Meetings, Travel, & Space Information
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Please contact Samantha Vogel.  Samantha is the lead planner for FLM.

Travel & Hotel

Airfare

After completing your registration for 2020 Field Leadership Meeting, the Meetings & Travel team will upload your information into our new travel portal, TripActions. Note: Please allow 2-3 days for the meetings team to add you into TripActions. Once you have been added, you will receive a link to book your flight within the TripAction portal.

Click here for detailed instructions on how to book your flight.

Hard Cutoff for Booking FLM Flights: You must book your flight to FLM by 11:59 pm PST on Friday, February 7, 2020!

When you receive your airline confirmation, please review it very carefully for accuracy; and to see what airport you will be flying to/from and what day and time. You have 24 hours from the date of issue to notify our travel company of any changes that need to be made to your flight itenerary. If an attendee elects to change their travel information after the 24 hour grace period, any change fees will be the responsibility of the traveler.

Travel for dates other than those listed on your registration invitation will need approval from your supervisor.

Driving Associates

If you elect to drive to Chicago, make sure you select either “personally driving” or “riding with a co-worker” in registration. If you are driving more than 4 hours you must get your Regional Director’s approval. To be reimbursed for your mileage you must have your parking at Hilton Chicago linked to your room. Parking instructions will be provided in the “Know Before You Go” email. You (the driver) will only be reimbursed for the mileage from your home (less your normal commute to your home store) and this amount may not exceed the average cost of a plane ticket from your departure city. There is no gas reimbursement.

In order to be reimbursed you MUST submit your mileage through Concur. Please select “FLM Mileage” under “11. GME Conference” as the expense type. Please note, you’ll need to provide the full address in the “To Location” and “From Location”. Please submit your mileage as a roundtrip. You’ll need to take your total miles and times it by .58 to get your requested reimbursed mileage amount.

Mileage MUST be SUBMITTED by EOD, Friday April 3rd. Anything submitted after this date will no longer be reimbursable. Please note, it can take up to two weeks for the Meetings & Travel team to approve or decline your report. In the event your report is sent back to you, you have 24 hours to correct and resubmit your report.

Shuttles

Shuttles will be provided for Field Leadership on Monday, March 2nd and Thursday, March 5th from Chicago O'hare Airport to the Hilton Chicago Hotel.

These shuttles have been pre-paid for you and include greeters at the airport, baggage handling, transportation and tips. If you elect to not use this service when you arrive, other forms of transportation are not a reimbursable expense.

Note for Early Arrivals Sunday: If you receive an invitation to arrive Sunday, March 1st, we will provide you special transportation instructions.

Shuttle Details

Arrival Instructions:
When you arrive at O’Hare International Airport, please proceed to the appropriate baggage claim area denoted by your airline. Once you have all your belongings, we will have staff members by the exits holding a GameStop logo sign. Let them know you’re with GameStop and they’ll give you instructions to the shuttle. If you are unable to locate anyone holding a GameStop logo sign please call Bobby Wagner at 877-589-2671 or email bobbyw@cmac.net.
• Please Note: All meeting transportation has been pre-paid and secured through CMAC, based on your flights. If you opt not to use our transportation, this will be considered a personal expense and will not be reimbursable. Please note, an Uber from O’Hare International Airport to Hilton Chicago can be between $75-$100 depending on the arrival time. If your flight is delayed and you arrive later than 3:30pm, please call Ashley Rasmussen at 940-999-6358.

Departure Instructions:
Once closing general session has completed on Thursday, March 5th please collect your luggage and proceed to the same area shuttles dropped you off on arrival day for departure. This year we will have only one departure time, 11:45 am (unless you have been invited to stay for the WLC Lunch Thursday, which you'll receive special instrucstions). You will be provided a gift card to enjoy lunch anywhere at the Chicago O’Hare airport. Click here to check out all the food options available at the airport.
• Please Note: If you opt not to use our transportation, this will be considered a personal expense and will not be reimbursable. Please note, an Uber from Hilton Chicago to O’Hare International Airport can be between $75-$100 depending on the departure time.

Housing

Your hotel reservations will be made for you once you complete your on-line registration. All attendees will be staying at the Hilton Chicago.

GameStop will be covering the costs associated with your FLM hotel stay, checking in Monday, March 2nd (Sunday, March 1st for specifically invited guests) and checking out Thursday, March 5th. Any additional night stays, either for Stay & Play purposes, or for personal preference will be at your own expense.

Roommates

Any attendee below director level is required to have a roommate.

Contact your preferred roommate early to confirm they would like to share a room. You must list each other as your preferred roommate on the registration website. If you request a roommate who does not request you, you will be assigned another roommate.

Attire

Attire for the week is “Conference Attire,” which is clean, un-torn, business appropriate jeans or pants with a collared or business shirt. A business-appropriate jacket or sweater will come in handy as the conference rooms can be cold and you’ll be out on the town for dinner. You will not be receiving any GameStop T-shirts, nor will GameStop Gear be on-site at the Field Leadership Meeting. Make sure to bring warm outerwear for evenings out!

