Expense Management
Q: Is there a cost center to cross charge expenses for this summit?
A: There will be no cross charging allowed for this year's summit. All expenses will be paid for centrally and reconciled against the summit budget with the exception of the following which should be covered by your organization:
- Visa application fees
- Transportation to/from airport at home base
- Airline baggage fees
- Mileage reimbursement for those living within driving distance of the Anaheim Convention center
- Air change fees
Q: I do not have a corporate AMEX card. How do I pay for approved business expenses not covered by the summit budget?
A: Please talk with your supervisor regarding how you can obtain an AMEX card or identify a person from your organization that can pick up the charges on their corporate AMEX card.
Q: As an Avaya employee, can I still expense meals via TREX?
A: Meals will be provided by the summit including breakfast, lunch and dinner for the duration of the conference. There will be no additional meal expenses permitted for reimbursement.
Q: How do I pay for the extended hotel nights outside of the summit dates?
A: If you have requested an extension at the Moon Palace and have received confirmation from Avaya Conference Headquarters that your request has been approved, you will be asked to provide your personal credit card information in order to pay for these additional hotel nights. BE SURE TO TRAVEL WITH THE CREDIT CARD YOU WANT TO USE FOR THESE EXPENSES and plan to have it available upon hotel check-in and check-out. We can not guarantee that there is availability at the Moon Palace pre or post the summit in which case you will need to secure your own hotel arrangements.
Q: What is the policy for traveling outside of the specific dates for the conference?
A: If you elect to arrive early or depart late for the summit, you will still need to use Madison Performance Group (MPG) to make your travel arrangements. Avaya will not reimburse individuals through the TREX vouchering process for any tickets purchased through another vendor or means. If the extended stay flight cost more then flying over the approved summit dates you will be asked to pay the difference with a personal credit card. Also, if you travel outside of the summit dates you may make the extended date requests through the registration site. A very limited number of rooms are available for extensions, either pre- or post-conference. You will be contacted within 72 hours to let you know if your request can or cannot be accommodated.
Q: If I choose to drive to the summit, will I be reimbursed?
A: You will be reimbursed for mileage, up to 200 miles via your standard expense vouchering process and this expense will be incurred by your organization.
Q: Can I rent a car and have it covered by the summit?
A: All summit activity will be on the Moon Palace property. Rental cars are highly discouraged and are not covered by the summit budget.
Travel / Transportation Information
Q: As an Avaya associate, what process do I follow for booking my air travel to Cancun, Mexico?
A: All air travel will be booked through Madison Performance Group via the registration tool. Associates are expected to follow this policy.
- All Attendees (Domestic and International): During the registration process, you will be able to submit your travel preferences. A Madison Air Consultant will review your details and contact you via email to confirm your booking.
- All travelers are to book lowest coach economy, non-refundable, non-upgradable fares.
Q: How do I obtain a Visa letter?
A: If you require a Visa to travel to Cancun you will be able to download a Visa letter signed by Pierre-Paul Allard during the registration process.
Q: If required, how do I manage itinerary changes?
A: All change fees and additional costs are the responsibility of the traveler and will not be covered by the summit budget. The only exception are for President’s Club winners who may be required to make itinerary changes based on when they are invited to participate. Please send all requests for itinerary changes in writing to Avaya Conference Headquarters at ConferenceHeadquarters@madisonpg.com.
Q: Is there scheduled ground transportation for the summit?
A: There will be scheduled ground transportation upon arrival and departure servicing Cancun International Airport (CUN). The transportation scheduled is dependent on flight arrivals and departures so check back in the coming weeks for the schedule.
Q: When I arrive at Cancun International Airport (CUN) where do I go to take advantage of the Avaya designated ground transportation?
A: Upon arrival to the airport you will need to clear Customs and then proceed to the baggage claim area to pick up your luggage. After you exit the baggage claims area you will be in the arrivals area. Please proceed outside through the glass doors to the agencies transfer area where you will see International Incentives transportation staff wearing black pants, a magenta polo shirt and carrying an Avaya Champions Excellence Summit logo sign.
Q: If I am traveling outside the specified travel dates or I arrive after the window of scheduled transportation, how do I get to the Moon Palace?
A: If for some reason you are unable to arrive in a window during which pre-arranged group transportation is available, for your safety we highly recommend you make prior arrangements with our group shuttle management company, International Incentives, for an individual pay-on-your own transfer. Otherwise, there is a lot of vendors and confusion at the airport making it difficult to determine if you will be traveling with a reputable company. Please visit the following url http://iitdmc.com.mx/groups/avaya/ to book your personal transfer through International Incentives. We recommend that you carry the Moon Palace address and phone number with you. All costs associated with transportation outside of the specified travel dates or window of scheduled transportation are at your own expense.
Hotel and Conference Check-In
Q: Will I be sharing a hotel room while attending this year's summit?
A: Yes – a room share policy is in effect for this year’s summit. You will be able to choose your roommate during registration. The only exception will be for President’s Club winners who will not be required to share a room.
Q: If I am sharing a room, can I have my roommate pick up my keys for me upon their arrival at the hotel?
A: Each guest must check-in separately at the front desk. This is to guarantee your own incidental account with the hotel and will ensure a smooth check-out process.
Q: If I am in a room share situation, can both my roommate and I have Internet connectivity at the same time?
A: Yes - you and your roommate will both have the ability to connect at the same time.
Q: Am I able to pay on my own for a single room?
A: Unfortunately due to our current contracted room block and hotel availability, you will not be able to pay for your own single room.
Attendance
Q: I know colleagues who have not yet received their invitation. When should they expect to receive it?
A: The ACES program is designed as a hybrid sales summit and incentive program. This year employees who have achieved 100% of plan or better will be invited to attend. In addition pre-approved guests, select EC members, breakout session speakers and staff will also participate.
Q: When will the President’s Club winners be notified that they have won?
A: Winners will be notified over the next few months as Avaya analyzes % attainment results. Results to date show some clear winners who have already far exceeded their numbers and others who are close. Results will continue to be monitored very closely to determine who will be invited to participate in this exclusive event.
Miscellaneous Questions
Q: What is the dress code for the week?
A: The dress code is business casual with the exception of the Gala Awards dinner on Monday evening. Dress code for the Gala Awards dinner is resort evening attire. Morning general sessions will start a little later this year so you may want to pack some casual gear / fitness clothes for a morning stroll, a swim, a workout session at the Moon Palace facilities, etc.
Q: Are guests invited to attend the summit?
A: This is a business event and therefore attendance is for Avaya employees only. The only exception will be guests of the President’s Club winners who will be allowed to attend participate in the conference.
Q: If I need to cancel/change my participation in the event, how do I go about making the change?
A: Any changes to your registration information (including air travel requests) can be made by contacting Avaya Conference Headquarters in writing via e-mail at: ConferenceHeadquarters@madisonpg.com
Q: How do I secure a medical exception for sharing a room or flying in coach?
A: If you require a medical waiver per your physician’s directive, please notify us in the comments section of the registration page. Someone from Avaya will get back to you with the medical exception form that you will need to complete to be granted an exception.
For any questions regarding booking travel or registration assistance, contact Avaya Conference Headquarters at:
ConferenceHeadquarters@madisonpg.com
1-866-535-2542 (US only toll-free)
+1-212-653-1260 (Outside the US)
+1-212-308-0646 (Fax)
Avaya Conference Headquarters Hours of Operation: Monday-Friday 9:00 AM - 5:30 PM EST