Frequently Asked Questions
Download the Agenda here
Download the Expo Directory here
If you need medical or other accommodations, please reach out to your HR Business Partner.
To find your HR Business Partner, click here.
*Presidio Federal and Global teams outside of the US, please follow your standard travel process for booking flights.
Presidio US, if you do not follow the instructions below, your flight will not be reimbursed. Note that you must use Concur on your PC/Mac – this will not work on smartphone/tablet
By follow these instructions, then:
- You do not need to submit a travel request in Concur.
- You do not need to submit an expense report in Concur for your flight.
- Your Presidio PNC card will not be charged for your flight.
Rules for Presidio Exchange travel:
- Travel to Orlando is permitted on Wednesday, Sept. 4 only.
- Travel out of Orlando is permitted after 7:00pm on Friday, Sept. 6, and all-day Saturday, Sept. 7.
- We recommend that you do not book flights on Spirit or Frontier.
- Your flight must be within $50 of the lowest reasonable flight schedule (Spirit and Frontier are not used for this calculation).
- The limit is $100 above the lowest reasonable if it goes from multi-stop to non-stop. In this case, book with the instructions below and enter this as the reason the flight is non-compliant. Your trip request will be sent to a queue for approval by the Exchange Team.
- If you need to book outside the travel guidelines for business reasons, please obtain Senior Leadership approval and send the approval email to [email protected]. A Senior Leader qualifies as the manager in your chain that reports directly to the C-Level leader.
- You can book outside the event dates if you are taking PTO time and covering all your expenses for non-event days. You will be responsible for the fare difference if your flight cost with PTO is higher than the cost of the standard flight dates. More details can be found below about extending your stay.
- You can book outside the guidelines for personal reasons (such as preferred airline) if you are willing to personally cover the fare difference.
Follow these instructions to book your flight:
Please don’t book any flights that require approval after 3PM ET on Friday or over weekends – if you do the request will not get approved, your flight will be cancelled, and you will need to rebook.
Open Concur in a separate window so you can see these instructions.
- Click the dropdown and select “Travel” from the menu.
- Click the “Meetings” link (you must use the Meetings tab, do not book from the main Concur page)
- After reviewing the travel guidelines on the main screen, select the “Exchange 2024” Upcoming Meeting
- Enter your departing airport and flight dates – Sept. 4 Departure and Sept. 7 Return; be sure to set your departure time on both trips so Concur gives you flights within that window. (You may book a return flight on Friday Sept. 6 after 7:00pm without needing additional approval)
- Select your flights as you would normally use Concur. Be sure to click all the way to the last screen to submit your reservation (there are a few pages to click through before you get to the “Confirm Booking” button)
After you book your flight, save your Concur confirmation so you can enter your flight details during Exchange registration – that entry will serve as your expense report for the flight if you followed the above process.
If you need assistance with booking your flight, please call Travel Leaders Group line at 800-701-5195 (do not call the standard Travel Leaders number as they are not equipped to help for this event).
If you booked your travel using the Meetings Tab in Concur following the steps above, you can ignore this entry unless the Expense status in Concur changes from “Pending Card Transaction” to “PNC” or you see a credit card transaction on your PNC statement.
This is an anomaly that our travel team is working on. If you do see a charge to your PNC card, please reach out to [email protected] immediately.
You are welcome to have a guest travel with you if you cover all of your guest expenses including air travel. You will need to book your flight through Concur, using the process above. Your guest will need to book their flight independently. Please note that due to space limitations, guests cannot attend any of the Exchange sessions or meals. During registration, you will need to select a single room and pay half the room rate. Your personal cost will be $99.50 + tax (currently 14.5%) per night and cannot be reimbursed.
If you cover expenses for the additional days and your manager approves the PTO, you can extend your stay in Orlando. If the flight cost on your PTO schedule is close to the flight cost for standard travel days, Presidio will cover the full amount. If your PTO flight schedule costs more than a flight on the standard event travel schedule, you will need to cover the difference.
Gaylord has a limited offer to extend our group rate of $199 plus tax (currently 14.5%) based on availability, 3 days prior and 3 days post event. To book your extended dates click here. You will need to book a new reservation for your pre/post nights – and book your event nights (9/4-9/6) during registration in Cvent – The hotel will merge your two reservations prior to the event. You are responsible for paying for any nights pre or post event at check-in (they cannot be expensed).
Breakout session registration will open in late July. You will be notified when it is time to register for your breakout sessions.
You will need to modify your Cvent registration to sign up for Breakout Sessions. At a minimum you will be required to add your Area breakout. Instructions on how to register will be sent out prior to breakout session registration opening.
After completing breakout registration, you will receive a confirmation email listing all your selected sessions along with links to add them to your calendar.
Please use a Taxi / Rideshare between Orlando International Airport and Gaylord.
Many Presidio employees will be on the same flights as you so please try to fill up the cars. Also, use Taxi / Rideshare back to the airport.
Car rental in Orlando will not be reimbursed.
If you live in another Florida city, please follow our corporate policy for car rentals.
- For trips more than 100 miles/day, rental car cost may be lower than the reimbursed mileage for personal car use. Prior to travel, compare costs and choose the least expensive option.
- If car rental is the least expensive option, you may expense. Please try to carpool with your co-workers.
- Our travel policy for personal car and rental car use can be found here: Travel Policy
The dress code for the event is business casual.
Please do not attend Presidio Exchange if you are feeling sick and/or experiencing cold/flu/covid symptoms. If you have benefits-related questions while onsite at Exchange, please contact Lisa Rolli at [email protected] or 612-213-2555. Thank you for helping us continue to keep our employees, partners, sponsors, customers, and other guests healthy!
Please refer to our travel policy for details: Travel Policy
This is a Presidio corporate event – all airfare and lodging are corporate paid.
- Airport parking and bag fees can be expensed.
- Bag fees can be expensed. Please be sure to purchase your bag fees early if you are on a carrier that charges a higher fee at the airport for checked or carry-on bags.
- Taxi and rideshare are the only Orlando-based ground transportation that can be expensed. Rental cars for those flying into Orlando International Airport will not be reimbursed.
- Presidio arranged air and hotel do not need to be included on your expense report for this event.
- Hotel parking can be expensed for those driving in from local offices
- The following meals are provided and cannot be expensed:
- Breakfast, Lunch, and Dinner on Thu Sept.5
- Breakfast or Lunch on Fri Sept.6
- Expenses go to your local Territory overhead code.
- For meals on travel days, please follow our Travel Policy above.
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