For any new team members with start dates up to and including Feb 24, 2020, they will receive a Contribute registration email and TripActions invite sent to their GitLab email addresses on their first or second day of work, with 2 weeks to register and book their travel. These emails will be sent on a weekly basis until and including on Feb 24, 2020.
For any new team members with start dates after Feb 24, 2020 and up to and including March 23, 2020, invitations will be sent daily to their personal email addresses with a 1-week deadline to register and book travel. For invitations sent to personal email addresses, only the Contribute registration email will be sent (no TripActions invitation). Those team members will be instructed how to book travel on their own, and submit reimbursement when they have access to Expensify on their first day; or they may send their preferred, in-budget itinerary to
email@example.com and we will book their travel for them.
Example 1: On Feb 10th, team member GK signs their contract and they have a start date of March 9th. Feb 11th, all email invitations are sent to new GitLab team members who are starting that week (Feb 10-14) to their GitLab email addresses. In addition, we will also send invitations to team members such as GK who have signed a contract now with start dates that are very close to Contribute. GK will receive only a registration email to their personal email. Both of these groups will still have 2 weeks to register and book travel as they will receive their invitations before Feb 24.
Example 2: On March 5, team member JW signs their contract with a start date of March 10. People Experience Associates require a minimum of 4 business days before the new hire's start date (based on the new hire’s time zone) to complete all onboarding tasks. Therefore, People Ops would state that they cannot onboard a new team member with that short of a time frame, as they need 4 full business days to prepare. They would require team member JW to start March 12 at the earliest. In terms of their invitations, signed contracts will be reviewed on a daily basis in March and team member JW will be sent their invitation March 6 with a 1-week deadline to register and book travel.
Example 3: On March 7, team member AD signs their contract with a start date of March 17. Since they are signing after the deadline of March 6 and even with a start date before Contribute, they will not be invited to Contribute.
You may have 14 days or less from the time you receive your registration email to register for Contribute. Your exact deadline time frame is listed in your registration invitation email. If you'd like to request an extention, please email
firstname.lastname@example.org with information on why you'd like more time to decide.
Yes, we need to know you will be coming and when. Please do so sooner than later even if you think some details might change. It helps us plan for headcount and room allocations.
There is a link to
Manage Registration Details in the confirmation email sent after you register.
We're sorry to hear you won't be able to join us. To deregister find the confirmation email sent after you registered, and click on
Manage Registration Details, that will allow you to cancel your registration.
If you don't have access to that email, or if you need to deregister your SO as well, please email
email@example.com and the team will take care of it.
We’ve signed on with TripActions for all team travel. For Contribute you will receive a separate invitation email with the specific budget and travel dates for Prague directly from Trip Actions. However, since there may be cheaper flights outside of TripActions, please do a search on other websites, such as Google Flights, airline websites, and Skyscanner, before booking. If you find a cheaper flight elsewhere, please see Booking travel outside TripActions below for more information.
Please use the invitation email link to book your flight in TripActions for correct finance tagging.
Please see your registration email to determine your booking deadline.
All amounts are listed in United States Dollars (USD). Convert the amount to your local currency if you don't use USD.
Your email invite is linked to the correct budget for your location.
**All travel budget allocated is not applicable for guest travel expenses.**
The handbook policy of $300 towards an upgrade on flights of 9+ hours does not apply to Contribute*.
*However, if your travel time is 24+ hours or includes 3+ connections please feel free to expense up to $300 towards an upgrade (the $300 is for the round trip, not each way), if you are traveling over 30 hours please let us know asap and we can arrange for you to arrive a day earlier. If your height is greater than 6'5", please seek approval from your manager first if you would like to upgrade your flights, as the additional cost will come out of your team's budget.
Please see the Expenses section below for more on what expenses are covered for team members.
If you’re logged in, you can find the tab “Invitations” in the top menu where you can again find the Prague link to book. Please make sure to use this for correct finance tagging.
If you've found a cheaper or more direct flight outside of TripActions, you can book in two ways:
Book on your personal credit card and submit for reimbursement. When self booking you can only expense up to the max in your region. Make sure to use the tag "Prague Contribute 2020" in the "classifications" field in Expensify. You can contact TripActions directly, provide them with the flight information, and ask that they book the flight on the company card.
If you'd like to travel by train, you can use your local railway website to book your travel. Please feel free to reach out with any questions and note that the budget will be the same as stated above for EMEA.
For anyone making any sort of booking outside of Trip Actions, please make sure to email your full itinerary confirmation to firstname.lastname@example.org as soon as you have booked it.
