AIR TRAVEL

How are flights booked?

All flights must be booked through the President’s Club Air Travel Department. Please do not purchase tickets on your own as they will be managed directly through the 2024 Aptean President’s Club travel provider. This ensures seamless coordination of your arrival and departure ground transportation.

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Do I have to book my flight before I register?

No, please do not book flights directly or before you register.

 

May I upgrade my ticket to first class on my own dime or with mileage points? 

Yes, you can! Once your ticket has been issued and you have your confirmation number, you may contact your airline directly to upgrade your seat, if available, using your credit card, points, or mileage.

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Will Aptean pay change fees for flights?

Aptean will only pay for change fees if it is for business purposes.

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Can I book travel outside of Napa before or after the event?

Yes! If you know your travel plans, please indicate your preferred dates on the Flight Request page of registration. Additionally, please provide any additional information on the Special Requests section of the Flight Request page. Please note that if you are adding additional days or destinations to your flight itinerary, you will be responsible for any increase in cost associated with the flight.

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GROUND TRANSPORTATION

How do I get from the airport to the resort?

Transportation has been arranged to and from Estate Yountville. If you are extending your stay at another location and wish to join the group transportation from SFO to Estate Yountville on May 4th, or return to SFO with the group on May 7th,  please confirm via email to aptean@etherio.com. More detailed information regarding how to find your airport transfer upon arrival and departure will be provided closer to early May.

 

​HOTEL

How do I book my hotel room?

Your hotel stay will be booked for you and your guest. When you register, please specify if you have any special requests for your stay (room type - king bed or two double beds, no feather pillows, etc.). Your hotel confirmation will be sent to you closer to the event date.

 

What are the check-in and check-out times? 

Check-in is at 4:00 PM
Check-out is at 12:00 PM

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All guests arriving before 4:00 PM will be accommodated as rooms become available. Hotel valet/bell staff can store baggage for those arriving early when rooms are unavailable.

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Can I extend my trip at The Estate Yountville Resort?

Yes! Aptean has negotiated a discounted hotel room rate of USD $629 per night, which includes daily breakfast, available three days pre-program (starting Thursday, May 1) and three days post-program (ending Saturday, May 10).  Trip extensions cannot be guaranteed and are on a first-come, first-serve basis based on hotel availability. If you would like to arrive prior to the program start date of May 4 or stay after May 7, please select your travel dates on both the hotel and flight pages of the registration website and enter your request in the special comments section.

 

Please note, if you choose to extend your trip before or after the program dates, you will be responsible for any increase cost associated with the deviation of flight dates. 

 

All expenses that deviate outside of the program are the responsibility of the President’s Club qualifier.

 

All PTO must be approved by qualifier’s Aptean manager.

 

GENERAL EVENT INQUIRIES

Where can I find Aptean’s Travel and Expense Policy?

Aptean's Travel and Expense Policy can be found HERE.

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What if I have special dietary requests?

In the registration portal, you will specify if you have any special dietary restrictions. We will consider these responses for all planned meal functions.

 

Where can I find a schedule of events?

There is a tentative schedule of events located HERE.  A more detailed agenda will be provided to you prior to the program dates.​

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Am I allowed to bring my child?

All guests must be 21 years or older and each winner is permitted one guest only.

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What is included in the trip?

• Roundtrip airfare, for you and your guest to SFO, SMF or OAK during the program dates of May 4-7, 2025

• Transportation to and from SFO, SMF or OAK airport to The Estate Yountville on Sunday, May 4 and Wednesday, May 7

• 4 days, 3 nights’ accommodations at The Estate Yountville

• Daily breakfast

• Welcome reception and dinner on Sunday, May 4

• Individual hosted activity on Monday, May 5

• Group dinner on Monday, May 5

• Awards Gala dinner on Tuesday, May 6

• $75 in cash per guest will be provided on Sunday, May 4, for food, beverages, and other incidentals

• $125 in cash per guest will be provided on Sunday, May 4 for your free day to discover Yountville/Napa on Tuesday, May 6

• Gratuities for all organized functions and transportation

• Transportation to/from home airport, airport parking, mileage and baggage handling are included and should be submitted as expenses through Navan and in accordance with Aptean’s Travel and Expense Policy.

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What is not included in the trip?

• Passport fees (for international travelers)

• Food and beverage outside of our hosted President’s Club functions

• On property expenses incurred above and beyond the allocated allowance such as room service, pay-per-view movies and games, or other hotel charges outside of our hosted President’s Club functions

• Activities scheduled at your leisure

• Pre or post travel expenses outside of May 4–7, 2025

• Any additional nights stayed at the resort

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Who do I contact if I need to change my registration?

If you need to change your registration, please refer to your event confirmation email. If you require any additional assistance please contact the Aptean Events Team at aptean@etherio.com.