What are the conference dates?
For the Media and DataForce Sales Conferences, all attendees will arrive in Madrid on 19 March. Registration will open at 11:00 AM and sessions will begin that afternoon. There will be full day and evening programs on 20 and 21 March, concluding with our final social event on Friday evening. Departures will take place on Saturday, 22 March.

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 Madrid during the spring season, with average temperatures ranging from 14-16ºC during the day and 6–9ºC in the evening. Pack warm, layered outfits, including a medium-weight jacket, sweaters, and long-sleeve shirts for the cooler evenings and mornings. 

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 whatever makes you feel comfortable. For those who prefer specifics, we will share more details soon about what to expect for each evening.

Is attendance mandatory?
Attendance at the Media and DataForce Sales Conferences 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 Hyatt Regency Hesperia Madrid. 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 16 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 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?
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 are managing multiple itineraries, but rest assured your request will be handled promptly.

Can I book my own flight?
No, all travel for the Media and DataForce Sales Conferences 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 19-21 March 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 21 March.

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.

Taxi:
Madrid’s official taxis are white with a red stripe and the city’s emblem on the doors. Taxi stands are located outside the arrival areas of all airport terminals. There is a fixed fare of €30 for trips from the airport to destinations within the M-30, where the hotel is located.

Rideshare services (VTC):
Services like Uber, Cabify, and Bolt operate in Madrid and offer pickups at the airport. Since 2024, Bolt has exclusive pickup areas at the airport, providing fixed fares for trips to the city.

Metro:
Madrid Metro Line 8 connects the airport to Nuevos Ministerios station in about 20 minutes. From there, you can transfer to Line 10 and travel one stop to Gregorio Marañón, which is a short walk from the hotel. Note that a €3 airport supplement is required to enter or exit the airport stations. This can be purchased separately or added to your ticket.

Cercanías (commuter train):
The Madrid Cercanías C-1 line connects Terminal 4 of the airport to Chamartín-Clara Campoamor station. From Chamartín, you can take Metro Line 10 south and get off at Gregorio Marañón station, near the hotel.

Bus:
Madrid’s Municipal Transport Company (EMT) operates the 24-hour Airport Express Bus, which connects the airport to central Madrid. This bus stops at key locations such as Atocha station during the day and Plaza de Cibeles at night. From these points, you can take a taxi or use the metro to reach the hotel.

Hotel shuttle service:
The Hyatt Regency Hesperia Madrid offers a shuttle service to and from the airport. It is recommended to contact the hotel directly for information on schedules, fares, and availability.
(Need more information from Miriam regarding this)

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 16 March.

When and where do I register and pick up my name badge?
Registration will open at the Hyatt Regency Hesperia Madrid at 11:00 AM on Wednesday, 19 March. 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 19 March to dinner on 21 March. 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 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. 

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.