University Logistics

We are at the Caribe Royale Orlando again this year!

Room Reservations – Master Account

Room reservations have been made according to your registration:
  • Role-Play Competition Only – one bedroom suite reservation for faculty coach and one bedroom suite reservation for role-play competitors. Participating schools in the Role-Play Competition are allotted 2 rooms. All one bedroom suite student rooms paid by ICSC require double occupancy at minimum unless approved by the Program Manager, see additional information below. Suite rates are based on single/double occupancy, additional adults are $15/each per night.
  • Role-Play and Sales Management Case Competitions – one bedroom suite reservation for faculty coach, one bedroom suite reservation for role-play competitors, and one bedroom suite reservation for case competitors. Participating schools in both Competitions are allotted 3 rooms. Suite rates are based on single/double occupancy, additional adults are $15/each per night.
  • One Two Bedroom Villa – a limited number of villas are available at no additional charge on the nights that ICSC covers room rates. The rate on additional nights is $324. Contact Shannon for additional details if interested, See Villa accommodations. One villa counts as two allotted rooms. Villa rates are based on up to four adults. Additional adults are $15/each per night.

ICSC will cover the room rates for these rooms on the Master account for the evenings of Wednesday, October 30th, Thursday, October 31st, Friday, November 1st, with checkout on Saturday, November 2nd.

If you are a coach and you want access to your student rooms, please do not add your name as a guest in the room. This will cause you to get charged as the 3rd person in the room at the rate of $15/per night. Instead contact Shannon Young to let her know so she can add your name to a comment on the back end. This will provide you with room access at no additional cost.

Only the cost of the room will be covered on the Master account, you will be responsible for any incidentals and nights extended as they will not be covered by ICSC. At the time of check in, a hold is placed on your personal credit card at $50 per night/per room for incidentals and or damages. Rates may change, inquire at the time of check in.

Make Changes to your Hotel Reservations

ICSC Master Account Rooms

Reservation confirmations for allotted rooms (rooms paid by ICSC) will  be emailed to the faculty coach. Keep this confirmation on record as you will be responsible for making the necessary updates to your room reservations to include name and date changes. Before the event, you should update the official name of the persons in the room on the reservation. This will assure payment by ICSC.

You may make extensions or changes to dates outside of what ICSC has identified as covered, these additional nights will be the responsibility of the University. The discounted room rate is guaranteed 3 nights pre-event and 3 nights post event. At the time of check-in a credit card will be collected to cover extended dates.

To update your room reservations online, click this link provided in your room reservation confirmation that was received by email  on Tuesday, April 2nd.

Make changes to your reservation(s) online

If you do not have your reservation confirmation,

  1. Click here:
  2. Choose the “Manage Existing Reservation” tab.
  3. Enter your reservation number
  4. Enter your email address. This email address will be the email address for the person that registered the team.
  5. From here you may edit your reservations dates, guest names, and add a credit card for extended nights. However, a credit card is not required until check in at the hotel.

Check in after 4:00pm, Check out 11:00am.

Contact Shannon Young with any questions and or cancellations. You will not have the ability to cancel room reservations through the hotel or online. ALL CANCELLATIONS MUST go though Shannon.

Disney Night Extension

If you choose to stay the night of the 2nd, lodging costs will be out of pocket. You do not need to make a new reservation; you may extend the room reservations currently in place. A credit card will be collected at the time of check in to cover the additional lodging expenses. The discounted room rates are 169+tax/per night (rate $169 + local tax  6.5% (10.99) + hotel tax 6% ($10.14)  = $190.13 total) and Villas are $324.00+tax/per night (rate $324 + local tax 6.5% (21.06) + hotel tax 6% ($19.44) = $364.50. If you live in Florida and have a Certificate of Exemption from your school bring it along and show at check in to avoid taxes.

