In-Person Meetups

GlobalVision believes in-person social gatherings are invaluable, especially in our remote-first culture.

The way we work is designed to accommodate a distributed remote-first culture. This has a natural tradeoff of productivity & flexibility vs social connection & collaboration. We are proud that we create a community feeling remotely, but we still need to find ways to compensate for working independently 99% of the time.

The goal of in-person meetups is to build relationships and to feel more connected with one another. We want to use this time to disconnect and take a break from our daily projects, celebrate each other’s achievements, and get to know each other better!

Table of contents

Meetups by LOCATION

No matter where you are in the world, employees living in similar locations are encouraged to meet and bond over celebrations, holidays, or even just for a coffee or drink! ☕

Attendance: Optional
Organizer: Local volunteer
Budget: $50CAD per person

We’ve created Location-based Slack Channels for each Country and Canadian province.

Ask HR to be added to a Location channel

Procedure for Meet-ups By Location

Organize Event

One employee per location can volunteer to arrange an in-person meetup on an annual basis through their Location Slack Channel

Before Event: Submit a Float Spend Request

The organizer must first submit a Float Spend Request for approval PRIOR to the meetup and indicate any specific details for the Location Meetup. Request a spend for the total amount (by adding the amount per head ($50 CAD x # employees attending the event).

Comment: Indicate the names of the people who plan to attend the in-person meeting.

Employees also have the option to submit separate Float Spend Requests for their personal $50CAD budget for the location meetup if they would like to pay separately.

Day of the event

On the day of the event, the organizer can order items based on the amount approved and then pay the bill upfront. They must keep a copy of the bill and receipt and submit their receipts in Float.

Anything else that is ordered will be covered by the employees themselves.

After the Event: Submit Expense Reimbursement (if you do not have a Float Card)

Traditional Expense Method

For those that do not have a physical Float card, you can follow the traditional expense method below.

Send an email to the Purchasing Coordinator, @a user, cc @a user with the following information:

SUBJECT: Expense Report: In-Person Location Meetup
Attach the following:
- Copy of the original paper receipt or electronic invoice receipt

Reimbursement will be included in the following payroll once your expense report has been approved by Finance.
Only receipts for items budgeted and approved will be accepted.
Any missing information may result in your expense report being returned and a delay in reimbursement.
For any location meet-ups occurring more frequently than an annual basis or not pre-approved, these costs will be covered by the employees themselves.

Employees outside of Canada:

Send an email to @a user with a copy of the receipts.

Reimbursement will be included in your next Deel payment.

Send Group picture in Location Slack Channel

Share a group picture in your Location Slack Channel and with HR after the meetup! We love to see our peers getting together and having fun 🙂

Meetups by TEAM

Being remote-first and distributed, managers need to be intentional about planning in-person meetups for their teams to get together socially. The goal is to encourage team building, share a meal or drinks and connect with one another.

Frequency: Annual
Attendance: Mandatory*
Organizer: Manager
Budget: $90CAD per person + travel (out of towners) / $50 per person (local teams)

Procedure for Meetups By Team

Create an Agenda

Managers are responsible for arranging an in-person meetup for their team during the year. Unlike location meetups which are purely social, managers can create an agenda for their meetups to be a mix of work and social.

As members of teams can be travelling for these events, the Manager will be provided with an allowance of $90 CAD per person per day (tax inclusive). Examples of activities can be bowling, happy hours, or axe throwing to name a few. These are all based on your interests so we encourage you to get creative and have some fun! 🏓

Before event: Submit a Float Spend Request

The manager must first submit a Float Spend Request for approval PRIOR to the meetup, indicate any specific details for the Team Meetup, and request a spend for the items they will be purchasing for the meetup.

Travel is covered by GlobalVision for TEAM meetups.

Teams including travel: See the Travel Policy

If the team includes members that need travel or accommodations, the employees must follow the Travel Policy guidelines.

The employee may book their travel and accommodations through Navan, our travel booking platform, at least one month in advance of the event by following the step-by-step instructions.

Day of the Event

On the day of the event, the Manager will pay the bill at the end of the event and keep the bill and receipt and submit their receipts in Float.

After the Event: Submit Expense Reimbursement (if you do not have a Float Card)

Traditional Expense Method

If the manager/employees do not have a physical Float card, they can follow the traditional expense method.

Send an email to the Purchasing Coordinator, @a user, cc @a user with the following information:

SUBJECT: Expense Report Submission: Team Meetup: (Team Name and Date)
Attach the following:
- Copy of the original paper receipt or electronic invoice receipt

Reimbursement will be included in the following payroll once your expense report has been approved by Finance.
Any missing information may result in your expense report being returned and a delay in reimbursement. Only receipts for items budgeted and approved will be accepted.
If a team would like to arrange a formal in-person meetup more frequently, this will be based on approval.

Employees outside of Canada:

Send an email to @a user with a copy of the receipts and approved purchase requisition (if applicable).

Reimbursement will be included in your next Deel payment.

Share team pictures with HR

Send your team pictures to HR after the meetup! 📷 We’ll share this in our next company newsletter!

Company-Wide Summit `gathering feedback`

We are currently evaluating the cost vs benefit of a company wide summit. We will listen for feedback before planning this event, since we have seen tremendous success with the team meetups and we are not sure that a company wide summit will achieve the goals in the overview section.

General Notes

*MANDATORY events: Since we believe that in-person meetups are important for the long-term success of the company and your own careers, some events will be branded as mandatory. This means you should make an above and beyond effort to commit to joining the event, however, we understand there can be exceptions based on personal reasons and unforeseen circumstances.

All in-person meetups must follow the Drug and Alcohol Policy so we ask that you remain responsible while having fun! 🍻

We look forward to seeing you in person! For any questions, please contact Human Resources.