WHAT'S INCLUDED IN MY TRAVEL PACKAGE? (FOR VENDOR BUY-IN COSTS, PLEASE SEE FAQs BELOW)
WHAT'S NOT INCLUDED THAT I SHOULD EXPECT TO PAY FOR?
The following personal travel expenses are not included in your travel package:
WHOM SHOULD I TIP?
Customary gratuities have been taken care of on your behalf for the bellman that will be assisting you with your bags to/from your room on arrival and departure day, for your arrival/departure transfers, as well as for all staff involved in our private functions at the hotel. Gratuities for services you book yourself (meals, tours, spa, or salon services) are not included and would be at your own discretion.
WHAT TYPE OF IDENTIFICATION/DOCUMENTATION IS REQUIRED FOR THIS PROGRAM?
It is your responsibility to be in possession of the proper personal identification and travel documents for your trip. Guests without proper documentation will be denied transit and/or entry, and will not be eligible for a refund of travel or personal expenses.
For travel that commences, terminates, and stops only in the 50 United States, all adults 18 years or older are required to have valid government-issued photo identification. Acceptable forms of identification for domestic travel include a valid driver’s license, military I.D., state-issued photo identification, or passport. Please visit https://www.tsa.gov/travel/security-screening/identification to view all acceptable forms of identification.
If your state does not participate in, or is not yet in compliance with, the REAL ID Act, you may be required to have a valid U.S. Passport for domestic travel. For more information about the REAL ID Act, please visit the U.S. Department of Homeland Security REAL ID Act website.
WHEN DOES REGISTRATION CLOSE?
Registration closes Monday, March 20, 2023.
WHAT ARE THE COSTS TO PARTICIPATE IF I AM INTERESTED IN BUYING INTO THE TRIP?
$1,871 per person for a double-occupancy room ($3,742 total)
$2,455 per person for a single-occupancy room
WHAT IS THE COST TO BRING ADDITIONAL GUESTS IN MY ROOM?
If you are interested in buying in a 3rd or 4th adult guest in your room, you can do so for $1,254 per person. Your guest will receive all the same inclusions as the rest of the participants, including access to all the private ITDG events (airfare is not included). Please note there is a 5-person maximum per room (4 adults maximum). You will register and pay for your additional 3rd and 4th guests at the end of your registration.
If your additional 3rd or 4th guest is under 18 years old, the cost will be $1,099. Your guest will receive all the same inclusions as the rest of the participants, including access to all the private ITDG events (airfare is not included).
CHANGE/CANCELLATION FEE?
After, Monday, March 20, 2023: A $75 per person change fee will be charged for registration changes (including name changes and late registrations) in addition to any specific Supplier fees such as airline change fees, resort, and/or ground operator fees applicable at the time the change is requested.
From date of booking until Monday, March 20, 2023: You may cancel your registration and receive a full refund.
CAN I EXTEND MY STAY?
Unfortunately, due to high demand (and low availability), we are unable to offer pre/post nights at the hotel. If you plan to come in early or stay late, and would like to try to stay at the Hyatt Regency Hill Country Resort, you will need to book your pre/post room directly on the hotel website. Although your pre/post night(s) will be a separate reservation than our program dates, we will ask the hotel combine your two reservations if possible, so that you hopefully do not have to switch rooms.
As a reminder, round-trip transfers on arrival (any day) and departure (on April 30 or May 1 only) between the airport and the Hyatt Regency Hill Country Resort will be provided by ITDG. If you extend your stay beyond May 1, you will be responsible for your own airport transfers.
HOW DO I SHIP SUPPLIES TO THE HOTEL?
For information on how to ship supplies to the hotel, please contact Suzanne Niebuhr at sniebuhr@morrisincentives.com.
WHAT WILL THE WEATHER BE LIKE?
The weather in San Antonio, Texas during April on average has a high of 81°F and low of 57°F.
WHAT IS THE TIME DIFFERENCE?
San Antonio, Texas is on Central Time.
WHAT ITEMS ARE PROHIBITED IN MY CARRY-ON LUGGAGE?
For an up-to-date list of items banned from carry-on luggage, please visit: http://www.tsa.gov/travel/security-screening/prohibited-items
HOW MUCH LUGGAGE CAN I TAKE?
Most carriers charge a fee for checked luggage. Please check with your airline for current fees. Baggage allowance and costs vary by destination and fare type. Most airlines allow one (1) complimentary checked bag and one (1) carry-on bag, free of charge. Your carry-on must be able to fit in the overhead compartment or under the seat in front of you.
WHAT ITEMS SHOULD I KEEP WITH ME IN MY CARRY-ON LUGGAGE?
