University Logistics

We will be at the Caribe Royale Orlando again this year! (As well as 2019)

Room Reservations

Master Account

Room reservations have been made according to your registration type. 1 room for faculty and 1 room for competitors in the Role-play and or Sales Management Case Competitions for the evenings of Wednesday, November 7th, Thursday, November 8th, Friday, November 9th,  with checkout on Saturday, November 10th.

For example, if you registered to participate in just the Role-Play Competition or just the Sales Management Case Competition you qualified for two room reservations to be automatically reserved for your team and applied to FSU’s Master Account for payment. If you registered for both the Role-Play and Sales Management Case Competitions you qualify for three room reservations to be automatically reserved for your team and applied to FSU’s Master Account for payment.

If competitors are the same gender then they are required to share a room. A 3rd room may be eligible for direct bill if you are registered for the Sales Management Case Competition. Single occupancy rooms paid for by FSU may be paired with a student competitor from a different university. Universities have the option to not pair their single student and pay half the room cost on qualifying room nights.

Only the cost of the room will be covered on direct bill, you will be responsible for any incidentals and nights extended as they will not be covered.

For those staying to go to Disney on Saturday, you will need to contact Shannon Young by email to extend your reservations. The room will be charged to the credit card on file for the additional night. To make any changes to your room reservations, you should contact Shannon Young. DO NOT CONTACT THE HOTEL.

Personal Pay

To make additional room reservations, you may click here to visit the reservation website room block link. A credit card will be needed at the time of your request. We have worked out a discounted rate of $139.00 per night plus tax. This rate is based on single/double occupancy, additional adults are $15.00 each per night.

Pay online in advance for your additional room reservations, click here: http://www.crrsv.com/authorize/index.html. You will need to enter the information from your reservation confirmation.

PLEASE NOTE the rooms at the Caribe Royale will go very quickly. The cutoff date to make room reservations is Sunday, September 9, 2018. THOSE ATTENDEES THAT CANCEL THEIR RESERVATIONS AFTER SEPTEMBER 9, 2018 WILL FORFEIT A ONE NIGHT’S ROOM AND TAX FEE.

Complimentary guestroom internet and access to the Fitness Center is included with your stay at the Caribe Royale.

Complimentary onsite self-parking is available for all participants of the ICSC.

For any questions regarding room reservations please contact Shannon Young by e-mail styoung@business.fsu.edu or telephone (850) 644-9657.

Not Lodging at the Host Hotel

If you choose to lodge at a hotel other than the contracted location, you will only be reimbursed at the maximum rate of $139 per night, no taxes or misc. charges will be reimbursed.

Travel

It is recommended that you arrive in Orlando by 3:00 p.m. on Wednesday, November 7th and schedule your flight for departure no earlier than 4:00 p.m. on Saturday, November 10th.

Reimbursement for airfare or mileage will be covered for the faculty coach (1) and the competitors in the Role-play and Sales Management Case Competitions. Airfare MUST be booked at least three weeks before your arrival date. At maximum, you will be reimbursed the rate of airfare at the time of the deadline or each week after the deadline you will be deducted $50.00 per ticket, whichever penalty is the highest.

IRS requires ITEMIZED RECEIPTS showing the airfare payment along with the FULL AIRFARE ITINERARY in order to process the reimbursement.

Additional fees including Baggage and Booking Fees are not reimbursable.

Airport

The Orlando International Airport (MCO) is closest to the property, approximately 16 miles.

The Orlando Sanford International Airport is approximately another 30 minutes from the property.

Ground

For those traveling only by car, mileage will be calculated based on the Florida Department of Transportation Mileage Viewer, as required by the State of Florida. Be sure to include a printed copy of your travel path via MapQuest, Google, or some form of direction guide with your reimbursement request.

If traveling from another state, please provide similar documentation to support your mileage claim.

Please note travel reimbursement can take up to 8 weeks from the date received to process.

Meals

Lunch will be provided each day of the competition for registered participants. The meals selected will be based on the majority, however, we will accommodate medical dietary restrictions if notified in advance. Should you have a special dietary need, please email Shannon Young, styoung@business.fsu.edu, by Wednesday, October 3rd.

Any meals, snacks, etc. other than lunch is an individual cost.

Reimbursement

Complete this Expense Reimbursement Request Form and submit it to Shannon Young no later than Friday, November 30, 2018, by email styoung@business.fsu.edu or mail, as listed on the form.  Reimbursements MUST be postmarked by November 30, 2018. Any requests submitted after this date will be subjected to a 50% penalty. Reimbursement Requests will not be accepted after Friday, December 14, 2018.

You MUST BE registered as the Faculty Coach and or Role-Play/Sales Management Competitors to qualify for reimbursement!

Additional form that should be submitted with your Expense Reimbursement Request Form (One of these forms is required in addition to your Reimbursement Request Form):

  • If reimbursement will be paid to the University directly, a W9 Form is also required.
  • If reimbursement will be paid to an individual, student or faculty member, a Guest Traveler Profile Form is also required.

Submit all required forms including receipts in one submission. Partial submissions will not be accepted. What is considered a complete submission?:

  • Expense Reimbursement Form
  • Itemized Receipt for each charge requesting reimbursement. Receipt MUST show the completed transaction.
  • W9 Form or Guest Traveler Profile Form

Transportation

Transportation to and from the airport will not be provided. Here are a few companies that will provide transportation services:

  • SuperShuttle (407) 513-0225 – Click here to book your transportation or call 1-800-258-3826.
  • Mears Transportation Group (407) 423-5566

Social Legacy Project

ICSC has incorporated a sustainability plan with this year’s event. We have teamed up with Second Harvest Food Bank of Central Florida and are asking all attendees to participate in our project by bringing at least one non-perishable food item to the Career Fair on Thursday. We are looking forward to 100% participation and are really excited about the food this will provide to this charitable organization and the people in the surrounding counties. To find out more CLICK HERE.

Save The Date
November 6-9, 2019