PACKAGE INCLUSIONS
WHAT'S INCLUDED IN MY TRAVEL PACKAGE?
- Round-trip airport transfers on group travel dates between Cancun International Airport and the hotel
- Four (4) nights’ accommodations at the beautiful Secrets Akumal from April 24-28
- Full breakfast, lunch, dinner, and snacks each day
- Private ITDG Welcome Dinner
- Private ITDG Vendor Trade Show
- Private ITDG General Session
- Private ITDG Farewell Dinner
- All baggage handling at the hotel
- All hotel taxes and gratuities
WHAT'S NOT INCLUDED THAT I SHOULD EXPECT TO PAY FOR?
The following personal travel expenses are not included in your travel package:
- Mileage
- Meals outside of what is outlined in the agenda
- Airport parking
- Baggage and flight change fees
- Activities/tours you book on your own
- Dry cleaning
- Laundry services
- Airfare to and from the event
WHOM SHOULD I TIP?
Customary gratuities have been taken care of on your behalf for all resort and airport staff, as well as all staff involved in our functions. Gratuities for services you book yourself (tours, spa, or salon services) are not included and would be at your own discretion.
REQUIRED DOCUMENTATION
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.
All passengers must have a passport vaid at the time of entry into Mexico (valid up until April 24, 2024) as well as blank pages in your passport. The number of blank pages you need varies based on your destination.
Please be sure to check the entry requirements for your destination. For U.S. Citizens, refer to the country-specific page on the Travel.State.Gov website, which will post the latest requirements needed for entry. You may be denied boarding if you do not meet these requirements.
As requirements vary for each nationality and individual citizen's situation, we recommend all travelers verify their individual documentation requirements with their local consulate or a visa service, such as VisaCentral (http://visacentral.com/). Obtaining a passport and/or visa requires several weeks, so please plan appropriately.
Please note that passport cards are not valid for international air travel.
HOW DO I APPLY FOR A U.S. PASSPORT? HOW LONG DOES IT TAKE TO GET ONE?
Visit the U.S. State Department Passport website for more information about applying for a U.S. Passport, including passport fees. Please be advised that routine processing times can be 10-13 weeks, so please plan accordingly. Expediated processing can be 7-9 weeks.
We recommend taking a photo of your passport on your phone and/or emailing it to yourself in the event your passport is lost, damaged or stolen while traveling. This will help expedite the passport replacement process in the unlikely event this should occur.
PLANNING AHEAD
WHAT WILL THE WEATHER BE LIKE? WHAT SHOULD I PACK?
Akumal has great weather in April with temperatures ranging from highs of 87°F to lows of 72°F.
Pack light, comfortable clothing, including walking shorts, Capri-style pants, light trousers, short-sleeved shirts, and dresses. Make sure you pack a pair of comfortable sandals or shoes, and don't forget a swimsuit, sunglasses and sunscreen. You may want to bring layers such as a sweater or wrap, for possible cooler evenings.
DRESS CODES
Casual – Bermudas (long shorts or capri pants), sneakers/ tennis shoes or sandals. No sleeveless shirts for men. Women must wear a bathing suit wrap or cover-up.
Casual Elegance – Sneakers/ tennis shoes or dress sandals, dress shirts with short sleeves or collared shirts. No sleeveless shirts or flip-flops. Long pants required for men.
WHAT IS THE TIME DIFFERENCE?
Cancun, Mexico is always on Eastern Standard 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) 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 liquid container size limits), and medication. Your checked bags will be inaccessible during your flight or may become lost during the trip.
WHAT SHOULD I KNOW ABOUT CURRENCY/CASH?
It is best to bring multiple forms of payment. Credit cards are accepted almost everywhere and will give you the best possible exchange rate. They are also a great way to track travel expenses. For smaller expenses, you may wish to obtain a modest amount of local currency. Using your debit card at an ATM will be more cost-effective than using a Currency Exchange booth. Keep in mind that most banks have a safety feature that requires the cardholder to call prior to travel to authorize use of their cards abroad. You may want to call your bank prior to travel to ensure you will be able to use your card(s).
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.
DO I NEED TO HAVE HEALTH INSURANCE COVERAGE IN ORDER TO TRAVEL?
We highly encourage all travelers to carry proof of health insurance coverage. Mandatory health insurance coverage for entry into foreign countries can be required. Participants can be denied entry into countries that request proof of health insurance coverage and are unable to provide documentation. Medicare coverage does not apply or cover any medical needs outside the U.S. unless travelers have supplemental insurance such as Medicare Advantage and Medigap.
ADDITIONAL GUESTS / EXTENDING YOUR STAY
WHEN DOES REGISTRATION CLOSE?
Registration closes March 8th, 2024.
