Leadership Guidelines for Working Session Requests
- Regardless of headcount and pre-approval received, all working sessions must be requested through the portal below.
- All working sessions require a business justification, with a clear definition of impact and how success will be measured.
- All requests must include an anticipated attendee list
- Teams may request a location/hotel for their working session, with the understanding alternative locations may be proposed due to budget allowance.
- Working session attendees will be expected to follow the company Travel & Expense Policies
- Working session requests should be made 5 weeks prior to the start date.
- All working sessions must gain the approval of the COO/CFO after an estimated budget has been shared by the T&E team, based on the details provided in the request.
What happens next?
- A member of the T&E team will confirm your request has been received, and review your request to determine next steps.
- If your request requires hotel sourcing, a T&E team member will begin the process of reaching out to hotel properties to negotiate options on your behalf.
- An overview of your request, along with an estimated budget (based on the details provided in your request and from the hotel sourcing) will be shared with leadership.
- If leadership has approved the request, the T&E team will arrange for a Brex spend limit to be created so flights and/or hotel rooms can be booked.
- If leadership has not approved your request, T&E will advise on next steps.
Why do we request 5 weeks notice?
Lead time is needed for the following:
- Hotel sourcing and negotiation (if applicable)
- Leadership approval of your working session
- Zip contract review/negotiation/signing
- Vendor payment
We understand all working session requests are a priority and will do all we can to treat them as such. Kindly make your requests as soon as possible to ensure your team receives the best options and pricing available.