Packing

The weather can be a little frigid in Chicago in March! We're just crossing our fingers that we don't experience anything like the -50 they had last year!! So even though we're going to give you the average, it's best to plan for everything! The average Chicago weather in March is a high of 45 and low of 37 degrees.

Vacationing in Conjunction: Stay & Play

Want to stay and visit the sites in Chicago? Here's what you need to know

Hotel: Hilton Chicago will be honoring the GameStop room rate three nights prior and three nights post FLM. The room rate is $169 a night + Tax. This year if you're planning on vacationing in conjuction with FLM and plan on staying at the Hilton Chicago, GameStop will be making your Stay & Play reservations for you, however, it's your responsibility to pay for your stay & play room nights upon checkout.

Flights: As you know, your flight to and from Chicago O'hare is covered in our Meeting budget, regardless of when you choose to arrive and depart, so long as you are in attendance at the specified time and date! However, you will need to book flights for your family. Click here for more information!

Travel Expenses

Please review the below expenses related to traveling to the 2020 FLM:

Airfare: GameStop will cover the cost of your roundtrip airfare to Chicago O'hare Airport, if booked through the Meetings & Travel flight booking portal on or before Friday, February 7, 2020 at 11:59pm PST (instructions below under To Register and Book Your Flight). GameStop will not cover the cost for any change fees associated with incorrect bookings. Additionally, if you fail to book your flight by February 7th, before 11:59pm PST, GameStop will not cover the cost of your airfare to FLM.

Driving: If you elect to drive to Chicago, make sure you select either “personally driving” or “riding with a co-worker” in registration. If you are driving more than 4 hours you must get your Regional Director’s approval. To be reimbursed for your mileage you must have your parking at Hilton Chicago linked to your room. Parking instructions will be provided in the “Know Before You Go” email. You (the driver) will only be reimbursed for the mileage from your home (less your normal commute to your home store) and this amount may not exceed the average cost of a plane ticket from your departure city. There is no gas reimbursement.

In order to be reimbursed you MUST submit your mileage through Concur. Please select “FLM Mileage” under “11. GME Conference” as the expense type. Please note, you’ll need to provide the full address in the “To Location” and “From Location”. Please submit your mileage as a roundtrip. You’ll need to take your total miles and times it by .58 to get your requested reimbursed mileage amount.

Mileage MUST be SUBMITTED by EOD, Friday April 3rd. Anything submitted after this date will no longer be reimbursable. Please note, it can take up to two weeks for the Meetings & Travel team to approve or decline your report. In the event your report is sent back to you, you have 24 hours to correct and resubmit your report.

Hotel: GameStop will only be covering the cost of your FLM hotel rooms for your required attendance nights starting on your required arrival date (located above under arrivals) through Wendnesday night checking out on Thursday, March 5th. Any additional night stays, either for Stay & Play purposes, or for personal preference will be at your own expense. These additional days out of the office will be considered vacation time and should be recorded in WorkDay. • Note: You will be required to put down a credit card when you check into the hotel. This card is pre-authorized to cover the costs associated with any incidentals you purchase to your room (i.e. room service, movies, long distance phone calls, etc.). GameStop will NOT cover any costs associated with incidentals. If you don’t charge any incidentals to your room, your card will be refunded the pre-authorization amount.

Dietary Restrictions: The GameStop Meetings & Travel team along with Chef make every effort to accomodate all dietary restrictions. Every FLM attendee who registers with a dietary restriction will receive an email from the Meetings & Travel team prior to their arrival at the 2020 FLM. You will not be allowed to submit any expenses for reimbursement related to FLM dietary restrictions to either Conference or to your regional budget without written approval from the Meetings & Travel team. Travel Expenses to FLM: Please review the below approved travel expenses:
For new GSMs and DMs arriving Sunday, March 1st, please abide by the official travel policy with per diems for meals. Your meals during travel times and Sunday evening in Chicago will be reimbursed as normal business travel to your region. DVPs, RDs, DMs, GSMs, LP & HR Leaders traveling to Chicago Monday, March 2nd may expense your lunch as normal business travel, if you are traveling during lunch hours. Please comply with travel policy guidelines associated with per diems.

Travel Expenses back home after FLM: Please review the below approved travel expenses:
You will each be receiving a gift card allocated with funds for lunch on Thursday, March 5th. You will not be able to submit any meal expenses for lunch on Thursday, March 5th. If your flight home extends through dinner time, you may reimburse your dinner meal as normal business travel. Please comply with travel policy guidelines associated with per diems.

Additional Business Expenses during FLM: Once you arrive at Hilton Chicago, you should not have need to make any purchases associated with business needs. If you have any concerns or questions about what is and what is not a reimbursable purchase during FLM, please contact Samanthavogel@gamestop.com or stop by the registration desk at FLM.