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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.

EVENT FLIGHT POLICIES VIA NAVAN

POLICIES

  • 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 booking link will be sent to your email prior to the event to book your flight. You must book within 7 days of receiving an invite.

  • 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 a X Games contact before travel. Bags must be purchased with the airline directly and not on the Navan platform for reimbursement.

REIMBURSEMENTS

  • X Games will not pay or reimburse for any optional upgrades, such as extra legroom, premium seat selection, etc.  If you would like to upgrade, after booking an economy ticket, you can purchase upgrades at your own expense through the airline directly or by going into your purchased itinerary on Navan and checking upgrade availability.

  • X Games will not reimburse flights charged outside of Navan 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 X Games 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.

  • X Games will NOT reimburse flight changes or additional hotel accommodations that have not been approved by the Event Travel Department.

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 X Games Travel Dept. at travel@xgames.com or (530) 536-8104.

  1. Alert X Games supervisor or on site contact of change for approval.

  2. 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 Travel Department.

  3. Seat changes using existing airline miles or status may 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 and X Games Travel Manager travel@xgames.com or (530) 536-8104.

  • Contact airline directly to discuss travel changes.

  • If already at the airport, please go to the airline counter for immediate assistance.

  • Contact Navan Business Travel for assistance. Telephone number: 1(888) 505 8747.

  • The Chat for assistance feature within the Navan platform available 24/7.tform available 24/7.

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 or condo you'll be staying at, including the name, location and check in details if needed.

  • Upon arrival at the hotel, simply head to the front desk/rental office 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.

  • For changes to lodging accommodations please contact your direct supervisor. 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. Personal conduct while traveling should reflect the X Games brand. Professionalism is expected at all times.

LODGING PROPERTIES

  • Inn At Aspen

    38750 CO-82, Aspen, CO 81611

    Check-in: from 4:00 PM
    Check-out: 11:00 AM

    Website

  • Limelight Aspen

    355 S Monarch St, Aspen, CO 81611

    Check-in: from 4:00 PM
    Check-out: 11:00 AM

    Website

  • The Gant Aspen

    610 S W End St, Aspen, CO 81611

    Check-in: from 4:00 PM
    Check-out: 10:00 AM

    Website

  • Aspen Square

    617 E Cooper Ave, Aspen, CO 81611

    Check-in: 4:00 PM
    Check-out: 10:00 AM

    Website

  • Aspen Meadows

    845 Meadows Rd, Aspen, CO 81611

    Check-in: 4:00 PM
    Check-out: by 11:00 AM

    Website

  • Aspen Alps

    700 Ute Ave, Aspen, CO 81611

    Check-in: 4:00 PM
    Check-out: 11:00 AM

    Website

  • The Little Nell

    675 E Durant Ave, Aspen, CO 81611

    Check-in: 4:00 PM
    Check-out: 12:00 PM

    Website

  • Frias Properties

    730 E Durant Ave, Aspen, CO 81611

    Check-in: 4:00 PM
    Check-out: 10:00 AM

    Click Here

AIRPORT TO HOTEL SHUTTLES

  • Address: 700 Ute Ave, Aspen, CO 81611
    Phone: 970-925-7825

    Arrival (From ASE):
    Airport pickup is available by advance arrangement through the front desk. The shuttle operates from 7:00 AM  to 11:00 PM.

    Departure (To ASE):
    Guests must confirm departure transportation with the front desk the night before leaving.

  • Address: 845 Meadows Rd, Aspen, CO 81611
    Phone: 970-925-4240

    Arrival (From ASE):
    Complimentary scheduled airport shuttle service is available by reservation, please coordinate 72 HOURS advance by phone or email. The shuttle operates approximately 5:45 AM to 10:15 PM.

    Departure (To ASE):
    Guests must book their departure shuttle with the concierge the night before departure.

  • Address: 617 E Cooper Ave, Aspen, CO 81611Phone: 970-925-1000


    Transportation Access:Aspen Square does not operate a hotel shuttle. Guests should use Roaring Fork Transportation Authority buses - RFTA

  • Address: 730 E Durant Ave, Aspen, CO 81611
    Phone: 970-925-4545
    concierge@friasproperties.com

    Arrival (From ASE):
    Complimentary airport transportation is available for guests through 72 HOURS advance reservation only by phone or email. They will drive you by the office for key pick up and take you to your accommodation. 

    Departure (To ASE):
    Complimentary airport transportation is available for guests through 72 HOURS advance reservation only by phone or email.

    The concierge will need your flight number, arrival or departure time, number of passengers and cell phone number to make reservation.

  • Address: 38750 CO-82, Aspen, CO 81611
    Phone: (970) 925-1500


    Arrival (From ASE):
    The Inn at Aspen offers a complimentary hotel shuttle operating daily from 6:00 AM to 10:30 PM. Contact front desk for pick up. 

    Departure (To ASE):
    Guests must go to the front desk the night before departure to confirm shuttle availability.

  • Address: 355 S Monarch St, Aspen, CO 81611
    Phone: 970-925-3025

    Arrival (From ASE):
    Complimentary hotel shuttle service available. Guests should contact the front desk upon arrival. 

    Departure (To ASE):
    Guests must schedule their airport shuttle time with the front desk the night before departure.

  • Address: 610 S West End St, Aspen, CO 81611
    Phone: 970-925-5000

    Arrival (From ASE):
    Complimentary airport shuttle service is available. Guests should call the front desk after landing to request pickup. 

    Departure (To ASE):
    Guests must schedule their airport shuttle time at the front desk the night before departure. Shuttle times are assigned in advance.

  • Address: 675 E Durant Ave, Aspen, CO 81611
    Phone: 970-920-4600

    Arrival (From ASE):
    Complimentary airport transportation is provided by reservation only.

    Departure (To ASE):
    Concierge arranges departure transportation. Guests should confirm pickup time with the concierge the night before departure.