Q. What are the dates for Winners Circle in 2026?

A. Sunday, May 3 – Thursday, May 7

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Q. Where is Winners Circle being held this year?

A. At the Grand Velas Riviera Maya all-inclusive resort near Playa del Carmen, Mexico.  Grand Velas is located at Carretera Cancun Tulum Km 62 Playa Del Carmen, 77710 Riviera Maya, Q.R., Mexico.  Phone: +52 322 226 8689.   

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Q. What is the deadline to register for Winner Circle?

A. The deadline to register for Winners Circle is Friday, February 27th. If you have not registered by that date, you have declined the invitation.

Q. If I am unable or choose not to take the trip, will there be any kind of alternate compensation?
A. No

Q. What airport should I fly into?

A. Cancun International Airport (CUN), which is approximately 32 miles/53 kilometers from Grand Velas Riviera Maya. The drive typically takes about 45 minutes.

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Q. What time is check-in at Grand Velas?

A. Check-in is at 3:00 pm. Early check-in can be requested, but is not guaranteed. Grand Velas will allow check-in as early as 12:00 pm (noon), depending on availability.

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Q. What time is check-out at Grand Velas?

A. Check-out is at 12:00 pm (noon). Please note that all late checkouts will incur an automatic charge of 50% of your room rate, which if utilized, will be your responsibility to pay. If you have a later flight, you are welcome to store your luggage and use the resort facilities, until it is time for your departure. Breakfast is the only meal provided on the day of checkout. If you wish to dine at the resort after checkout, a $75 dining fee per person will apply.

Q. What documentation will I need to enter Mexico?

A. To enter Mexico, a valid passport (must be current and valid for the duration of the stay in Mexico) is required.  US citizens no longer need a tourist permit form to enter Cancun. Some non-US citizens may need additional documentation, such as a visa. Please consult this page for the entry requirements for your country.

Q. What is the official language and currency in Mexico?

A. The official language is Spanish, but English is widely spoken.  Currency is the Mexican Peso. Credit cards are widely accepted, but you should plan to bring some local currency for shopping and gratuities.

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Q. What should I do if I want to extend my stay at Grand Velas?

A. Grand Velas is offering group rates to attendees for three days pre- and/or post-event, based on availability. Group rates range from $688-$769 per person, per night ($1,376-$1,538 for double occupancy), plus associated taxes/fees, based on room type. Any additional occupancy per-night charges as outlined below will also apply.

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If you would like to extend your stay, please indicate your preferred dates when registering, and/or email events@tungstenautomation.com with your request. We will contact Grand Velas on your behalf and get back to you with confirmation. Extended dates must be paid for upon confirmation to guarantee the extra nights. All reservations must be made no later than 20 days prior to arrival. There will be a reservation fee of $20 USD for each extension, and an admin fee of 3.5% for payments taken by credit card.

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Please be sure you have confirmed hotel reservations for any extended dates prior to confirming your flight booking. Once the itinerary has been approved, you will be responsible for any change fees or differences in airfare.

Q. What should I do if I want to extend my travel dates to include other locations?

A. If you wish to extend your travel dates to include additional stops or stays, please let WTS know this when you book your air travel. If your chosen dates or routes incur a cost greater than that of flights to and from Cancun on the Winners Circle program dates, you will need to pay for any differences in cost. You will be responsible for booking any needed hotel dates outside of your stay at Grand Velas, and for any associated hotel costs for your additional dates (outside of a transit hotel stop en route, if necessary.)
 

Q. What if I need flight assistance en route?
A. Our travel agency, WTS, will have live agents available from 8:00 am to 5:00 pm CST. For assistance, please call WTS at 1-865-777-1465. This number will roll over to a 24/7 help line with live agent support after office hours. Alternate numbers to try are 1-865-777-1600 or 1-800-251-9047 (U.S. toll free).  

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WTS will be monitoring all flights on key travel dates and will contact you directly if they become aware of a disruption in your travel. They will also adjust your arrival/departure transport times accordingly.

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Q. How will I get from the Cancun International Airport to Grand Velas Riviera Maya?

A. Ground transportation will be provided between Cancun International Airport (CUN) and Grand Velas Riviera Maya. Specific instructions on arriving at Cancun International Airport and meeting your transport will be provided to you prior to departure.  

Q. What if I am staying at a different hotel in Mexico prior to Winners Circle?
A. If you are staying at another hotel prior to the start of Winners Circle, you will need to arrange your own transportation from that hotel to Grand Velas Riviera Maya, or you can return to the Cancun International Airport (CUN) on the date of your planned check-in to Grand Velas Riviera Maya, and we will arrange your transport from there. Ground transportation will be provided between Cancun International Airport and Grand Velas Riviera Maya ONLY.

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If you will be needing transportation to Grand Velas Riviera Maya at a date and time other than your expected flight arrival date and time, please note that during registration, and/or contact the Events Team to schedule an airport pickup and transport to Grand Velas Riviera Maya on your actual check-in date.

Q. Can I get a late check-out at Grand Velas Riviera Maya?

A. Hotel Check-out time is 12:00 PM. If you have a later flight, you are welcome to store your luggage and use the resort facilities, until it is time for your departure. Please note that all late checkouts will incur an automatic charge of 50% of your room rate, which if utilized, will be your responsibility to pay.

Q. How will I get back to the airport from Grand Velas Riviera Maya?
A. While on-site at Grand Velas Riviera Maya you will receive instructions regarding your transport back to the Cancun International Airport on your check-out date, based on your flight departure schedule. This information is usually provided 24-48 hours prior to your departure. You can also stop by the DMC desk at the Hospitality Suite in the Karaoke Bar to discuss arrangements for your departure transportation.

