Expenses and Charging Time: BGC AGM & Holiday Party

Covered by BGC	Covered by Employee
Visas for travellers	Passport renewals, if required
Economy return flight to Calgary (YYC) for you and your partner.	Flights for your children
Flight changes because of BGC work	Flight changes because of personal reasons & Seat Selection
Up to 8 hours of flight travel time per flight if arriving on a weekday	Travel time on a weekend
Up to 8 hours of attendance at the AGM sessions per day. Please find chargeable work to fill in the gaps and note that time sheets should not exceed 40 hours for the week, including travel.	Attendance time at the Wednesday icebreaker, social activities and the BGC Annual Party.

Charge Codes

Travel can go under the charge code AGM-09.19
Main AGM content will be charged to AGM-09.06
- you can charge up to 8 hours of attendance at the AGM sessions per day. Please find chargeable work to fill in the gaps and note that time sheets for attendees should not exceed 40 hours for the week, including travel.
Volunteer time can go to AGM 09.01
- this is part of your 8 hour day, so if you are volunteering before/after regular work hours please adjust your working day.

At The Hotels

Accommodation

BGC covers the agreed cost (agreed under contract with the hotel) of a standard guest room and standard internet service at the Hyatt, Marriott or the Fairmont.

If you need a suite or connecting rooms, BGC covers the standard room cost for one room per night; you pay the extra cost of a suite and the full cost of an extra room. Please advise Isabella Ma (AGMHotel@bgcengineering.ca) of this and she will ensure you can pay your costs when you check out of the hotel.

Please note expected check out is on Saturday, December 14, and anything later is a cost to staff unless approved by OM.

Calgary staff are invited to stay at the hotel from Wednesday, December 11 until Saturday, December 14.

Travellers from Vancouver

Please book your travel with Corporate Traveller as we have purchased a number of group flights (50 per flight) and would like to use them up before individual travel is booked. Upon arrival at YYC a coach will meet you and your fellow BGCers to take you to the hotels. If you have a family travelling with you, then this may preclude you from booking with the group flights which is fine. It is still expected that you use our travel agent because the data we collect is used for carbon offsets and financial planning for other such events.

Arrival at the hotel

Most short-flight attendees should arrive and check in at the hotel from Wednesday, December 11, unless they are expected to attend a team meeting on the days beforehand. If the flight exceeds 5 hours, travellers may arrive on the Tuesday.

Please note our event doesn’t start until Wednesday evening (5:00 pm Icebreaker event). The mainstage content for all-attendees starts on Thursday morning.

The table below shows recommended arrival days for travellers from their different locations.

Origin	Flight duration	Recommended arrival day
Brisbane	>5 hours	December 10
Santo Domingo	>5 hours	December 10
Santiago	>5 hours	December 10
Golden	<5 hours	December 11
Nashville	<5 hours	December 11
Halifax	>5 hours	December 10
Fredericton	>5 hours	December 10
Toronto	<5 hours	December 11
Ottawa	<5 hours	December 11
Montreal	<5 hours	December 11
Kingston	<5 hours	December 11
Kelowna	<5 hours	December 11
Kamloops	<5 hours	December 11
Victoria	<5 hours	December 11
Vancouver	<5 hours	December 11
Edmonton	<5 hours	December 11
Quebec City	>5 hours	December 10

Early check in, late check out.

Unless you have arranged this with the hotel directly for yourself, you are expected to check in after 4 pm and check out by noon. You may incur personal expenses for changes.

If you arrive early and your room isn’t ready for you, the hotel will take your bags and keep them safe until your room is ready. They will contact you when it is ready or ask you to return to reception at a specific time.

If you have a late-night flight home, you still need to check out by noon. The hotel will store your bags for you if you want somewhere safe to leave them until needed. Refusal to leave a room at check-out time will mean you will cover the cost of the extra night the hotel will charge BGC for.

Hotel incidentals and daily expenses

You will be asked for your credit card upon check-in. Please contact Lindi Braund (lbraund@bgcengineering.ca) if this is an issue for you before you arrive at the hotel.

When presenting receipts for an expense claim, please ensure that all parts of the receipt (including the itemised part) are present in Concur and that you have included the names of those who attended any approved dinner or event for which you are requesting a reimbursement.

Hotel Incidentals and Daily Expenses

Covered by BGC	Covered by Staff
Taxi to airport for out-of-town BGCers.	Meals for your partner and children unless we have invited you all to one of our events.
Parking at airport for out-of-town BGCers with long-term parking rates or nearby long-term parking if more reasonable.	Meals for you when we have provided a meal for you at our event.
Taxi home to Calgary address after Wednesday, Thursday and Friday night events.	Parking at the hotel or anywhere in the city of Calgary.
Meals at the airport for out-of-town BGCers.	Unapproved bar and restaurant bills.
Baggage check costs.

BGC Expenses and Charging Time at AGM 2024