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Taking Your Questions.

Below are some answers to questions that are often asked.
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FAQs

Event Registration

Q

Was my event registration received?

A

Once you complete all required fields of the online registration page, click “SUBMIT” at the bottom of the page. After clicking “SUBMIT,” a screen should appear thanking you for registering. If you do not see this screen, contact your MTA Global Experiences Team, whose information is available in the event invitation you received.

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Event Confirmation

Q

When will I receive my Event Reservation Confirmation?

A

Event Reservation Confirmation emails are usually sent to attendees with finalized reservations approximately 10 days prior to the event. Registration and travel booking deviations may delay receipt of your Event Reservation Confirmation email.

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Q

What information is included in my Event Reservation Confirmation?

A

Event Reservation Confirmation emails detail your personal reservations for the event, including hotel, travel and ground transportation, as well as important event information (i.e. event contacts, tentative schedule of events, recommended attire, etc.).

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Ground Transportation

Q

Are you able to arrange transportation from my home/office to the airport?

A

Attendees are asked to arrange transportation in their home city between their home (or office) and the airport. The cost of taxi or airport parking is an approved reimbursable expense and must include an itemized receipt. Contact your MTA Global Experiences Team if you have any questions regarding transportation in your home city.

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Q

I live in the city where the event is taking place. Do you arrange local transportation to the event, or should I take a taxi and request reimbursement?

A

Both options are available to local attendees. If you plan to drive to the event, indicate this when completing your registration. Parking at the event hotel will be arranged on your behalf and expenses, such as mileage and tolls, may be submitted for reimbursement after the event. If you take a taxi or utilize public transportation, request itemized receipts in order to submit these approved expenses for reimbursement.

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Q

I will have a guest traveling with me. Can my guest share the organized ground transportation?

A

Contact your MTA Global Experiences Team to discuss this request. Due to certain guidelines/restrictions, guests may not always be accommodated in ground transportation arranged through the event.

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Q

Where will I meet my ground transportation at the airport?

A

Information on where to meet your transportation to the hotel at the event city airport will be included in the Event Confirmation Notice that is sent to you via email prior to the event.

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Q

I would like to rent a car instead of having ground transportation arranged. Is this cost reimbursable?

A

Contact your MTA Global Experiences Team to discuss this request. In most cases, if you are renting a car due to preference, the rental car fee and any additional charges such as insurance and mileage would be considered non-reimbursable expenses.

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Hotel & Accommodations

Q

If I prefer to stay at another hotel, may I book my own reservation and submit this for reimbursement?

A

The Event Sponsor requires hotel accommodations for event attendees to be booked through MTA. Contact your MTA Global Experiences Team if you have any questions regarding this process.

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Q

I wish to extend my stay for personal reasons. Where do I find the room rate?

A

The special room rate negotiated for event attendees may be found in the event invitation you received. Please note that extensions are subject to hotel availability.

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Q

How do I request an early check-in or late check-out?

A

Indicate this request when completing your registration. The MTA Global Experiences Team will relay your request to the hotel, however, please note that such requests are not guaranteed because they are controlled by the hotel and granted based on availability.

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Q

Where do I find the double/triple occupancy guest room rates?

A

Contact your MTA Global Experiences Team to discuss this request. Double/triple occupancy fees (if applicable) will be charged to your personal credit card.

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Q

How do I obtain my hotel reservation confirmation number?

A

All hotel reservations will be made by MTA as part of a pre-negotiated group booking, therefore, individual confirmation numbers are not provided to event attendees. A personalized Event Confirmation Notice is sent to you via email prior to the event, which includes details of the hotel reservation made on your behalf. Any changes should be made through the MTA Global Experiences Team.

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Expense Reimbursement

Q

What if my expenses exceed the reimbursement limit?

A

The reimbursement amount indicated on the Expense Reimbursement Form is a guideline provided by the Event Sponsor. Reasonable event-related expenses that exceed this amount will most likely be approved if submitted correctly with itemized receipts and on time. Reimbursement requests requiring additional follow-up due to missing or unclear information may delay your reimbursement.

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Q

How are gratuities being handled for the hotel staff and drivers?

A

Unless otherwise noted, the event 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 event is paying, this would be at your own expense and is not reimbursable.

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Q

I am not able to travel home after the event due to flight availability. Is there an additional expense reimbursement allowance to account for this?

A

In most cases, yes. Retain all itemized receipts for any expenses incurred and plan to submit for reimbursement. Refer to the Expense Reimbursement Form for details regarding recommended costs for meals purchased in the event city due to legitimate travel reasons.

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Q

Will I be reimbursed in my preferred currency?

A

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

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Q

May I be reimbursed at the event in cash?

A

Due to strict hospitality and compliance regulations, MTA’s Finance Department is unable to provide cash reimbursements. Attendees will receive expense reimbursements via wire transfer after the event.

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Q

What is the difference between reimbursable and non-reimbursable expenses?

A

Click here for standard expense guidelines.

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Q

How are reimbursements handled for Corporate and Vendor attendees?

A

Corporate and Vendor attendees should seek reimbursement for event-related expenses through their standard company reimbursement process.

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Travel Arrangements

Q

I will have a guest traveling with me. Can MTA assist with my guest’s travel arrangements?

A

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

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Q

How do I obtain my travel visa?

A

Register for the event as soon as possible. The MTA Global Experiences Team will contact you regarding the travel visa process.

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Q

I do not live in or near the event city, but would like to drive to the event. May I submit my mileage for reimbursement?

A

Contact your MTA Global Experiences Team prior to making plans to drive to the event. Mileage reimbursement is subject to Event Sponsor guidelines and approval.

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Q

As a site attendee, may I book my own travel and submit for reimbursement?

A

The Event Sponsor requires travel arrangements for site attendees to be booked through MTA. Contact your MTA Global Experiences Team if you have any questions regarding this process.

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Q

How do I extend my stay?

A

Indicate this request when completing your registration. The MTA Global Experiences Team will advise the hotel on your behalf. You do not need to contact the hotel separately. Any additional nights for personal reasons will be charged to your personal credit card. Please refer to the event invitation for cancellation deadline details when requesting additional nights for a personal stay.

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