Key Details

Arrival/Departure & Transportation

Arrival

Arrive in Orlando, Florida by January 2, 2024, by 4:00 pm Eastern, unless you have a job assignment or plan to attend a pre-meeting that requires you to arrive earlier (dinner will begin at 5:30pm).

• If you fly, please allow 45 to 60 minutes to pick up your luggage and travel to the hotel.
• Transportation will be provided from the airport (MCO) to the Rosen Centre Hotel on January 2, 2024 via the Airport Shuttle.
• Rosen Centre Hotel, 9840 International Drive, Orlando, Florida 32819
• SC24 will end in the late evening on Friday, January 5, 2024. Plan to return home any time on January 6.

Airport Shuttle

• A free airport shuttle to the Rosen Centre Hotel by Meeting Movers, Inc. (MMI) will be available for all SC24 participants on January 2, 2024, from 8:30am-8:30pm. MMI will also provide a free shuttle from the Rosen Centre Hotel to the airport on January 6, 2024, from 3:30am-4:00pm. If you run into any shuttle problems, please contact MMI (863) 692-6843. If your arrival and departure times are outside of these dates and time frames, you will need to find alternate transportation, we recommend Uber/Lyft/Taxi.
• Be sure to list your travel details when you register, as they will be used to estimate shuttle demands to and from the Rosen Centre Hotel.
• How to catch the free Shuttle provided by MMI:

Terminal A&B

• Follow signs to the Tram that takes you to the main terminal. 
• Once at the main terminal, follow the signs for Baggage Claim (Air-side A or B according to your airline) that are located on Level 2.
• Proceed to Carousel 10 on the A-Side or Carousel 28 on the B-Side; collect your luggage and look for MMI staff who will be there to greet and direct you.
• MMI staff will be dressed in green polo shirts and black slacks holding a sign with the SC24 logo.
  • If you run into any shuttle problems, please contact MMI (863) 692-6843.
  • Delayed flights will be monitored by the shuttle company.

Terminal C

SC24 participants arriving at Terminal C will take an airport train (tram) to Terminal B Baggage Claim Carousel 28 to ride the free MMI shuttle to the Rosen Centre.

• You will arrive on Level 6, Baggage Claim is also on Level 6
• Follow signs to Baggage Claim (Level 6) and collect your luggage
• Proceed to Level 4 toward the Train Station (tram)
• Go past the Rental car area, head outside the end doors and go down the escalators
• Immediately at the bottom of escalators turn right and follow the green B arrows on the concrete which will take you inside to ride the Train (tram) to Terminals A/B (trains depart every 5 minutes)
• Exit the Train (tram) and follow Signs to Terminal B Baggage Claim Carousel 28 where an MMI staff will be there to greet and direct you between 8:30am-8:30pm on January 2nd. 
• MMI staff will be dressed in green polo shirts and black slacks holding a sign with the SC24 logo.
  • If you run into any shuttle problems, please contact MMI (863) 692-6843.
  • Delayed flights will be monitored by the shuttle company.

Departure

A free airport Shuttle from the Rosen Centre to the airport (MCO) will be available January 6, 2024, from 3:30am-4:00pm. If your flight departure time is outside of this time, you will need to find alternate transportation, we recommend Uber/Lyft/Taxi.

How to catch the free Shuttle provided by MMI:

• Pick up is located outside the hotel near the Conference Office.
• The shuttle will depart every 30 minutes from the Rosen Centre between 3:30am - 4:00pm on January 6, 2024. 
• Due to long MCO security lines, it is recommended to arrive at the airport 2.5-3 hours prior to your flight departure time.
• Flights departing from Terminal C, should get off the shuttle at Terminal A or B and follow the instructions from above for Terminal C to retrace your steps back to Terminal C for security/departure. 
• If you run into any shuttle problems, please contact MMI (863) 692-6843. 

Rideshare (Uber/Lyft/Taxi)

• If your arrival or departure time falls outside of the shuttle hours because of an official pre-or-post meeting or SC24 commitment, rideshare options can be used and expensed to SC24 Travel. Please do your best to coordinate shared travel.
• If your arrival or departure time is outside shuttle hours other than for an official pre-or-post meeting or SC24 commitment, you are responsible for the expense and cannot charge it to SC24 Travel. With supervisor approval, you may expense rideshare options to your personal account or department account.
• If you choose to use rideshare options during shuttle hours you are responsible for the expense and cannot charge it to SC24 Travel. With supervisor approval, you may expense rideshare options to your personal account or department account.

