TRAVEL POLICIES
The following travel policies and procedures apply to all X Games event staff hired thru a third-party employer on record (ie. Wrapbook) who travel to an X Games event or incur expenses on behalf of the company as well as pre-approved vendors. This policy includes information on travel arrangements, flights and accommodations.
FLIGHTS VIA NAVAN
If travel is provided in your offer, flights should always be booked through Navan for all event travel, unless pre-arranged on your behalf by the company. A link will be provided to you prior to the event to book your flight.
Review and complete steps in - Navan Guest Travel Booking.pdf
Economy flights are the only permitted fare class for domestic event travel.
Please use the pre-populated virtual card information during check-out.
Follow the travel guidelines in Navan and consider cost-effective options while ensuring the comfort and safety of travel. Travel bookings will be reviewed by X Games to ensure cost-effective options were selected.
Checked bag fees are permitted for 1 checked bag when traveling internationally, for event trips longer than 5 business days, or when traveling with equipment. If traveling with equipment, the request must be approved by and X Games contact before travel.
X Games will not pay or reimburse for any optional upgrades, such as extra legroom, premium seat selection, etc. You may go directly to the airline’s website after booking and enter a personal payment method to purchase upgrades.
Please note, X Games will not reimburse flights charged outside of the Navan app or flights booked with personal credit cards. If there is a viable business reason as to why a personal credit card was used, you must get pre-approval from your XG supervisor prior to booking. If approved, please make sure your supervisor emails X Games directly at accounting@xgames.com to notify the Finance team of the out-of-policy approval.
TRAVEL ITINERARY CHANGES
Travel Changes
Should you need to change your flight travel plans please follow the below protocol for doing so in Navan. Should you need assistance please contact Lilly Davis at lilly.davis@xgames.com and Heather Hilliard at travel@xgames.com.
Alert X Games manager or on site contact of change for approval.
Make any changes or rebookings through the Navan travel platform directly, NOT through the airline provider. X Games will not cover the cost of adjustments unless it is made through Navan unless otherwise approved by Asia Sieron.
Seat changes using existing airline miles or status my be done with the respective airline without using the Navan travel platform. X Games will NOT cover the cost of seat upgrades or changes.
Travel cancellation or delay
If your flight travel logistics have been changed, cancelled or delayed please follow the below protocol for communication.
Alert your X Games manager or on site contact.
Contact airline directly to discuss travel changes.
Contact Navan Business Travel for assistance.
Telephone number: 1(888) 505 8747
The Chat for assistance feature within the Navan platform available 24/7.
For changes to lodging accommodations please contact your direct supervisor and Heather Hilliard at travel@xgames.com (530) 536-8104.
X Games will NOT reimburse flight changes or additional hotel accommodations that have not been approved by the Live Events Department.
LODGING
If lodging is included in your offer, X Games will book a room on your behalf. As the event nears, X Games will send you an email with all the necessary information about the hotel you'll be staying at, including the name and location.
Upon arrival at the hotel, simply head to the front desk and check-in using your first and last name.
The hotel may require you to provide a credit card or deposit upon check-in for incidentals. If no damages or expenses occur, the deposit will be refunded to you.
X Games will not reimburse any incidentals charged to the hotel rooms.
Should you have any issues upon check in, contact Travel Coordinator Heather Hilliard at travel@xgames.com or (530) 536-8104.
We kindly ask you to treat the hotel room with respect and keep it clean during your stay. If you have a shared room, please respect your roommate’s right to rest and privacy. Please do not bring guests to your room or invite others to stay with you.
LODGING PROPERTIES
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Kimpton Hotel Monaco
15 W 200 S, Salt Lake City, UT 84101
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Hilton City Center
255 S W Temple St, Salt Lake City, UT 84101
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Hilton Garden Inn Downtown
250 W 600 S, Salt Lake City, UT 84101
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DoubleTree Hilton SLC Downtown
110 W 600 S, Salt Lake City, UT 84101
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Residence Inn Marriott
285 W Broadway, Salt Lake City, UT 84101
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Salt Lake Marriott Downtown
75 S W Temple St, Salt Lake City, UT 84101
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SpringHill Suites SLC Downtown
625 S 300 W, Salt Lake City, UT 84101
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The Little America Hotel
500 Main St, Salt Lake City, UT 84101
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Asher Adams
2400 W, Salt Lake City, UT 84101