Please do searches outside of TripActions on Google Flights, airline websites, and other travel sites to see whether there's a price difference.
If you are still unable to find something that works, please reach out to
email@example.com, and we will do our best to accommodate you. When you email the Contribute team, please attach screenshots of your research on both TripActions and external sites.
Please note that the Contribute team must approve your overbudget flight BEFORE you book. Failure to do so may result in covering the overage out of pocket. Your manager will also be contacted in the event you book outside policy.
Please see the expenses section below.
If you don't have a passport yet, please enter
000000000000 for now. Apply for a passport ASAP. When you have it come back to modify your registration and enter the number.
If you are renewing your passport, enter your current number and come back to modify it when you have the new passport.
Please see Passport costs below for guidance on expensing your passport application fee.
Also, can I get one for my SO and/or children?
Please check the handbook page on visas for details about getting an invitation letter.
If you want to extend your trip to visit another city in the area, it's fine to book and expense your travel to/from another destination, provided it costs no more than traveling directly to/from Prague and falls within the budget for your region.
If you want to extend your trip, it's fine to book and expense your travel on different days, provided it costs no more than traveling directly to/from Prague and falls within the budget for your region.
Plan to arrive on March 22nd (this means you may need to leave your home on the 21st). This is arrivals day and there are no planned activities for this day. Even if you arrive at 11:45pm you will not miss out on anything and the team will be there to check you in.
If you arrive early on the 22nd, you may not be able to check into your hotel room right away, but the team will be there to greet you, and the hotel can hold your luggage so you're free to explore the city.
March 27th is the departures day; you can leave at any time on that day as the event concludes the night before and no activities are planned for the 27th.
If you find flights outside of TripActions that are cheaper, you can purchase and expense the flight, see Booking travel outside TripActions.
The handbook policy of $300 towards an upgrade on flights of 9+ hours does not apply to Contribute.
However, if your travel time is 24+ hours or includes 3+ connections, please feel free to expense up to $300 towards an upgrade (i.e. $300 total, not per flight).
If you’re traveling 30+ hours, please let us know asap, and we can arrange for you to arrive a day earlier.
If you are taller than 1.95 m or 6'5", you can upgrade to Economy Plus. Please email
contributetravel@ before booking.
First of all, we hope this doesn't happen to you! But if it did, any cancellation fees would be taken care of by GitLab.
This is also applicable if you are unable to apply for visa before the deadline for booking flights. You can book your tickets before the deadline if you are unable to apply for a visa at that time. That way, you get better rates on your tickets. We can cancel the tickets based on your status of Visa later, and GitLab will take care of any cancellation fees.
Please see Visa application costs below for guidance on expensing.
Thanks for being eco-conscious! Please email
firstname.lastname@example.org with the price difference and we will do our best to accomodate you.
Once your manager notifies the planning team at
email@example.com we'll make arrangements for lodging.
Yes, GitLabbers may bring one (1) guest, and they're encouraged to buy a ticket to attend. This way they will be able to join in on all activities, meals, excursions, workshops, and more. Any guests that do not have a ticket will not be able to participate in any Contribute activity.
This is discouraged for a few reasons. The purpose of Contribute is to connect with our team face to face, as we only gather in person once every nine months. If your guest is unable to join in on any activities, you may find yourself torn between spending time with other GitLabbers and hanging out with your guest, which could mean that you miss out on bonding with teammates.
It is also not guaranteed that you will get a private room if you request one (see the room info page). The safest way to being your SO to Contribute is to buy them a ticket. The cost of a private room to share with your guest is included in their ticket.
That said, we understand that Contribute is a long time away from your family, and if the only way to attend is to bring our child/guest/both, then we won't charge a guest ticket.
Please note we cannot accommodate anyone under 18 at any Contribute activity, such as meals, excursions or workshops.
If you are buying a ticket for your guest for Contribute, you will need to register them separately.
Your guest has the same deadline as you do.
It is refundable up to 45 days before Contribute.
During registration, you can express your rooming preferences. Final room assignments will be shared after registration closes, around mid-February.
We will be staying at the Hilton Prague (Pobřežní 1, Prague, Czech Republic, 186 00) and Hilton Prague Old Town (V Celnici 7, Prague, Czech Republic, 110 00). You will not necessarily be in the same hotel as the rest of your team.
There is no additional cost if you opt to share a room, and you can either choose a roommate (this can be any other team member, but you should ask them if they are happy to share with you before putting their name down!) or a roommate will be allocated to you based on the preferences you note during registration. We encourage you to schedule coffee chats with your roommate before Contribute.
