PEER Week 2023

What is

PEER WEEK?

PEER Week is our annual social conference for our Product Org! Curated to maximize team bonding and give our employees a chance to gather from all over the globe, in person, with their coworkers to promote coworker connectivity.

PEER Week takes place over two weeks in June: one in Cambridge, MA and one in Dublin, IRE. This year employees are invited to the PEER Week where the majority of their Product Group resides, allowing both Primary Team and Product Groups the chance to meet and mingle.

Mar 13, 2023	Schedule of events released; planning guides provided to PG Social Committees
April 10, 2023	Invitations sent out via email; RSVPs open & due back May 19th Travel portal opens and travel booking allowed for PEER Week
May 12, 2023	Final cut off for CAM Product Group committees to elect choices for team programming (options provided in March 13th guide)
May 15, 2023	Invitations sent to final cohort of New Hires before PEER Weeks
May 19, 2023	Final cut off for CAM Product Group committees to elect choices for team programming (options provided in March 13th guide)
June 5, 2023	Cambridge PEER Week (travel in day!)
June 19, 2023	Dublin PEER Week (travel in day!)

Who is invited to PEER Week 2023?

All full-time salaried employees in the Product Pillar are invited, regardless of whether you are remote, flex or office. We have included a list of groups, plus specific Product-approved partners
Co-Ops and Interns are unfortunately not eligible to travel to PEER Week. We are programming a separate in-person travel experience for all Co-Ops in the Spring, in both CAM and DUB. There will be no exceptions made to Co-Op and Intern travel requests.

How will the week be structured?

THis year’s structure has changed in that programming will take place between Tuesday-Thursday. Monday and Friday are strictly travel days.

The full event schedule will be shared in March, but you can plan on a few things:

Travel in on the Monday of your PEER Week.
One Product Group event and One Primary Team event
- One on Tuesday, the other on Wednesday. Both ending before 5pm.
One Product-wide social event on Thursday evening.
Travel home on Friday.

Beyond those major events, you will get more information from PEX and your social committee closer to the event.

Do I need to be vaccinated to be able to attend PEER Week?

Unless you have an existing approved accommodation from PeopleOps, you must be fully vaccinated to come to a U.S. HubSpot location (Cambridge). If you haven’t already updated your vax status in Workday, please refer to the instructions here.

US Covid requirements can be found here, and Ireland requirements here.

Is attendance at PEER Week mandatory / is there a virtual option available?

We understand you may already have summer plans or don’t yet feel comfortable traveling or attending large in-person gatherings. That is totally okay. While we want to give folks the opportunity to meet their teammates and colleagues in-person, there is absolutely no requirement to attend PEER Week.

We will be working with Managers+ to align on expectations so that if you choose not to attend, everyone has a clear understanding of remote expectations for the week (workload, hybrid inclusion for meetings, etc). Given the low attendance and NPS from last year’s remote PEER Week, we will not be running this program again.

What health & safety precautions will be in place to make sure this is a safe experience for all attendees?

We are following all global office COVID-19 re-entry guidelines to ensure the office is a safe environment for all. In addition to these guidelines we are:

Recommending employees test before traveling.
Requiring employees cancel their attendance plans if they’re showing any symptoms of transmissible illness (cold, flu, COVID, etc).
Easy accessibility to masks daily.
Office hand sanitizing stations filled and monitored daily, as well as additional bottles of hand sanitizer in meeting rooms.
Booking outdoor space for the entirety of the week to secure open-air locations for meeting and relaxing.
Including options in event/meal bookings that allow for outdoor seating.

A team we work closely with, but doesn’t fall under the Product Org umbrella, didn’t receive an invitation to PEER Week- who should they speak to?

The decisions on who is invited to PEER Week were made at the VP+ level in the early planning stages so we could secure adequate funding for the event. As such, no additional teams will be able to be invited in 2023. If you think a team should be considered for future years, please discuss this first with the Senior Leadership of your Product Line and they can bring it to the table for discussion in next year’s planning.

Are contractors invited to PEER Week?

Through their third party employer, we will extend invitations for our contractors to attend the same PEER Weeks as the full time employees they work with frequently (the teams they work with).

All travel and work visas for PEER Week need to be organized and procured through their employment agency- not the PEX provided booking portal. For more questions, please connect directly with globalmobility@hubspot.com .

Can I travel to both PEER Weeks in CAM and DUB?

Employees are eligible to attend one PEER Week given the environmental and financial impacts of PEER Week.

You can find the locations each Product Line are invited to at the top of this page. If your group is not listed, please discuss this first with your manager as they may hold additional insights. If your manager needs additional information, they can submit a PEX ticket to confirm eligibility.

Do I need to book a desk?

Nope! More information to be shared on desk sharing and team space closer to the event.

