GradCity Parent Guide

Summer Grad Trip / Spring Break

PARENT GUIDE >> 24/7 GradCity Staff

>> Day & Night Events

>> Monthly Payment Plans

GRADCITY.COM / 1.877.472.3248

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CELEBRATING YOUTH THROUGH TRAVEL

Dear Parents:

youth travel realize the value of r travel provider! We Our Travel you ts. as ity den dC stu Gra ool ng h sch Thank you for choosi vel packages for hig tra p of the d ste ize h eac tom h cus g oug thr erin ds and guiding you and take pride in off ing to serving your nee ectations by provid ted exp ica r ded you are eed s exc list s Specia but to h-quality experience ve to not only meet, hig , stri led We -fil s. fun r ces ive pro to del travel nces. Our mission is erie exp vel tra le memorab ough travel. celebrate youth thr where students can ding leisure travel of the world’s lea of TUI Group, one t tomers worldwide. par cus be lion to mil ud n 30 GradCity is pro ntries with more tha cou 180 alth of experience r we ove a in has ing team companies, operat dCity’s management Gra , students, parents vel 0 tra t ,00 den 300 over As the experts in stu cessfully operated suc e hav tions like Hawaii we tina 7 198 des ce estic in running trips. Sin ada and other dom Can o, xic s with first class Me , trip ean n duatio Caribb nter Break, and Gra and faculty to the Wi ak, Bre ing Spr offers vice. and Florida. GradCity lleled customer ser c events and unpara accommodations, epi dent Program (BBB), Stu iness Bureau Care (ASTA), National lude the Better Bus P inc TO s s ion ent itat Ag red vel acc Tra GradCity’s an Society of TAN). Additionally, ation (SYTA), Americ vel Agent Network (IA Youth Travel Associ rnational Airlines Tra ation Bonds and Inte ort nsp and Tra A) of (NT n tment Tour Associatio mer Protection Depar unmatched and nsu Co are s in ion lion itat mil accred we qualify for $2 urance. GradCity’s Ins ty bili Lia nal sio $10 million in Profes eccable! our reputation is imp staff in our es a trained team of ure ry, GradCity provid in the industry to ens youth travel indust ion the rat in ent der tud lea o-s the staff-t As le delivers the highest members are availab ity ff dC sta d Gra . lifie ms qua gra r is core pro trip. Ou venience. GradCity nce throughout the con erie r exp you for vel tra nts h eve a smoot sent at your hotel and ch as your student. mu pre as are t jus and trip day a the 24 hours you can enjoy a Parent Program so also proud to offer sideration and look appreciate your con h GradCity. We truly tact GradCity at wit con ing to vel e tra fre l for ase fee Again, thank you lity experience. Ple qua a h wit you ing e. forward to provid ut the trip of a lifetim discuss details abo 1-877-472-3248 to

THE GRADCITY DIFFERENCE!

Traveling with GradCity makes a difference in the quality of your travel experience from the beginning of the planning process, all the way through your child’s trip. We offer monthly payment plans, allowing you to conveniently pay off your trip over time, and once your child is in their destination we have professionally trained GradCity staff available in all of our core programs 24/7, and nightly themed events already planned and included in the trip!

>> The GradCity Experience Includes:

>>INTERNATIONAL FLIGHTS

>> HOTEL

>> GRADCITY STAFF

>> TRANSFERS

Round trip airfare to international destinations with preferred air carriers such as Delta & Jet Blue.

Staff members are conveniently available 24 hours daily.

>> NIGHTLY EVENTS

Themed main events each night such as the Mardi Gras Party and Hollywood Red Carpet Event.

Sincerely,

Affordable four, five or seven night accommodations with staff assisted checkin.

Staff assisted roundtrip transfers to and from your hotel.

>> POOL & BEACH EVENTS

Daytime pool and beach activities are offered at most GradCity Headquarters Hotels.

>> DESTINATION ORIENTATION

>> GRADCITY WRISTBAND

>> TRAVEL SPECIALISTS

>> GRADCITY CUSTOMER SERVICE

Upon arrival, GradCity staff provides an orientation to let you know your destination specifics.

Mark Sotile Director of GradCity om msotile@gradcity.c

>> OTHER TRAVEL PACKAGES INCLUDE

Your specially assigned GradCity Travel Specialist is available throughout the planning and travel process to answer any questions you may have about your trip.

>> 25+ YEARS OF EXPERIENCE

Includes our 24-hour cell phone number & identifies all travelers as part of the GradCity program.

Our Customer Service team is available during regular business hours leading up to your trip and also during peak travel times to ensure a smooth travel experience.

>> MEDICAL COVERAGE*

PaNaMa cItY BeAcH, fL NaSsAu, bAhAmAs PuNtA CaNa, dR

CaNcUn, mExIcO

Round trip airfare with various airlines

>> HOTEL

Travel provider may offer hotels which are not student friendly

>> TRANSFERS

Some companies offer transfers usually at an additional cost

>> STAY CONNECTED: facebook.com/gradcity twitter.com/grad_city

PARENTS, FRIENDS & FACULTY, COME ALONG!

Stay with your group, or on your own.

