Frequently Asked Questions

AMER and JAPAC regions: May 2nd-6th, 2025 (4 Nights)

EMEA region: May 3rd-6th, 2025 (3 Nights)

Please note that your travel region, and therefore your flight budget, will be determined on where you will be living at the time of the trip.

All RSVPs must be received by February 3, 2025. After this date, no changes to your activity selections can be made.

Please use this PC24 RSVP Checklist to help walk you through all the steps leading up to the trip.

If you have received an invitation via email, it means you have been officially invited. If you are still unsure, please email pc_staff@hubspot.com for clarification.

If you have qualified and RSVP'd in the past using your personal email, that is the email address that all future communications- including invites- will go to.

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 Budapest. The guest's flight budget will be the same as the qualifying HubSpotter, despite the guest's geographic location. 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. 

HubSpot President's 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.

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 18+).

Activities

HubSpot will pay for the activity of choice for the qualifying HubSpotter and one chosen guest.   Unfortunately, we are unable to include any additional guests on activities in Budapest.

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 18+ are welcome to attend the Farewell Dinner/Party.

Please read through the expense process before booking any flights:

How to expense my Club flights?

All flights must be booked and submitted no later than EOD Monday March 3, 2025. All flights must be expensed via Egencia by April 11, 2025. After this deadline, no flight reimbursement will be accepted. Your specific per person flight budget will be provided in your PC24 invitation, and will be based on the average cost of flights in your area at the 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 may fly in and out of different cities and/or on different dates. Please keep in mind that booking two one-way tickets could be more expensive.

Please note: If you expense a flight that is over your allocated budget, then the overage will be deducted from your resort credit at the hotel. In the event that the overage exceeds the resort credit provided, it will be deducted from an upcoming paycheck.

If you are traveling from AMER or JAPAC during the time of the PC24 trip, your PC trip dates are May 2nd- May 6th (4 nights).

If you are traveling from EMEA during the time of the PC24 trip, your PC trip dates are May 3-6th (3 nights).

Please note: All flights must be booked to and from Budapest within a 3 week window of the trip dates of May 3-6, 2025 in order to be reimbursable

Please do not book your flights through HubSpot’s travel agent Egencia. We ask that you pay for your flights out of pocket and submit for reimbursement as you would with any other expense.

EXPENSING: Use this  guide to help you submit your PC24 expenses. 

Please note: 

- You will be flying to and from Budapest's Ferenc Liszt Airport (BUD).

- Budgets will be determined based on a roundtrip main cabin ticket that includes a free advanced 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 carry-on or 1 checked bag per person, per flight.  This is already included in your flight budget. 

- 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 choose to not bring a guest, you may not use your guest's budget to increase your own flight budget.

- 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. 

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 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 Budapest. Each passport MUST be valid for 6 months after your departure date from Budapest; three months validity beyond planned departure date from the Schengen Zone required.

 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.  

HubSpot has provided 300 EURO per person gift card to help defray the cost of food and drinks throughout the trip.  Anything over the 300 EURO (600 EURO if bringing a guest) will be your responsibility.

Stay tuned on further gift card details.

**Reminder breakfast is included in your stay at both host hotels**

To help defray the cost, you may expense up to $160 USD (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 2nd (AMER or JAPAC) or May 3rd (EMEA) or flying out on May 6th, HubSpot will be providing airport transfers to/from the Budapest's Ferenc Liszt Airport (BUD). Please note transfers will only be provided for those landing at the airport on those dates. This is not a shuttle service but instead small group transfers organized per flight. If you arrive in Budapest earlier than your designated date, it is your responsibility to make your way to your host hotel for the PC portion of your 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 $60 roundtrip for you plus your guest (total, not per person), or $30 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. Taxis are readily available at the airport and from the hotel for your return trip. If you're used to using Lyft or Uber to get from the airport, you'll notice they don't operate in Budapest. However, there is an app you can download called Bolt (used to be called Taxify but they rebranded) which works very much the same. All reservations and payments are done through the app.

All transfers being provided by HubSpot are for you and your one guest. If you are bringing more than one guest, you are exempt from the sponsored transfers.

For Hungary there are two associated plug types, types C and F. Plug type C is the plug which has two round pins and plug type F is the plug which has two round pins with two earth clips on the side. Hungary operates on a 230V supply voltage and 50Hz. For those traveling from AMER & JAPAC, you will need to bring adapters.

The dress code in Budapest is known to be relaxed and casual, as smart-casual attire is suitable for most places, including restaurants, cafes, and bars. You can wear comfortable clothing such as jeans, t-shirts, and sneakers. The atmosphere is laid-back, and you'll find locals and tourists alike enjoying the city in their casual attire. We highly recommend bringing comfortable shoes and activewear to get out and explore the beauty of the city. At the pool, swimsuits, pool attire, and similar apparel are permitted. 

Given that PC is only a 3-night (4 for EMEA & JAPAC) sponsored event, we highly recommend carry-on luggage for this trip.  This will help ensure no luggage is lost.  If you check your luggage and the airlines lose it, you are responsible for the costs incurred, including wardrobe, toiletries, etc. 

Your flight budget includes the cost of one carry-on or checked bag per person.  If you expensed under your flight booking budget and need to pay for luggage costs during the trip, you can expense this following the trip in Egencia.  Just ensure the total cost is still within your flight booking budget.

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

At each host hotel in Budapest, we have negotiated free wi-fi throughout the hotel for you to conduct business. We ask you to use good judgment 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, 2025. 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/ you may only expense one guest’s flight).

The Budapest Marriott is happy to welcome your traveling pet companions. Well-mannered dogs, cats, birds and fish are accepted. The maximum number of pets in a room is 2. The addition of having a pet in your hotel room comes with the cost of a non-refundable Pet Fee Per Stay: €80. This cost is your responsibility and is not reimbursable through HubSpot.

For those staying at the Kempinski Hotel, all you have to do is note in your reservation that you’ll be travelling with a special companion, and we will prepare all the conveniences and love that they might need, including a basket, rug, bowl and special welcome treat upon arrival. And it’s not just inside the hotel that we pamper and spoil – Erzsébet Park, right across from the hotel, is Budapest’s most central green patch, ideal for a walk and full of fun and discoveries for all.

Our pet-friendly package costs an additional EUR 40, inclusive of tax, daily.

Please observe the following conditions when travelling with a cat or a dog:
•  When reserving your room, please inform us that you’ll be bringing your pet.
•  Pets must be kept on a leash or in a carrier in the public areas of the hotel.
•  Cats and dogs only.
•  Kempinski Hotel Corvinus Budapest limits the number of dogs to one per room, up to 25 kg.
•  Our concierges will be happy to organize a dog-sitter service. Please let us know at least 12 hours in advance.
• Dogs are allowed in the public areas, i.e., ÉS Deli, ÉS Terrace and, of course, your room. Pets are not allowed in the following areas: Kempinski The Spa, ÉS Bisztró, The Living Room, Blue Fox The Bar and the meeting rooms.
•  As the pet owner, you will be considered fully responsible for all damages to the hotel’s property or guests, as well as for disturbances caused by your pet. The hotel may charge an extra fee for cleaning. In the case of non-compliance, we will have to ask you to kindly leave the hotel.

If you choose to bring your dog, they are not permitted on the group airport transfers, at any HubSpot-sponsored evening events, or at/on any of the HubSpot-sponsored activities (service animals are an exception).

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.

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)

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 host hotel 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 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 5, 2025 in order to attend the trip or receive the cash payout for not attending.