INTRO
We look forward to everyone’s attendance at the upcoming Retreat! This guide has been designed to provide an overview on travel and expenses for the 2026 V3 Annual Retreat. Shortly before the event, final retreat information will be sent out along with a form for attendees to sign up for breakout sessions. Following the event, you will receive information on how to complete expense reports. Should you have any additional questions, contact Lori Woody (lwoody@v3co.com).
ACTION STEPS YOU NEED TO TAKE
Read through this retreat information guide.
If required, book your flight (all regions except Chicago and Indianapolis) Please book a refundable ticket in the event your plans change. If driving on your own, carpooling is strongly encouraged.
GETTING THERE
Employees should book their own travel or ask for assistance from their office or project coordinator. Please review “Expense” section for reimbursement information.
REGION
CAROLINAS, OHIO, COLORADO
ALBERTA
INDIANA
ILLINOIS
INSTRUCTIONS
Airfare booked by employee.
Airfare booked by employee. (extra travel day is included on Tuesday)
Drive – carpooling is strongly encouraged.
Drive – carpooling is strongly encouraged.
HOTEL
Attendees will receive an email directly from the Hyatt with your confirmation number. All charges incurred at the hotel will go to the master account and paid for by V3.
CANCELLATIONS OR MODIFICATIONS
If you need to change your check-in and/or departure dates or you need to cancel your attendance – you must cancel contact Lori Woody as soon as possible. Reservations are under a room block and cancellation policies are different than you may be used to.
EXPENSES
In order to be reimbursed for expenses, attendees are required to provide receipts to support expenses incurred and an expense report will need to be completed in Vantagepoint. Scanned copies of receipts are to be attached in the expense report. The following is information on how to code expenses in the expense report.
Project Code is 1.V3RETREAT.
Expense category is TRAVEL EXPENSE for all expenses except mileage.
For mileage, expense category is MILEAGE.
TRAVEL COSTS
For additional details on Travel Guidelines, please CLICK HERE.
REGION WEDNESDAY & FRIDAY
CAROLINAS & DENVER These travel expenses are reimbursable:
Meals (general expense guidelines): $20 for breakfast; $30 for lunch; $50 for dinner
Airfare
Transport to and from the airport
Transport to and from the hotel
OHIO These travel expenses are reimbursable:
Meals (general expense guidelines): $20 for breakfast; $30 for lunch; $50 for dinner
Airfare
Transport to and from the airport
Transport to and from the hotel
Parking at the airport
If traveling by personal vehicle, carpooling is strongly encouraged. Travel expenses are reimbursable:
Mileage
Tolls
Parking (goes to the main hotel bill). Please follow instructions that will be provided on where to park.
THURSDAY
Parking at the airport No expense reimbursement. All meals and beverages are provided by V3. The exception will be for any attendees that are departing on Thursday night.
ALBERTA These travel expenses are reimbursable:
Meals (general expense guidelines): $20 for breakfast; $30 for lunch; $50 for dinner
Airfare (extra travel day on Tuesday is included)
Transport to and from the airport
Transport to and from the hotel
Parking at the airport
ILLINOIS & INDIANA
If traveling by personal vehicle, carpooling is strongly encouraged. Travel expenses are reimbursable:
Mileage
Tolls
Parking (goes to the main hotel bill). Please follow instructions that will be provided on where to park.
