AIR TRAVEL
Special policies are in place that supersedes the Tungsten Automation travel policies or guidelines that usually apply to normal company-related travel.
All attendees must book their travel in strict compliance with the policies established for this event.
Regardless of region, all air travel for the Winners Circle event will be coordinated and booked through World Travel Services (WTS, a division of BCD Travel). WTS has the following guidelines for booking attendee travel:
Determine the most economical flight(s) between the origin and Hawaii regardless of preferred airlines or routing. This is the Lowest Logical Fare (LLF) flights.
You may elect to take the flights that WTS finds, or you may direct WTS to book an alternate set of flights. You will be responsible for the difference in cost between your preferred flights and the LLF WTS established as base. You'll have to pay WTS directly for the difference. You will also be responsible for the cost of any seating upgrades, including to premium economy or business class, etc.
For example:
Origin airport: Heathrow (LHR)
Destination airport: Kona, Hawaii (KOA)
LLF: $1,150
Your preferred airline/flights cost $1,450
You will need to pay WTS the $300 difference between your flights and the LLF.
Travelers are allowed one checked bag per passenger, per flight, to be paid by Tungsten Automation if not provided free by airline. Most long-haul flights will include at least one free checked bag per person. If a free checked bag is not provided with your flight, WTS has been approved to add this to your flight during booking if possible. However, not every airline will allow third-party payments for baggage. IF you are not able to get a free bag with your flight OR have WTS add it to your flight at time of booking, you may purchase and expense one checked bag per person, per flight leg. Any additional baggage fees are at the expense of the traveler and can be paid/reimbursed with your travel funds.
Note: Any airfare purchased individually or through a travel agency outside of these guidelines cannot be expensed back to the company and will be at the expense of the attendee.
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CUSTOMS and entry DECLARATIONS
All non-U.S. citizens must present a valid passport when entering Hawaii. The passport must be valid for longer than the full duration of your stay. Some travelers may also require visas. Please consult this page for the entry requirements for your country.
On all required Customs and Entry documents, you must identify the purpose of this trip as BUSINESS.
AIR TRAVEL BOOKING PROCEDURE
All attendees must register via the Winners Circle online registration system. This travel form contains important information regarding you and your guests travel plans, so carefully complete and review the entire document before submitting. The deadline to register for Winners Circle is Friday, February 28, 2025.
You will be making your air travel requests via the Winners Circle registration form. Please note: there must be a separate air request for each person. Once your registration including the Travel Request Form has been submitted, WTS will provide you with a proposed travel itinerary. You must review this itinerary and respond within 24 hours to approve or change the flight itinerary.
Note: It is important that you and your guest's name appears exactly on the travel itinerary as it does on your passport or identification.
Once the itinerary has been approved, you will be responsible for any change fees or differences in airfare imposed by the airline. Please be sure you have confirmed hotel reservations for any extended dates prior to confirming your flight booking.
GROUND TRANSPORTATION
Ground transportation to and from the “home” city to the airport is the responsibility of the traveler. The travel funds provided can be used for reimbursement of this expense.
Ground Transportation to/from the Kona International Airport in Hawaii (KOA) and the Mauna Lani Resort is provided for up to three days prior to or three days after the official program dates of May 1-5, 2025. If you're arriving to Hawaii earlier, or departing later, than these dates, you will need to book your own travel to or from the airport. Ground transportation is not provided to or from other destinations or hotels.
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