Q. What if I am extending my trip and staying at a different hotel in Mexico after Winners Circle?
A. You are welcome to take the DMC arranged transportation to the Cancun International Airport (CUN) upon your departure from Grand Velas Riviera Maya, and then make your own arrangements from the airport to your final destination.

Q. Can I bring family members on the trip?
A. You are welcome to bring younger family members to the resort at your own expense, however -  please be aware that Grand Velas Riviera Maya does charge a fee for additional occupants – see details below. Maximum occupancy is: 3 adults and 1 minor/infant or 2 adults, 2 minors and 1 infant. Quad occupancy (4 adults) is not permitted.

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Charges for additional occupants:

Ages 0-3:         No extra charge

Ages 4-12:       $144 per child, per night

Ages: 13-15:   $220 per child, per night

Ages 16+:         Adult rates ($688-769 per person)
 

Please also note that due to legal/liability reasons, as well as the fact that alcohol will be present, we cannot have anyone under the age of 21 present at any company-related activities or meals. All official (hosted) guests must be 21 years of age or older. Additional family members are not included in evening events; only official guests (ONE guest per person) may attend Tungsten-hosted activities.

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We will provide transportation to and from the airport and resort for the whole family; please inform us if you will have any children accompanying you, and whether a child safety seat will be required. You will be expected to cover any child-care expenses that may be necessary to allow you to attend the Tungsten-hosted activities.

Q. How many people are allowed to stay in my room?
A. All rooms have a maximum quantity of 2 adults and 2 minor children, or 3 adults and 1 child/infant – however, as noted above, there are charges for each additional occupant based on age. Quad occupancy (4 adults) is not permitted. Please note that bed type is on a request basis only, is based on availability, and is not guaranteed.

 

Charges for additional occupants:

Ages 0-3:         No extra charge

Ages 4-12:       $144 per child, per night

Ages: 13-15:   $220 per child, per night

Ages 16+:         Adult rates ($688-769 per person)

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Q. What meals are provided during Winners Circle?
A. Grand Velas Riviera Maya is an all-inclusive resort, so all meals and beverages are included with your room. There may be additional charges for special requests or extras, such as certain top-quality wines. It will be your responsibility to pay for extras.

Q. Are baggage fees covered by Tungsten?
A. Most long-haul flights will include at least one free checked bag per person. If a free checked bag is not provided with your flight, WTS has been approved to add this to your flight during booking if possible. Please note that not every airline will allow third-party payments for baggage fees. IF you are not able to get a free bag with your flight OR have WTS add it to your flight at time of booking, you may purchase and expense one checked bag per person, per flight leg.

 

Q. What Winners Circle costs are allowed to be expensed for reimbursement?

A. There are only two approved reimbursable expenses allowed for Winners Circle: 

• For flight times exceeding 15 hours, where an overnight stop is necessary, a one-night transit hotel may be expensed.

• If a free checked bag is not included with your flights, and WTS is unable to add it to your flight at the time of purchase, you may expense one checked bag per person, per flight leg.

All other incidental necessary costs, including additional checked bags, transportation to/from the airport, parking, and in-transit meals, will be covered by your supplementary travel funds disbursement.

Q. When will we receive our supplementary travel funds?
A. Your supplementary travel funds will be added to the last paycheck you receive prior to the event. In the event that you cancel your attendance at Winners Circle after receiving the funds, the funds will be deducted from the next paycheck. Note that the amount has been adjusted accordingly to reflect the all-inclusive venue, which will provide all your food and beverage.

Q. Where is the Hospitality Suite located?
A. The Hospitality Suite is located in the Karaoke Bar just off the Ambassador Lobby, and will be open Sunday. May 3 through Wednesday, May 6 from 12:00 noon to 4:00 pm. The DMC will have a desk in the suite to assist with activities and return transportation. Coffee and tea will be available at the Hospitality Suite, with additional beverages and snacks available directly across from the Hospitality Suite in Amat Café. If you have any questions or need assistance outside of Hospitality Suite hours, please contact your event hosts by text, email or WhatsApp.
 

Q. What is the Dress Code for Winners Circle?
A. The dress code for the Welcome Reception on Sunday night is Resort Casual. The dress code for the Awards Cocktail Reception and Banquet on Wednesday night is Resort Cocktail Attire.

Q. What is the weather like in Cancun in early May?
A. In early May, Cancun experiences warm and pleasant weather with occasional showers, marking the beginning of the rainy season. Average temperatures range from 24°C (75°F) to 29°C (84°F). Expect about 8 hours of sunshine per day and a sea temperature of around 28°C (82°F). While there is rain, it usually doesn't last long, and there are still plenty of sunny days. Cancun also has high humidity, around 72-77%.

Q. Will I need an adaptor or voltage converter for Cancun?
A. If you are from North America, you will not need a voltage converter for Cancun. Mexico uses the same 110-120 volt electricity and Type A and B plugs as North America. If you are coming from anywhere outside North America, you will likely need to bring a converter/adaptor in order to use your appliances.
 

Q. Can I book additional activities, beyond the activity provided by Tungsten, during Winners Circle?
A. Yes, you can book additional activities at your own expense through the resort concierge, or directly on your own. 

Q. Are there any towns, shops or restaurants near to Grand Velas Riviera Maya?
A. The town of Playa del Carmen, which has many shops and restaurants, is a 15-20 minute drive/taxi ride from Grand Velas Riviera.