Hotel

Prepare for a luxurious oasis experience at W Costa Rica – Reserva Conchal. Relax by modern pools overlooking rainforest and mangroves, indulge in the luxury of spa and golf services or explore the nearby local town of Tamarindo.

Please note: Upon check-in, you will be required to provide a personal credit card for incidentals – it is not recommended to use a debit card as it will impact available funds. If you do not have a personal credit card, please email your President’s Club Events Team.

Travel & Expenses

Flight Information

After completing your registration, you will be contacted with flight options based out of your region. Once your flight is booked, it is final. Please note that preferred airline and seating preference are not guaranteed. Official program travel dates are Sunday, November 10 – Thursday, November 14, 2024.

Arrival Transportation

If you fly on official program travel dates, transportation will meet you as you exit the airport to take you to the hotel.

*Note: Throughout the duration of the President’s Club Trip, transportation will be provided for all organized activities. You will only have to rely on outside transportation if you decide to extend your stay for a personal vacation or explore on your own.

Tips for Packing & Preparing

Attire

• Daytime events and most evening events will be resort casual.
• The Welcome Reception on Sunday, November 10 will be a white party. More information to come.
• Our Awards Dinner is resort dressy with a tropical jungle flair. More information to come.
• Once your select your activities, check for any specific rules to participate in the activity. Some require close-toe shoes or strongly recommend bathing suit attire, etc.

Outlet Adapters

Outlets in Costa Rica are the same as US / Canadian outlets, so plan accordingly if you are traveling from another location.

Currency

The Costa Rican colón (CRC) is the official currency of Costa Rica. Most credit cards are accepted with MasterCard and Visa as the most widely accepted, although a small bank charge may be applied to convert the charge to another currency. US dollars are accepted in Costa Rica, especially in the tourism sector. However, some businesses may only accept US bills up to $20, and you’ll likely get your change in colones. There is an ATM next to the front desk that will disburse colones and US dollars, but the hotel bars cannot always provide small bills in exchange.

Expenses

As you plan for the upcoming trip, please keep in mind the following guidelines for President’s Club expenses. Sovos will reimburse expenses for you and your one guest over the age of 21 up to the allotted per diem. Any additional spend over that allotment is the employee and their guest’s personal responsibility.

Transportation

Transportation costs to and from the airport as well as airport parking from November 10 – November 14 will be reimbursed.

Time Zone

Costa Rica is -6 hours Greenwich Mean Time (GMT). The country does not celebrate Daylight Savings Time, so from mid-March to October, the time is the same as Mountain Standard Time (MST) in the United States. From November to mid-March, the time is the equivalent of Central Standard Time (CST) in the United States.

Visas

If your country of residence requires a visa for entry into Costa Rica, Sovos will reimburse up to $185 USD of your visa cost. Please contact PresidentsClub@sovos.com if you need a letter of support.

Meals

Meals on travel days and at destination on days where group meals are not sponsored by the company will be reimbursed. To accommodate higher costs at destination, per person meal limits (excluding tax and tip) have been adjusted as follows:

• Breakfast – $25/person
• Lunch – $40/person
• Dinner – $100/person

Miscellaneous

• Activities not scheduled by the company will not be reimbursed
• Receipts for alcohol will not be reimbursed (excluding drinks consumed during meals which are covered by meal limits noted above).
• Hotel amenities and personal expenses (facilities, movies, magazines, toiletries, etc.) will not be reimbursed

General Expectations

• All President’s Club expenses should be submitted no later than December 1, 2024
• Submit expenses as a standalone report, named “P-Club 2024” to ensure proper tracking and allocation
• Various expense types should be reported as a single line (i.e., meals reported separately from other expenses)
• Provide itemized receipts for all expenses
• Convert all expenses to USD. If necessary, Finance will provide an exchange rate to be used for conversion
• No alternative prizes will be awarded if you cannot attend the group trip from November 10-14, 2024.

As always, we understand there will be exceptions and judgment applied in many circumstances which will be reviewed on a case-by-case basis.

Please find below the files referenced above:

2024 Presidents Club – Per Diem Allocations – English

2024 Presidents Club – How to Submit a Concur Expense Report – English