Flight Travel FAQs

• Each traveler that books a trip package with GradWeek is considered to be an adult and will need to navigate the airport check-in process, and all other elements of the travel experience, on their own, even if they are 17 years of age when they travel. Parents, please talk to your son or daughter before taking this trip to discuss the ins and outs of travel. A prepared traveler is a happy traveler!

• Travelers and their parents should understand that while flight delays and cancellations do occur from time to time, GradWeek unfortunately, will not always be able to provide immediate answers, as these can be fluid situations.

• No. GradWeek does not provide any staff members on the flights to or from our destinations. However, GradWeek staff will be available to help travelers at their destination airport. GradWeek highly recommends that parents discuss the travel process with their students and review their departing airport’s online map before departure, so they have a better understanding of navigating the airport.

• Your flight itinerary will be accessible within your online traveler account, beginning in late April/early May (year of travel). Once logged in to your account your itinerary can be found and reprinted (if needed) under “Trips” > “Trip Itinerary” (accessible 24/7). To ensure you know your flight information and arrive at the airport on time, we recommend each traveler double-check their itinerary at least 24-hours before take-off.

• For Domestic flights, please plan to arrive at the airport no later than 2-hours before take-off. For International flights, please plan to arrive at the airport no later than 3-hours before take off. You will need ample time to check-in to your flight, check any luggage that you are not carrying on, and go through airport security.

• As your summer Grad Trip approaches, it is important to be prepared for the unexpected. As with all travel, there can be unfortunate Flight Delays or Flight Cancellations. This is rare but does happen on occasion, and often the traveler is made aware of this before GradWeek is made aware.

• If a traveler ends up experiencing significant Flight Delays or Flight Cancellations, we ask that you direct all communication to the airline’s airport personnel. The airlines have an on-site team at the airport that deals directly with these situations on a daily basis and are the only ones who can make changes to your flight reservation. In addition, parents should communicate directly with their students for flight updates, as they will be receiving first-hand information from the airline at the airport.

• In addition, it is recommended to set aside money for emergencies such as flight delays or cancellations as these can create additional out-of-pocket expenses. It is recommended to also travel with a credit card in the name of the traveler, in case of a travel emergency. 
  • Out-of-pocket expenses due to significant Delays or Flight Cancellations: If a Flight Delay or Flight Cancellation creates out-of-pocket expenses, it is imperative that you keep ALL receipts, so you can submit your documents through Travel Protection Insurance (which is a part of your trip package) for possible reimbursement. Please read through the online insurance information brochure to see what is covered, know your rights, and have it handy should you need to file a claim. IST is not responsible for reimbursing these costs and we are unable to file insurance claims on the traveler’s behalf. 

• Do not be alarmed, it is not uncommon for flights to encounter up to a 2-hour delay. For anything more than a 2-hour delay, we recommend seeking assistance from the airline/airport gate agent Immediately! Once your flight is within 24-hours of departure, the airport will then have complete control of your ticket/flight and the airport staff has full authority over flight the reservation. This means that the airport staff is responsible for assisting your group with any flight updates and rebooking (if necessary).

• If you have a tight connection, concerned with making your connection, or missed a connection, seek help from an airport gate agent immediately. The airline airport staff will again have full control of your tickets and will be responsible for assisting you with your flights (rebooking, etc.) on your day of travel. The airlines have an on-site team at the airport that deals directly with these situations on a daily basis and are the only ones that can make changes to your flight reservation.
  • Luggage: With delays, this unfortunately means that you may not be able to retrieve your checked luggage until you make it to your destination. It is advisable to keep some of your toiletries and/or bring an extra change of clothes in your personal carry-on (small item to fit under the seat), just in case they are needed.

• While the airport can be hectic in this situation, it’s important to remain calm during a flight cancellation. Within 24-hours of departure, the airport has complete control over your ticket, which means the airline’s airport staff have full authority over the reservation and are the only ones that can provide alternative flight options (or accommodations). In the case of cancellation within 24-hours of departure, please follow these steps:
  1. Stay calm.
  2. Locate the airline’s gate agent immediately – they will assist with reaccommodating your group with flights.
     1. If a flight cancellation occurs within 24-hours of departure before you arrive at the airport. Travelers still need to proceed to the airport and speak with the airline staff at the airport – they will assist with re-accommodating your group with flights.
  3. Do not leave the airport. Before anyone decides to leave, make sure you and your group have been re-confirmed on a new flight(s). 
     1. My group was reconfirmed on new flights, but we are not departing until the following day and will have to overnight, what do we do? 

