As you normally would through OracleTravel/CWT. Please note the following:

• If you are going to SuiteWorld, please select “SuiteWorld” as your reason for traveling. If you are not going to SuiteWorld, please select “Group Event” as your reason for traveling.
• Please arrive by 5:00 p.m. local time on September 12 to make it to the Welcome Reception.
• Departures for Club24 are on September 15.
• Approvals for travel will require you to input your SVP email address and date of approval.
• If you are traveling internationally, please make sure you have a valid passport or necessary visas BEFORE booking travel.
• Economy class travel should be selected unless you have an SVP written approved travel exception.
• Oracle will cover the cost of airfare from the airport nearest your hometown to Las Vegas, Nevada.
• All employee travel MUST be booked through Oracle Travel/CWT. You will not be reimbursed if you book outside of this.

If you have already booked your airfare for SuiteWorld, please contact Oracle Travel/CWT to make changes to your booking. They will be able to process this request without additional approvals and all fees will be covered by Oracle.

All travel should be booked in and out of Las Vegas Harry Reid International Airport (formerly known as McCarran Airport): LAS.

• Please make sure to have a valid passport or necessary visas BEFORE booking travel.
• Please ensure all visas and entry requirement documentation to enter the United States are current and valid.
• Arrivals are on September 12 during the day.

US visas / immigration for Employees—refer to the guidance here. Be aware that Oracle does not issue employees personalized visa stamp application support letters. See the guidance at the link provided. Employees are reminded that strictly prohibits issuance of letters/documents on behalf of others (non-employees) in the context of US visa/immigration matters. Also be aware that HR staff, HR systems, managers, Oracle Travel staff, etc. are not permitted to issue letters to US immigration authorities in the context of US business, work, or event travel.

If you will be driving to Las Vegas, Nevada, you can follow the standard Travel policies for driving and expense reimbursement.

Hotel nights will be booked during the registration process, September 12-15. You will be asked to select your nights, and a week before the event you will receive a confirmation email with yourhotel, nights, and confirmation number. *Please do NOT book any hotel accommodations through OracleTravel/CWT. If you would like to pre or post extend your stay, contact the Club24Concierge.

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Note: Accommodations will be in one standard hotel room. If you cannot make the entire program please decline the invitation for another qualifier.

Club24 will take place at Resorts World Las Vegas.

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A week before the event, you will receive an email confirmation with hotel details for the nights you selected and your confirmation number.

You can request a certain bed type or room type during registration. We will work with the hotel to do our best to accommodate your request.

• Check in: 4:00 p.m.
  Note: Every effort will be made to accommodate early arrivals but cannot be guaranteed. Your luggage can be stored at the bell stand and taken to your room as soon as it becomes available.
• Check out: 11:00 a.m.

You are responsible for settling your own hotel bill for incidental charges such as room service, laundry, valet, phone charges, parking, etc. A personal credit card to cover these incidentals will be required at check-in. These expenses cannot be billed back to Oracle.

Club24 and SuiteWorld are separate events and are occurring at different hotels in Las Vegas. Therefore, anyone attending the SuiteWorld event will need to move from their SuiteWorld hotel to their Club24 hotel on September 12.

If you decide to stay in your SuiteWorld hotel over the Club24 nights, you are responsible for the nightly cost of the hotel room, taxes, and resort fees as the Club24 room block has already paid for your room. Additionally, you will need to make your own arrangements for transportation to and from the Club24 events and activities.

Award trips are taxable for you.

Payroll can advise you depending on local country taxation laws on if benefit is taxable. The employee portion will be grossed-up for taxation will be treated as a non-cash fringe benefit and will be taxable income to you. In registration, you will sign a disclaimer that you acknowledge the tax implications by attending Club24.

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Payroll will not be able to advise on the impact of your taxation until we receive final costs after Club24.

The German and Canadian Revenue Agency (CRA) deems any trip that is not primarily business to be a form of taxable benefit. Due to the fact that the Club24 trip is a global one, it was impossible to structure the trip to make it non-taxable for 100% of the attendees. Therefore, will be required to assess a taxable benefit for the German and Canadian employees who attend the event this year. The amount of the taxable benefit will be calculated on the actual cost of the trip, including the airfare and the ground costs, which are allocated on a pro-rata basis to each attendee. The business content of this year’s trip has been calculated to be approximately 4.58%, and as a result, 95.42% of the employee’s total cost will be considered a taxable benefit.

Your taxes cannot be anticipated based on the unknown expenses you will incur at Club24 until the program is over. Actual costs should be finalized prior to the end of the calendar year and the benefit will be added to payroll and withholding tax will apply at that time.

Please be advised that the U.S., as well as many countries, considers this award to be taxable and the equivalent of regular income. The income amount will be based on a reasonable value for the attendee’s portion of the trip. Based on current tax laws, the attendee portion of the trip is subject to withholding and will be deducted by payroll on a future paycheck.The amount deducted will be based on the airline ticket, sponsored meals and events. Your taxes cannot be anticipated based on the unknown expenses you will incur at Club24 until the program is over.

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In accordance with IRS tax regulations, all business functions are mandatory. If you do not attend these mandatory business functions, you will be taxed on the entire value of the trip. Mandatory functions include the Welcome Reception and Awards Gala.

Should you have any questions about taxation, please contact the team using the Payroll Query Template

Las Vegas is in the Pacific Time Zone (-7 UTC).

The United States uses 120-volt, 60-cycle A.C. with plugtypes A and B. You may need to bring a converter or adapter.

On average, Las Vegas has a low of 71°F/21°C and a high of 94°F/34°C in September.

Club24 prepares for attendees with many dietary requirements, and we will try to accommodate any special request. We cannot guarantee the ability to fulfill every request that diverges from standard special needs (vegetarian, vegan, gluten/dairy free, etc.). Special meals are available on a first-come-first-serve basis, and some meals might be limited in quantity. If you have any special requests, please contact the Club24 Concierge.

The style guide will be shared soon.

• I understand and agree that my participation in Club24 is voluntary, not mandatory.
• I have read and understand the Travel Information policies.
• I understand that I may need proper travel documentation (passport/visa) and it is my responsibility to obtain that documentation.
• I understand that if I choose to travel on an itinerary other than what is secured through CWT, I am personally responsible for any price increases.
• I understand that I, as the employee, cannot book travel on my own outside of Oracle Travel/CWT. If I do book travel for myself on my own, I will not be reimbursed by Oracle.
• I understand that incremental travel costs are not expensable and will not be reimbursed, including transfers between home and airport, luggage fees, drinks and meals not hosted by Oracle, on-site activities, wireless charges, ground transportation in Las Vegas not provided by, pre and post Club24 extensions (including air and hotel costs), and hotel incidental charges. I understand that Oracle reserves the right to determine in its sole discretion whether expenses incurred by me in connection with attendance at Club24 are reimbursable.
• I understand that if I cannot attend Club24 for any reason, there will be no cash equivalent provided.
• IMPORTANT TAX INFORMATION: I understand that I must attend all mandatory meetings and evening events—including the Welcome Reception, business meeting(s) and Final Night Dinner—or the entire value of the trip will become taxable income to me.