Conference Booking Request

Travel Policy

Travel Policy

  • Senior Leadership Team: Arrive on Sunday, 11th August.
  • BIPOP Committee Members: Welcome to arrive anytime from 11th August.
  • US/EU Attendees: May arrive on Monday, 12th August, with costs covered by Buildkite.
  • All Other Attendees: Arrive on Tuesday, 13th August.
  • Arrival Time: Arrive at Fairmont by 4 PM on Tuesday, 13th August, to allow downtime before the evening event.
  • International Departures: If same-day flights leave the departure airport before 7am, (e.g., from NZ), an alternative arrival option for the previous day will be provided.
  • Event Conclusion: The event officially ends at 1 PM (or slightly earlier). The morning is optional, allowing some attendees to depart earlier.
  • Friday Accommodation: For those needing to depart on Saturday, accommodation will be provided in Sydney CBD on Friday, with transfers from Fairmont on Friday.
  • Class: All flights are economy.
  • Upgrades: Allowed, but employees must pay the difference.
  • Flexible Dates: Allowed if costs are similar. Tolerance: $100 for domestic/NZ and $200 for international flights. Any additional costs are the employee's responsibility.
  • Layovers/Detours: Allowed under the same cost conditions. Any significant fare increase will be the employee's responsibility.
  • Family/Partners: Employees must cover their flight costs. Bus transfers are free if space allows.
  • Standard Rooms: Paid by Buildkite for the outlined dates. Any upgrades or additional nights are the employee's responsibility.
  • Meals: Breakfast and other meals for family members are not covered. Additional costs must be paid by the employee.
  • Options: Bus, train, or car hire available.
  • Bus Departure Times: Share times so Sydney attendees can join. Organise a Sydney bus from the CBD if there are enough people.

Ensure your passport is valid for at least 6 months beyond your stay. Verify you have the relevant visas for Australia and any stopover countries.


Change requests are subject to availability and cannot be guaranteed. Some changes may be treated as cancellations, including:

  • Changes with the same operator.
  • Changing to a different operator.
  • Adding or removing options from an existing booking.
  • Adjusting the duration of a service.
  • Removing passengers from an existing booking.
  • Date or name changes.

A processing fee may apply, in addition to any supplier fees. Check with your Travelcation agent for applicable fees for your additional services.


Employee invoices will be covered by BuildKite.
Any optional extras can be pay may also be processed by our online portal with MasterCard, Visa, American Express. Direct deposit is also available. Credit card payments through our secure payment gateway incur a 2% bank merchant fee, while direct deposit payments do not incur a fee.