What are the conference dates?
Attendees will arrive in Phuket on 3 April. Registration will open at 12:00 PM and sessions will begin that afternoon. There will be full day and evening programs on 4 & 5 April, concluding with our final social event on Friday evening. Departures will take place on Saturday, 6 April.

Where will breakfast be served?
Breakfast will be served in the Elements restaurant prior to conference kick-off each morning. Coffee will be available all day in the meeting space foyer.

What should I pack?
General: We’ll be in Phuket during the hot and dry season with high average temperatures ranging from 32-33ºC during the day and 24-25ºC in the evening. Pack lightweight and breathable clothing, sunglasses, comfortable footwear, and don’t forget your sunscreen.

What is the dress code for meetings?
Business casual attire is requested. Meeting rooms can sometimes be cold during the daytime sessions, so please plan accordingly if you are prone to getting chilly.

What should I wear to the evening events?
The dress code for evenings is more relaxed, so please wear what you feel comfortable in. For those of you who appreciate specifics, here are a few more details on what you can expect each evening:

3 April: An outdoor event

4 April: A seated dinner in an indoor/outdoor venue.

5 April: The finale—an outdoor location in a very unique venue—Wear what you’d typically choose for an evening out, just consider a slight breeze!

Is attendance mandatory?
Attendance at the Evolve APAC Conference is optional. Of course, we would love for all invited employees to attend and learn, but the choice is yours. All we ask is that you decide quickly. If you are not planning to attend, we may be able to offer the spot to someone else who would benefit.

Can I invite my colleagues?
All conference attendees were selected by leadership teams and senior managers. Invitations are not transferrable. If you think someone is missing who should be in attendance, please flag this to your senior manager who will be able to discuss it with the leadership team.

Can I bring a guest?
No guests or plus-ones are allowed. Only invited employees from the TransPerfect family of companies can attend sessions or evening events.

I would like to extend my hotel room at the end of the event. How do I do that?
Please reach out to the planning team using the contact form below. Someone will share details on whom to contact to extend your room at your hotel.

Which hotel will I be staying in?
All attendees will be staying at the Pullman Phuket Arcadia Naithon Beach. Accommodations will be assigned and shared once a full attendee list is confirmed. Please expect to receive details of your hotel reservation the week of 25 March.

Can I select my roommate?
Roommates will be assigned in consultation with division leadership. We are unable to guarantee roommate preferences.

Will I have to share a room?
TransPerfect company policy is double occupancy rooming. All attendees have the option to pay a supplementary cost—half of the group room rate—if you wish to have your own room. This cost is $95 per night for a three-night total of $285, and you can confirm this option when you complete your travel request.

Can I book my own hotel?
No, all hotel accommodations are being handled centrally.

Can I have a late check-in or early check-out?
Early check-in and late check-out are at the discretion of the hotel. Please contact the hotel once rooms are assigned to discuss.

How do I book my travel for this event?
Once you have registered, look out for an email inviting you to fill out a travel request. Upon completing this form, you will receive a ticket from the travel team. Soon after, they should be in touch to discuss travel options. Please be patient as there are many itineraries to book, but rest assured that the team will get to your request.

Can I book my own flight?
No, all travel for the Evolve APAC Conference should be booked by the TransPerfect travel team. You will not be reimbursed for flights you have booked yourself.

Can I arrive early, or leave late?
If you would like to arrive early or leave late for personal reasons, assuming you have your manager’s written approval to do so, you may make a special request. Please note that any difference in fare resulting from the fulfillment of a special request must be paid by the individual who requested it. Additional hotel night costs outside of  3–6 April will need to be covered by the individual, and we cannot guarantee availability within the hotel at which you will be booked. The Marcomm or travel teams will not handle early arrival bookings, so our recommendation is to make your reservation independently. In some cases, it may be possible to extend your conference hotel room after 6 April.

I’d like to extend my trip; can I request a specific flight?
Yes, assuming you have your manager’s approval to do so (in writing) you may make a special request. Please note that any difference in fare resulting from the fulfillment of a special request must be paid by the individual who requested it. Typically, this can be deducted from your next expense payment via Concur.

I need to change my flight/I’ve lost my e-ticket/my flight has been canceled. Whom should I contact?
If you have any issues with your ticket, you should reach out to the travel team at travelsupport@transperfect.com for assistance. Many day-of-travel challenges are best handled by directly contacting the airline, so you may wish to try this first.

I need a visa to travel to the conference; how do I get this?
Please complete your travel request and note that you require a visa in the comments section on that form. The travel team should book you a flexible ticket. Once you have done this, you should reach out to your local HR rep to discuss your specific case and get the process started. If proof of hotel accommodation is required for your visa, HR will reach out to the planning team directly on this matter.

How do I access the app?
The app is not yet live but will be soon. When it is, we will send out an invitation to all attendees to download the app and set up their profile.

When will the final conference program be released?
You can expect to learn details of the conference and program sessions the week of 25 March.

When and where do I register and pick up my name badge?
Registration will open at The Pullman Phuket Arcadia Naithon Beach Hotel at 12:00 PM on Wednesday, 3 April. Please keep your name badge with you at all times, including during the day at the conference and also at the evening events.

Will meals be provided?
All meals will be provided from lunch on 3 April to dinner on 5 April. To cover the cost of meal expenses incurred during travel days to and from Phuket, every Evolve Conference attendee will be able to claim a set one-off amount of $45 via Concur.

What other expenses will be covered?

Home-to-airport transportation: TransPerfect will cover the cost of your travel to and from your home airport. Please refer to the company’s reimbursable expense guidelines for details on what you are authorized to claim.

Phuket airport transportation: Transportation from the airport will be pre-arranged. Please lookout for a TransPerfect sign at the arrivals hall, and a representative will guide you to your transportation.

Other expenses: If you have any other questions related to expenses for this trip, please refer to the company reimbursement guidelines, which can be found on Central.

How do I claim my expenses?
Expenses are claimed through Concur. If you are not familiar with this process, you can find further details on how to set up an account and claim expenses on Central.