Own Air / Driving - AO Trips

After May 2, 2025, any changes made to your transportation choice could result in penalty fees.  Please send your flight itinerary with confirmation number and receipt to incentive.travel@aoins.com upon booking.  

In order to receive reimbursement for your flights, a detailed flight itinerary and receipt must be received by June 2, 2025.  The itinerary and receipt need to show the itemized costs for the ticket, any other options or upgrades, and the flight confirmation number. 

• Please do not book your flights until you have been assigned to your travel dates.

• For hotel upgrades or extensions, please do not contact the hotels directly. Gavel will send you a deviation request form in early May 2025.

• If itemized costs are not submitted, we will determine the reimbursement amount based on available coach/economy class tickets for the same itinerary.

Reimbursements will only be made for coach/economy class tickets.  We will not reimburse for upgrades or other add-ons, such as inflight Wi-Fi, meals, premium seating, luggage, insurance or other items that are not a part of the base price of the ticket.

• If you are flying on dates other than the group travel dates or visiting other destinations, we will reimburse for the flight from your home city to the first destination and back home from your final destination.  We will not reimburse for flights or other transportation in-between your departure and return dates or for flights that include a hotel stay in another city.

• If your flights are delayed or cancelled, you will be responsible for rebooking your flights.

• Reimbursements will not be made for additional expenses incurred due to flight delays or cancellations.

Reimbursements will be sent to you via check from Auto-Owners Insurance AFTER you have traveled on the trip.

Auto-Owners Insurance will reimburse you for the actual cost that you paid for your flights up to the maximum amount of $1800 per traveler.

• If you will be using airline reward points, miles, or vouchers for the entire fare, or traveling to the destination by methods other than a commercial flight, you will receive a compensation check for $1600 per traveler.

• Upon receipt of your flight itinerary and receipt, we will confirm your reimbursement amount.  Should you later make changes to your itinerary, your reimbursement amount will not change.

• Air allowances will not be reimbursed for cancelled trips. 

If you would like assistance with upgrading your hotel without flight assistance, be sure to select that option in the Transportation section of your registration. 

The following service fees will apply from Gavel International for extra hotel nights/upgrade assistance:

Acceptable forms of payment are American Express, Visa, or MasterCard.

Note: The Extra Hotel Nights/Upgrade service fee will be charged immediately to a credit card upon the electronic submission of the form. Once charged, this fee is non-refundable.

Transfers from/to the airport/hotels will be provided when the following criteria is met:

• You are arriving/departing on designated group arrival/departure days.

• If you are extending your trip before or after the group dates and your arrival or departure date overlaps with those of another group, transfers will be provided within the designated times below.

• You arrive at Adolfo Suarez Madrid-Barajas Airport (MAD) in Madrid between 7:30AM-10:30AM on a group arrival day. You depart from Josep-Terradellas Barcelona-El Prat Airport (BCN) in Barcelona between 9:00AM-12:00PM on a group departure day.  Please note:  travelers will take an overnight flight from the U.S. to Madrid.  The trip start date is the departure date from the U.S., with arrival into Madrid on the next day.

• If your flight is delayed causing you to arrive after the arrival window indicated above, transfers will not be provided unless there are other A-O travelers on that same flight using program air.

• Your complete flight itinerary and receipt must be received by June 2, 2025.

Note: If you arrive at MAD prior to 7:30AM on a group arrival day and wish to wait for a transfer, please notify Gavel International in advance. You will be placed on the earliest departing vehicle with available space.

If you do not meet the above criteria to join the group transportation or if you arrive or depart on non-group arrival and departure days, you will be responsible for your own transportation arrangements to and from the airport and the hotel. The transfer time from the Adolfo Suarez Madrid-Barajas Airport (MAD) to The Palace Madrid is approximately 40 minutes depending on traffic.

See the Ground Transportation page of our website.