All transportation and hotel expenses must be submitted via Rydoo and booked through the PSP QME.152.00.XX.
Is there a separate workspace available on-site at Bergson (Munich)?
Yes, there will be designated workspaces with internet.
Is there a dresscode for the party in Paris and Munich?
No, there is no specific dresscode. Smart and casual attire is recommended (no black tie or formal wear necessary).
Can I arrive earlier—outside the specified travel dates?
Wavestone covers only the dates described under “Who is eligible for hotel accommodation?”. Employees are expected to travel on the day of the event (except for those travelling from Romania and Bosnia Herzegovina one day before the event to Munich).
Is there parking available at BERGSON?
Free parking is available in the surrounding area of Bergson Kunstkraftwerk, while paid parking is available directly on the premises. Please note that these parking costs cannot be reimbursed. We recommend using public transport for your arrival.
Will there be a cloakroom on site of the Munich party?
Yes.
Will there be a photographer on site?
For the first hours of the party, there will be a photographer taking nice shots from you, your team etc. in front of a photo wall.
Do I need an A1 certificate (social insurance) for the trip?
TIME DACH: If you are traveling to Paris for the convention and/or the party on June 12, you will need an A1 certificate. Please register for the event as soon as possible (by April 30 at the latest), as we will apply for this certificate on your behalf based on your event registration and send it directly to you by email.
Legacy
My partner/spouse did not receive any confirmation email when I registered, why?
It's normal, we only sent a confirmation email to you. We will send an email with their personal QR code to your partner/spouse before the event.
Can working students/interns join us?
Yes they can. Working students and interns currently working at any of our companies on the day of the events are welcome.
I am a Smart Worker (Legacy) from Paris, are my transportation expenses covered?
If you have maintained a Parisian salary, the travel expenses are not covered by Wavestone, but if you have opted for regional salary, they are.
Which imputation/expense code should I use?
Legacy: "INT0474 - Global Corporate Event" (on Jenji select : "7 : Participation to a festive event")
Are food intolerances and whether I am vegan or vegetarian taken into account?
Vegan and vegetarian options will be available at the event.
Is it mandatory to attend the event?
This is a professional event, it is highly recommended to attend the event as the General Management will share key information about our new strategic plan and the future of Wavestone.
Is the event day a non-billable day?
For those who do not travel, non-billability will be limited to a maximum of 0.5 day, unless stated otherwise by your local leadership team.
For those who are travelling, non-billability will depend on the length of the journey and the ability to work during travel.
Transport
GSA+
Should employees organize their own travel (arrival and departure)?
Travel arrangements depend on the regional launch event plans:
TIME DACH: This group will attend the convention in Paris (starting mid afternoon) and the party in Paris, both on June 12. Wavestone covers 1 hotel night in Paris (June 12) and will organize it centrally. Employees organize their travel to Paris on June 12 on their own, which is qualified as business trip. Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the travel costs will be reimbursed within the predefined parameters.
POLAND: Wavestone covers 1 hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related recommendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own.
--> For the convention in Gliwice on June 17, the location will be as close to the Gliwice office as possible (more details will follow shortly). The travel to the convention does not qualify as business trip.
--> For the party in Munich, the trip qualifies as business travel. Please plan to travel on the day of the event (June 19) and allow sufficient buffer time (the venue opens for you at 6:00 PM with the official start at 7:00 PM). Due to the long distance, employees are allowed to take the plane to travel to Munich.
CH / BERN: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize i) hotels for Zurich and Munich as well as ii) travel from Bern to Zurich on their own. Both trips, from Bern to Zurich (1) and from Zurich to Munich (2), qualify as business travel.
--> For the convention in Zurich on June 18, please book your travel independently to National Museum. Details about opening times will follow shortly.
--> For the party in Munich, travel will be centrally organized by Wavestone from Zurich to Munich on June 19 to arrive on time (the venue in Munich will open for you at 6:00 PM with the official start at 7:00 PM).
CH / ZURICH: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters.
--> For the convention in Zurich on June 18, please organize your travel independently and on time (more details will follow shortly). This trip does not qualify as business trip.
