Frequently Asked Questions

All RSVPs must be received by February 3, 2023.  After this date, no changes to your activity selections can be made.

Please note: You must be an active HubSpot employee through the duration of the trip to attend or receive the payout for not attending.

Yes, every HubSpot President's Club qualifier can invite one guest to join them in Monaco. The guest's flight budget will be the same as the qualifying HubSpotter. Please keep in mind that bed preferences (Queen/King vs. 2 Singles) are not guaranteed but can be requested.  

All are invited to bring your children at your own cost. 

In Monaco, there will be no charge for children up to and including the age of 18 years who share a room with their parents. However, keep in mind the maximum occupancy per room is 3 guests, so if you are looking to bring more than 1 child, you would need to book a second room at your own cost. 

HubSpot Presidents Club (PC) Family Policy

When you qualify for PC, you earn the right to attend along with 1 guest, paid for by HubSpot (this means during PC-sponsored events only, which the Organizers will specify each year).

However, over the years we’ve learned that HubSpotters are proud of their accomplishments, and want to share their success with their families.

That said, we’d like to provide you with the following guidelines, if you choose to bring your children to the event:

Travel

HubSpot will cover the cost of the qualifying HubSpotter, along with the cost of one chosen guest’s flight. Flights for any additional guests (children included) are the responsibility of the qualifying HubSpotter.

If your child is young enough to require a car seat, we recommend bringing your own. HubSpot will not be responsible for providing or paying for car seats.  You will also need to organize your own transfers, as the group bus transfers are not car seat safety approved.

Accommodations

HubSpot will pay for the contracted dates of stay for the qualifying HubSpotter, along with the chosen guest. HubSpot will not pay for a second room, nor will they pay for additional nights before or after the contracted PC dates. If there is a fee for additional guests per room, HubSpot will cover up to $50 per child per night. Please note, this will not apply if the PC event is held at an all-inclusive resort- then, it will be the responsibility of the qualifying HubSpotter.  HubSpot will not cover $50 per child towards a second room.  

Food & Beverage

HubSpot will pay for food costs of children at the Welcome Party, and the Final Dinner (if the child is old enough to attend, age 16+).

Activities

HubSpot will pay for the activity of choice for the qualifying HubSpotter and one chosen guest. Any additional activities for children will be the responsibility of the qualifying HubSpotter, assuming the activity is suitable for the child’s age and that there is enough space to accommodate the request. Please note that qualifying HubSpotters will be allowed rights to activities before children.

Childcare

Childcare will be the responsibility of the qualifying HubSpotter, whether it be childcare onsite at the hotel, or babysitting services.

Attending PC Events

Children are welcome at the Welcome Reception, and children 16+ are welcome to attend the Farewell Dinner/Party.

All flights must be booked and submitted no later than March 3, 2023.  Your specific flight budget will be provided in your  PC22 invitation, and will be based on the average cost of flights in your area at that time. If you wait to purchase your tickets and the cost increases, you will be responsible for covering the difference.   As long as you submit a flight reimbursement for under the allocated budget you can fly in and out of different cities and/or different dates.  Do keep in mind if you book two one-ways it could be more expensive so I would first check out if booking a multi-city round-trip is a better option.

Please do not book your flights through HubSpot’s travel agent (CTM) or via Concur (which uses CTM’s online platform). We ask that you pay for your flights out of pocket and submit for reimbursement as you would with any other expense. When you submit them in Concur, please label as follows:

Expense Type: select “President’s Club” from the drop-down menu
Business Purpose: type “PC22 Monaco flights” in this field

Please note: 

- Budgets will be determined based on a roundtrip main cabin ticket that includes a free seat selection. For those airlines that do not include a complimentary seat, the cost of purchasing a seat will be taken into account when determining specific budgets. The budget does not include seat upgrades, such as extra legroom, first class, etc.

- HubSpot will cover the cost of 1 checked bag per person, per flight. HubSpot will not cover the cost of your checked bags on any additional flights you add to your trip.

- The flight budget is meant to cover the cost of your flight. If you come in under budget, you may not “apply” the funds elsewhere.

- If you need to change your flight after it’s booked, you will be financially responsible for the costs incurred.

IMPORTANT: Use the below links to validate travel requirements for your upcoming trip.  It is your responsibility to research, identify, and adhere to all passport, visa, and vaccination requirements, including the requirements of any countries where you have a layover stop.

To verify required visa's, passport validity dates, and blank page requirements, please visit CIBT: www.cibtvisas.com/dt. 

Information regarding travel health alerts: https://wwwnc.cdc.gov/travel/destinations/list/

Frequent international travelers can register for STEP through the US Department of State: https://step.state.gov/step/

Less frequent international travelers can check directly with US State Department for updates: https://travel.state.gov

All HubSpotters are able to extend their trip, but any and all additional hotel costs, airport transfers, and flight differences will be the HubSpotter’s responsibility. Please make sure to include extension requests for Le Meridien or the Fairmont on your RSVP form in order to receive the HubSpot rate- the hotels will not be able to adjust the rate if you make a reservation on your own. Executive Group Travel will book your extension directly with the hotel, and then confirm it with you. Once Executive Group Travel confirms your extension, you have 72 hours to cancel those nights. After 72 hours, any canceled nights will be your financial responsibility.

A passport is required for visitors entering Monaco from outside of Europe. Visas are not required for anyone holding a passport from the countries of HubSpot's 8 office locations. If you do have a passport from an alternate location, it is your responsibility to research if a Visa is required and to then obtain one if necessary: https://www.schengenvisainfo.com/who-needs-schengen-visa/

Due to Monaco-France agreements and the established close relations, if you need a visa to enter France, then you will need a visa to visit Monaco as well. A French visa allows you to enter Monaco, and a France permit gives you the right to remain there for the appointed period of time.

