FAQs
General Questions
Please refer to the Agenda page in the registration site.
Where are the Diamond Conference activities being held?
The hotel and conference is being held at the San Antonio Marriott Rivercenter. The networking reception is being held at Sunset Station. The Monday night event is being held at the Knibbe Ranch and the Fun Run will start and end at La Villita park.
Will there be someone on-site to assist me if I have a question?
Yes, there will be designated Heartland representatives at the registration desks on the third floor of the hotel throughout the entire conference. The registration desks are located on the third floor of the Marriott in the conference center event space.
Is there an event cancellation fee?
If you must cancel, you are required to inform your DM, VP and DiamondConferenceInfo@e-hps.com, so that the arrangements may be properly cancelled. Cancellation fees and other penalties may apply.
Is there a charge for no-shows?
All no-shows will be dealt with on a case-by-case basis. Cancellation fees and other penalties may apply.
What is appropriate attire?
You will receive an Attendee Packet in the mail in February with additional information on the dress code.
What weather should I expect during the Diamond Conference?
The average high for San Antonio in early March is 72 degrees and the average low is 50 degrees; however, you should continue to monitor the local San Antonio weather for any deviations leading up to the event.
Will I have any downtime at the Diamond Conference?
This is a business meeting; therefore, most of your time will be spent with fellow Heartlanders in meetings, sessions and meals. There will be some downtime during the event, and it is encouraged that you spend this time with your team.
Hotel Questions
Can I request a specific hotel?
All Heartland guests will be staying at the San Antonio Marriott Rivercenter. There are no other options for hotels at the Diamond Conference.
Please note: The San Antonio Marriott Rivercenter is smoke-free and pet free.
What time is check-in at the Marriott?
Check-in time is at 4:000 pm.
When will I receive a confirmation for my hotel?
Hotel confirmations will be sent by February 22nd.
Who pays for incidentals?
Incidentals are your responsibility.
Travel and Transportation Questions
What is the deadline to register and book my travel?
You must register and book travel through the registration website no later than January 29, 2016.
What do I do when I arrive in San Antonio?
If you arrive by air on Sunday, look for Heartland volunteers who will direct you to Bagagge Claim and the shuttle service to the hotel will be operating in continuous loops, providing a ride from the airport to the hotel. If you are arriving before or after Heartland's shuttle service is available, taxis are available in the Ground Transportation area. Taxi fare is at your own expense and will not be reimbursed by Heartland.
What is the shuttle schedule?
Arrivals: Departures:
Sunday, March 3, 2016 Wednesday, March 9, 2016
8:00 am to 10:00 pm. 4:00 am to 5:00 pm
New Chairman's Club, New Hall of Fame, and Black Diamond members arriving early will be provided shuttle service upon their arrival on Saturday, March 5th.
Who is handling air travel arrangements?
You will be booking your own travel through Heartland's Concur travel system via the registration site. The Heartland event staff is not authorized to book your travel for you for this event.
Is there a maximum airfare cost that Heartland will cover?
Allowable ticket fares (Economy Only) are currently set at $150 over the lowest reasonable fare, and flight cost will be capped at $700. If a flight is booked that exceeds the policy limit, it will be sent to the Flight Approvers for review to accept or reject (reply will be made within 24 hours).
Travelers will be permitted to book a round trip from their home airport to San Antonio, the default arrival city. If special accommodations are needed, please email DiamondConcerenceInfo@e-hps.com.
All air travel for the Diamond Conference should be booked via Concur through the registration site. There will be no reimbursement for flights booked by any other means.
If you have any flight issues, please contact World Travel Support Desk at 800.221.4730.
How long do I have to change my travel request?
You have 24 hours from the time you submit travel information to make any changes before your flight is booked. Once your flight has been booked, you are responsible for all changes and/or cancellations fees incurred.
If you do not receive a TICKETED itinerary from COMPLEAT@gdsx.com, your ticket has not been booked. Please contact World Travel Online Support Desk at 800.221.4730.
Do I need to book a rental car or hotel?
There will not options available in Concur to book a hotel as this is being accommodated as part of the trip. Car rentals are not an option on the Concur site, as these are at your own discretion and expense.
Expense Reimbursement Questions
What expenses can be reimbursed?
You may only submit the following expenses for reimbursement:
- Luggage. Heartland will cover the cost of one checked bag for you on your flight to the Diamond Conference and one checked back for you on your return flight from the Diamond Conference.
- Mileage. You may only submit mileage reimbursement per the mileage reimbursement rules if you drive your own personal car to San Antonio.
- Parking. You may only submit parking expenses if you drive your own vehicle to San Antonio. No other parking expenses will be reimbursed.
- Rental Cars. Heartland will not reimburse for any rental cars.
- Taxi Fares. Heartland will provide transportation to and from the hotel on the arrival and departure days; therefore, Heartland will not reimburse for any taxi fares.
What do I need to do you be reimbursed?
You will need to submit your expenses through Concur within 60 days of the expense. Any expenses submitted after this date will not be reimbursed.
Please keep appropriate receipts for submission via Concur, as we cannot reimburse without them.
Will Heartland cover the costs for checked baggage?
Heartland will cover the cost of one checked bag for you on your flight to the Diamond Conference and one checked back for you on your return flight from the Diamond Conference.
If I drive to the Diamond Conference, what are the reimbursement parameters?
Travelers driving to the Diamond Conference will be reimbursed at the rate of $0.30/mile up to $250, and will be expected to submit this expense and milage log through Concur within 60 days of the event.
Additional Information
Who do I contact for additional information?
For additional information and questions, please email: DiamondConferenceInfo@e-hps.com.