You can manage this change online:

  • Click here:
  • Choose the “Manage Existing Reservation” tab.
  • Enter your reservation number
  • Enter your email address. This email address will be the email address for the person that registered the team.
  • From here you may edit your reservations dates, guest names, and add a credit card for extended nights. However, a credit card is not required until check in at the hotel.

No Show Rooms

The hotel and ICSC will email you room confirmation numbers for your team. PLEASE REVIEW thoroughly. It is the responsibility of the participating university to communicate and or make any updates and changes online.

Reservations cancelled within five (5) days of arrival will be charged one (1) night’s room & tax, Including no-shows.

“No show rooms” are rooms reserved on behalf of the participating university where no one checks in. ICSC does not pay for no show rooms. No show rooms will be billed to the participating university and the charge will be deducted from the participating university’s travel reimbursement.

Personal Pay and Prepay

The host hotel is the Caribe Royale Orlando, room reservations are available at the discounted contract rate of $169 per night + tax for double occupancy (rate $169 + local tax @ 6.5% (10.99) + hotel tax 6% ($10.14)  = $190.13 total). This discounted room rate is valid 3 days pre-event and 3 days post event. CLICK HERE to make additional room reservations for a staff member or an additional faculty coach.

The cutoff date to reserve rooms in addition to the ones covered by ICSC is Tuesday, October 8th. Be sure to make your additional/personal pay reservations before this date to take advantage of the $169/per night discounted rate.

In September/October, once names and rooms have been finalized you may pay for additional nights, etc. You may edit your registration online, go to the credit card section and add the card details.

Reservations cancelled within five (5) days of arrival will be charged one (1) night’s room & tax, Including no-shows.

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

Disney Tickets

Each registered students is eligible to earn a free ticket to Disney. One faculty coach from each university is eligible to earn a free ticket to Disney.  See Career Fair Rules to find out more.

Additional discounted tickets may be purchased in advance by check or credit card for $114.

These are after 1 pm tickets to be used on Saturday, November 2nd. These tickets can only be used on November 2nd.

Due to the Pandemic Disney continues with pre-assigned park choice for bulk ticket purchases. You may choose one of the four parks to visit: Magic Kingdom, Disney’s Hollywood Studios, Animal Kingdom, Epcot (please note that the parks close at different times – google to find out closing times).

Once you decide, the park choice cannot be changed and if there is an attempt to change online or on the app it will void all group tickets. So once assigned, please DO NOT try to change the ticket date or park choice.

Once you have FINALIZED your park choice, COMPLETE THIS FORM to choose your park. The deadline to submit is Friday, September 13th. Please verify the number of tickets you order is correct. If you have made an error on this form please contact Shannon Young,   PLEASE DO NOT create two forms.

If you have not identified your students by September 13th, it is best you take an educated guess. Ticket orders will be based on your responses and no additional tickets will be ordered. If no response is received from your university by the deadline date, Epcot will be the default choice.

The tickets are non-transferable and non-refundable. Contact Shannon Young,, for an invoice if you are interested in purchasing additional tickets or if you have any questions. Payment for additional tickets MUST be received by Monday, September 13th.

IF YOU DO NOT need tickets to Disney. Please complete this short form with your name, email, the name of your University and indicate NO for the question do you need tickets to Disney.


It is recommended that you arrive in Orlando by 3:00 p.m. on Wednesday, October 30th and schedule your flight for departure no earlier than 4:00 p.m. on Saturday, November 2th.

With the following conditions, reimbursement for airfare or mileage will be reimbursed for the faculty coach (1) and the competitors in the Role-play Competition (2) and Sales Management Case Competition (2).

  1. Airfare MUST be booked at least FOUR WEEKS before your arrival date (by October 2nd). At maximum, you will be reimbursed the rate of airfare at the time of the deadline (you will need to email Shannon a PDF showing the cost of airfare on October 2nd) or each week after the deadline you will be deducted $50.00 per ticket per week (starting on October 3rd), whichever penalty is the highest.
  2. Please contact Shannon Young before booking if a plane ticket exceeds $1000 per person. 
  3. IRS requires ITEMIZED RECEIPTS showing the airfare payment along with the FULL AIRFARE ITINERARY in order to process the reimbursement. Please be sure to acquire these items at the time of purchase. No exceptions.
  4. Complete the necessary forms and submit for reimbursement before the posted deadline. NO EXTENSIONS WILL BE ALLOWED.

