Yes, every HubSpot President's Club inductee can invite one guest to join them in San Juan. Keep in mind bed preferences (Queen/King vs. 2 Singles) are not guaranteed but can be requested.
All RSVP's must be received by February 4th, 2022. The first set of invites will go out by January 12, 2022. Please do NOT book flights before February 11th. The flight booking period is February 11th to February 18th.
After February 4th no changes to your activity selections can be made. If the NAM Club trip ends up shifting dates due to Covid-19 restrictions, you will have the opportunity to re-register once the new dates are announced and switch your election to cash payout if you prefer.
Please note you must be an active HubSpot employee as of trip dates to attend the trip and/or receive the payout for not attending. If the Club trip shifts dates to later in 2022, the cash payout will not occur until the new trip dates.
What’s our COVID-19 plan? Glad you asked:
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- We have made the decision to move forward with Club trips as long as we can do so in the safest environment for our employees and their guests. Unfortunately it is impossible to predict the state of travel so we will continually be monitoring the situation and each month will meet to see if any updates need to be made to the events (working w/ Sales Leadership, HR, and Katie Burke).
- Changes could be made in terms of dates for each of these trips as we work through Covid-19 surges in specific regions. If the dates of the trip end up shifting, we will allow people to go back through the registration process to either confirm your attendance for the new dates, or switch to cash payout (cash payout will coincide with the week of the new event dates). We will allow attendees 10 days from announcement date to change their selection. If we don't receive an updated registration from you by the updated deadline, we will assume the original RSVP stands.
- For the US team the flight booking window will be Feb 11-18th.
- An RSVP “no” (by the assigned deadline!): will still be provided with $2,000 USD, grossed up to cover taxes (or your local currency equivalent). Employees must be employed at the time of payout, which would be expected by the end of April. If the trip shifts later in the year then the payout will take place the same week of US trip.
It’s important to note that the world has in fact 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 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.
As always, feel free to reach out to the Planning Committee- Meaghan Alix (malix@hubspot.com)- for any further questions.
We will update the President's Club website as we learn of any updates, but it will ultimately be up to the qualifying HubSpotter to ensure that they and their guest review and follow the up-to-date travel requirements and get clearance to enter the country for the trip. Please also keep any return requirements in mind (e.g., you may need to be tested before you fly home). In the event that you are required to present a negative COVID test entering your trip destination or upon returning to your home country, HubSpot will cover up to $100 USD total (or your local currency equivalent) per person for the testing fees.
Check up-to-date entry requirements here. Keep in mind that all of our President's Club events are considered “mass gatherings” due to the size of the group expected in Puerto Rico.
Entrance requirements are changing every week based on number of positive cases so please make sure you follow the updates on the link below.
Check up-to-date entry requirements here. Keep in mind that all of our President's Club events are considered “mass gatherings” due to the size of the group expected in Puerto Rico.
All are invited to bring your children at your own cost.
There will be no charge for children up to and including the age of 18 years who share 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. .
Please see full President's Club Family Policy below:
HubSpot President's Club 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 guest (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 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 Final Awards Dinner.
You will be booking your own flight for you and your guest for this trip and expensing the cost of your flights.
To provide more flexibility, you will be booking your own flights this year for Club and expensing through the Concur expense system internally. Please make sure you tag the expense by selecting President's Club from the dropdown menu in the Expense Type Field.
The budget for the NAM team flights is $550 per person. Please do NOT expense over this amount and only submit an expense for two travelers. If you are flying from your home location other than Boston please reach out to malix@hubspot.com for approval if flight cost is over $550 per person.
The flight booking window is February 10-18th. Please expense all flights by March 1st through Concur.
Please email info@executivegrouptravel.com your flight itinerary by March 1st, if you would like airport transfers organized and paid by HubSpot.
A few reminders:
- On top of the per person flight budget, HubSpot will pay the cost to secure a seat if the airline does not assign one for you at the time of the booking (this is different from a seat upgrade- extra legroom, first class, etc- which HubSpot will not cover the cost of).
- On top of the per person flight budget, 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.
- Please do not book Basic Economy tickets. We recommend Main Cabin/Economy.
Puerto Rico is a US territory therefore no passport is required for US Citizens. For LATAM attendees please ensure you have a valid passport and depending on Passport you are responsible to research if a visa is required.
All HubSpotters are able to extend at their own cost, but any and all additional hotel costs, airport transfers, and flight difference will be your responsibility.
Once Executive Group Travel confirms your extension, you have 72 hours to cancel those nights. After 72 hours, any cancelled nights will be billed back to you through payroll.
Due to end of month and end of quarter, please do not book flights for Club departing your home location before April 1st.
If you are arriving or departing on group dates, HubSpot will be organizing airport transfers to/from the San Juan Airport.
Please email info@executivegrouptravel.com your flight itinerary by March 1st if you would like airport transfers organized and paid by Executive Group Travel. This is only for those arriving April 4th and departing April 7th.
If your transfers are not organized through Executive Group Travel we ask that you only expense $40 total for your airport transfers (this includes the round-trip transfer for you and your guest as Uber/taxi ranges between $12-20 per trip). If you are taking a group transfer one-way, we ask that you only expense $20 for the transfer you arranged.
At La Concha Resort San Juan, 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. For US attendees, Puerto Rico is covered by most carriers without roaming since it is a US territory but please reach out to your own cell service carrier to confirm!
The hotel is NOT all-inclusive.
You will be provided in your paycheck an additional bonus to help defray food and beverage costs during your trip in San Juan.
This is a casual trip and long pants are not required at any of the restaurants. We recommend resort casual attire each evening. Think linens, golf shirts, sundresses, loafers, etc. The averages tempetures in April are around 85 degrees!
Yes, all attendees can expense up to $80 per couple for this club trip to help defray the cost of checking luggage. We recommend all guests check-in to their flights online.
If you're a United States citizen, you do NOT need a passport to go to Puerto Rico. Since Puerto Rico is a US territory, all you need is the same identification you use to fly anywhere else in the country.
Unfortunately, due to the busy itinerary, we are unable to meet requests for two activities.
Please see the HubSpot business travel medical eligibility below as it pertains to President's club travel for employees and your guest. Also please check out this document for more information on what is covered while traveling for President's Club.
Here are is an additional document that covers more information about HubSpot Cigna Travel Insurance Abroad.
Cigna Self Service for International Business Travelers
Please note that your spot will not be given to anyone in your place, and we'll need to know your intentions by February 4th, 2022. Unfortunately, if you notify us of any changes after February 5th, you will lose eligibility for the monetary reward since deposits will have already been made on your behalf. Please note you must be an active HubSpot employee as of trip dates to receive the payout for not attending.
There will be three options.
1. All updates and changes will be communicated through the trip website. 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 daily HubSpot headquarters located on property at The Fairmont. There will be a staff on hand to answer any questions from 10am-6pm each day. Locations will be shared on this website once finalized.
3. This year we will provide an app with personalized itineraries. All changes will be sent via push notifications so please remember to allow notifications from Travefy.