It is entirely up to the traveler to decide whether they would like to seek hotel accommodations or stay at the airport in case they are forced to stay overnight. However, GradWeek highly recommends that travelers remain at their airport, especially if they have an early morning flight.

Travelers who decide they would like to leave the airport to seek hotel accommodations. Here are things to keep in mind:

1. You must see the airline’s gate agent for assistance regarding retrieving any checked luggage. Do not leave the airport without speaking to them. The agent can let you know if they will be sending your luggage to baggage claim where you can then receive it, or if they will be holding on to it in a secure area and putting it on your next confirmed flight.
2. Pick a hotel that is either connected or close to the airport.
3. Choose a hotel that can accept payment over the phone, if you do not have a credit card in your name.
4. You are responsible for getting to/from the hotel and making sure that you arrive back at the airport in enough time to go through flight check-in and the security process again before your new flight.
5. We recommend www.marriott.com, www.hilton.com, or www.hyatt.com to provide you with a list of hotels, rates, and availability close to the airport.  When using hotel booking sites, use the airport code to look up hotels closest to the airport:

•   MIA - Miami International Airport
•   CLT – Charlotte International Airport
•   ATL – Atlanta International Airport
•   DFW – Dallas International Airport
•   EWR – Newark International Airport
•   FLL – Fort Lauderdale International Airport

• Do not leave the airport if the airline/airport staff have not rebooked you on a new flight! GradWeek does not recommend that any travelers leave the airport until their flights are rebooked. If you are on a Waitlist (stand-by) for a new flight, know that this means you have not been guaranteed/confirmed!

• If your flight is delayed/cancelled or if the airline makes any changes, once those changes have been made by the airline, GradWeek will get notified and we can then contact our ground team – transfers, hotels, and GradWeek Staff at your destination, so they can prepare for your new arrival time.

• We realize and understand that flight delays and cancellations can be extremely frustrating for everyone involved!  However, it is important that we direct you to the proper individuals who can determine the best options for the group, which is the airline. Please keep in mind that once your tickets are within that 24-hour window, GradWeek does not have any control or sway over the flight outcome. We are all at the mercy of the airline’s decisions, but GradWeek does have staff monitoring all the flights 24/7.

• If you have tight connections, are concerned with making your connections, or missed a connection, seek help from an airport gate agent immediately. The airline staff will again have control of your tickets and are responsible for assisting you on the day of travel with any flight disruptions.

• If your group experiences a flight disruption, and you have questions about reimbursement eligibility, we can only advise of the airline carrier's policy based on the circumstances (at that time). However, as part of your GradWeek trip package, we provide all travelers with the Travel Protection Plan, from Cultural Insurance Services International (CISI). This plan’s 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. Please note, that weather-related disruptions are considered "acts of God," and are ineligible for credits or refunds from the airline or GradWeek. However, travelers should save all of their receipts for any out-of-pocket expense to file a claim with the insurance company (CISI) for any possible reimbursement.

• It is never a fun situation when you finally arrive at your destination and cannot find your luggage. Once you arrive at your final destination (either to or from your trip) and cannot locate your checked luggage or find it damaged, you must stay at the airport and file a claim with the airline/airport staff before you leave.
  • Also, if you need to file a luggage claim with the airline once you arrive to your destination, please make sure that you let a GradWeek staff member know at the airport (or friend) in case you cannot make the group transfer to your hotel.
• Travelers are required to fill out and submit their own paperwork to request either luggage rerouting or compensation directly with the airline you’re confirmed/ticketed with. Remember to provide your personal information to the airline (i.e. phone number/ email address) so you can receive direct updates regarding your claim. Reminder, travelers should save all of their paperwork/receipts in the event they also need to file a claim with the insurance company (CISI).