Therefore, if you do not need a visa to enter the Schengen Member states, you do not need a visa to visit Monaco as well. All this is regulated by the Franco-Monegasque Neighborhood agreement of 18 May 1963.

 We are able to assist in providing any documentation required for the visa, such as proof of stay, etc.

The hotel is not all-inclusive.  We will add a resort credit to your room, which will be deducted from your bill at the end of your stay. This credit is to help  defray food and beverage costs that are not already covered during group events on the trip.

To help defray the cost, you may expense up to $100 (or your local currency equivalent) on a taxi roundtrip, or parking at the airport in your home city.

If you are flying in on May 7th (AMER or JAPAC) or May 8th (EMEA) or flying out on May 11th, HubSpot will be providing  airport transfers to/from the Nice Airport.  Please note transfers will only be provided for those landing to the airport on those dates.  This is not a shuttle service but instead small group transfers organized per flight.  If you arrive earlier to Nice it is your responsibility to make your way to Monaco for the Club trip.  

Please submit your flight information here  by March 3rd- this is also where you will indicate if you would like to be included in the group transfers. If you would prefer to arrange your own transportation or if you arrive outside of your corresponding region’s arrival dates, you may submit up to €140 roundtrip for you plus your guest, or €70 one-way.  

Please note that private transfers may be more expensive, so we recommend researching information before finalizing any plans, as anything over the budget will be your financial responsibility.  Uber is available in Monaco but limited within the city center- you may need to walk to meet your driver about 10 minutes from the hotel.

For those traveling from outside Europe (and including Ireland), you will need to bring your own adapters for EU plugs.

 

Monaco is known for their smart dress. We recommend packing  a jacket/blazer, closed-toe shoes, trousers, skirts, dresses. We recommend wearing flip-flops only by the pool during your stay.

DAYTIME DRESS CODE: Creative Casual (Dress smart but comfortably as Monaco is a walking city)

EVENING DRESS CODE: Smart (Dress smart for evening events and restaurants in Monaco)

You’ll do plenty of walking in Monte Carlo, so opt for packing stylish yet pavement-friendly shoes.  We also recommend bringing a pashmina, shawl, blazer, light sweater or jacket for after dusk or a cooler day.

The dress code is applied at the Casino de Monte-Carlo in a bid to maintain its unmistakable aura and traditions dating back over 150 years. Fortunately, appropriate casual attire is permitted in the Atrium and Salle Renaissance rooms from 9am and 2pm respectively. Between 2pm and 7pm, the Salle Europe room permits casual wear, but trainers, sandals and flip flops are not permitted, neither are ripped or stonewashed jeans and sportswear.

Later in the evening, shorts, t-shirts and sweatshirts of all types are prohibited. Gentlemen are recommended to wear blazers or suit jackets at the very least, with dark jeans and smart casual shoes tolerated. Those wishing to play in one of the casino’s private lounges must wear a blazer or jacket, but staff can provide these upon request.

HubSpot will cover the cost of 1 checked bag per person, per flight. HubSpot will not cover the cost of your checked bags on any additional flights you add to your trip.

Unfortunately, due to the busy itinerary, we are unable to meet requests for more than one activity per guest.

At Fairmont Monte Carlo & Le Meridien, we have negotiated free wi-fi throughout the hotel for you to conduct business.  We ask you to use good judgement in expensing cell phone roaming bills.  

 

We understand that personal situations can change, so if you need to change your guest, you may do so. Please note that they will be locked into the same activity as your original guest if the request is made after February 3, 2023. If you have already been reimbursed for your original guest’s flight, you will be financially responsible for your new guest’s flight (you may not expense it again)

For the days at PC, you do not need to use your annual Vacation days. In locations where you track your Vacation days in Workday, this is not required for PC. We do ask that you ensure your manager is aware of the dates you will be on the trip, that you block these days on your calendar, and that you plan for any handover if needed.

It’s important to note that the world has changed with COVID-19. Unfortunately, we won’t be able to predict the state of travel or possible limitations that could take place in the coming year. What we discovered through this pandemic is that decisions are often out of our control given the limitations from federal authorities, immigration, and also general health and safety guidelines. These are eligibility guidelines placed without knowledge of what will come in 2022 and 2023 and we may need to make changes and adapt (for example, to follow health and safety guidelines in place at the time). Of course, we will do our best to make this happen as it’s one of the great rewards and opportunities for recognition of our top performers.

All HubSpotters (regular employees, paid interns, and co-ops) and eligible dependents (spouses, domestic partners, guests and children (up to age 26)) have medical coverage through Business Travel Medical Insurance. 

Business Travel Accident Policy - Global Offering (wiki page)

Business Travel Accident Policy

AIG Coverage & Claims Guide

There will be three options.

1. All updates and changes will be communicated via email in a timely manner. This means you should be using the hotel wi-fi once a day to check for any updates or special events added.
   
   
2. We will have a President’s Club Information Desk located onsite at The Fairmont & Le Meridien from 10am-6pm each day, where a President’s Club team member will be  available to answer any questions. 
   
   
3. We will again be using the Trip Plans by Travefy mobile app. Each HubSpotter and each guest will have their own personalized itinerary available through the app. Any changes to group or individual events will be sent via push notifications from the app, so please remember to allow notifications from it.

You must be an active HubSpot employee through May 11, 2023 in order to attend the trip or receive the cash payout for not attending.