FAQs

What are the conference dates?
For the Shared Services Summit all attendees will arrive in Lisbon on 23 July. Registration will open at 12:00 PM and sessions will begin that afternoon. There will be full day and evening programs on 24 and 25 July, concluding with our final social event on Friday evening. Departures will take place on Saturday, 26 July.

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

What should I pack?
We’ll be in Lisbon during the summer season, with average temperatures ranging from 28ºC during the day and 17ºC in the evening. Plan for sunny days and mild evenings. Pack lightweight tees, shorts or linen pants or dresses. Evenings can feel a bit breezy along the riverfront, so toss in a light cardigan or jacket to keep you comfortable after dark.

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’re prone to getting chilly.

What should I wear to the evening events?
The dress code for evenings is more relaxed, so please wear whatever makes you feel comfortable. For those who prefer specifics, we’ll share more details soon about what to expect for each evening.

Is attendance mandatory?
Attendance at the Shared Services Summit is optional. Of course, we’d love for all invited employees to attend and learn, but the choice is yours. All we ask is that you decide quickly. If you’re 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 InterContinental Lisbon.

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 18 July.

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

Will I have to share a room?
TransPerfect company policy requires double occupancy for rooming. Attendees have the option to pay a supplementary fee—half of the group room rate—if they prefer a single room. You can confirm this option when completing 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?
Check-in starts at 3:00 PM. If your room isn’t ready by the time the conference begins – or you don’t have time to drop off bags – luggage storage will be available. 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?
After registering, you’ll receive an email inviting you to complete a travel request form. Once submitted, the travel team will issue your ticket and follow up to discuss travel options. Please be patient, as they’re managing multiple itineraries. Rest assured your request will be handled promptly.

Can I book my own flight?
No, all travel for the Shared Services Summit 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 wish to arrive early or depart later for personal reasons, you may submit a special request, provided you have your manager’s written approval. Please note that any fare difference resulting from this request will be the responsibility of the individual making it. Additionally, hotel costs for nights outside of 23-25 July will need to be covered by the individual, and availability at the conference hotel cannot be guaranteed. Early arrival bookings will not be handled by the MarComm or travel teams, so we recommend making these reservations independently. In some cases, it may be possible to extend your stay at the conference hotel beyond 25 July.

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 in the comment section that you require a visa. The travel team should book you a flexible ticket. Once you’ve 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’ll send 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 18 July.

When and where do I register and pick up my name badge?
Registration will open at the InterContinental Lisbon at 12:00 PM on Wednesday, 22 July. 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 23 July to dinner on 25 July. To cover the cost of meal expenses incurred during travel days to and from Barcelona, every 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 travel to and from your home airport. Please refer to the company’s reimbursable expense guidelines for details on what you’re authorized to claim.

Lisbon airport transportation: Transportation from the airport will not be pre-arranged. Transportation from the airport to the hotel can be made with public transportation with the Metro. From Humberto Delgado Airport, hop on the Metro’s Red Line (Linha Vermelha) at “Aeroporto” toward São Sebastião. Ride three stops to “Alameda,” then transfer to the Green Line (Linha Verde) toward Telheiras and stay on for three more stops to “Marquês de Pombal.” From the station it’s a two‑minute walk up to Praça Marquês de Pombal—you’ll see the InterContinental right on the square. Total journey is about 30 minutes.

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’re not familiar with this process, you can find further details on how to set up an account and claim expenses on Central.