1. General Billing and Expense Terms
To ensure seamless planning and execution of all client engagements, we proactively manage all core travel logistics.
- Advance Payments: All flight and accommodation expenses must be paid in advance of the engagement.
- Post-Engagement Payments: Other incidental travel costs, such as airport transfers and local ground transportation, will be billed and charged post-engagement.
2. Air Travel
All air travel required for engagements will be coordinated directly by Strategy Table Pathways.
- Booking Procedure: We will book and pay for all flights using our designated agents and preferred suppliers to ensure flexibility and duty of care.
- Class of Service: To ensure our team remains rested and ready to deliver optimal results, flight classes are booked based on total time in transit:
- Under 6 hours: Refundable Economy Fare
- 6 to 10 hours: Refundable Premium Economy Fare
- Over 10 hours: Refundable Business Class Fare
3. Accommodation
Strategy Table Pathways will do its due diligence to minimize the number of required hotel nights, though this will not be done to the detriment of the project’s success or the health and well-being of our team members.
- Pre-Engagement Buffer: All engagements must include a minimum of one night’s accommodation the night prior to the engagement start time. This is required to ensure unexpected flight disruptions do not affect engagement delivery.
- Standard of Accommodation: All accommodations must hold a minimum upper-midscale brand rating (equivalent to a 4-star standard). Any accommodation below this standard must be explicitly agreed to by Strategy Table Pathways before the engagement begins.
4. Per Diem and Meals
- Standard Rate: A per diem rate of US$120 (paid in the equivalent daily location’s currency) will be applied for each travel and engagement day to cover meals and daily incidentals.
- Client-Provided Meals: If meals are provided directly by the client during the engagement, this per diem rate can be negotiated prior to the engagement start date.
5. Travel Insurance
- Employee Coverage: Travel insurance will be provided by Strategy Table Pathways for its employees only.
- Client Participants: This policy does not cover any travel, health, or liability insurance required by client participants. Clients are responsible for securing their own appropriate insurance coverage.
6. Visas and Travel Documentation
- Client Support: Where required, the client is expected to support Strategy Table Pathways in acquiring the appropriate visa(s) and necessary travel documentation for the country of the engagement (e.g., providing letters of invitation or sponsorship documentation).
7. Cancellation Policy
To account for the preparation, scheduling, and logistical commitments involved in each project, the following cancellation terms apply:
- 30-day notice: If the event is canceled more than 30 days prior to the first day of engagement, travel fees paid to date may be refunded, excluding any penalty rates incurred.
- More than 14 Days Prior: If the engagement is canceled between 30 and 14 days prior to the first day of the engagement, 50% of the total travel cost is due.
- After That Time: If the engagement is canceled less than 14 days before the first day of the engagement, the full travel fee is due.