PACKAGE INCLUSIONS
What's included in my travel package?
- Round-trip airfare for you and a guest from home cities departing to Edinburgh, Scotland
- Round-trip ground transportation on group travel dates between the airport and hotel
- Six nights accommodations at the The Caledonian Edinburgh
- Scottish breakfast every morning at The Court Restaurant
- Optional welcome walk: "The Vibrant City"
- Welcome Reception and Dinner
- Edinburgh Hop On, Hop Off bus tour
- Edinburgh Castle private tour
- Choice between golf at St. Andrew's Kingsbarns Golf Course (for those that have pre-registered), Tarvit Mansion Tour and Hickory Golf Clinic, or St. Andrews Classic Tour
- 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
Whom should I tip?
Customary gratuities have been taken care of on your behalf for all hotel 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.
EXTENDING YOUR STAY
Can I extend my stay?
Yes, of course! We are happy to extend your hotel reservation at the Caledonian. YESCO has negotiated a special rate with the hotel. Room view and bed size are requests only and will be confirmed upon check-in. Average room size is 33 sq. m./360 sq. ft. This room is based on availability and we must receive your payment in full to secure your arrangements. You will have the option to request additional nights during the registration process. If there is availability, we will contact you with pricing and to confirm and charge for your extra nights.
Please understand that you will be responsible for any additional costs (including transportation to/from the airport and any increase in airfare) incurred by your request.
For anything outside of Edinburgh and the Caledonian Hotel, please contact Kathy Hirst with Black Pearl Services at 801-483-6537 or kathy@blackpearlservices.com. She will be happy to assist you in designing a travel vacation of a lifetime.
What is the cancellation policy for additional nights?
Additional room nights may be cancelled with an 85% cancellation fee and are fully nonrefundable after 2/26/25.
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 valid through the event dates for this trip (valid up until May 3, 2025). The number of blank pages you need varies based on your passport origin country and the destination.
Regardless of a country’s entry requirements, we strongly recommend traveling with a passport that is 1) valid for at least six months 2) has at least 2 blank pages. Entry requirements can be changed without notice and this will ensure you have no issues or delays at the airport or at immigration.
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 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 United States 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.
TOURIST VISA REQUIRED
Effective January 8, 2025, all U.S. citizens transiting through or traveling to the United Kingdom for tourism, family visits, business meetings, conferences, or short-term study for 6 months or less will require an Electronic Travel Authorization (ETA) prior to travel. U.S. citizens can apply for ETAs beginning on November 27, 2024. Information on the new requirements and how to apply can be found on the UK Government website.
The app can be downloaded on the App Store, or on Google Play.
PLANNING AHEAD
Where can I find information about booking flights for this event?
Please visit our flight info page dedicated to all the information you need for your flights.
What will the weather be like? What should I pack?
Daily high temperatures increase by 4°F, from 50°F to 54°F, rarely falling below 42°F or exceeding 61°F. Daily low temperatures increase by 3°F, from 37°F to 41°F, rarely falling below 30°F or exceeding 47°F.
Suggestions include casual cotton clothing with a jacket or sweater for air-conditioned locales or cooler evenings. Comfortable shoes are always suggested for touring. Please note that Europeans tend to dress up in the evenings. You may wish to bring dressier clothes for evening functions.
Will I need an electrical outlet currency converter for this trip?
Plug Adapter: The United Kingdom uses Type G electrical outlets, which have three rectangular pins in a triangular pattern. These can be found in travel stores or online.
Voltage Converter (if necessary): If your devices aren’t compatible with the 230V voltage (e.g., many U.S. devices use 110V), you’ll need a voltage converter to avoid damaging them. Many modern electronics like phones, laptops, and cameras have built-in voltage converters, but check your device specifications to be sure.
It’s also a good idea to bring a multi-port USB charger for convenience if you’re charging several devices at once.
What is the difference between a voltage converter and a plug adapter?
The big difference between an adapter and a converter is electricity. While the purpose of an adapter is to simply help the plugs on your electronics fit into (or more aptly, adapt to the shape of) foreign outlets, a converter's job is to change the voltage found in an outlet to match that of your devices. It is important to use a converter for electronics needing a lot of power, such as a hair dryer.
What is the time difference?
Edinburgh is on British Summer Time in April/May.
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.
SPECIAL NEEDS / ACCESSIBILITY
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.
Accessibility Statement for Morris Meetings & Incentives
The Web Content Accessibility Guidelines (WCAG) defines requirements for designers and developers to improve accessibility for people with disabilities. It defines three levels of conformance: Level A, Level AA, and Level AAA. Morris Meetings & Incentives’ web content/mobile apps are partially conformant with WCAG 2.1 level AA. Partially conformant means that some parts of the content do not fully conform to the accessibility standard.
Feedback
We welcome your feedback on the accessibility of Morris Meetings & Incentives’ web content/mobile apps. Please let us know if you encounter accessibility barriers; you can contact us here:
Phone: +1-801-483-6444
E-mail: yescoeventsupport@morrisincentives.com
Postal Address: 101 S. 200 E. Suite 100, Salt Lake City, Utah 84111
RELEASE AGREEMENT / DATA PROTECTION AND PRIVACY
Will I need to sign a liability release agreement during the registration process?
Yes, each traveler attending this event will need to sign a liability release during registration. For a copy of the release agreement, click here.
If I need to send in a signed release agreement for one of my guests, how do I do so?
To send in a completed form for a guest registered manually through our Event Support team, click here to send an email and attach the file.
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.
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 hotel. 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 HOTEL
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. 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 a YESCO sign and identify yourself. If you are arriving early or staying later than the designated travel dates above, you will be responsible for your own transportation.
What is the transfer time between the airport and the hotel?
The transfer time is approximately 20 minutes (17 miles).
What is the check-in time at the hotel? What if my flight arrives before then?
Official hotel check-in is at 3:00 PM. The hotel 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 hotel, including the spa, pool, gift shops, and restaurants. If you’d like to request early check-in, you can do so by contacting yescoeventsupport@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 hotel, 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 U.S. 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.