bahamas), all U.S. citizens are required to have a valid passport booklet (with a minimum of 6 months left before expiration, if traveling to Mexico). International travelers under the age of eighteen (18) at the time of travel will need to check with the airline to see if they require a letter of permission from their parent(s) and/or guardian(s). Non-U.S. citizens should contact their appropriate consulate for specific documentation requirements. If traveling within the United States (Hawaii, Puerto Rico, or Florida), travelers will need to provide a valid government-issued photo (REAL-ID UPDATE: Starting May 7, 2025, every state and territory resident will need to present a REAL ID compliant license/photo ID, boarding commercial aircraft for domestic travel). If you do not have a valid passport booklet or government-issued photo ID, we highly recommend applying now; refunds cannot be given to those who cannot travel due to a lack of proper/required documentation. We strongly recommend visiting www.travel.state.gov for the most current travel documentation requirements. Need more help regarding passports? Please visit – U.S. Department of State — Bureau of Consular Affairs.

Finding friends/travelers to room with for the trip is the responsibility of each traveler. Per our trip documents and Terms & Conditions, GradWeek is NOT responsible for finding roommates or filling rooms or groups with either a small number or an odd number of travelers to room with. We recommend that travelers start talking with their fellow travelers/friends to ensure they have their roommates figured out when registering and again before the Final Payment Deadline date. Shortly after the final payment has occurred, it is the traveler’s responsibility to contact their group’s Campus Organizer for information on WHEN and HOW their group’s rooming will be handled. GradWeek highly recommends that each group’s rooming be collected either in person or virtual (group text, Zoom, group chat, email, etc.).

• Each traveler is responsible for choosing/finding their own roommates for the trip and having the required number of people in their room to avoid the additional hotel occupancy fees.
• GradWeek strongly recommends that students choose their roommates wisely. Roommates must be of the same gender and with travelers who are listed as Active on the trip.
• If their group/organizer fails to submit the finalized GradWeek group rooming form by the late March deadline the group will be randomly roomed automatically by our system. GradWeek will not be responsible for any rooming charges you incur, nor the roommates you end up with. GradWeek is NOT responsible for finding roommates or filling rooms.
• Student package price is based on quad occupancy (4 people per room, 2 per bed) for destinations such as the Bahamas, Hawaii, Puerto Rico, and Panama City Beach. For Cabo San Lucas, it’s based on triple occupancy (3 people per room).
• Parent/Adult hotel package price is based on double occupancy (2 people per room, sharing 1 bed) for all destinations.
• If a traveler’s room does not meet the required number of travelers for their hotel/trip, the travelers in that room will all incur the additional hotel occupancy fee that must be paid in full no later than the end of April.
  • *Please note, that paying a hotel occupancy fee (for being in an under-occupancy room), does not mean or guarantee that the traveler(s) will have their own bed.
• Traveler accounts are not considered “Paid in Full” until all rooming is complete.

Co-Ed roommates are generally not allowed, but in special circumstances only—like when there aren’t enough rooms or roommates—parents can request a Co-Ed room for their student. For this to happen, all the parents of the students in that room must agree in writing. GradWeek will notify the parents by email and parents will have limited time to respond with their decision. If even one parent disagrees, their student will be moved out, and they, along with their previous roommates, will be responsible for any extra hotel costs caused by the change. The student who is removed will need to tell GradWeek which other room in their group has space and is willing to take them. If they don’t, GradWeek will assign them to a room randomly, and no further changes will be possible. GradWeek won’t be responsible for any extra room charges or for the new roommates (if any), they get. Regardless of Co-Ed or not, every room needs to have the required number of people to avoid extra hotel occupancy fees.  Note: If a student is under 18 at the time of rooming, parents must still approve their room assignment, even if the student will be 18 by the time of the trip.

When you purchase an ISTours package, we provide primary medical coverage that provides coverage for sickness and accidents. We also provide up to $100,000 in medical evacuation coverage. In addition, we provide all travelers the Travel Protection Plan, from Cultural Insurance Services International (CISI). Plan benefits help provide coverage for Medical Cancellation, Trip Interruption, Baggage Delay/Loss, and more. Please review the Plan Information Document under our Resources page for terms and coverage details. Note: The provided medical coverage from Cultural Insurance Services International does not cover sickness or medivac for travel within the United States (Hawaii and Florida). For medical cancellation, the participant must cancel with IST/GradWeek in writing first, before being eligible to contact Cultural Insurance Services International (CISI) for claims assistance.

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.

