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WiNNERS CIRCLE
2025 EVENT DATES

Thursday, May 1, 2025 (Arrival)
Monday, May 5, 2025 (Departure)

HOST HOTEL
Mauna Lani Resort

68-1400 Mauna Lani Dr, Waimea, HI 96743
https://aubergeresorts.com/maunalani

Check-in Time: 3:00 PM
Check-out Time: 12:00 PM
Telephone: + (855) 201-3179

HOTEL ACCOMMODATIONS

Reservations will be made by the Events Team for the event dates. Mauna Lani is a very popular top-rated resort, and at present they are currently at over 90% capacity for May 2025, so unfortunately may not have the space or group rates available for pre-and post-event dates. If you would like to see about extending your dates, please indicate your extension request when registering, and/or email events@tungstenautomation.com with your request. We will contact Mauna Lani on your behalf and get back to you regarding their current availability and rates.

Costs for hotel stays before and after the event dates are the responsibility of the attendee. 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 imposed by the airline.

NOTE: For travelers with extensive travel hours, Tungsten Automation will provide an overnight (1-night) accommodation at an en route transit hotel if necessary. Hotels in Hawaii, including the event hotel (Mauna Lani), are not considered en route. Any early arrivals or late departures at the destination hotel or elsewhere in Hawaii are at the expense of the attendee. It is your responsibility to book and expense the en route transit hotel if needed. Itineraries that cannot reach final destination in one day and require an overnight stay in a hotel require review and approval from the Events Team prior to booking.

Travel FUNDS

Each employee will receive supplementary travel funds to be used for discretionary expenses. The expenses may include but are not limited to other travel expenses, incidentals, and meals not provided during the event. Travel funds will be distributed on-site at the Mauna Lani in Hawaii, in cash/US Dollars. Funds can be picked up beginning on Thursday, May 1 at 12:00 pm in the Hospitality Suite (Ho'okipat Room).

AIR TRAVEL

All attendees must book their travel in strict compliance with the policies established for this event. Please reference the travel policy section for further information.
Flight travel will be coordinated through a designated travel agency, i.e. World Travel Services (WTS). Costs for any travel booked outside of this policy is the responsibility of the traveler.
All travel will be ticketed in coach at the lowest available logical airfare (this may require a connecting flight on an airline other than your preferred carrier). Flights that exceed the lowest logical airfare will be at the expense of the traveler.
Flight upgrades and special seating fees are the responsibility of the attendee.
Travel scheduled outside of the event dates that exceed the allowable costs are the responsibility of the traveler.
Once travel is booked, all change fees and fares are the responsibility of the attendee.
Passport and Visa application fees are the responsibility of the traveler. The Events Team can prepare a Visa invitation letter to include in the process if needed.
Flight deviations and changes for Tungsten business is at the expense of the traveler’s cost center and requires Sr. Management approval.
Travelers are allowed one checked bag per passenger, per flight, to be covered by Tungsten if one is not provided for free by the airline. For those with no free baggage allowance, WTS is authorized to add up to one bag per person per flight leg to your ticket. Note that not all airlines will allow baggage to be purchased by a third party. In the event that WTS is unable to add baggage fees to your ticket, you will be able to expense up to one bag per person per flight. These baggage fees, and/or any transit hotel deemed necessary, will be the ONLY costs approved to expense for Winners Circle. Any additional baggage fees are at the expense of the traveler and can be paid/reimbursed with the travel funds.
Attendees’ traveling to or from other destinations for business travel requires SVP approval. Any costs incurred are at the expense of the traveler’s cost center.

CUSTOMS and entry DECLARATIONS

All non-U.S. travelers to Hawaii must have a passport that is valid for longer than the full duration of your stay. Some travelers may also require visas/ESTAs. Please consult this page for the entry requirements for your country. On all required Customs and Entry documents, you must identify the purpose of this trip as BUSINESS.

GROUND TRANSPORTATION

Ground transportation to and from the “home"city airport is the responsibility of the traveler; the travel funds can be used for reimbursement of this expense.
Round-trip transportation between the Kona International airport and Mauna Lani Resort is provided.
Transportation between the Kona International airport and Mauna Lani is available up to 3 days pre- and post-event dates as noted in the travel policy.
Attendees staying at different hotels before the event date can join the event transportation at the airport OR can coordinate transportation to the host hotel at their own expense.
Transportation is not provided to or from other destinations or hotels.
Rental cars are not required and will not be paid through the Winners Circle program. Rental cars and subsequent costs including parking fees are a personal expense to the attendee.

PROGRAM EVENTS

Our Welcome Reception will begin at 6:00 pm on Thursday, May 1st Please do your best to arrive at Mauna Lani by or before 6:00 pm on Thursday if possible.
A mandatory breakfast meeting will be held on Friday, May 2nd for Winners Circle employee winners only.
Personal excursions during the event are the responsibility of the attendee.
All attendees are encouraged to participate in the group activities and events.

GUEST ATTENDANCE

Tungsten Automation provides travel expenses, an optional activity, and event meals for the employee and one adult/official guest.
All official guests must be at least 21 years of age.
All Winners Circle scheduled events are structured for adults. No one under 21 is permitted to attend. Only official guests may attend the company-hosted events.
Any and all related costs for additional family members traveling are the responsibility of the employee. Family members may share a room with the attendee and be included in any ground transportation to and from the airport, but attendee must notify the Events Team of any additional guests to guarantee that extra seats will be available in the shared transportation. Please also notify the Events Team if a child safety seat will be required.
Maximum occupancy for rooms at Mauna Lani is 3 adults, or 2 adults and 2 children. A third adult in the room will incur an additional charge of $150 per night.