Mark your calendars and keep these dates on your radar! The following information discusses very important deadlines and dates, you do not want to miss! Do not get left behind, ensure your friends are registered for the trip, and remember to make those monthly payments.
2025 GradWeek Trip Deadlines
- December 1st – Pending Move Begins: If an active traveler has not met the minimum payment requirements by November 30, 2024, they will be placed in an unconfirmed Pending status. This means they will lose your guaranteed spot on the trip and may incur late fees and price increases. Our system will automatically update their account status on December 1, 2024, from Active to unconfirmed Pending if they have not made at least $250.00 (worth) in payments by the end of the business day on November 30, 2024 (per GradWeek Terms and Conditions).
- Example:
- Scenario 1: If you have only paid the $150 non-refundable registration deposit, you still owe an additional $100 by November 30, 2024.
- Scenario 2: If you have paid the $150 deposit plus one payment of $50, you need to make an additional $50 payment by November 30, 2024.
- To check your payment status, refer to your most recent emailed invoice/statement or log in to your online account at www.gradweek.com (under ‘My Account’) to view your ‘Current Account Invoice/Summary’ and payment history.
Note: Payments are not accepted over the phone.
- December 31st – Final Deadline to Correct Your Registered Name: After this date, any name corrections will incur additional fees. Ensure that you register using the exact legal name as shown on your government-issued photo ID.
- Name on Registration: The name you register with will be provided to the airline (or bus company) to issue your travel tickets. If your travel documents do not match your photo ID, you will be denied boarding and will be responsible for any additional costs.
- International Travel: For international trips (e.g., Bahamas or Mexico), a valid passport booklet is mandatory. Do not wait until the last minute to apply for or renew your passport. Processing can take 6 to 8 weeks, so plan accordingly.
- If you already have a passport, the rule of thumb is that your passport does not expire within 6 months of your return date (mandatory for Mexico).
- Domestic Travel: REAL ID Requirement – For domestic trips (e.g., Hawaii, Puerto Rico, or Panama City Beach), travelers aged 18 and older must have a valid REAL ID-compliant driver’s license, state-issued ID, or another acceptable form of ID to fly within the United States starting May 7, 2025.
- Apply for your REAL ID as soon as possible. The U.S. Government expects wait times to increase significantly as the deadline approaches.
- Act now to avoid any last-minute issues and ensure smooth travel.
- January 1st – Waitlist Begins for All Trips: Any traveler registering or reinstating (including those with unconfirmed pending status) on or after January 1st must pay in full plus a $40.00 late fee and any applicable price increases at the time of registration or reinstatement.
- Waitlist Process: Travelers will be placed on the waitlist until availability for air, bus, and/or rooming can be confirmed. This process usually takes 2-3 weeks. Once space is available, you will receive an email with a Confirmation Invoice indicating your new active status and additional trip details.
- February 22nd – Final Payment Deadline:
- Payment Requirement: All traveler accounts must show a $0 balance by the end of the business day on February 22nd. For accounts not paid in full by this deadline, our automated system will automatically cancel them and penalty fees will apply. There are no exceptions or extensions to this deadline.
- Cancellation Consequence: If you are cancelled from the trip, there is no guarantee that space will be available for reinstatement.
- March 24th – All Rooming Assignments Due:
- Rooming Responsibility: Shortly after the final payment deadline (February 22nd) travelers are responsible for ensuring they have/find roommates/friends for the trip and contact their group’s Student Organizer for details on HOW and WHEN their group’s rooming assignments will be collected.
- GradWeek is not responsible for finding roommates, filling rooms, or for groups who have an odd number of travelers to room with.
- Rooming Requirements: Travelers must have the required number of roommates/friends and select compatible rooming buddies.
- Rooming Arrangements: Student packages are based on 4 people per room (2 per bed/sharing beds) for the Bahamas, Hawaii, Puerto Rico, and Panama City Beach, and 3 people per room for Mexico unless stated otherwise to avoid extra hotel occupancy fees. Parent packages are based on 2 people per room (sharing one bed) unless stated otherwise to avoid extra hotel occupancy fees.
- Occupancy Fees: Travelers in under-occupancy rooms will incur an additional Hotel Occupancy Fee, which must be paid by no later than April 30th to ensure their Departure Packet (trip documents) is not withheld.
*Note: Paying any occupancy fee does not mean or guarantee a bed for each traveler.
- Cancellation Schedule and Penalties:
- By December 31, 2024: $150.00 Cancel Fee (per person)
- January 1st to February 21st: $250.00 Cancel Fee (per person)
- February 22nd to March 20th: $350.00 Cancel Fee (per person)
- March 21st to April 3rd: $550.00 Cancel Fee (per person), plus any other non-refundable fees
- April 4th and After: No refunds will be issued.
*Please make sure to adhere to these deadlines and requirements to ensure you are prepared for your trip, and have a smooth and enjoyable trip experience.