Approximately 2-3 weeks before your confirmed departure date, your Departure Packet (travel documents) will be sent to the home address listed on your traveler account, as long as your account is paid in full, including any owed hotel occupancy fees. Your trip itinerary will also be posted on your online account as soon as it becomes available. Once your Trip Itinerary is available, you will be able to access it 24/7 online via your traveler account.

No, generally ISTours trips do not require school sponsorship. Although most of our trips are not school-sponsored, we do enjoy great relationships with parents, teachers, and administrators who travel with us every year.

Absolutely. ISTours has local sales representatives who are happy to conduct an informative parent information meeting for the group. We appreciate that you may have questions and concerns and want to provide you with all the necessary information regarding our trips. To schedule a group parent meeting, simply contact the on-campus organizer and have them set up the meeting with their local sales representative.

U.S. currency is accepted at most destinations. However, this does not necessarily mean that you will get the best exchange rate. We encourage traveler’s checks as they can be replaced if lost or stolen. Depending on your destination, we recommend you budget for spending between $400-500 per week. GradWeek also highly recommends purchasing a meal plan and on-site destination package, if offered for your trip. Doing so will save you a lot of money, as most meals and activities will be covered in this cost-effective plan.

Upon arrival at the destination airport, or upon meeting at the motorcoach pickup site, travelers will be greeted by trained ISTours destination staff to accompany them to their destination. Our destination staff will host a mandatory welcome orientation where travelers can pick up their ISTours wristbands and hear important information about safety, exchange rates, and event schedules. Location points will be assigned so that travelers will always know where to find ISTours staff during their trip, and additional contact information will be distributed. While ISTours destination staff members are not chaperones, they are available 24 hours a day to assist our travelers with any problems that may arise. Our destination staff members have the experience and know-how to handle just about any situation to ensure every traveler gets the most out of their travel experience.

It is the responsibility of each traveler to find their own roommates/friends for the trip and to meet their destination’s occupancy requirements. It is also the responsibility of the traveler to reach out to on-site GradWeek staff or hotel staff regarding rooming/hotel issues and other on-site concerns while at the destination. Travelers are responsible for their actions on the entire tour, beginning and ending with air flights or motorcoach to/from the destination. GRADWEEK STAFF ARE NOT CHAPERONES. It is the traveler’s decision and choice to participate or not to participate in the trip and activities. Activities are not mandatory; they are voluntary. The traveler’s or parent’s decision to participate 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. Travelers who engage in inappropriate and/or illegal behavior can be cause for eviction from the hotel and/or the program without a refund or credit for the unused portion of the trip and can cause travelers to be sent home at their own expense.

It depends on the trip destination. For example, Hawaii and Florida destinations are located in the United States, where the legal drinking age is 21 and older. However, in Mexico, Puerto Rico, and the Bahamas, the legal drinking age is 18. Unless alcohol is prohibited on a particular trip, if a traveler is of legal drinking age for the destination, then the choice is left to the traveler, whether or not they consume alcohol. ISTours does not promote the consumption of alcohol on any of our trips and does not profit from the sale of alcohol on any of our high school trips, including GradWeek.

Signing up early reserves your space gives you priority on hotel options, and provides you with the lowest pricing available. Exclusive incentives are also frequently offered when signing up early. Additionally, the earlier you sign up, the more time you have to make payments on your trip making the final balance easier to manage.

We expect all of our travelers to behave as civilized, respectful adults, and if a particular traveler or group cannot handle themselves appropriately, they will be removed from our program at their own expense. ISTours/GradWeek requires that all travelers abide by the laws of the state/host country of their trip. Rules and regulations specific to a particular destination and/or hotel are explained during the mandatory welcome orientation on-site.

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.

Current departure taxes and fees are listed on our travel brochures (if applicable). Please review your pricing sheet for details. All student trip/hotel package pricing is based on quad occupancy (4 in a room, 2 per bed) for most destinations, parent trip/hotel package pricing is based on double occupancy (2 in a room, sharing a bed), all rooms are “Run of House” (standard room availability, unless otherwise specified), and travelers are responsible for finding their roommates for the trip. Should one of your roommates drop out of the trip, you are still responsible for finding a replacement or paying the additional hotel occupancy fee.

Suppose you registered under an all-inclusive hotel category. In that case, all your meals and drinks are included within the hotel property and all-inclusive will appear on your account at no additional cost. Some ISTours events may be included depending on when you registered and your registered destination. These inclusions would appear on your registration brochure. However, ISTours events can be purchased at an additional cost upon arrival at your destination. Detailed activity/event package information and inclusions will be provided to you in your Departure Packet before departure.