Do I need to request a badge?

Yes. All employees who do not already have a badge of entry fob should request their access badge via security at least two weeks prior to your attending PEER Week to insure our Security team's ability to process all requests. These dates are:

Cambridge: May 19th
Dublin: June 5th

Can I go to both special events if I'm only traveling to one?

If you live in Boston, but are invited to/attending the Dublin PEER Week- you are invited to the events of that week only. To properly manage headcounts, we are not permitting employees to attend events at both PEER Weeks if they are local.

When can I book travel?

Our travel portal will be open and available for booking in April. More information on this process will be provided closer to these dates.

Unless you legally require booking travel to secure a travel visa, please do not take any travel booking action at this time.

I have a family vacation planned prior to/immediately following PEER Week, can I combine my travel for these (fly directly to/from PEER Week to my vacation)?

Yes- ultimately you’ll be able to expense your travel costs for one trip to and one trip from PEER Week as long as these costs are comparable to your normal travel costs from home.

For example: If you live in Denver, are attending the Cambridge PEER Week and will be in Florida for holiday immediately prior to PEER Week, HubSpot will cover your flight from Florida to Boston to attend PEER Week.
But: If you live in Boston, are attending the Cambridge PEER Week but will be in Denver for holiday immediately before PEER Week- no, HubSpot will not cover your flight home to attend PEER Week, as your normal travel costs would be $0.

Ultimately, UGJ here. If you need a second opinion, please ask your manager.

To be clear: At this time no booking is permitted for PEER Week. If you chose to book your personal travel accommodations to/from your vacation, HubSpot will not be responsible for any change/cancellation fees should the PEER Week travel plans

Can I fly in earlier than Monday/ leave after Friday?

There will be absolutely no programming on Monday or Friday of PEER Week that you are required to be present for; these days have intentionally been kept open to be used exclusively for travel to/from PEER Week to keep programming and event costs down. That is the standard expectation for travel.

If while booking flights you find that the costs or travel time of flights bringing you in on Monday or out of Friday are unreasonably greater, please submit a PEX ticket (Category: PEER Week Travel) to discuss these extenuating circumstances.

If you wish to travel in for personal reasons earlier/later, these additional days would be viewed as a holiday and all additional costs incurred would be at the employees’ expense. Meaning:

Flight costs should be the same as Monday/Friday flights in order to be expensed.
You will be required to book a separate hotel reservation for your additional nights, paid for by personal expenses.
No per diem or travel costs during these days will be reimbursed.

Ultimately, extra days should be treated as a separate trip and should not result in any additional costs submitted on your expense reports.

Hosting PEER Week is a privilege this year and we ask that you use the best version of your judgment when expensing during your trip so we can happily report the respectful, responsible actions of our team post-event.

I have a new hire on my team starting in June. Are they eligible to attend PEER Week?

The cutoff date for new hire cohorts to receive invitations will be May 15th. For Cambridge, this will only exclude one class, starting June 5th (which is during PEER Week). For Dublin, this would not include two classes: starting June 6th and Jun 19th (which is during PEER Week). We have done everything possible from a security, travel, headcount and inclusion perspective to push the invitation date as close to our event dates as possible.

I am a flex or office Manager+ and my team is distributed between NAM and EMEA. Can I attend both weeks given only one travel cost is incurred?

Invitations for teams have gone out based on Product Lines, this should solve for the majority of managers overseeing multiple teams needing to attend both PEER Weeks. If you manage groups within multiple Lines, please have your EA reach out to discuss with Lauren Buschini or Shannon Warfield.

What responsibility do I have in terms of programming/scheduling for my teams during PEER Week.

Very little unless you’d like to be involved. This year PEX will be booking out the major events for your team: Small Team lunches, Product Group events and Regional Product-All events, and creating planning guides for your Product Group Social committees to fill in the gaps! Taking learnings from 2022 and other best practices in terms of office space availability, hybrid inclusion and local attractions- we’ll be empowering these groups to create an engaging calendar of events for your group during PEER Week. If you’d like to be involved in this, you can connect with your Product Group Social Committee to help out!

Will there be any leadership-specific programming during PEER Week?

Yes! We’re still developing exactly what this looks like, but we know PEER Week was incredibly valuable time leaders got to connect with each other (just like any other team!) and want to create an intentional place for that in this year’s schedule of events. We will directly share more information once we have it.

PEER WEEK?

Which PEER Week do I attend?

June 5-9th

Product Lines Invited to Cambridge:

June 19-23rd

Product Groups Invited to Dublin:

Now What Do I Do?

If you will need to travel internationally:

If you will NOT need to travel internationally:

Block off your calendars and hold tight! More information will come soon.

Upcoming Dates/Informaiton

General FAQs

Travel FAQs