If you buy a Contribute ticket for your guest, you will automatically get a private room to share with them. The cost of this is included in your guest's ticket.
If your guest is joining you, it is strongly recommended that they have a ticket for Contribute, rather than joining independently and sharing a single private room with you. The intention of Contribute is to be together with our team for IRL networking, relationship building, and experiences both with team members as a whole, and specialized department activities throughout the day and some evenings. If a guest ticket is purchased, they are welcome to attend any and all elements of Contribute (workshops, food and beverage, events, excursions, lodging, etc.). If your guest doesn't have a ticket, they will not be able to join any element of Contribute, which might be isolating for them and could lead to you feeling torn between participating with the team and spending time with your guest. Please note that only registered guests can be accommodated on shuttles to/from the Prague airport. If you are bringing unregistered guests, you must arrange for your own transportation at your own expense.
If you want to have a private room to yourself or to share with your guest who doesn't have a Contribute ticket, there is an additional cost of US$500. This is a fixed rate for GitLab and will not change, regardless of fluctuations in the listed price on the hotel's own website.
There may not be sufficient private rooms to accommodate everyone who wants one, so please note this is not guaranteed. It is best to register early as it is first come, first served. We will also take personal/medical needs into account if the demand for private rooms outstrips supply.
We will notify team members who have requested a private room closer to the event. (We expect this to be around mid-February.) We will also let you know when and how to pay the fee closer to Contribute.
After the first wave of registration closes on December 1, 2019, we'll send invoices to those who have selected a single room.
Team members are not permitted to stay in other accommodations during Contribute, such as Airbnbs or other hotels due to security reasons. Furthermore, the goal of Contribute is to build bonds with the GitLab community, which is easier to accomplish when we're staying at the same locations.
If you want some extra time to explore Prague, this year we have added an option to select additional night stays before or after Contribute in the registration process. This will be an out-of-pocket cost of 4400 CZK + VAT (approximately $241 USD; this includes breakfast but not taxes) per night, but we will confirm the registration on your behalf. You will not need to check back in or out, and payment will be due upon checkin.
While we encourage everyone to attend the entire event because the program is crafted to ebb and flow with various learnings and differentiated interactions - both departmental and cross functional - we understand that this is a long time away from family and other priorities, so we're able to accept partial bookings as long as team members can attend for at least 2 full days excluding Arrivals Day.
In the case of an emergency that requires you to leave Contribute, please reach out to an Ambassador. We'll help find transportation and provide any other support you need. You won't be expected to reimburse GitLab for anything.
You can count on having free time during Arrivals Day and in the evenings. You’ll have a packed schedule the rest of the time, including excursions, workshops, and keynotes. Please note that events are not mandatory, so if you’re not up for an excursion or a workshop, you’re not obligated to attend. However, the goal of Contribute is to build bonds with each other and cultivate a strong community, so if you decide not to attend an event, we hope that you spend that time recharging or getting to know others.
Please feel free to arrange and participate in these! You can find them on the issue tracker using the 'self-organized activity' label, and create a new issue using that label if you want to do something that's not listed. Some existing issues are:
Wednesday, March 25 is Team Day. On this day we will have designated Team Time where functional groups and teams can organize an activity together, followed by a team dinner in the evening.
It is best to organize Team Time with the group you work with day to day. This can be a meeting during the day with a stage (multiple teams) and then a dinner with a team (smaller group). Or, it could be a meeting with your team (e.g. Marketing Operations or Field Marketing) and a dinner with a larger group (all of Marketing). The EBA tam is responsible for organizing and relaying their teams requests. They will be in touch with directors and managers on how they will be doing so.
EBA's need to submit this form on AV/ meeting space requests. Please do not complete without consulting your manager/ director to make sure they don't have plans for your larger group.
The activities during the day is completely up to the team/manager. Some teams do bonding activities, others do work stuff. It is up to team leads to decide what is best for their group. Dinner will be planned by the Contribute team.
Definitely, a budget is being set for each team and should be updated by February 7. Anything in excess of this budget will be taken out of the team's budget. If you would like to plan one, we can set you up with our local agency to help you plan your team outing. Please let us know in the form what kind of activity you’d like to do, the rough budget, and headcount.
Yes, please let us know your plans and note that any associated costs will need to be from your team's budget and requests submitted by February 20. Our local resources can help you find local leaders/ speakers. We cannot accept any speakers that will require air travel or lodging.
