TRANSPORTATION & TRAVEL

Can I drive to the conference if I decline to fly?

Yes, mileage will be paid at our current rate of $ 0.70. Bainbridge will not cover car rental or gas expenses; mileage is the reimbursed expense, with a maximum reimbursement of $175.00.

What time do I need to be at the hotel if I am driving?

Please arrive at the hotel no later than 11:45 am on Tuesday, August 18th, 2026. Registration starts at 11:30 am - 12:00 pm, and the Conference starts promptly at 12:15 pm.

Can I carpool?

Yes; if you choose to carpool, only the driver is allowed to bill back the mileage or submit an expense report. 

How do I know my flight confirmation number? Who do I contact with additional air travel questions?

Flight confirmations will come from Cheryl Mutter via email; any additional questions should be emailed to Cheryl Mutter (cmutter@bainbridgere.com), CC-ing Heidi Jehlicka (hjehlicka@bainbridgere.com) 

If I fly, can I check a bag?

Yes, one checked bag will be reimbursed. You will add this expense to your expense report following the conference.   

Can I add my frequent flyer membership to get points for my flight?

No, we will not be adding any membership details to anyone’s flights. 

What happens if my flight is canceled upon leaving the conference – can I expense a room, and do I need to re-book my flight on my own?

In the unforeseen and unfortunate event of a flight cancellation after the Bainbridge Leadership Conference, preventing you from leaving and returning home, the standard Per-Diem Bainbridge SOP hotel rates will apply to expense the additional night’s stay. Any rebooked flight arrangements should be made through the travel agent. Donna Campbell, Travel Leaders-Palm Beaches- 561-832-6611.

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Will transportation be provided to and from the airport or train station?

Yes. Transportation will be provided for attendees arriving at Fort Lauderdale International Airport, Palm Beach International Airport, and the West Palm Beach train station. Return transportation to these locations will also be arranged at the end of the conference. If you are arriving early for the conference, please plan to take an Uber to the hotel; this can be expensed.  If you are staying after the conference for personal travel, your transportation to the airport or train station cannot be expensed.

Travel Agent Contact Information:

Donna Campbell, Travel Leaders-Palm Beaches- 561-832-6611; After hours 561-655-2234 .

CONFERENCE LOCATION & HOTEL DETAILS

What hotel are our reservations at?

PGA National Resort, Palm Beach Gardens: 400 Avenue of the Champions, Palm Beach Gardens, FL 33418 

Can my family or significant other join me?

No, this is a Bainbridge company event only; family is not allowed to attend functions during the conference.  

What time is check in and what do I need to check in?

Check-in starts at 3:30 pm, and the reservation is under your name. You will need your legal ID to check in. 

Will I need to put a credit card down upon check-in?

No, however, if you wish to make any purchases and charge to your room, you will be requested to provide a credit card at check-in. If you choose to not present a credit card you will be responsible for paying for those charges at the time of your purchase.  Do not bill any incidentals to your room. 

If I elect not to have a roommate, how do I pay for my hotel?

If you choose to have a single room, you must have paid via a check by July 1st to The Bainbridge Companies.

How do I confirm who I am rooming with?

After completing the initial Bainbridge Leadership Conference questionnaire, you had to clarify your first and second choices for a roommate. Please reference the email sent from Heidi Jehlicka before the conference with your confirmation number and roommate assignment.

When is check-out, and will I have anything to pay or do upon checking out?

Check-out is on Thursday, August 20th, by noon. You will not have anything to pay, and you do not need to do anything further. (AIR TRAVELERS: Please plan to bring your luggage to the PGA Ballroom on Thursday, August 20th; your transportation will be departing immediately following our final presentation.)

EXPENSE PROCEDURES

Are any additional expenses, such as water, coffee, or snacks marked as an additional charge (for purchase), in my room covered by my reservation?

No, you will be responsible for any additional charges outside of the reservation.  Meals and beverages are provided during each day of the conference.

Can I expense snacks while at the hotel for this event?

No, food will be provided each day of the conference. Day one, August 18th, includes snacks, and dinner, while day two, August 19th, includes breakfast, lunch, and dinner. The final day, August 20th, includes breakfast and lunch before departure.  

Can I expense any meals while I am traveling to and from the conference?

Yes, on Tuesday, August 18th, you can expense your breakfast at the per-diem rate of $15.00 and lunch at the pre-diem rate of $25.00, and on Thursday, August 20th, you can expense your dinner if your flight is later than 5:00 pm at the per-diem rate of $45.00. 

Can I extend my stay at the hotel through the weekend?

If you choose to extend your stay in West Palm Beach, it will be a separate reservation completely. You are responsible for making your reservation. The additional nights at a hotel of your choice, which you will pay directly to the hotel (no reimbursement will be provided). 

During the conference, is alcohol able to be expensed?

No, alcohol is not a reimbursable expense. We will provide drink tickets for Tuesday, August 18th, and Wednesday, August 19th. Alcohol outside of these tickets cannot be expensed. Please note the bar is cashless and accepts credit cards only. Also, please remember this is a company event, and alcohol should be consumed as such.

How do I process my expense report in Paylocity post conference?

Create a separate report titled “Leadership Conference 2026”. Under business purpose, include conference expenses

*Mark the Division: MGMT GROUP (026)

* GL code 20206

Ensure your expense report follows the per diem amounts for meals and mileage reimbursement.  This will expedite the payment process and prevent any delays with your reimbursement. 

If you have any questions, please contact Cheryl Mutter or Mary Chesley.

CONFERENCE ATTIRE GUIDELINES

What is the daytime conference attire during the Bainbridge Leadership Conference?

We encourage you to dress to impress professionally. Business attire is encouraged – no jeans, no athleisure, no t-shirts/non-collared shirts, Bainbridge logoed polo shirts only, no flip flops or extremely casual shoes – please treat this as a professional meeting (we will have fun!) with your brightest peers and leaders – you are the example we look to for our company! We will have a team-building activity on Wednesday, August 19th.

Additional Dress Code: The Kentucky Derby

Date: Tuesday, August 18th

Time: 6:30 PM - 9:00 PM

Location: PGA Grand Ballroom

Dress Code: Derby-inspired attire is strongly recommended. Limited quantities of bowties and fascinators will be provided.

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Additional Dress Code: Palm Royale

Date: Wednesday, August 19th

Time: 6:00 PM - 10:30 PM

Location: PGA Grand Ballroom

Dress Code: Palm Royale attire is strongly recommended. Dress to impress.

What do I need to bring with me for the duration of this event for our activities during the day?

Please bring your Bainbridge laptop, as daily breaks will allow for general business and catch-up. We will provide pens and a notebook.

Are events throughout the conference mandatory?

Yes, your attendance and participation are required for all meetings, dinners, team building activities, etc.

CONFERENCE PARKING

Where do I park if I drive to the PGA National Resort?

Leadership Conference attendees should use self-parking, which is available on-site at no cost. While the resort offers valet parking, it is not a reimbursable expense. If you choose to valet, you will be responsible for covering that cost personally.