Flights & Travel

Travel to i.c.e.works 19 is booked with Qantas. Events Beyond will book both your international and domestic connections on your behalf, based on the information you provide, and your flight itinerary and E-ticket will be sent to you prior to departure.

Airport Transfers

Airport transfers will be provided for all delegates arriving on group flights into San Francisco on Monday 29 July and departing on Friday 02 August. If you intend to extend your stay or book alternate flights, you will need to arrange your own airport transfer/s in accordance with your flight booking. 

A taxi from San Francisco Airport to The Fairmont Hotel will cost between AUD $55.00 - $75.00 and will take 20 - 40 minutes.

Group Flights

Seats are being held for travel on QANTAS (economy) for all i.c.e.works 19 attendees as follows:

Flight Amendments

Individual flight deviations are permitted from the group travel dates. Please see below for further details of the terms and conditions. All flight changes are to be requested at time of registration.

Flight Changes

Change requests from initial time of registration to 45 days out from travel (14 June 2019) individual flight deviations from group flights are permitted for a Qantas service fee of $55.00 per flight change up to 45 days prior to travel. Any fare differential will be quoted at time of request.

Change requests within 45 days (from 15th June 2019 onwards) out from travel up until one day prior to travel – individual flight deviations from the group are permitted but will incur a fee of $155 AUD per person in addition to any applicable fare differential which will be quoted at time of request.

Changes are not permitted inside 24 hours from travel. The purchase of a new airfare will be required.

Change requests after departure date – change fee of $155 AUD per person applies in addition to any applicable fare differential which will be quoted at time of request.

Upgrading to Business Class

SMILES cannot be used for Business Class upgrades. The business class airfare (less i.c.e.works airfare rebate) must be paid in full at time of ticketing and the airfare will be strictly subject to fare availability at the time of booking, and valid on day of inquiry only.

Premium Economy as an upgrade option is only available on selected flights to San Francisco. To upgrade travel to Premium Economy, please speak to one of the Events Beyond team members.

If you are upgrading using points, we will need to ticket your flights and provide you with your individual e-ticket for you to request the upgrade directly with Qantas Frequent Flyers, this will only be made available 30 days prior to departure due to flights being part of the Group block.

If you wish to pay the difference the i.c.e.works 19 team will be in contact with a quote.  Kindly note all payments must be paid in full prior to travel and seats will be on a first served basis dependant on availability at time of request.

For more information, please contact Qantas Frequent Flyer directly.

Flight Cancellations

All cancellations are to be made to the i.c.e. works Event Team in writing. Cancellation fees may apply for any flight bookings held in your name. Please note flight bookings are held in your name immediately upon registration.

Dietary Requirements

Please advise the Events Beyond team your dietary requirements at time of registration so meals can be confirmed prior to travel. 

For any advice or assistance with meals available when travelling QANTAS, please refer to their website or speak to a member of the i.c.e. works Events Team.

Frequent Flyer Information

Qantas frequent flyer points are earned on all group flights for i.c.e.works 19. You must be a member of the Qantas Frequent Flyer program to earn points. Membership and points are subject to the terms and conditions of the Qantas Frequent Flyer Service program. Should you wish to upgrade your travel using points, you must contact Qantas Frequent Flyer Membership Service directly, Events Beyond cannot action this on your behalf.

It is your responsibility to ensure you accurately advise of your Frequent Flyer Membership number when you register.

Visas & Passports  

For travel to, from, within or over the USA you must provide passenger information required by the US authorities under the Secure Flight and Advance Passenger Information System (APIS) programs. It is a mandatory requirement when travelling to the United States that your passport details are collected in order to issue your airline tickets and to forward onto The Fairmont San Francisco.

Visitors travelling to the United States are requested to be in possession of passports that are valid for six months beyond the period of their intended stay in the United States except for certain countries including Australian passports as well as being machine-readable. 

All travellers to the USA must carry a machine-readable passport valid for at least six months beyond the date of departure from Australia. All travellers to the USA are required to obtain the Electronic System for Travel Authorisation (ESTA) prior to travel, see www.cbp.gov/esta for more details. Travel advice is available from the Australian Government at smartraveller.gov.au.

REMINDER: Apply for ESTA no later than 72 hours before departing for the United States. Real-time approvals will no longer be available and arriving at the airport without a previously approved ESTA will likely result in being denied boarding.

 Please see link for applying for an ESTA - CLICK HERE