TRAVEL INFORMATION

Passport / Identification
Canadian Citizens
Canadians must present a valid passport to travel to the US by air, as well as proof of a valid return or onward ticket. Your passport must be valid for a minimum of three (3) months following your departure from Austin. If you do not have a valid passport, you will be denied boarding rights in Canada. For the most up-to-date travel information including specific requirements related to passport validity which may be more stringent than the country’s entry rules, please visit https://travel.gc.ca/destinations/united-states#entryexit

American Citizens
Adults 18 and older must show valid identification at the airport checkpoint in order to travel within the US. Approved types of identification include, but are not limited to, Driver's licenses or other state photo identity cards issued by Department of Motor Vehicles (or equivalent), US Passport, US Passport Card, DHS Trusted Traveller Cards, and Permanent Resident Card. For a complete list of approved identification, visit: https://www.tsa.gov/travel/security-screening/identification

UK Citizens
Citizens of the UK are able to travel to the US with an Electronic System Travel Authorisation (ESTA) instead of a visa.
Make sure you apply for your ESTA at least 72 hours before your departure. You may not be allowed to travel if you arrive at the airport without an ESTA. ESTA Website: https://esta.cbp.dhs.gov/esta/

Other Passports
If your citizenship/passport is other than noted above, please consult the entry requirements for your specific details at https://www.usa.gov/enter-us.

MPC App for Clearing Entry into the United States (Vancouver, Montreal and Toronto only)
Mobile Passport Control (MPC) allows eligible travellers to submit their passport and customs declaration information through a free, secure app on their smartphone or other mobile device. The use of MPC streamlines the traveller’s entry process into the United States by reducing passport control inspection time and overall wait time. The App can be downloaded from the Apple App Store free of charge. 

After downloading the MPC App, you will be prompted to create a profile with your passport information. Once arriving at the airport, you will complete your travel information for US Customs, and once submitted you will receive a QR code receipt through the App, then bring your passport and mobile device with your QR-coded receipt to a CBP officer to finalize your inspection for entry into the United States. Cellular or Wi-Fi connectivity is required to send information and receive a receipt, but travellers may complete profile(s) without being connected. The MPC App is only eligible for use in Vancouver, Montreal and Toronto Preclearance locations. Further details on the MPC App and how it works can be found here: https://www.cbp.gov/travel/us-citizens/mobile-passport-control.

COVID-19 Vaccination Documentation
You are required to be fully vaccinated (2 doses) to enter the United States. You will need to show proof of being fully vaccinated against COVID-19 at the airport before you travel by air to the United States from a foreign country. Proof of full vaccination is accepted in digital or written form.

COVID-19 Entry Requirements
COVID-19 policies that are currently in place are subject to change as processes are constantly being reviewed by government officials. You will be informed of any changes prior to travelling to the program. Please refer to the 'COVID-19' tab - ‘Travelling to the United States’, ‘Returning to Canada’ and ‘Returning to the UK’ sections provide details on entry requirements.  

Purpose of Trip to United States – US Customs
When being interviewed by a US Customs Officer, you will be asked for the purpose of your trip and why you are travelling to the United States. Advise the agent that you are attending an internal company meeting/retreat in Austin.

Air 
Upon completion of your registration, the MT Travel Concierge will send you an air itinerary to confirm your details (legal name as noted in your passport, confirm the flight itinerary is from the correct departure city, etc.). You will be booked on the best available flights based on the information provided in your registration. Flight routings have been pre-secured by McCarthy Tétrault from major Canadian cities, New York and the UK to Austin, therefore you will not be provided a choice of flight options. Your e-ticket will be sent to you via email approximately two weeks prior to travel.

Note: All flights on group travel dates will be monitored. In the event of major delays or flight cancellations, the MT Travel Concierge will notify you of alternative arrangements through the contact information you provided during registration.

Significant Other Air
Bringing a significant other is discouraged. For McCarthy Tétrault attendees who choose to bring a significant other with them, all flights (to/from Austin) will be at their own expense, except for a parental travel companion (refer to the McCarthy Tétrault Parental Travel Companion Policy below for details or via this link: Protocol for Travel Expense Reimbursement for Women Lawyers Who Are Nursing (sharepoint.com). MT Travel Concierge is available to book your significant other's air requirements once details have been provided. 

McCarthy Tétrault Parental Travel Companion Policy
Women lawyers who wish to travel for firm business during any time that they are nursing an infant will be reimbursed for travel expenses as follows:

  1. All reasonable travel expenses will be reimbursed, including:
       • Airline fare (economy) for the infant and a secondary caregiver (ie. a nanny, spouse or other family member)
       • Separate hotel room for the caregiver (if not a spouse)
       • Food allowance of up to $100 a day for the caregiver
       • Applicants are expected to be fiscally conservative in determining what travel expenses are necessary.
  2. Applicants must apply in advance, prior to the intended travel, to confirm entitlement for reimbursement, such Application to be made by partners and counsel to their Practice Group Leader and by associates to their regional Professional Resources Director.
  3. This protocol is not intended to cover at home childcare costs for lawyers who travel, but rather the limited circumstances where a lawyer is unable to travel without a nursing infant.

Note: the Austin 2022 – All Lawyers Meeting is for McCarthy Tétrault employees only. Significant others are not included and will be on their own for meals, activities and during planned program events.

Baggage Allowance 
Your e-ticket will provide you with information regarding baggage allowance and restrictions, for both checked and carry-on baggage. Since security regulations are constantly changing, please check your airline website prior to departure for any last-minute changes. 

Carry-on Items
Liquids (perfumes, gels, pastes, liquid cosmetics, creams, sprays, shaving creams etc.) must be in containers with a maximum capacity of 100 ml (3.4 ounces). These containers must then be placed in a clear, re-sealable plastic bag (available at the airport if needed) with a capacity of no more than 1 litre. One bag per passenger is permitted. Important Note: It is recommended that you pack a change of clothes/shoes and any necessary toiletries in your carry-on.

Luggage Identification/Tags 
Ensure your luggage is tagged with identification that is securely attached to each piece of luggage to ensure correct delivery to your destination and easy identification by the airline and hotel. We also suggest that your address is noted somewhere on the inside of your luggage.

Extensions
Extensions for business reasons will have to be approved through the same approval process as regular business travel and must be coordinated with your PGL, IGL, RMP.

Air Extensions
Air extensions are permitted, however, if your extension is not for business purposes, you will be responsible for the airfare cost when travelling on non-program dates. McCarthy Tetrault has secured charter flights on Oct 27 & 30 only. If travelling on alternate dates, flights will be booked at your own expense. MT Travel Concierge will contact you with details if you plan to extend.

Hotel Extensions - Fairmont Austin
Extensions at the Fairmont Austin are available three (3) days pre or post program dates, based on availability, at the negotiated rate of $250.00 USD per night plus taxes and fees ($296.09 USD total per night). If you wish to extend, please indicate that on your registration and a representative from MT Concierge will contact you to confirm your extension request once availability is confirmed with the hotel, prior to booking your air ticket. Your credit card will be used by the hotel to secure your extension nights and will be charged at check-out. 

All personal extension nights are subject to the hotel’s 72-hour cancellation policy (cancelling within 72 hours of your arrival date incurs a one-night penalty). If you need to cancel a post program extension after you have checked in, a one-night cancellation fee will apply.

Further Assistance Prior to Travelling
For further assistance prior to travelling, please contact: MT Concierge at 1-866-307-8085 or MTConcierge@fenixevent.ca.