Parking at the Rosen Centre Hotel

• For the duration of the conference, complimentary hotel self-parking will be available off Hawaiian Court, including in/out privileges.
• When passing through the security checkpoint, tell the hotel staff that you are with InterVarsity Christian Fellowship. They will direct you to the self-parking areas.
• Please note that the cost of valet parking is not covered by SC24.

Conference Meals

Catered Meals

Meals for SC24 are catered and provided only for conference-registered attendees. While we cannot guarantee we can meet all dietary needs, we will work with the hotel to communicate meal offerings and ingredients so attendees can plan accordingly. For meal times please see the SC24 Schedule.

Children Meals

Catered meals are provided only for registered, paid attendees. We ask that children four years of age and older not attend catered meals, as they are not registered or in SC24-provided childcare.

Meals Out

Two meals during SC24 are scheduled as uncatered meals where attendees are welcome to eat where they would like.

• Staff Attendees with a Pcard will pay using their Pcard and submit the expenses to their personal account in Workday. $60 will be transferred post-SC24 to each staff’s personal account to cover these expenses.
• Staff, Prospective Staff, and Event Volunteer Attendees without a Pcard will receive a $60 cash allotment onsite at check-in.

If staff choose to eat as a group, it will be up to each group to decide how they want to manage the payment for expense purposes. SC24 has allotted $25 for lunch and $35 for dinner per person.

Meals out for Non-Staff Participants are not reimbursable, they will be at the participant's own expense.

Meals During the Day of Prayer and Fasting

On Thursday, January 4th, all staff will be invited to a unified day of prayer and fasting. Breakfast and Lunch will not be provided. Staff that cannot fast due to health reasons should use their PCard to expense breakfast and lunch to their personal account.

Childcare

Childcare Overview

• Staff with children three years old and under may utilize the childcare services and have childcare expenses reported as taxable income.
• Staff can indicate their need for childcare when registering. Under event details, select Add a Child and complete the necessary information. After registration for staff closes, SC24 will contact you with further instructions.
• Consistent with previous national staff conferences, staff with children four and older will need to provide their own childcare and cover any expenses out of pocket. Children four and older will not be allowed in the main sessions, program spaces, or meals.
• InterVarsity is not responsible for any childcare arrangements/services outside of the official SC24 childcare being provided onsite for children three and under.  Staff who make arrangements for childcare outside of the official SC24 childcare provided are solely responsible for those arrangements and the safety and welfare of their children during SC24.

Childcare Fee

• The only cost for SC24 childcare is the taxable income for the service and associated expenses which is calculated after the conference, and the service fee/expenses are divided equally per each registered child. Included are the childcare agency fees, childcare equipment, supplies, snacks, and any other expenses to meet the children’s needs onsite. The taxable income is then reported to the IVCF Payroll Specialist, and the taxable amount is deducted from your paycheck. The amount deducted will depend upon your tax bracket based upon your tax election (W4).

Childcare Process Onsite

• Childcare will be available during official SC24 programming from January 2 through the evening of January 5.
• Parents should drop off their registered children to the designated room, prior to the start of each session. Children will be separated into two groups:
  • Infants (under one-year-old or not walking)
  • Toddlers (over one-year-old or walking)

Onsite Check-in & Roommates

Hotel Room Check-In

Hotel room check-in is located in the main lobby of the Rosen Centre. Check-in is scheduled for 3pm, should you arrive earlier you are free to check-in with the front desk. If your room is available, the hotel will allow you to check-in early.

Conference Check-In

Conference check-in will be available in the pre-function space outside of the Grand Ballroom on January 2.  Every participant is required to go through onsite Conference Check-in to receive your onsite name tag and SC24 conference credentials.

