logistics

Please note that logistics information is provided alphabetically (A to Z) by topic.

Arrival Information

Please plan to arrive at Harry Reid International Airport (LAS) based on the travel parameters below:

Presenters and Staff: You are approved to arrive at your leisure on Sunday, 12 January, or Monday, 13 January. Please check your calendar to confirm your rehearsal/meeting schedule before making travel arrangements.

Leadership Session Attendees: You are approved to arrive at your leisure on Monday, 13 January, or the morning of Tuesday, 14 January (if flight schedules allow). Lunch will be provided for the Leadership Session attendees beginning at 12:00 PM PST and the Leader session will begin promptly at 1:00 PM PST. 

Attendees: You are approved to arrive on Tuesday, 14 January at your leisure. We are hosting a Welcome Reception from 6:00 to 8:00 PM, should your flight schedules allow.

Please Note: The official arrival days are noted above by group. Based on individual travel needs and flight schedules, you can request to arrive/depart outside of those dates (subject to hotel availability) through the registration process. Any room nights outside of the official arrival and departure dates for the event will be paid for on your own and can be expensed back to your cost center with your manager's approval. The room nights for the event are covered by the FKO account.

Arrival & Departure Transportation

You are responsible for arranging a Taxi between LAS and Caesars Palace Las Vegas. Taxi sharing is strongly recommended, so check in advance if other colleagues are traveling to the same destination so that costs can be shared. Transfer time is approximately 15 minutes.

Upon arrival at LAS, please proceed to the exit doors outside of Baggage Claim for Taxi service. 

Departure Information

The Program will officially end on Friday, 17 January. You are free to depart from the hotel at any time that day.

You will need to book your flights in accordance with the OutSystems Travel policy for your Geo and within the arrival/departure guidelines noted above.

Flights should be booked no later than 01 December 2024 to ensure the best pricing. 

Submitting Flight Details

After you have completed registration, please provide your travel details to the registration team via the link below. They will advance your details to the hotel to ensure an efficient check-in process.

Flight Details Form

caesars palace

Check-in: 4:00 p.m.
Check-out: 11:00 a.m.

Arrival to the Hotel

Upon arrival at Caesars Palace Las Vegas, please check into your room at the Hotel Front Desk. You will be required to provide a credit or debit card for incidentals. The official hotel check-in time is 4:00 p.m. If you arrive before this time, the bellmen can store your luggage until your room is available. The hotel will make every effort to have your room ready upon your arrival.  

The incidental hold is $100 per day. It will take up to 3 to 7 business days for the security hold to be released on a credit card. It will take up to 5 to 10 business days for the security hold to be released on a VISA or MasterCard debit card. No cash is accepted.

Please make your way over to the Registration Desk, located outside of the Julius Ballroom, to pick up your name badge beginning on Tuesday, 14 January. 

Extensions

Based on individual travel needs and flight schedules, you can request to arrive/depart outside of the official arrival and departure dates (subject to hotel availability). Any room nights outside of the official arrival and departure dates for the event will be paid for on your own and can be expensed back to your cost center with your manager's approval. The room nights for the event are covered by the FKO account. 

Please indicate your desired check-in and check-out dates during the registration process, and we will check availability at the hotel on your behalf. If your extension can be confirmed (pending hotel availability), you will be contacted by our registration team to obtain your credit card information and secure your additional night(s).

The negotiated group rate at Caesars Palace is 159 USD per night, plus applicable taxes and fees. The group rate is subject to hotel availability and additional nights are not guaranteed. 

To travel to the United States and return to their home country, international travelers will be required to present a valid passport with an expiration date of at least 6 months after their departure from the United States.

For those attendees requiring visas, you should have received an email from Kym Wood already outlining the process and information you need to provide to the People Team to have the Invitation Letter issued.

Please contact people@outsystems.com and cc: Kym Wood with any questions.

Program Inclusions

The official program dates are 14 January 2025 - 17 January 2025.
OutSystems FKO 2025 will include the following*:

  • Hotel accommodations (14 January - 17 January)
  • Lunch on 14 January (Leadership attendees only)
  • Dinner on 14 January at the Welcome Reception
  • Breakfast, lunch & dinner on 15 & 16 of January

*Note: Any meals that are included during the program cannot be expensed.

Expenses

The following can be expensed for FKO 2025:

  • Transportation to/from your home airport
  • Transportation between LAS & Caesars Palace Las Vegas -- Car sharing is strongly recommended, so check in advance if other colleagues are traveling on the same flight so that costs can be shared.
  • Meals outside of those provided at the event from 14 January - 17 January and per the Finance Policy 

Expense Reports

Please reference the full Finance Policy here and country-specific data sheets here.

When completing your Expense report, please reference Category: Internal Events and Event: Team Gathering.