Please pack your valuables and things you will need within the next 24 hours in your carry-on luggage. These include (but are not limited to) your passport/government issued ID, credit cards/cash, laptop, cell phone, jewelry, glasses, contact lenses and solution (note size limits), and medication. Your checked bags will be inaccessible or may become lost during the trip.
SHOULD I PURCHASE TRAVEL INSURANCE?
Because unforeseen circumstances may arise, we recommend that you purchase travel insurance to protect any personal travel arrangements you may make or medical situations your health insurance may not cover while away from home. We suggest you consult your insurance provider to determine what coverage you will have while traveling.
We recommend Arch RoamRight’s® Pro Plus Plan, which includes coverage for trip delay; emergency medical treatment or evacuation; lost, stolen, or damaged baggage; or baggage delay. Please note that this plan does not include trip cancellation. Coverage begins once you depart on your trip. The plan also includes non-insurance services of Worldwide Emergency Assistance supported by UnitedHealthcare Global. For more information or to purchase a travel insurance plan, click here.
For questions on how travel insurance relates to COVID-19, please refer to the questions and answers section on our supplier’s travel insurance website: https://www.roamright.com/Claims/Significant-Travel-Events/.
DO I NEED TO HAVE HEALTH INSURANCE COVERAGE IN ORDER TO TRAVEL?
We always encourage all travelers to carry proof of health insurance coverage, although it is not mandatory to travel to San Antonio.
WHAT DATES/TIMES SHOULD I BOOK MY FLIGHTS TO ARRIVE/DEPART?
Please make your flight arrangements to arrive/depart from the main international airport in San Antonio, Texas (San Antonio International Airport - SAT). Group arrival date is April 27, 2023 and group departure date is April 30, 2023. The ITDG welcome reception will take place on April 27. If possible, please try to arrive into San Antonio no later than 4:00 PM on April 27. Once we receive your flight itinerary, we will book your airport transfers on your behalf.
ARE AIRPORT TRANSFERS INCLUDED?
ITDG will cover your private airport transfers between San Antonio International Airport (SAT) and the Hyatt Regency Hill Country on arrival (regardless of what day you arrive into San Antonio) and departure (if you depart on April 30 or May 1). If you plan to depart on any other day you will be responsible for your own transfers back to the airport.
Transfers can only be arranged for you if you upload your flight itinerary.
HOW DO I UPLOAD MY FLIGHT DETAILS ONCE I BOOK MY FLIGHTS?
You’ll need to log back into your registration to add your flight details.
You will need to do this for each guest on your registration, individually, using the email address you provided on their behalf. If you need assistance, please contact our event support team.
HOW DO I ENTER MY FLIGHT INFORMATION?
You will be asked to enter your flight information during registration. If you do not yet have your flights booked, you may bypass this section for now, however, you must come back to add your flight information before March 20, 2023 so that we have time to confirm your airport transportation. Please be advised, if we have not received your flight information by this deadline, you may need to arrange your own transportation from the airport.
IMPORTANT INSTRUCTIONS WHEN ENTERING YOUR FLIGHTS DURING REGISTRATION?
If you have doubts about what information to enter, please contact us at eventsupport@morrisincentives.com or call us at 801-483-6444. We would be happy to assist you.
24 HOURS PRIOR:
We strongly suggest checking in online for your flight. Online check-in is typically available within 24 hours of flight departure time. You can also pre-pay luggage fees, reconfirm/change your seat assignment, and sign up for flight updates.
DAY OF DEPARTURE:
Please reconfirm your itinerary prior to leaving for the airport, as schedule changes and flight delays are common. You can also download the airline's mobile app to access your boarding pass and view flight changes/updates. If your flight schedule does end up changing after you have already sent in your itinerary, please email Debbie Huddleston at dhuddleston@morrisincentives.com and Suzanne Niebuhr at sniebuhr@morrisincentives.com with your updated itinerary so we can update your arrival and depature airport transfers.
For domestic flights, the standard recommendation is two hours prior to departure. However, recommended arrival times vary by airport and may be longer, so it’s best to check the airport website. This time accounts for parking, shuttles, check-in/baggage drop-off, security screening, and arriving at your departure gate no later than 30 minutes prior to your scheduled flight departure time.
AIRPORT CHECK-IN:
At the check-in counter or kiosks, you'll be asked to present your identification and check your luggage (if any). If you are checking luggage, please verify it is checked through to your final destination (SAT). Keep in mind gate assignments can change, so keep an eye on the airport monitors for flight updates.
WHEN SHOULD I BE AT THE GATE?
Most airlines close the boarding doors 10 minutes prior to the scheduled departure time to allow time to complete final paperwork and baggage loading. Whenever possible, passengers should be at the assigned departure gate no later than 30 minutes prior to the scheduled departure time for domestic flights. For international flights, passengers should arrive 45 minutes prior to scheduled departure time because gate agents will need to re-verify passports prior to boarding. Please check with the airline carrier, for their specific recommended gate time frames.
