Planning a Graduation Trip

Parents of high school graduates likely play over and over in their heads a bit of wisdom they often heard when calming an infant or chasing a toddler: The days creep; the years fly.

It happens just that way. One minute you’re rocking a baby, and in what seems a fleeting second you’re ordering a graduation gown – and planning a celebration trip. Today’s grads often mark the milestone by packing their bags and setting sail (often literally) into a whole new world. And just as reaching for the diploma took years of planning, outlining a graduation trip takes a bit of know-how, also.

Jennifer and Bill McMahon’s son Reed and seven friends will fly to Jamaica the day following their graduation from Vestavia Hills High School. Along with two sets of parents serving as chaperones, the boys plan four days at Beaches Negril, the same resort where the McMahon’s daughter Lindsey enjoyed her graduation trip three years ago.

“Her positive experience with the all-inclusive resort was a great way to do a senior trip,” Jennifer McMahon observed, adding that her family worked through a travel agent familiar with the Caribbean and Jamaica. “We wanted to know that if any problems occurred upon arrival in Jamaica or during their stay, there was a go-to person to handle any issues with the resort.” Reed’s trip will cost about $1,500.

Two local travel agents have shared their experiences, advice and knowledge to help parents plan for that long-awaited, well-earned excursion. A travel consultant with Classic Travel Connection, Denise Alvarez has been in the business six years with three years’ experience planning graduation trips. Irene Sauger, CEO and founder of Vacation Guru, has spent more than eight years as a travel planner with six years including graduation trips.

Both agree that planning ahead – months in advance – is key for the getaways that, according to their experience, are planned by groups of individuals with parents initiating contact. Their advice follows:

What is the typical group size?

Alvarez: I have had from 20 in a group to almost 100.

Sauger: Most groups I work with want to keep it very small with eight to 16 people, plus chaperones.

What do you advise as far as length of a grad trip?

Alvarez: Three days, four nights.

Sauger: The duration of the trip is dependent upon the destination. I wouldn’t advise less than four nights when traveling to the Caribbean/Mexico. You always have to consider that the first and the last days are travel days. If choosing somewhere like Hawaii or Europe, there are time changes to take into consideration in addition to longer travel days.

Any money-saving tips?

Alvarez: The more in the room, the less expensive. Some resorts will put four in a room max and some will only put three max. Check flights around Memorial Day.

Sauger: Being flexible is the best way to take advantage of savings. There are sales, charter flights and special offers, but they are specific to locations, length of trip and dates of travel.

What is the biggest mistake most grads make when requesting help with planning their trip?

Alvarez: Usually I get with a mom and give her details, then I send out an email to the group so I don’t know or hear of mistakes.

Sauger: The biggest mistake is not using a travel agent or not trusting the travel agent they are using. The reason you come to a travel agent is for their expertise and first-hand knowledge. It makes things very difficult when guests go searching online while the travel agent is doing the research for you. When an expert is making suggestions, there are specifics they are taking into consideration. A good travel agent is going to have your best interest as their priority.

Are most trips coed or not?

Alvarez: I have booked both. Some girls want to keep it a girls’ trip, some boys want to keep it a boys’ trip and some just want everyone to go.

Sauger: I find that the majority of requests are not coed.

Do most grads include adults/parents on their trips?

Alvarez: Yes, adults/parents have to go on the trip. The resorts or cruise line requires it.

Sauger: I will not book a graduation trip outside the United States without at least one set of parents/adults traveling with the grads. They may all be 18 years old but being in a foreign country is not the same as being in the United States. Cruises have a minimum age; the lead guest must be at least 25 years of age.

 

What is the typical, per-person price range for a grad trip?

Alvarez: I book a wide range of budgets. Cruises are generally less, ranging from $500 to $1,000 per person, and I have booked trips up to $1,500 per person. Whatever my clients’ budget is, I work to find something in their budget.

Sauger: The typical price range for people who don’t mind what category room they will be in would be $1,000 to $1,500 for a four-night stay, including airfare to a reputable all-inclusive resort. Cruises tend to run the same, but (people) may decide to drive to the port to avoid airfare costs. There are lower price points, but always remember you get what you pay for.