--> For the party in Munich, the trip qualifies as business travel. Travel will be centrally organized by Wavestone on June 19 to arrive on time (the venue opens for you at 6:00 PM with the official start at 7:00 PM). Employees organize only the hotel on their own.
CH / GENEVA: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20). Referring to Legacy travel guidelines and event-related reccomendations, hotel & travel will be organized centrally. Please make sure to fill out your registration as soon as possible.
--> For the convention in Zurich on June 18, Wavestone covers 1 hotel night (June 18-19).
--> For the party in Munich, Wavestone covers 1 hotel night (June 19-20).
GERMANY / MUNICH: Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the travel to the venue does not qualify as a business trip (exception: For Wavies assigned to the Munich office who do not have the chance to get back home after the party due to longer distance, this qualifies as business trip. Please text events@wavestone.com and we will book a hotel room for you from June 19 to 20. Please note that in your specific case, independently booked hotel stays are non-refundable).
--> We recommend using public transportation to get to BERGSON. For your convention (slot #1), the venue will open at 12:30 PM, with food and drinks provided on-site. The convention will start at 2:00 PM, so please make sure to arrive by 1:30 PM at the latest. For the Munich party, the venue doors will open at 6:00 PM, with the official start at 7:00 PM.
GERMANY / STUTTGART & NUREMBERG: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please plan your travel on the same day of the event (June 19) and allow sufficient buffer time. For your convention (slot #1), the venue will open at 12:30 PM, with food and drinks provided on-site. The convention will start at 2:00 PM, please make sure to arrive by 1:30 PM at the latest.We recommend taking the train whenever possible.
GERMANY / HAMBURG, FRANKFURT, COLOGNE, AUSTRIA, ITALY, MADRID: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please plan your travel on the same day of the event (June 19) and allow sufficient buffer time. For your convention (slot #2), the venue will open at 3:00 PM, with food and drinks provided on-site. The convention will start at 4:30 PM, so please make sure to arrive by 4:00PM at the latest. We recommend taking the train whenever possible (exceptions: Employees based in Austria, Italy, and Spain may fly due to distance).
ROMANIA, BOSNIA-HERZEGOVINA: Wavestone covers 2 hotel nights in Munich (from June 18-19 and from June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please plan your travel one day before the event (June 18) and allow sufficient buffer time. For your convention (slot #1), the venue will open at 12:30 PM, with food and drinks provided on-site. The convention will start at 2:00 PM, please make sure to arrive by 1:30 PM at the latest.
In case I am responsible for organizing my own travel arrangements:
How should transportation expenses be booked and submitted?
If you are responsible for organizing your own travel arrangements and the trip qualifies as business travel (see question 'Should employees organize their own travel?'): All transportation and hotel expenses must be submitted via Rydoo and booked through the PSP QME.152.00.XX.
In case I am responsible for organizing my own travel arrangements:
Do I have to take the train, or can I go by plane?
If you are responsible for organizing your own travel arrangements and the trip qualifies as business travel. Whenever possible, train travel is preferred, in line with the Wavestone company guideline.
For more details, see the answer to the question: ‘Should employees organize their own travel (arrival and departure)?'
Will taxi costs (or services such as Uber) be reimbursed for the events?
No. Since the locations are close to the office or well connected to public transportation, taxi costs will not be reimbursed, including services such as Uber. For the party in Munich, shuttle buses will be provided for late hours (more details on timing and exact destinations will follow shortly).
This is the standard policy for company events. For further details, please refer to the Wavestone company guideline.
Who is eligible for daily allowance (per diems)?
Daily allowance or per diems cannot be claimed for this event.
Exception: If you are traveling from Romania or Bosnia and Herzegovina to Munich and therefore need to travel one day before the event, per diems can be claimed in this specific case for the day of travel (June 18).
Who is eligible for mileage?
If your trip qualifies as business travel (see question 'Should employees organize their own travel?'), mileage can be claimed for this event.
(This may be particularly relevant for those assigned to the Munich office who live farther away and do not wish to stay overnight in Munich. However, if you would like to stay overnight in Munich, please contact events@wavestone.com , and we will book a hotel room for you from June 19 to 20. Please note that in your case, independently booked hotel stays are non-refundable.)
What should I do, if my flight or train will be cancelled?
