Frequently Asked Questions
Download the Agenda here
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If you need medical or other accommodations, please reach out to your HR Business Partner.
To find your HR Business Partner, click here.
*Presidio Federal and Global teams outside of the US, please follow your standard travel process for booking accommodations.
Presidio US: To ensure your travel expenses are reimbursed, please follow the instructions below carefully. Note that you must use Concur on a PC or Mac—mobile devices such as smartphones or tablets are not supported.
If you follow the instructions below, then:
- You do not need to submit a travel request in Concur.
- You do not need to submit an expense report in Concur for your travel accommodations.
- Your Presidio PNC card will not be charged for travel accommodations.
- Your area’s budget will not be charged.
Presidio Exchange Travel Guidelines
- Arrival: Travel to Philadelphia is only permitted on Wednesday, September 10.
- Departure: Travel out of Philadelphia is permitted after 7:00 PM on Friday, September 12, or anytime on Saturday, September 13.
- Airlines: We recommend not booking flights on Spirit or Frontier.
- Fare Limit: Your flight must be within $50 of the lowest reasonable fare (excluding Spirit and Frontier).
- Non-Stop Exception: If a non-stop flight costs up to $100 more than a multi-stop option, you may book it using the instructions below. Be sure to enter this as the reason for non-compliance. Your trip will be routed to the Exchange Team for approval.
- Business Exceptions: If you need to book outside these guidelines for business reasons, you must obtain Senior Leadership approval and email the approval to DLExchangeTravelHelp@presidio.com. A Senior Leader is defined as a manager in your reporting chain who reports directly to a C-Level executive.
You may book travel outside of the event dates if you are using PTO and covering all expenses for the non-event days. If your extended travel results in a higher fare than the standard travel dates, you will be responsible for the price difference. See below for more details on extending your stay.
You may also book outside the travel guidelines for personal preferences—such as a preferred airline—provided you cover any additional cost personally.
How to Book Your Train Ticket:
If you would like to book a train ticket, please call Travel Leaders Group at 800-701-5195
How to Book Your Flight:
Follow these instructions to book your flight:
Do not book any flights that require approval after 3:00 PM ET on Fridays or over the weekend. Requests submitted during these times will not be approved, your flight will be cancelled, and you will need to rebook.
Open Concur in a separate window so you can see these instructions.
- Click the dropdown and select “Travel” from the menu.
- Click the “Meetings” tab (you must use this tab—do not book from the main Concur page).
- Review the travel guidelines on the main screen, then select the “Exchange 2025” Upcoming Meeting.
- Enter your departure airport and travel dates:
- Departure: September 10
- Return: September 13
Set departure times for both flights to receive appropriate flight options. (You may book a return flight on Friday, September 12 after 7:00 PM without additional approval, if the cost is within the $100 limit over the least cost logical fare)
- Select your flights as you normally would in Concur. Be sure to click through all pages until you reach the “Confirm Booking” button to finalize your reservation.
- If you need assistance, contact Travel Leaders Group at 800-701-5195 or email groupstlc@altour.com. (Do not call the standard Travel Leaders number—they cannot assist with this event.)
If you booked travel through the Meetings tab in Concur as instructed, you can disregard this message. The expense will automatically resolve and be removed from your pending transactions.
However, if the expense status changes from “Pending Card Transaction” to “PNC,” or you see a charge on your PNC statement, it indicates that either the Meetings tab was not used or the correct Travel Leaders number was not called to book the flight. In that case, the expense will be charged to your territory and cannot be reimbursed from the Exchange budget.
You may bring a guest if you cover all their expenses, including airfare. Book your flight through Concur as instructed; your guest must book separately. Guests cannot attend Exchange sessions or meals due to space limits. During registration, select a single room and pay half the room rate—currently $150 + 14.5% tax per night—paid directly to the hotel at check-in. This cost is not reimbursable.
If you cover expenses for additional days and have your manager’s approval for PTO, you may extend your stay in Philadelphia. Presidio will cover the full flight cost if your PTO dates are within $50 of the standard travel dates. If the PTO flight costs more, you are responsible for the difference.
All hotel extensions must be arranged directly with your hotel of choice, and you are responsible for paying for any extra nights at check-in, as these cannot be expensed.
You must book your event hotel nights (Wednesday, 9/10 to Friday, 9/12) during registration in Cvent; otherwise, they will not be reimbursed. Exchange expenses are managed under a separate budget and cannot be billed back.
Breakout session registration will open in early August. You will be notified when it is time to register for your breakout sessions along with further instructions.
This year you will need to download the Presidio Events app to register for your sessions, or access the event through the Web App listed here: https://app.socio.events/Mzk0NjM%3D
- Login using your Presidio email address
- Navigate to the Sessions section
- Click the (+) next to each session you would like to register for
- Your full schedule will appear in the My Agenda tab on the agenda page
This new process will allow you more flexibility when creating your personalized breakout schedule.
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Locate the SEPTA Airport Line Station: After collecting your luggage, follow the signs to the SEPTA Regional Rail stations. There are four stations at the airport, each connected to terminals A, B, C/D, and E/F.
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Board the Train: Trains run every 30 minutes from 5:00 AM to midnight daily. Board the Airport Line train heading towards Center City Philadelphia. The journey to Jefferson Station takes approximately 25 to 29 minutes.
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Arrive at Jefferson Station: Jefferson Station is located at Market Street between 10th and 12th Streets in Center City Philadelphia.
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Fares: Fares on SEPTA’s Regional Rail are based on distance and time of travel. It’s recommended to check the latest fare information on SEPTA’s official website. https://www.septa.org/
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Accessibility: All stations on the Airport Line are wheelchair accessible.
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Schedules: For the most up-to-date schedules and service information, visit SEPTA’s Airport Line schedule page. SEPTA
Car rental in Philadelphia will not be reimbursed.
If you live in a nearby city, please follow our corporate car rental policy.
For trips over 100 miles per day, rental car costs may be lower than mileage reimbursement for personal car use. Before traveling, compare costs and choose the most economical option.
If renting a car is cheaper, you may expense it. Please try to carpool with coworkers when possible.
You can review our travel policy for personal and rental car use here: Travel Policy.
The dress code for the event is business casual.
Please do not attend Presidio Exchange if you are feeling sick and/or experiencing cold/flu/covid symptoms. If you have benefits-related questions while onsite at Exchange, please contact Lisa Rolli at LRolli@Presidio.com or 612-213-2555. Thank you for helping us continue to keep our employees, partners, sponsors, customers, and other guests healthy!
Please refer to our travel policy for details: Travel Policy
Other Travel and Entertainment resources can be found here
- This is a Presidio corporate event – all airfare and lodging are corporate paid
- Airport parking can be expensed.
- Bag fees can be expensed. Please be sure to purchase your bag fees early if you are on a carrier that charges a higher fee at the airport for checked or carry-on bags.
- Taxi and rideshare are the only Philadelphia-based ground transportation that can be expensed.
- *Rental cars for those flying into Philadelphia International Airport will not be reimbursed
- Presidio arranged air and hotel do not need to be included on your expense report for this event.
- Hotel parking can be expensed for those driving in from local offices
The following meals are provided and cannot be expensed:
- Thursday, Sept 11 – Breakfast, Lunch, and Dinner
- Friday, Sept 12 – Breakfast and Lunch
Expenses go to your local Territory overhead code.
For meals on travel days, please follow our Travel Policy above.
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