In an effort to alleviate the burden of finding a suitable restaurant within budget we have pre-booked and assigned groups restaurants. Note that due to how large our group is this year, how time consuming small bookings are, and how rapidly the event is approaching, we had to make most team dinners for 50 or more people. Most orgs got broken up into two or more parts, with many of the smaller teams grouped together. Teams can choose to sit with their smaller orgs or intermix with the larger group.
We will send a follow-up email with more details on team dinners and reservations, so hang tight.
Please see Booking travel above.
On TripActions, most airlines provide an option to pay extra for checked luggage. GitLab will reimburse the cost for adding one checked bag at a standard weight (only if the existing booking doesn't permit checked luggage), up to a maximum $100 USD total.
If you booked outside of TripActions and the booking does not include any checked luggage, please feel free to expense the cost of adding one checked bag at a standard weight. If possible, please try to do so ahead of time, as it is often far more costly to do this when you reach the airport.
Parking and mileage*/taxi/public transport to and from your home airport/train station can be expensed up to $80 USD total (this is on top of the limit set for flight costs in your region).
*Please see Spending company money for guidance regarding expensing mileage.
If you are extending your trip and traveling earlier or later than the official Contribute dates, you may still expense these travel costs associated with getting to/from your home airport on your traveling days.
Please use the
Prague Contribute 2020 classification in Expensify.
GitLab will arrange transportation to and from Prague airport with scheduled group transfers. If you are arriving before March 22nd or leaving after March 27th we won't reimburse you for your transport to or from the airport in Prague, unless you have an exception explicitly agreed upon with the Contribute team.
Watch this space – instructions coming soon!
Prague Contribute 2020classification in Expensify.
Example 1: You are flying in early to Prague to spend a few days sightseeing before arrivals day. You may expense your transport to your home airport, but not transport on arrival in Prague. You will need to make your own way to the Contribute hotel at your own expense. On departures day, GitLab will arrange and pay for a group transfer from the hotel to the airport. When you arrive back in your home country, you may expense your transport home from the airport.
Example 2: You arrive on arrivals day in Prague, but are staying on afterwards to travel elsewhere in Europe. You may expense your transport to your home airport. GitLab will arrange and pay for a group transfer to the hotel on arrival in Prague. You will then need to make your own way to the airport (wherever you are flying home from) at your own expense. When you arrive back in your home country, you may expense your transport home from the airport.
If you need to get a passport or renew it specifically for traveling to Contribute, you can expense up to $75 USD to cover the cost of this process. If the costs are higher, GitLab will only reimburse up to $75 USD.
To take advantage of this perk, email
firstname.lastname@example.org with details for approval and include your manager in cc. Once approved, submit for expense reimbursement and mention that the expense has been approved.
If you do need one, you may expense the visa application fee, transport to the embassy or visa application center, courier fees for return of your passport, and accommodation if you need to travel to another city to make your application. Please use the
Prague Contribute 2020 classification in Expensify.
Please take care to note what documents are needed for your visa application and always follow official guidance from the embassy or visa application center regarding timelines. GitLab will not reimburse you for additional trips to apply if you haven't prepared adequately.
Hotel nights/tax have already been paid for by GitLab during Contribute. Each person will need to check in and provide a credit card for incidentals, but won't be charged unless there are any (e.g. room service). Basic internet is included in the room. When sharing a room, usually the first team member to arrive will be prompted to put down their card. Communicate with your roommate and discuss how to split any bill that may arise from room incidentals.
GitLab has arranged meals for everyone attending on the following dates: Monday, March 23rd - Thursday, March 26th. If you choose to not consume what we have prearranged or go out on your own, you cannot expense separate items/ meals.
Example: We will have coffee at the hotel every day; if you decide to buy a coffee offsite that will not be expensable.
On arrival and departure days (March 22 and 27) you may expense up to $65 USD towards meals. This $65 USD is for each day and applies to GitLab team members only. If you are traveling to Contribute on different days, you may expense this amount on your travel days only.
Example: As your Department is meeting early on March 22, you are traveling to Prague on March 20 to get acclimated with the new time zone. Then, after Contribute, you are leaving to spend one week in Greece until April 14th. You would still be able to expense $ 65 USD in meals on March 20 and April 14.
GitLab will have a few hosted bars. If you order something outside of these hours or off menu these drink cannot be expensed or put on the GitLab tab.
If your team has a happy hour or drinks with your team dinner that will be handled by your team lead – please ask them for their parameters on ordering.
We want to ensure everyone has a safe and successful week and that everyone feels like they are getting their needs met, so if you have any questions about the policies above please reach out to email@example.com.