Frequently Asked Questions

All Attendees: May 3-6, 2026

Stay tuned for the updated policy regarding arrival date and hours traveled for your approved arrival date.

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 2, 2026. 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 Hawaii. 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 (King vs. 2 Queens) 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 linked below prior booking any flights.

All flights must be booked and submitted no later than EOD Monday March 2, 2026. All flights must be expensed via Coupa by April 10, 2026. After this deadline, no flight reimbursement will be accepted. Your specific per person flight budget will be provided in your PC25 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.

A reminder that your PC trip dates are May 3rd- May 6th (4 nights).

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 PC25 expenses. 

Please note: 

- You will be flying to and from Maui's Kahului Airport (OGG).

- 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.

We have new guidelines this year for how much additional time off you can request.  Stay tuned on new updates for this policy.

A passport is required for visitors entering Hawaii  from outside of the United States. Each passport MUST be valid for 6 months after your departure date from the United States; You may also need a visa, depending on your nationality. We recommend checking your home countries travel requirements to understand all documentation required to attend the event.

 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 will provide you with a food & beverage stipend to cover additional means not included with the group. 

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/3rd or flying out on May 6th, HubSpot will be providing airport transfers to/from the Maui's Kahului Airport (OGG). 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 Maui 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 by March 2nd- 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. Uber, Lyft, or Taxis are readily available at the airport and from the hotel for your return trip. 

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.

Maui use the same plugs as North America (they operate on a 120V supply voltage and 60Hz). For those traveling from EMEA & JAPAC, you will need to bring adapters.

The dress code in Maui is relaxed and beach casual. Resort and sport attire is appropriate during the day. Shoes and cover-ups are required in the casino, lobbies, and indoor public spaces. For sports including tennis and golf, please wear tennis shoes and sport clothing. At the pool, swimsuits, pool attire, and similar apparel are permitted.

Please note that dress pants are NOT required at any restaurants at the resort.

Given that PC is a 3-night 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 the Grand Wailea Resort, 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 2, 2026. 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).

Grand Wailea is proudly a pet-friendly resort that welcomes all family, therapy, and service animals. Guests accompanied by a family pet (under 50 pounds) will be charged a $30/night non-refundable pet fee; however, there is no fee for service or therapy animals. Limit one pet per room.

All pets must be on a leash and accompanied by a registered guest at all times when outside the guest room. According to the Hawaii State Health Code, only registered service animals are allowed in restaurants.

Please note that guests must comply with all state, local regulations including state Animal Quarantine laws prior to arrival.

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.

For more details regarding Allocated Time Off by Location for PCLUB 2025, please review the link below!

Time Off Guidelines

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 6, 2026 in order to attend the trip or receive the cash payout for not attending.