Conference Dates & Lodging

• Check-in: Monday, August 10
• Check-out: Friday, August 14
• The company covers hotel lodging and tax only for conference dates (August 10–14).

• Pre‑ and/or post‑conference weekend nights (the weekend before and the weekend after the conference) may be booked at the corporate rate of $249 + tax; however, these nights are at the employee’s expense and require a personal credit card to guarantee the room.

Meals

During the Conference

• All company-provided meals (breakfast, breaks, lunch, and sponsored dinners/events) are covered.
• Meals eaten outside of provided conference meals are not reimbursable.

While Traveling

• Meals during pre- and post-conference travel days (e.g., airport meals) may be expensed via CONCUR, per company policy.
• Alcohol is not reimbursable unless included as part of a company-sponsored meal or event.

Flights & Transportation

• For US and Canada–based employees, airfare will be recharged to your department and must be booked through ATPI/Direct Travel.
• Employees traveling from outside the US and Canada should follow their normal local travel booking processes in accordance with company policy and work with their local company travel department.
• Ground transportation (ride share, taxi, shuttle, mileage, parking, tolls, trains, etc.) should follow standard company travel and CONCUR policies.
• Car rentals are permitted for employees who choose to drive to the conference and will be reimbursed in accordance with company travel and expense policy.

Hotel Incidentals & Guest Expenses

• Employees are responsible for all incidentals, including guest expenses, mini-bar charges, and non-sponsored meals or events.
• Only hotel room and tax are reimbursable by International SOS. All other hotel-related charges not pre-sponsored by the company will not be reimbursed.

Recharges (Non–H3S North America)

• For business units outside H3S North America, Finance will process post-conference recharges, including all per‑person costs.

Travel Disruptions

• For delays, cancellations, or other travel issues, contact ATPI/Direct Travel or follow local travel procedures as applicable.
• Notify Brenda Davis@internationalsos.com if disruptions affect your ability to attend.

Expense Submission

• All expenses must be submitted through CONCUR with receipts.
• Reports should be submitted within the standard company timeframe following the conference. Late submissions may not be reimbursed.