The Kickoff Event is a Fuze employee only event.
If you choose to bring a guest all additional costs will be your responsibility. This is not a +1 event. Children are also not invited to this event.
We have booked your hotel room for you, please do not book a hotel. We recommend all attendees finalize their flights by December 28th to ensure flight availability and reasonable pricing. All changes to your flights are your responsibility unless it's for a work meeting. Make sure you read the itinerary closely and know which day you are supposed to arrive and depart.
You must arrive at the Omni by Tuesday, January 21st at 1:30pm (flights that land in Austin by 12:30pm are recommended) and depart any time on Thursday, January 23rd!
For those looking to arrive one night early, Fuze has a discounted rate for attendees.
The address for Omni Barton Creek Resort & Spa is:
8212 BARTON CLUB DRIVE
AUSTIN, TEXAS 78735
Please see full flight booking policy and process below. Please use your normal Concur/Clarity login and expense the cost of your flights.
All travelers should plan to arrive to the hotel by 1:30pm on Tuesday January 21st (keep in mind airport is 30 minutes from hotel). For US travelers, if you prefer to arrive on Monday January 20th please update the calendar on your registration for 1/20/20 check-in date. There is an extremely discounted rate for the additional night. You will be responsible for your own food & beverage on Monday if you decide to arrive early. Email firstname.lastname@example.org for details.
All guests can depart any time on Thursday as Thursday is a travel day with content ending Wednesday night.
Please fly into the Austin–Bergstrom International Airport (AUS).
• Simple Trips: Concur must be used for all simple domestic point-to-point air, hotel, and car reservations.
• Complex/Multi-leg/International Trips: Travelers should ALWAYS contact a Fuze Travel Agent for booking air, hotel, and car for a complex multi-leg/international trip. In the Americas and AsiaPac regions, contact Luxe Travel and in the EU/UK, contact Clarity (contact information for travel agents is accessible by clicking the “Travel” tab in Concur and referencing the Company Notes section).
Fuze uses Luxe Travel Agency for all business travel. Luxe has been implemented to provide the lowest possible rates and provide the highest level of service. Luxe is integrated into the Concur application and can be accessed by clicking on the ‘Travel’ icon at the top of the page.
Key contact information, including email, travel specialist name/number, travel agent name/number and after hours emergency assistance number can be found in the Company Notes section of the Travel tab.
Managing Your Travel Profile:
Your travel profile is managed via your profile settings in Concur. Please be sure that your profile information matches your travel documentation (license/passport) as this information is synced across platforms.
Expense Reporting and Concur Expense:
Concur Expense is an online expense reporting software used for requesting reimbursement of expenses.
Upon submission, your expense report will be routed to your manager for approval and to Accounting for approval and payment. You are required to submit receipts for all expenses greater than $25.
·Employees must use the Concur Expense tool to request reimbursement.
·Detailed receipts must be submitted (e.g. all pages of hotel bills and detailed meals receipt, not just the credit card receipt.) Credit card images are not an acceptable form of receipt.
Every effort should be made to make travel arrangements at least 14+ days in advance to take advantage of lower fares, availability of flights and seating preference. Fuze will reimburse for Economy or Coach class only. Employees with frequent flyer miles can upgrade, however Fuze will not pay any additional charges for business or first-class upgrade. Air travel is only allowed when the one-way ground transportation to the desired destination is more than 2 hours or more than 150 miles. Fuze policy is to take the lowest logical airfare regardless of employee airline preferences, direct flight preferences, or frequent flyer miles.
The criteria for Fuze’s designation of lowest logical airfare is based on the following:
• The lowest logical airfare is the least expensive Economy or Coach class airfare.
• The lowest logical airfare includes no more than one additional interim stop each way.
• The lowest logical airfare will not increase the one-way total elapsed time (origin to destination) by more than 2 hours.
• The lowest logical airfare will deviate by no more than a +/- 2 hour time window before the requested departure time.
• The lowest logical airfare includes non-refundable tickets.
Changing airlines en route can dramatically increase the ticket cost. Whenever possible, the employee should travel with the same airline as ticketed, using the original ticket and coordinate
with Luxe Travel to make any required changes or cancellations. Canceled, voided or unused tickets (partial or whole) will be monitored by Luxe Travel for future use or credit.
Changes to previously booked tickets must be made through our agent at Luxe Travel or Clarity.
· Concur Travel Specialist: Lisa Brooks 949.336.1000 x2003
Luxe Travel (Americas & Asia Pacific)
For Agent Assistance or changes to a ticketed reservation, please contact Luxe Agent Team:
Agent Team Hours: 8:00 AM – 9:00 PM, Eastern Time, Monday – Friday
Agent Team Phone: 561-910-0400
Agent Team Email: email@example.com
For After-Hours Emergency Assistance, please contact:
After-Hours Emergencies: 866-268-3101 Code: B5GC
For Agent Assistance or changes to a ticketed reservation, please contact Clarity Agent Team:
Agent Team Hours: 8:30 AM – 6:00 PM BST, Monday – Friday
Agent Team Phone: 44 131 524 1252
Agent Team Email: firstname.lastname@example.org
For After-Hours Emergency Assistance, please contact:
UK After-Hours for Emergencies: +44 333 230 9135 or +44 131 524 1252
Please use good judgment. We ask Fuze employees to only fly coach for this event.
You can come early or extend the trip, but all additional hotel nights will be your responsibility and should not be expensed.
You can email Executive Group Travel at Info@ExecutiveGroupTravel.com to receive discounted pricing for extensions.
Also any additional flight costs for flying early/later or alternate destination are 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.
You can choose to fly to/from alternate destinations on the weekend before or after but any additional flight costs will be your responsibility. Fuze is covering to/from your home location and that flight cost is your covered budget. If you choose alternate destinations, anything over that covered budget we ask you to cover.
No, we have booked your hotel room for your approved dates.
Anything additional you will need to book through Marci@ExecutiveGroupTravel.com and cover personally (please do not expense).
There is no organized transportation so please expense the round-trip transportation from the airport to Omni Barton Creek. Please share uber/lyft transport with co-workers on your flight.
Fuze will reimburse you for limited food costs during the 1.5 day event as we will be providing food and drinks throughout the program. Our policy for this kickoff event is to use good judgment.
US attendees should not expense any per diem food costs.
All meetings are business casual.
For those who enjoy fitness we recommend bringing along gym clothes.
Wednesday afternoon and evening will be casual attire.
There will be two options.
1. All updates and changes will be communicated to you through email in a timely manner. This means you should be checking your email during the kickoff event for any updates or special events added.
2. Also all updates will be added to the event Attendify app.