Roommate Selection

• Mutually requested roommate: Both of you will be listed on the reservation, and either of you can check into the room upon arrival. Whoever checks into the room will be required to provide a credit card for incidental charges. You can either pick up the key for your roommate, or they can stop by the front desk separately and retrieve one. Note: Staff who have mutually requested a roommate will not receive an email confirmation from the hotel.
• No Preference: If you had SC24 match you with a roommate, your reservations are set up as a “sharewith.” This means that you each have a separate reservation, but it is for a shared room. You should have received a hotel confirmation email directly from the Rosen Centre, but if you didn’t, you can still check in. You will each check in separately and need to provide separate credit cards for incidentals. Your incidental room charge (if you have any) will be split in half, with each person charged for their share separately.
• Single: Follow the instructions provided in the email confirmation you received from the Rosen Centre (received at the time you made your reservation).
• Non-Staff Spouse Attending SC24: Both of you will be listed on the reservation, and either of you can check into the room upon arrival. Most couples arrive together, but should you arrive separately, whoever checks into the room will be required to provide a credit card for incidental charges. You can either pick up the key for your spouse, or they can stop by the front desk separately and retrieve one. Picture ID will be required.
• Pre-assigned room: Follow the instructions provided in the communications you received directly from SC24.

Arriving Early or Staying Late for Leisure

Guidelines

• Additional nights are not covered by the SC24 budget and must be paid out of pocket.
• The nightly rate is $123 plus tax for double occupancy and applies to the nights of December 26, 2023 - January 1, 2024 and January 6-8, 2024.

Hotel Reservation Instructions

• Reservations are currently subject to room availability.
• Call the Rosen Centre Hotel Reservations Department at 1-800-204-7234.
• Tell them you wish to book with the InterVarsity Staff Conference pre/post block and use reference BOOKING ID: 119872.
• The email address you use to make your personal reservation must be your @intervarsity.org email to match your registration for SC24. This will help keep you in the same room for your entire stay.
• If you did not request a single room, DO NOT book your SC24 room. The SC24 Operations Team will reserve your room over the conference dates and will reconcile your conference reservations with any additional bookings you make, before you arrive in Orlando.
• If you requested a single room, please book your SC24 room (follow the instructions provided via email).

Day Pass

Guest coming for a day? Attend SC24 as an official participant with a Day Pass. 

• Registration for a day pass is $200. 
• A day pass will give access to all programming and catered meals for one day of SC24.
• Transportation and parking costs will be the responsibility of the day pass attendee.
• Register for a Day Pass.

Excusals & Refunds

Excusals

Only Full-Time Staff need excusals from attending SC24. Approval is needed from the appropriate Vice President (VP).

Let us know you've received an excusal from your Vice President here.

Refunds

Each full-time staff, regardless of attendance at SC24, is charged $450 annually prior to Staff Conference. These funds are pooled into the Staff Conference account and provide the necessary funding for the event during the year it occurs. For these reasons, charges will not be refunded.

For all other participants:

• Refunds will be granted until November 15, 2023.
• After November 15, 2023:
  • Credit card payments will receive a 50% refund.
  • Internal transfer payments will be processed after SC24 for assumed conference expenses.
• If you've expensed your travel to SC24, please apply the credit of the refunded ticket to SC24. 

Expense Account

All SC24 policy-approved travel expenses should be expensed to "751289 National Staff Conference – Travel" and submitted in Workday within 60 days of purchase.

Any travel costs not reimbursed per SC24 policy must be covered out of pocket or from your personal staff account with supervisor approval. Refer to the Staff Portal for InterVarsity’s expense policies and procedures.

As you plan your travel to SC24, please be mindful of flight prices and be a good steward of InterVarsity resources when booking your ticket. Please choose the lowest cost option available. 

Travel Expenses by Plane

• The cost of an economy roundtrip or two one-way tickets to and from Orlando International Airport (MCO).
• One checked luggage per person, $60 reimbursable roundtrip
• Transit to and from the airport:
  • Mileage (rates listed below) to and from the airport and airport parking up to $10 per day for a maximum of five days (a total reimbursement of $50 +mileage)
  • OR
  • The cost of a taxi or Uber ride to the airport, up to $25 per one-way trip (a total reimbursement of $50)
• Link Staff: International flights will be reimbursed up to $600. The remaining costs should be paid out of a staff account or out of pocket.