 

Any idea how grads pay for their trips?

Alvarez: For most of the ones that I book, the parents pay. I have had a few where the kids pay their portion. Again, that’s hard to answer because I have to take a credit card. The parent may give me a credit card, but I don’t know if they are making their child pay them back or not.

Sauger: Most are paid for by the parents. Mostly because the trip needs to be paid in full between 45 to 60 days prior to travel.  Which is usually long before graduation.

 

Anyplace that would be an undesirable destination for a grad trip?

Alvarez: I usually book all-inclusive trips, which means the student/child should not have to get off the property.

Sauger: I feel a graduation trip should be special. I would avoid going someplace that is totally familiar to them. However, safety should be their No. 1 concern in the United States and abroad. A good travel agent knows safe zones.

 

Do most grad trips include air or are some within driving distance?  

Alvarez: The ones that I book require air because I mostly book the Caribbean. When I book a cruise, some fly and some drive.

Sauger: There are places that are within driving distance. Some cruise ports are also within driving distance but most adventures are going to require air. Southwest generally has great prices on flights.

Many parents are surely haunted by Natalee Holloway’s story. Any tips/comforts to help avoid such a tragedy?

Alvarez: I always tell the parents/students that they are on an all-inclusive property, and they should not have any reason to leave it. If they go on an excursion, I book it for them. Someone with the company comes to pick them up at the resort and drops them off at the resort. I always tell them to never walk around alone….even the boys.

Sauger: This is a very difficult subject to address. Since Natalee Holloway’s story, there are not any parents in our area open to Aruba as an option. Here are some tips that I give to my clients prior to travel: Never leave a resort unless it is a scheduled excursion with transportation included; have an adult with you when you leave your resort; never, ever, ever go anywhere alone. Going to an all-inclusive resorts really helps with the safety factor. Your ground transportation to/from the resort/airport is included. Once you are on resort property, there is security in place.

For information on grad trip possibilities, contact Denise Alvarez (205-873-0236 or denise@classictravelconnection.com) or Irene Sauger (205-821-1486 or irene@govacationguru.com). .

 

Lynn Grisard Fullman is a Birmingham-based, professional writer.

Once you’re ready to plan a trip, find an agent and be prepared to answer several questions:

• What general destinations interest you?
• What travel dates are possible?
• How long do you want the trip to last?
• What is your budget?
• Can you be flexible with the airport you can use?
• Do you have a valid passport? It typically takes four to six weeks to get a passport. (Plan to apply no later than February prior to a May trip). The expiration date on the passport should not be less than six months beyond the travel date.

Travel agents Irene Sauger and Denise Alvarez offer several suggestions for grad trip destinations:

Cruising from New Orleans can save on airfare. Ditto for some parts of Florida. A cruise from New Orleans can be as low as $500 per person, and a cruise out of Florida can be the same plus flight.

All-inclusive resorts in Jamaica, Mexico and the Dominican Republic typically include all meals and snacks, all beverages (including smoothies and lattes), activities and entertainment. They make traveling stress-free. They are like cruise ships that don’t move and don’t nickel and dime you for extras. Spa services and excursions are just about the only items that are not included. Most of your gratuities are included. Many all-inclusive resorts have great water parks on property. In Riviera, Mexico, you can experience a moderately priced, all-inclusive resort that not only has a great water park but you can experience many eco-features without having to leave the resort.

Europe is going to end up being a lot pricier than the Caribbean. However, taking advantage of a guided tour itinerary is a great way to experience many different locations during one trip. Guided tours include most meals and ground transportation.

Cruises are always popular with graduates. The Carnival Fantasy is now sailing out of Mobile with four- or five-night itineraries. Mobile has a lot of culture and history within walking distance of the cruise port. There are many great options for pre- and post-cruise stays in Mobile.

Other ports you can consider: New Orleans, Tampa, Port Canaveral and Jacksonville, FL.  These are all within driving distance, however Miami and Fort Lauderdale will have far more options for cruising.

Disney World and Universal Studios in Orlando have hotels located on property with meal-plan options. You can experience it all without having to drive anywhere.