WHEN DOES BOARDING BEGIN?
Boarding typically begins 20-30 minutes prior to the scheduled departure time for domestic flights, and 45-60 minutes prior to the scheduled departure time for international flights. Depending on the connection airport, connecting flights may only allow as little as 30 minutes between the first flight arrives and the second flight departs. It is imperative that you get to your next gate as quickly as possible, and if needed, find a restroom within the vicinity of your next gate or use the lavatory onboard your next flight. Please check with the airline carrier, for their specific recommended boarding timeframes.
WHEN WILL I RECEIVE MY TRAVEL DOCUMENTS?
You will be emailed your personalized Travel Summary a couple weeks prior to travel. We will be preparing a mobile app* which will be available a couple weeks prior to the trip. The app will be a wonderful and easy to use resource while you are on the go! Our app will include the agenda, trip information, answers to frequently asked questions, and more. Specifics regarding when and how to download the app will be emailed out closer to the trip. You will want to be sure to download the app before you leave.
*Data rates may apply when you are not connected to Wi-Fi at the hotel/resort. Any resulting data charges would be at your own expense.
Our mobile app features:
WILL SOMEONE BE THERE TO GREET ME AT THE AIRPORT WHEN I ARRIVE?
Transportation will be provided for all guests who arrive on designated travel dates. Upon arrival at the San Antonio International Airport, please proceed to the baggage claim area. You will be met by ACCESS staff dressed in red polo shirts or a Chauffeur holding signage with the ITDG logo. They will direct you to specific luggage carousels to identify and retrieve your luggage. You’ll then be escorted to board waiting transportation for your transfer to your hotel.
WHAT IS THE TRANSFER TIME BETWEEN THE AIRPORT AND HOTEL?
The transfer time is approximately 23 minutes (17 miles).
WHAT IS THE CHECK-IN TIME AT THE HOTEL/RESORT? WHAT IF MY FLIGHT ARRIVES BEFORE THEN?
Official hotel/resort check in is at 3:00 PM. The hotel will do their best to accommodate early arrivals, however, if your room is not ready at the time you check in, you are welcome to use the facilities of the resort, including the spa, pool, gift shops, and restaurants. If you’d like to request early check-in, you can do so by contacting eventsupport@morrisincentives.com. Additional fees may apply.
WHAT CAN I DO WITH FREE TIME OUTLINED ON THE AGENDA?
Feel free to enjoy the facilities at the resort, including the spa, pool, gift shops, and restaurants. If you are interested in booking activities or tours in the area, you can do so by speaking to the hotel concierge or a representative at the hospitality desk.
WHAT IF I WANT TO PLAY GOLF AT THE HYATT REGENCY HILL COUNTRY?
You can contact Anthony Grigg at Anthony.grigg@hyatt.com or 210-520-4040 to learn more about golf at the resort and to reserve your time.
WHAT SHOULD I KNOW ABOUT CUSTOMS PROCEDURES?
All articles will need to be declared upon reentry into the United States, including gifts. Residents are normally entitled to a duty-free exemption of $800. Generally, one liter of alcohol per person may be entered into the U.S. duty-free by travelers who are 21 or older. Additional quantities may be entered, although they will be subject to duty and Federal excise taxes that will be assessed and collected at the port of entry. Up to 100 cigars and 200 cigarettes may also be included in the $800 duty exemption.
Please note that for any gifts received, payment of all applicable taxes, including but not limited to, customs and duty, VAT, sales and use, GST and/or income taxes will be the recipient’s responsibility. We cannot provide tax advice, please consult with your local tax adviser.
HOW CAN I INFORM YOU OF A MEDICAL CONDITION, PHYSICAL DISABILITY, OR SPECIAL DIETARY NEEDS?
You will be given the opportunity to inform us of any special needs during the registration process. We will do our best to accommodate your needs.
WHAT SHOULD I KNOW ABOUT CORONAVIRUS (COVID-19)?
For the most up-to-date information concerning COVID-19, please visit the following websites:
WHAT IS THE DATA PROTECTION POLICY REGARDING THIS EVENT?
All Personal Data that is collected during the registration process that is necessary to fulfill travel and other service requests is protected and secure. The protective measures we use depend on the sensitivity of the information and the ways in which we collect, process, and store it. These measures include security controls to prevent unauthorized access to our facilities and systems, strong authentication procedures, strict password protection protocols, and utilizing encryption software for all financial and other sensitive Personal Data transmitted on or through our sites.
To access our full Data Protection and Privacy Policy, click here.