Travel Expenses by Car

SC24 will reimburse you at the following rates:

• Personal Vehicle
  • 1 Staff = $0.31/mile (driving by yourself)
  • 2 Staff = $0.465/mile (yourself and 1 other staff)
  • 3 Staff = $0.62/mile (yourself and 2 other staff)
• Rental Vehicle
  • 1 Staff = 50% of rental cost (driving by yourself)
  • 2 Staff = 75% of rental cost (yourself and 1 other staff)
  • 3 Staff = 100% of rental cost (yourself and 2 other staff)

Travel Meals

Meals purchased while traveling to and from Orlando for SC24, should be expensed to your staff account and not to the SC24 Travel account.

Expenses Not Covered by SC24

• Travel Meals
• Seat selection fees
• Travel insurance
• Early bird check-in fees
• Change fees
• Any additional flight upgrades to the economy ticket cost

InterVarsity Staff

Invitation to Full-Time Staff

Full-Time Staff (30+ hours/week): All staff who are working full-time as of November 1, 2023, are required to attend SC24.

A fee of $450 is automatically charged on an annual basis to a staff or department budget and added to the staff conference pool. This fee will cover SC24 program, housing, meals, and approved travel costs.

Invitation to Part-Time Staff

Part-Time Staff (<30 hours/week) are encouraged to attend SC24. A fee of $1,800 will be charged to the cost center associated with their Workday profile and will cover the cost for program, housing, meals, and approved travel costs.

Invitation to LTEs, Appointees, Volunteers

The following staff, appointees, and volunteers are encouraged to attend SC24.

A fee of $1,800 will be charged to the appropriate staff, region or department to cover the costs for program, housing, meals, and approved travel.

• All Part-Time Staff (<30 hours/week)
• Overseas Link Staff
• Official Volunteers
• Provisional Appointees (PA)
• Limited Term Employees (LTE)
• Seasonal and On-Call Employees
• Consultants, Contractors, or Seconded to InterVarsity

Prospective Staff

Prospective Staff are encouraged to attend SC24. The appropriate staff, region, or department who will be hosting the prospective staff will be charged $1,800 for the prospective staff's attendance and will cover SC24 program, housing, meals, and approved travel costs.

Spouses & Family

Non-Staff Spouse Attending as Participant

Non-staff spouses are invited to SC24 as official participants. A fee of $1,200 will be charged to cover the costs for program, housing, and any catered meals. Flights and other travel need to be covered out of pocket.

• If the fees are paid by an InterVarsity account of any type, taxable income will be reported to Finance for the actual value of their expenses (housing and meals). Tax on this amount will be withheld from the employed staff’s paycheck.
• Transportation and non-catered meals will be the responsibility of the attendee. This may be paid out of pocket or from an InterVarsity account (with supervisor approval and taxable income self-reported).

Non-Staff Family Members or Caregivers Staying at the Hotel but Not Attending SC24

Staff are welcome to bring their families/caregivers to enjoy the city and the public amenities of the Rosen Centre Hotel. SC24 programming and meals will be reserved for paid registered participants.

• For Non-Staff Family/Caregivers, certain rules and restrictions will apply toward what is reimbursable and what is not in accordance with IRS regulations and accounting guidelines.
• Family members/caregivers are responsible for all housing, meals, and transportation. These expenses are not reimbursable and must be covered out of pocket.

Children

Childcare will be offered for children ages three and under.

• There will be no costs for housing and meals.
• Travel expenses must be covered out of pocket.
• See Childcare section under Onsite in Orlando for additional information.

Ministry Partners & Board Members

Ministry and Organizational Partners

At SC24, we will have the opportunity to host ministry and organizational partners from key church partners, alumni, and guests, as well as those connected to the EveryCampus initiative.

• The following costs for these specific partners and guests will be covered by an InterVarsity host department, ministry, or staff:
  • Hotel Room Rate: $123+tax per room per night
  • Daily Conference Fee: $200 per day. This includes program and catered meals.

Board Members

Anyone serving on the Board of Trustees is welcome to attend SC24.

• Board members cover their own expenses (housing, meals, and travel); however, they may submit an expense report in order to be receipted for their expenses as charitable deductions.
• Spouses of board members must cover their own expenses (housing, meals, and travel). These expenses will not be eligible for reimbursement.

Day Pass Attendees 

Day Pass Attendees are welcome to attend SC24 as official participants.

• Registration for a day pass is $200 and will give access to all programming for the day, as well as all catered meals.
• Transportation and parking costs will be the responsibility of the day pass attendee.