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FAQs

Welcome to our Frequently Asked Questions page. In order to serve you better we have listed our most commonly asked questions.

Once you complete all required fields of the online registration page, you will be asked to click “SUBMIT” at the bottom of the page. After clicking “SUBMIT,” a screen should appear thanking you for registering. If you do not receive this screen, please contact your MTA Global Event Director, whose information may be found in the meeting invitation you received.

Attendees with finalized reservations should begin receiving your final Meeting Confirmation Notice via email approximately 10 days prior to the meeting. Registration and travel booking deviations may delay receipt of your Confirmation Notice.

Your personalized Confirmation Notice details all of your final reservations for the meeting, including hotel, travel and ground transportation, as well as important meeting information such as name badge, meeting contacts and tentative schedule of events.

In most cases, attendees are asked to arrange your own transportation between your home (or office) and the airport. The cost of taxi or airport parking is an approved reimbursable expense with an itemized receipt. Please contact your MTA Global Event Director if you have any questions regarding transportation in your home city.

Either option is available to local attendees. If you plan to drive to the meeting, please indicate this when completing your registration online. Parking at the meeting hotel will be arranged on your behalf and expenses such as mileage and tolls may be submitted for reimbursement after the meeting. If you take a taxi or utilize public transportation, please make sure to request itemized receipts so you may submit these approved expenses for reimbursement.

Please contact your MTA Global Event Director to discuss your request. Please note, we may not always be able to accommodate guests in the ground transportation vehicles.

Information on where to meet your transportation to the hotel will be included in the Confirmation Notice you will receive via email prior to the meeting.

Please contact your MTA Global Event Director to discuss your request. In most cases, if you are renting a car due to preference, the rental car fee and any additional charges such as insurance would be a considered a non-reimbursable expense.

The Meeting Sponsor requires hotel accommodations for meeting attendees to be booked through MTA. Please contact your MTA Global Event Director if you have any questions regarding this.

Please indicate this when completing your registration online and the MTA Global Event Team will be sure to relay your request to the hotel. However, please be advised that early check-in and late check-out requests are not guaranteed because they are controlled by the hotel and granted based on availability.

Please contact your MTA Global Event Director to discuss your request. Double/triple occupancy fees (if applicable) will be charged to your personal credit card.

Your hotel guest room reservation will be made by MTA as part of a pre-negotiated group booking, therefore, individual confirmation numbers are not provided to meeting attendees. You will instead receive a personalized Confirmation Notice via email prior to the meeting that includes details of the hotel reservation made on your behalf. Any changes should be made through the MTA Global Event Team.

The reimbursement amount indicated on the Expense Reimbursement Form is a guideline implemented by the Meeting Sponsor. Reasonable meeting-related expenses that exceed this amount will most likely be approved if submitted correctly with itemized receipts. However, reimbursement requests requiring additional follow-up due to missing/unclear information may delay your reimbursement.

Unless otherwise noted, the meeting will handle payment of gratuities for the hotel staff (i.e. bellman and housekeepers) and drivers on your behalf. If you wish to provide additional gratuities beyond what the meeting is paying, this would be at your own expense and is therefore not reimbursable.

Absolutely. Please retain all itemized receipts for any expenses you will be submitting for reimbursement. Recommended costs for meals purchased in the meeting city are: 15 USD for breakfast, 35 USD for lunch, and 50 USD for dinner (inclusive of taxes, gratuities and transportation).

Finance Department will endeavor to provide reimbursement in your preferred currency.

Due to strict hospitality and compliance regulations, MTA’s Finance Department is unable to provide cash reimbursements. In most cases, attendees will receive expense reimbursements via wire transfer after the meeting.

Please refer to the table below for examples of reimbursable and non-reimbursable expenses. These are provided as examples ONLY, and should not be considered all-inclusive lists:

Examples of REIMBURSABLE Expenses Examples of NON-REIMBURSABLE Expenses
Airport or train station parking Gratuities for drivers and hotel staff
Taxi fare Travel expenses for spouse/guest
Mileage Laundry service
Toll fare Excess luggage fees
Meals while traveling (recommended costs: 15 USD for breakfast/35 USD for lunch/50 USD for dinner) Foreign ATM fees
Meals and expenses incurred in meeting city due to flight/train availability (recommended costs: 15 USD for breakfast/35 USD for lunch/50 USD for dinner) Mobile phone roaming fees
Only one (1) alcoholic beverage per meal Traffic/parking tickets
Personal entertainment (i.e. books, magazines, newspapers, movies, videos, etc.)
Meals on meeting days if meal functions provided, unless travel-related reason or pre-approved by Meeting Sponsor/MTA Global Event Director

In most cases, corporate attendees should seek reimbursement for meeting-related expenses through your usual company reimbursement process.

Please indicate this when completing your registration online. MTA’s travel partner may be able to assist with making travel reservations for your guest, however, you will be responsible for all associated costs, including any agency transaction fees.

Please register for the meeting as soon as possible and the MTA Global Event Team will contact you regarding the travel visa process.

Please contact your MTA Global Event Director prior to making plans to drive to the meeting. Mileage reimbursement is subject to Meeting Sponsor guidelines and approval.

The Meeting Sponsor requires travel arrangements for site attendees to be booked through MTA. Please contact your MTA Global Event Director if you have any questions regarding this.

Please indicate this when completing your registration online. The MTA Global Event Team will relay your reservation details to the hotel on your behalf. You do not need to contact the hotel separately. Please note, any additional nights for personal reasons will be charged to your personal credit card.
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