Question: What is the agenda for the Incentive Trip?
Answer: Please refer to the agenda page on this site.
Question: Will there be someone on-site to assist me if I have a question?
Answer: Yes, there will be designated Heartland representatives at the hospitality desk. The hospitality desk will be available on arrival day and throughout breakfast each day.
Question: Is there an event cancellation fee?
Answer: If you must cancel, you are required to inform your DM, VP and email Events@heartland.us so the arrangements may be properly canceled. Cancellation fees and other penalties may apply.
Question: Is there a charge for no-shows?
Answer: All no-shows will be charged for incurred cost due to non-cancellations.
Question: What is appropriate attire?
Answer: The dress code at the resort and Heartland events (including breakfast) is resort casual. Resort casual refers to polo style shirts, sundresses, linen pants, skirts, button up tops, nice shorts, and dresses. For the Heartland Excursions, please dress accordingly for your excursion.
- Water Excursions: Please ensure you have water shoes and swim apparel and a cover up apparel (keep in mind it will be cool on the water), hat, sunglasses as well as sunscreen and bug spray.
- Land Excursions: Please ensure you have comfortable shoes (hiking or tennis shoes), comfortable apparel, hat, sunglasses as well as sunscreen and bug spray.
Question: What weather should I expect during the Incentive Trip to Whistler?
Answer: The average high for Whistler in June is 68 degrees and the average low is 44 degrees; however, you should continue to monitor the local weather for any deviations leading up to the event.
Question: Can I request a specific hotel?
Answer: All Heartland guests will be staying at the Fairmont Chateau in Whistler. Hotel rooms are contracted and re-assigned and attendees are not able to request rooms in specific towers.
Question: What time is check-in and check-out?
Answer: Check-in time is 4:00 p.m. and check-out time is 11:00 a.m.
Question: Does the hotel have a fitness center?
Answer: Yes, the hotel does have a fitness center. It is open from 6:30 am to 11:00 pm and is complementary to all hotel guests.
Question: Does the hotel offer room service? What are the hours?
Answer: Yes, room service is from 6:30 am to 1:00 am.
Question: Does the hotel have a spa? What are the hours?
Answer: Yes, spa hours are from 10:00 a.m. – 6:30 p.m on Monday – Thursdays and 9:00 a.m. – 7:30 p.m. on Fridays – Sunday. Due to COVID, the spa is running in a more limited capacity. We encourage attendees and guests to make Spa Reservations in advance if they wish to receive SPA services.
Question: Are there connecting rooms?
Answer: Yes, there are connecting rooms. However, connecting rooms must be requested in advance and cannot be guaranteed. Additional hotel rooms at the hotel are very limited due to the hotel being sold out during the time period of our trip. You will book additional nights and additional rooms directly through the hotel. To reach out to the hotel and book your room, you will need your hotel confirmation from the Heartland events team.
Question: What are the hours of the restaurants onsite?
Answer: Please see the Resort Information page on this website for a full list of onsite dining.
Question: When will I receive a confirmation for my hotel?
Answer: Hotel confirmations will be sent out as you complete your registration to help accommodate folks that need to extend their stay or book an additional room. You can expect to receive your hotel confirmation from the Events Team no later than May 10, 2022.
Question: Who pays for incidentals?
Answer: Incidentals are your responsibility. You will be required to provide a credit card at check-in for incidentals.
Question: What is the deadline to register and book my travel?
Answer: You must register by May 1, 2022 and confirm travel plans with the Heartland events team no later than May 10, 2022.
Question: What do I do when I arrive at the Vancouver airport?
Answer: Upon arrival, make your way to the baggage claim area. Heartland team members will direct you from the baggage claim area to the shuttle service. The shuttle service will be operating based on arrivals and departures. Please note, if you choose to rent a car or take other means of transportation, you MUST notify email@example.com so that you do not get charged a no-show fee for transportation. If you are arriving before or after Heartland’s shuttle service is available (you pre-designated arrival/departure date), taxis are available in the ground transportation area. Taxi fare is at your own expense and will not be reimbursed by Heartland.
Question: What is the shuttle schedule?
Arrivals: All day on June 26, 2022
Departures: All day on June 30th, 2022 and for Black Diamond and Double Black Diamonds only, on July 1st, 2022.
All Heartlanders arriving on Sunday and departing Thursday will receive complimentary shuttle service between the hotel and airport. Likewise, the Black and Double Black Diamonds departing on July 30 will receive complimentary shuttle service. If you choose to extend or shorten your trip, you will be responsible for your own airport transportation. These costs will not be reimbursed.
Question: Who is handling air travel arrangements?
Answer: In order to initiate your flight booking process, please complete the registration form. Once the Events team has received your completed registration form, we will contact you with a couple of flight options. From there, we will work directly with Travel Inc. to book your flight. If you are brining additional guests (outside of yourself and the primary guest) you may either book their flight with the Events team (and provide a personal credit card to cover the flight) or you can book the flight on your own directly with the airline. If you choose to book the additional guest flights directly with the airline we cannot guarantee seats will be assigned together.
Important information regarding flights: If you do not book your flight through Heartland’s process, you will NOT be reimbursed for the flight.
Question: Is there a maximum airfare cost that Heartland will cover?
