✅ Expectations

• As with any work event, we expect all attendees to act professionally and respectfully. In every setting, we all serve as brand ambassadors of Ontra. Please act in accordance with our values and be mindful of your personal safety.

• Be on-time every day and for every session. If there is an urgent reason impacting your on-time arrival, let your manager know as soon as possible.

• Bring your best self to every session: be engaged, open-minded, and excited.

✈️ Flights

Team members outside of the Denver area are allowed to expense flights. Plan to arrive at the Grand Hyatt Denver on Monday, October 27th by 2:00pm MT to be prepared for team co-working and meetings that afternoon. Return flights on Thursday, October 30th will depend on your department's meeting plans. Check in with your XFN planning team member if they haven't shared them yet.

As a reminder, when expensing your flights, make sure to use the All-Company 2025 Spend Limit in Brex Trips. To ensure easy reconciliation, please tag the Memo with "All-Company Flights". Please book flights no later than September 29th.

Denver International Airport (DEN) is the recommended airport to fly into. It is approximately 40 minutes from the Grand Hyatt Denver. All travel should be booked no later than September 29th.

International Attendees are eligible for a one day extension on either end of their travel pending available flights. Please reach out to employee.experience@ontra.ai to inform us of your early/late arrival needs before booking.

📬 RSVPs

RSVPs are now open! Please RSVP on above to let us know if you are attending. RSVPs are due September 10th.

Attendance is mandatory; if for some reason you are unable to attend, you must obtain approval from your manager and notify your functional head and RSVP accordingly.

If you need to change your RSVP, please update this within your registration via Swoogo, it will automatically notify the EX team. If you need to change your RSVP beyond October 3rd, please email employee.experience@ontra.ai for assistance.

🧳 Travel Days

You can expense:

1. One checked bag to and from Denver

2. Transfers from the airport and airport parking

3. Meals while traveling

While traveling, T&E Policy per diems should be used for all approved travel days. While at the event, there will be no reimbursements for expenses since all food, beverage, accommodations, activities, etc. are covered within the event budget.

🍕 Meals

We’ll have meals planned from Monday dinner through Thursday breakfast.

You can expense meals on travel days to and from Denver. Please refer to Ontra's Travel & Expense Policy for daily limits.

We will use the restrictions listed in your RSVP to help our caterers curate a menu with options that should work for everyone (Ex: gluten-free, dairy-free, pork-free, nut-free, vegan, vegetarian). If you have additional concerns, feel free to reach out to employee.experience@ontra.ai.

📸 Photo Release

At the event, our Employer Brand team, along with external vendors, will be capturing and documenting the event through photographs and videos. These visual assets will be used for various purposes, including internal and external promotional efforts and recruitment materials. By attending this company event, you acknowledge and consent to the possibility that your image or likeness obtained during this event may be used in these brand efforts.

🚙 Transportation and Parking

Parking at Grand Hyatt Denver is $64.00 (not inclusive of tax) per vehicle, per night and can be expensed if you choose to commute to the event.

If you choose to drive, you may also reimburse mileage. The rate that Ontra will reimburse is the current IRS rate.

If you are parking, inform the hotel front desk at check-in, and you’ll receive a parking tag and instructions.

🚖 Uber & Lyft Business Programs

Please use the Uber for Business and Lyft Business programs during this event. Doing so makes expense reimbursement faster and easier, while also giving the EX team valuable insights to improve future events.

📋 Code of Conduct

We want to make sure that everyone has a great experience at our All Company Gathering, which means that even though we will be "off campus", our policies will still be executed.

Please get familiar with our Ontra Code of Conduct/Conflict of Interest policy, Alcohol/Drug Policy, and Anti Discrimination and Harassment Policy.

If you have questions about these policies be sure to reach out to our People Business Partners Team at people.partners@ontra.ai.