WHAT ARE THE COSTS TO PARTICIPATE IF I AM INTERESTED IN BUYING INTO THE TRIP?
$1,598 per person for a double-occupancy room ($3,196 total)
$1,931 per person for a single-occupancy room
CHANGE/CANCELLATION FEE?
After, Monday, March 15, 2024: 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 18, 2024: You may cancel your registration and receive a full refund.
CAN I EXTEND MY STAY?
Yes, of course! Please understand that you will be responsible for any additional costs (including resort, transportation to/from the airport, and any increase in airfare) incurred by your request. For pricing and availability, please contact itdgeventsupport@morrisincentives.com.
FLIGHT ARRANGEMENTS AND INFORMATION
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 Cancun, Mexico (Cancun International Airport, CUN). Group arrival date is April 24, 2024 and group departure date is April 28, 2024. We ask that you forward your flight details by March 23rd, 2024 to ensure your transportation is arranged. Once we receive your flight itinerary, we will book a transfer on your behalf. If you book your flights beyond the group dates, you are in charge of booking your own transportation between the airport and the resort.
ARE AIRPORT TRANSFERS INCLUDED?
ITDG will cover your private airport transfers between Cancun International Aiport (CUN) and Secrets Akumal on arrival (regardless of what day you arrive into Cancun). ITDG will also cover your private airport transportation back to Cancun Airport on departure day. 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 MY FLIGHTS ARE BOOKED?
If you’ve booked your flights on your own, you’ll need to log back into your registration to add your flight details. Failure to do this will result in a transfer between the airport and hotel not being booked and a flight reimbursement not being issued.
- Link to modify your registration: https://na-admin.eventscloud.com/ereg/modifyreg.php?eventid=749819
- Email address: the email address you registered with
- Event password: itdgmexico
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 23rd, 2024 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.
- For your arriving flight information, please enter the airline, flight # and airport codes for the LAST LEG of your flight itinerary (the flight that lands in Cancun)
For example: If you're flying from Salt Lake City with a two-leg itinerary connecting through Los Angeles to Cancun, you should enter the airline, flight # and airport codes for the flight from Los Angeles to Cancun, not the flight from Salt Lake City to Los Angeles. - For your departing information, please enter only the airline, flight # and airport codes for the FIRST LEG of your flight itinerary out of Cancun.
If you have doubts about what information to enter, please contact us at itdgeventsupport@morrisincentives.com or call us at 801-483-6444. We would be happy to assist you.
CHECKING IN FOR YOUR FLIGHT
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.
For international flights, the standard recommendation is to arrive at the airport three 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.
AT THE AIRPORT:
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 (CUN). Keep in mind gate assignments can change, so keep an eye on the airport monitors for flight updates.
AT THE AIRPORT
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. For international flights, passengers should arrive 45 minutes prior to the 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 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 when 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.
TRAVEL DOCUMENTS
WHEN WILL I RECEIVE MY TRAVEL DOCUMENTS?
You will be emailed your personalized travel summary a few weeks prior to travel. We will be preparing a mobile app* which will be available several 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 included in your Travel Summary. 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 resort. Any resulting data charges would be at your own expense.
Our mobile app features:
- All travel information at your fingertips
- An up-to-date daily agenda
- Live time updates through push notifications (be sure to enable push notifications in your settings!)
- A customizable profile— upload a photo and contact info to share with fellow attendees, if you'd like
- Attendee-to-attendee messaging
- Activity feed to share photos, updates, and more
GETTING TO THE RESORT
WILL SOMEONE BE THERE TO GREET ME AT THE AIRPORT WHEN I ARRIVE?
Transportation to the resort will be provided for all guests. After departing the aircraft, you will need to clear immigration, collect your luggage, and then pass through customs. At that point, please look for staff holding an ITDG sign and identify yourself. If you are staying later than the designated travel dates above, you will be responsible for your own transportation from the resort to the airport.
WHAT IS THE TRANSFER TIME BETWEEN THE AIRPORT AND THE RESORT?
The transfer time is approximately 1 hour (55 miles).
WHAT IS THE CHECK-IN TIME AT THE RESORT? WHAT IF MY FLIGHT ARRIVES BEFORE THEN?
Official resort check-in is at 3:00 PM. The resort will do its best to accommodate early arrivals. If your room is not ready when you arrive, 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 itdgeventsupport@morrisincentives.com. Additional fees may apply.
TIME AT LEISURE / RETURNING HOME
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 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.
SPECIAL NEEDS / MEDICAL ISSUES
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:
- World Health Organization: https://www.who.int/emergencies/diseases/novel-coronavirus-2019
- US State Department Travel Advisory: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
- Centers for Disease Control and Prevention: https://www.cdc.gov/
DATA PROTECTION AND PRIVACY
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.