If there are any questions along the way, please contact Shannon Young.

Please NOTE:

  • Additional fees including Baggage and Booking Fees are not reimbursable items.
  • NO JPG OR SCREENSHOTS WILL BE ACCEPTED. It is preferred that all receipts are saved ON YOUR COMPUTER in a PDF version and attached to the travel reimbursement request email.  Saving on phone typically produces poor ineligible quality so that is a NO NO. Review your attachment before sending to assure it is complete and legible. Illegible items will be extremely delayed as they will be placed to the bottom of the stack. If needed, you may forward the original confirmation email directly to me or include as an attachment.


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.


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. If ground travel begins/ends outside of 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.

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

Onsite Hotel Parking

Self-parking for registered guests is FREE.


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

  • SuperShuttle – Click here to book your transportation or call (800) 258-3826.
  • Mears Transportation Group – Call (407) 423-5566 for more information


Lunch will be provided each day of the competition for registered participants. Vouchers will be provided to each registered participant for the pick-up of Thursday and Fridays lunch. 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,, by Friday, October 6th.

Any meals, snacks, etc. other than lunch is an individual cost. Additional meals may be provided at the discretion of the event Foundation.

There are a variety of resort restaurants available to those in attendance.


Complete this Expense Reimbursement Request Form, one form per payee, and submit it to Shannon Young no later than Friday, November 22, 2024, by email, fax, OR mail, as listed on the form.  Reimbursements MUST be postmarked by November 22, 2024. Any requests submitted after this date will be subjected to a 50% penalty. Reimbursement Requests WILL NOT be accepted after Friday, December 6, 2024.

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

Expense Reimbursement Request Form including receipts and or documentation should be sent in one submission. Multiple e-mails will only delay the process further. Reimbursements will be processed as quickly as possible in the order in which received.

A complete submission includes:

  • Expense Reimbursement Request Form (one form per payee. An additional form is ONLY needed if payment is to a different payee.)
  • A FULL Itinerary and Itemized Receipt for each person in which you are requesting reimbursement. Receipt MUST show the completed transaction or you may send your credit card statement.
  • If using a travel agent – itemized bills from flight charges are required. Booking fees are a non-refundable item.

COMPLETE DOCUMENTS ARE REQUIRED, do not send pictures of receipts and or forms, they will not be accepted. Documents should be sent in PDF format (do not use phone apps) or you may attach the confirmation and send via email.

Monetary Award Winners

Congratulations to all of our award winners. Complete this Award Winner Claim Form, and submit it to Shannon Young by noon on Friday, December 6, 2024, by email, fax, OR mail, as listed on the form.  Requests MUST be received by noon on Friday, December 6, 2024 and must include the Award Winner Claim Form along with completed W9 Form.

On the W9 you must complete boxes 1, 3, 5 & 6. Also provide the winners SSN under Part I then sign and date the form. For box 3, check Individual, sole proprietor or single-member LLC.

W9 forms is an official IRS document therefore you cannot type your name. I need your actual hand to paper signature or you can e-sign using an official certification company such as DocuSign, etc..

Do not send pictures of forms, they will not be accepted. Documents should be sent in PDF format only (do not use phone apps).

NO Requests will be accepted after noon on Friday, December 6, 2024.

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 FRONT DESK  by Thursday, October 31st. We are looking forward to 100% participation and are really excited to team up with this charitable organization and provide support to the people in the surrounding counties. To find out more CLICK HERE. By donating you will also earn team points towards the Collegiate World Cup of Sales.

Florida State University Sales Institute