Please check other options to travel and try to rebook.
Do I have to tell my clients I won't be available if I travel?
Travel times should still be billable (at least 1 h billability). Please inform your clients and anticipate a way to work remotely.
In case I am responsible for organizing my own travel arrangements:
if I find a first-class train ticket in the price category quoted, can I book it?
In case I am responsible for organizing my own travel arrangements:
Can I use my Bahncard to book my train?
(only relevant for German employees)
If you are using the Bahncard Business by Wavestone: yes. There is a discount on the German part of the journey (except "City-Ticket"). You can enter this option under "Additional options" when booking.
In case I am responsible for organizing my own travel arrangements:
Can I use my "Halbtax" to book my train?
(only relevant for Swiss employees)
Yes. There is a discount with the Halbtax (Half-Farecard) on the Swiss part of the journey (except City-Ticket). You can enter this option under "Additional options" when booking online on sbb.ch or on a counter of SBB Railway Services.
Please refer to the travel guidelines mentioned in your registration form, as it will depend on where you are from. Please travel as environmentally friendly as possible.
Do I have to book the travel myself?
Yes, you should take care of your transport booking yourself unless stated otherwise in your registration form.
Is it possible to take a taxi or uber to the hotels?
To maintain the event as environment friendly as possible it is recommended to use public transportation. In general taxis and uber are not reimbursed unless stated otherwise in your local guidelines. For Paris party, taxi will be covered after 11 PM, more information will be shared later.
Accommodation
GSA+
Do I have to organize the hotel myself?
Hotel arrangements depend on the regional launch event plans:
TIME DACH: This group will attend the convention in Paris (starting mid afternoon) and the party in Paris, both on June 12. Wavestone covers 1 hotel night in Paris (June 12) and will organize it centrally.
POLAND: Wavestone covers 1 hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related recommendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own.
--> For the convention in Gliwice on June 17, the location will be as close to the Gliwice office as possible (more details will follow shortly). The travel to the convention does not qualify as business trip.
--> For the party in Munich, the trip qualifies as business travel. Please find hotel recommendations in Munich on the REGISTRATION / HOME tab.
CH / BERN: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize i) hotels for Zurich and Munich as well as ii) travel from Bern to Zurich on their own. Both trips, from Bern to Zurich (1) and from Zurich to Munich (2), qualify as business travel.
--> For the convention in Zurich on June 18, hotel recommendations close to National Museum Zurich will follow shortly.
--> For the party in Munich, please find hotel recommendations on the REGISTRATION / HOME tab.
CH / ZURICH: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters.
--> For the party in Munich, employees organize only the hotel on their own. Please find hotel recommendations on the REGISTRATION / HOME tab.
CH / GENEVA: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20). Referring to Legacy travel guidelines and event-related reccomendations, hotel & travel will be organized centrally. Please make sure to fill out your registration as soon as possible.
--> For the convention in Zurich on June 18, Wavestone covers 1 hotel night (June 18-19).
--> For the party in Munich, Wavestone covers 1 hotel night (June 19-20).
GERMANY / MUNICH: Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the travel to the venue does not qualify as a business trip.
--> Exception: For Wavies assigned to the Munich office who do not have the chance to get back home after the party due to longer distance, this qualifies as business trip. Please text events@wavestone.com and we will book a hotel room for you from June 19 to 20. Please note that in your specific case, independently booked hotel stays are non-refundable.
GERMANY / STUTTGART & NUREMBERG: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please find hotel recommendations on the REGISTRATION / HOME tab.
GERMANY / HAMBURG, FRANKFURT, COLOGNE, AUSTRIA, ITALY, MADRID: Wavestone covers one hotel night in Munich (June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, the costs will be reimbursed within the predefined parameters. Employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please find hotel recommendations on the REGISTRATION / HOME tab.
ROMANIA, BOSNIA-HERZEGOVINA: Wavestone covers 2 hotel nights in Munich (from June 18-19 and from June 19-20). Referring to Wavestone company guideline (GSA+) and event-related reccomendations, employees organize hotel & travel on their own. The trip qualifies as business travel.
--> Please find hotel recommendations on the REGISTRATION / HOME tab.
