Was my event registration received?
Once you complete all required fields of the online registration page, you will be asked to verify the information and be given the opportunity to make edits. After you click “Submit" at the bottom of the page, a screen should appear thanking you for registering and you should receive an email confirming receipt of your registration. If you do not see this screen and/or do not receive this email, contact your MTA Global Experiences Team, whose information may be found in the event invitation you received.
Can I register using an invitation that was forwarded to me?
All invitations (and registration pages) are personalized and specifically linked to the original recipient of the invitation email, so you will need your own invitation in order to register. If you need to request an invitation, contact the MTA Global Experiences Team, whose information may be found in the event invitation.
When will I receive my Event Reservation Confirmation?
For face-to-face attendees, 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.
For screen-to-screen (virtual) attendees, you should receive an initial Confirmation Email within a few days after you register. For your convenience, this email will be resent just prior to the Virtual Event.
What information is included in my Event Reservation Confirmation?
For face-to-face attendees, the Event Reservation Confirmation Email details 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.).
For screen-to-screen (virtual) attendees, the Confirmation Email contains information regarding how to join the event, including your unique URL link, as well as important event information (i.e. event contacts, system requirements, etc.).
Are you able to arrange transportation from my home/office to the airport?
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.
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?
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.
I will have a guest traveling with me. Can my guest share the organized ground transportation?
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.
Where will I meet my ground transportation at the airport?
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.
I would like to rent a car instead of having ground transportation arranged. Is this cost reimbursable?
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.
If I prefer to stay at another hotel, may I book my own reservation and submit this for reimbursement?
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.
I wish to extend my stay for personal reasons. Where do I find the room rate?
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.
How do I request an early check-in or late check-out?
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.
Where do I find the double/triple occupancy guest room rates?
Contact your MTA Global Experiences Team to discuss this request. Double/triple occupancy fees (if applicable) will be charged to your personal credit card.
How do I obtain my hotel reservation confirmation number?
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.
What if my expenses exceed the reimbursement limit?
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.
How are gratuities being handled for the hotel staff and drivers?
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.
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?
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.
Will I be reimbursed in my preferred currency?
MTA’s Finance Department will endeavor to provide reimbursement in your preferred currency.
May I be reimbursed at the event in cash?
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.
How are reimbursements handled for Corporate and Vendor attendees?
Corporate and Vendor attendees should seek reimbursement for event-related expenses through their standard company reimbursement process.
I will have a guest traveling with me. Can MTA assist with my guest’s travel arrangements?
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.
How do I obtain my travel visa?
Register for the event as soon as possible. The MTA Global Experiences Team will contact you regarding the travel visa process.
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?
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.
As a site attendee, may I book my own travel and submit for reimbursement?
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.
How do I extend my stay?
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.
How do I download Zoom to my device?
If you are attending the event via your computer, the web browser client should download automatically when you join the event via your unique URL link. If you wish to join from an Apple or Android mobile device, the Zoom app can be downloaded from the Apple App Store or Google Play Store, respectively.
Click here for a complete list of download options.
Do I need a Zoom account to attend a Virtual Event?
You do not need a Zoom account to attend a Virtual Event; all you need is the link for the specific Virtual Event you are attending. If you need this link to be resent, email firstname.lastname@example.org to request. Make sure to include the Event ID or Event Name and Date when emailing.
How do I join my Virtual Event?
You should have received a Confirmation Email with your unique URL link to access your Virtual Event. If you need this link to be re-sent, email email@example.com to request. Make sure to include the Event ID or Event Name and Date when emailing.
Prior to the event, we recommend running a system check to verify your system/device meets the requirements for participation in a Virtual Event. Click here to test. On the day of the event, we recommend joining at least 10-15 minutes early to ensure you are able to connect without issue.