Answer: Allowable ticket fares (Economy Only) are currently set at $150 over the lowest reasonable fare. If a flight is booked that exceeds the policy limit, it will be sent to the Flight Approvers for review to accept or reject (Replies will be made within 24 hours).
Travelers will be permitted to book a round trip from their home airport to Vancouver, the default arrival city. If special accommodations are needed, please email firstname.lastname@example.org.
In order to initiate your flight booking process, please complete the registration form. Once the Events team has received your completed registration form, we will contact you with a couple of flight options. From there, we will work directly with Travel Inc. to book your flight. If you are brining additional guests (outside of yourself and the primary guest) you may either book their flight with the Events team (and provide a personal credit card to cover the flight) or you can book the flight on your own directly with the airline. If you choose to book the additional guest flights directly with the airline we cannot guarantee seats will be assigned together. Important information regarding flights: If you do not book your flight through Heartland’s process, you will NOT be reimbursed for the flight.
Question: How long do I have to change my travel request?
Answer: 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 cancellation fees incurred. If you do not receive a TICKETED itinerary from email@example.com, your ticket has not been booked. Please contact Travel Inc. Support Desk at 1.844.740.4525.
Question: Do I need to book a rental car or hotel?
Answer: There will not be 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. Please refer to the notes in the Transportation section of the registration website.
Question: What expenses can be reimbursed?
Answer: Heartland Employees are not able to submit expenses related to the Incentive Trip for reimbursement.
- Luggage: Heartland will not cover the cost of checked luggage. In lieu of reimbursement, Heartland provides a gift card to all Heartland employees attending the event to help offset the costs associated with the non-reimbursable expenses.
- Rental Cars: Heartland will provide transportation to and from the hotel on arrival and departure days; therefore, Heartland will not reimburse for any rental cars.
- Taxi Fares: Heartland will provide transportation to and from the hotel on arrival and departure days; therefore, Heartland will not reimburse for any taxi fares.
- Food and Beverage: Heartland will not reimburse for food and beverage during the event. In lieu of reimbursement, Heartland provides a gift card to all Heartland employees attending the event to help offset the costs associated with the non-reimbursable expenses.
Question: What are the rules around criminal convictions and entering Canada?
Answer: Please be aware that Canada may or may not allow persons with criminal convictions (including DUI/DWI) to enter the country. Depending on the crime and how long ago it was committed, as well as other factors, you may be “criminally inadmissible.” If these circumstances apply to you, please consult Canadian law and authorities before you attempt to enter the country. Heartland will be unable to assist or provide the stipend if you attempt to enter Canada for the Incentive event and are denied entry.
Question: What if I am unable to travel or uncomfortable traveling, but earned a sales spot at the 2022 Incentive Trip?
Answer: Congratulations on earning your spot – we know you’ve worked hard for this accomplishment. If you are unable to attend the trip, please reach out to firstname.lastname@example.org and we will work with you to do a cash compensation in lieu of the incentive trip. We do ask that you let us know before registration closes so that we can handle your payment and help you get paid for your hard work!
Question: Who do I contact for additional information?
Answer: For additional information and questions, please email email@example.com.
Question: Do I need to be vaccinated to enter Canada?
Answer: You must have received at least 2 doses of an accepted vaccine, or a mix of 2 accepted vaccines, or at least 1 dose of the Janssen/Johnson & Johnson vaccine to qualify as a fully vaccinated traveler and be allowed to enter Canada. Candas Accepted vaccines- Moderna, Pfizer, AstraZeneca/COVISHIELD, Bharat Biotech, Janssen/Johnson & Johnson, Novavax, Sinopharm BIBP, and Sinovac.
Question: Do I need a COVID test to enter Canada?
Answer: Starting April 1, 2022, pre-entry tests are no longer required for fully vaccinated travelers entering Canada by land, air or water. Unvaccinated and partially vaccinated children 5 years of age or older must provide a valid pre-entry test result, even if they are accompanying a fully vaccinated adult. Children who are less than 5 years old are not required to test, regardless of their vaccination status.
Question: What COVID restrictions are in place in order to travel to Canada?
Answer: IMPORTANT NOTICE: Admittance Into Canada: COVID POLICY
As of April 1, 2022, the Government of Canada will admit only fully vaccinated travelers to Canada, by land, air or water. You can review the information regarding the requirements on this website. Pre-entry tests are not required for fully vaccinated travellers. Presently, masking is required in certain locations.
If you do not meet the requirements of a “fully vaccinated traveller,” you will be either denied entry into Canada, required to quarantine for 14 days, or required to quarantine until you depart Canada. Unvaccinated and partially vaccinated children five years of age or older must provide a valid pre-entry test result, even if they are accompanying a fully vaccinated adult. See the Canadian website (travel.gc.ca) for qualifying test types.
Each fully vaccinated traveller must use the ArriveCAN mobile app 72 hours before arrival or sign in on a computer to enter proof of vaccination, quarantine plan, and travel information. Upon entry to Canada, even though you are fully vaccinated, the border services may notify you that you’ve been randomly selected for a mandatory arrival test. Please see the Government of Canada website to get more information about acceptable vaccination proof, quarantine plan requirements, and about ArriveCAN.