In case I am responsible for organizing my own travel arrangements: What hotel rate limits apply?
If your trip qualifies as business travel and you have to organize your hotel stay independently (see question 'Should employees organize their own travel?'):
--> For booking a hotel in Munich, hotel rates must follow the limit of 130 EUR (incl. VAT; including breakfast) per night in Munich.
--> For booking a hotel in Zurich, hotel rates are based on the limits defined in the Company guidelines.
In case I am responsible for organizing my own travel arrangements: Is there a recommended hotel or company rate?
If your trip qualifies as business travel and you have to organize your hotel stay independently (see question 'Should employees organize their own travel?'), please find a list of recommended hotels on the REGISTRATION / HOME tab.
If you book Motel One Munich, please ensure you have a BeOne account to use the company discount rate (more details HERE).
In case I am responsible for organizing my own travel arrangements: Can I book via Booking.com, Expedia, or other third‑party platforms?
If your trip qualifies as business travel and you have to organize your hotel stay independently (see question 'Should employees organize their own travel?'): No. Bookings via third‑party platforms will not be reimbursed.
In case I am responsible for organizing my own travel arrangements: How should hotel expenses be booked and submitted?
If your trip qualifies as business travel and you have to organize your hotel stay independently (see question 'Should employees organize their own travel?'): All hotel expenses must be submitted via Rydoo and booked through the PSP QME.152.00.XX. Please make sure all invoices are issued to the appropriate full company addresses (e.g. GER: Wavestone Germany AG, Forchheimer Str. 2, 90425 Nürnberg). For reference, the relevant information can be found in the company handbook.
Is there any opportunity to stay longer at the same hotel?
Any additional nights at the same hotel beyond Wavestone’s coverage must be paid privately and must be arranged by you. If you are extending your trip, please ensure separate invoices for business and private expenses.
Who is eligible for hotel accommodation and how many nights?
Hotel arrangements depend on the regional launch event plans:
TIME DACH: Wavestone covers 1 hotel night in Paris (June 12–13)
POLAND: Wavestone covers 1 hotel night in Munich (June 19-20)
CH / BERN: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20)
CH / ZURICH: Wavestone covers one hotel night in Munich (June 19-20)
CH / GENEVA: Wavestone covers 2 hotel nights, one in Zurich (June 18-19) and one in Munich (June 19-20)
GERMANY / MUNICH: Munich-based employees are not eligible for hotel accommodation. Exception: For Wavies assigned to the Munich office who do not have the chance to get back home after the party due to longer distance, we will book a hotel room for you from June 19 to 20. Therefore, please text events@wavestone.com. (Please note that in your specific case, independently booked hotel stays are non-refundable).
GERMANY / STUTTGART & NUREMBERG: Wavestone covers one hotel night in Munich (June 19-20)
GERMANY / HAMBURG, FRANKFURT, COLOGNE, AUSTRIA, ITALY, MADRID: Wavestone covers one hotel night in Munich (June 19-20)
ROMANIA, BOSNIA-HERZEGOVINA: Wavestone covers 2 hotel nights in Munich (June 18-19 and June 19-20)
Can my family stay in the room with me? How can I settle the extra charge?
No, your family cannot be accommodated in the same room as you. To ensure the invoice can be submitted and reimbursed, it must include only the employee’s hotel stay covered by Wavestone and no additional charges.
However, they are welcome to make their own travel and hotel arrangements separately.
Legacy
Do I have to organize the hotel myself?
For legacy teams, the project team takes care of the hotel booking. The team will let you know in which hotel you will be staying in once the booking is confirmed.
Can I stay at the same hotel as my team?
In the case of a centralized booking, we will try to accommodate people from the same office in the same hotel, but we cannot guarantee it.
Is there any opportunity to stay longer at the same hotel?
As soon as you know which hotel you will be staying in, you are free to contact the hotel directly to request an extension of your stay. This will be at your own expense, and staying at the same hotel cannot be guaranteed.
Do I have to share the room with colleagues?
No, we book one room per employee.
How many nights can I stay?
The number of nights covered by Wavestone is mentioned in your registration form.
Are the hotels close to the event location?
Hotels are easily accessible from the event location(s) using public transportation. Shuttles will be organized to return from the party.