GradCity welcomes everyone to take part in the fun. Hundreds of parents and families choose to travel with GradCity each year. Here are just a few of the reasons why: • • •

Premier parent hotel accommodation Optional Party Package Family vacation options

CaBo, mExIcO RiViErA MaYa, mExIcO

GradCity.com / 8 Essex Center Dr., Peabody, MA 01960 / 1-877-472-3248

>> FLIGHT

instagram.com/grad_city

*Included unless you opt out

GRADCITY HIGH SCHOOL DESTINATIONS

Other travel packages don’t even come close to measuring up to the experience that GradCity provides its travelers. With other companies, you will only be getting:

>> GradCity is a proud member of:

Join a Trip!

CALL 1-877-472-3248

FREQUENTLY ASKED QUESTIONS Why are we asked to sign up so early? What is the rush?

Signing up early reserves your space, gives your student priority on hotel options and provides the lowest pricing available. The earlier you sign up, the more time you have to pay off your trip before final payment, making monthly payments significantly smaller.

What are GradCity’s staff responsible for?

Upon arrival at destination airports, students will be greeted by trained GradCity staff who will facilitate the students’ transfers to their respective resorts. Staff will then host a Welcome Orientation where students will get their GradCity wristbands and hear important information about safety, destination info, and weekly event schedules. Location points will be assigned so that students will always know where to find GradCity staff throughout the entire trip, and additional contact information will be distributed.

Does the school need to sponsor the trip?

Although most trips are not school-sponsored, we do enjoy great relationships with those parents, teachers, and administrators who travel with us every year.

What are GradCity’s payment options?

GradCity allows you to choose a payment plan that is best for you. We have automatic, monthly, and flexpay options. For a full breakdown of each payment plan, please visit www.gradcity.com/ payment.

What rules does GradCity have?

All students are required to sign a GradCity Code of Conduct form in order to travel, and each hotel also has their own Code of Conduct in place that must be abided by. Our travelers are young adults; we expect them to act as such so that we may treat them accordingly. GradCity’s standard rules are no drugs, no fighting, and no destruction of hotel property.

We also insist that students follow our BreakSmart Guidelines throughout the duration of their trip. Please review our BreakSmart program at www.gradcity.com/breaksmart.

What happens if my child gets sick or hurt?

GradCity provides a basic travel protection plan that covers sickness and accidents. Additionally, we recommend that students purchase our optional travel protection plans to cover lost luggage, trip cancellation/interruption, medical cancellation, and more. This cost is automatically added to all packages and can only be removed with written consent.

What if I find a better price for the same package?

We guarantee the lowest price for our Spring Break and Grad Trip packages. If you find a lower price for a combination package, submit the package cost and breakdown in writing and we will review.

Are there any meals or events included in the package?

If you are staying at an all-inclusive resort, your meals are included at the hotel during your stay. GradCity night events are also included in your package and additional Party Packages are offered for an extra cost and include additional day excursions and events during your trip. Your full trip details are on the front of this paper and can also be found online at any time in your personal customer account on www.gradcity.com once you sign up for your trip.

What types of documents are needed to travel?

When traveling internationally, ALL travelers are required to have a valid passport. If traveling within the United States, travelers will need to provide a government issued photo ID. Proof of citizenship requirements can change at any time without notice so please contact the U.S. Department of State for changes or updates or visit http://www.state.gov/travel.

Travelers will also need to bring their travel vouchers with them that are printed from our website, along with any other documents needed. Travelers under 18 years of age at the time of travel will need to bring the Unaccompanied Minor form with them. This form must be signed by both parents and/or guardians and notarized. You will be informed of any additional documents needed prior to travel.

How will my student choose his/her roommates?

Students get to choose their own roommates for all of our destinations. Approximately one month after final payments are made, the group organizers will obtain a rooming list for all travelers who are paid in full. From there, students can elect to room with each other. If a roommate cancels, the remaining students in that room are responsible for filling the room or paying the increased price due to occupancy changes. Students also have the option of choosing fewer roommates and paying the difference. If we do not receive a rooming list, we randomly assign the rooms by gender.

What if I don’t have the max amount of people in my room?

Pricing is based on occupancy. When you book your trip, you’ll be notified of the maximum number of people that need to occupy your room. Then, every traveler is billed based on that price until the final payment due date. If you do not have the maximum number of people booked for your room, you will be assessed an occupancy fee and your trip price will be adjusted after the final payment deadline.

Do you allow co-ed (boy/girl) rooms?

If students wish to have a co-ed room, at the time of room assignments, those students must complete and submit the co-ed authorization form (if under 18 the form must also be signed by their parent/guardian). GradCity does not assign co-ed rooms unless requested.

When are the trip dates finalized?

Departure dates between 1-14 days after graduation (unless graduation occurs before May 25th) for summer Grad Trips. Spring Break trips will have a departure day of Friday, Saturday, or Sunday (unless it is a 5 night trip, at which point it could also be Monday or Tuesday). Trip dates will be finalized after the final payment date and once the final size of your group has been determined. Students and parents will be notified of travel dates approximately 2-3 weeks before travel begins via their online account. If your group has specific needs, including travel dates, airport or flight, simply let us know the details and we will do our best to accommodate.

Are there any other fees I should know about?

Departure taxes and fees and optional flight lock fees (choosing a direct flight over a connecting flight) are included in your package price breakdown, so please review your pricing sheet for details.

Additionally, some hotels collect a security/damage deposit per room upon check-in, but that is refundable upon check-out (if no room damages have occurred). This is a transaction that takes place between the traveler and the hotel, so you may verify this amount on the hotel website before the trip, or by contacting a GradCity customer care team member.

GRADCITY.COM / 1.877.472.3248