Travel Life Cycle Exercise:

SCTEM 2018 is fast approaching! As a supplier attendee, you are receiving this communication so we can share information about a new concept for our attendees this year.

This year we have a new, exciting opportunity for attendees! The Travel Life Cycle is an exercise in which EDU attendees will be part of a team of business travelers experiencing the good, the bad, and the ugly of travel. Each team of travelers will be assigned a scenario. Within each scenario, there are multiple challenges signified by game cards.

Your role, as our all-knowing supplier partner, is to assist the teams of travelers by providing solutions related to your field of expertise. Teams will be given game cards with travel interruption challenges and hints for supplier assistance.

Throughout the Travel Life Cycle exercise, EDU teams will be seeking out advice and solutions from you! You will have the opportunity to help them find solutions with your expertise and share information about your services and products. This hands-on experience provides the opportunity for EDU attendees to evaluate the meaningfulness, maneuverability, and reasonableness of their current policies and procedures.

We expect this to be a wonderful opportunity for our suppliers to explain benefits of their services and offer viable solutions to a variety of travel challenges. This customer-facing session is offered to you as a conference attendee; there are no additional costs associated with this opportunity. Feel free to display any “giveaways” you’d like to share during this session.

Shipping of Trade Show Materials

Due to limitations in secured storage, the hotel will accept packages as follows:

  • Ship packages/boxes to arrive between 9/19 & 9/21
  •  Boxes must be less than 50 lbs.

Ship to:

Renaissance Austin Hotel

9721 Arboretum Blvd

Austin, TX  78759


Please mark each box with:

ATTN:  Debbie Gulliver

Society for Collegiate Travel & Expense Management, 9/23-9/26/18

YOUR NAME and number of packages (example:  1 of 3, 2 of 3, 3 of 3).



Storage/Handling Fees:

Standard Size Boxes (up to 25Lbs) | $10/box

Larger/Heavy Boxes (Between 25-50 Lbs) | $15/box

Exhibitor Rolling Cases | $20 per

Pallets | $175/pallet

Sales Tax added to above Pricing

**Hotel cannot accept large items, Exhibit freight, or crates.   Please review freight guidelines.**


Receiving & Storage of Materials:

The Renaissance Austin Hotel cannot be responsible for receiving, storage, or handling of freight material.  A drayage firm is required for exhibit materials and crated materials.

Any item over 250 Lbs. must be delivered to the Event Location by a drayage company at the client’s expense.  This includes heavy machinery or large equipment used for tradeshows. 

Tradeshow Set Up:

  • Tradeshow should be set by 8:30 on Monday Morning.
  • Set-up is available between 7:00a.m. and 8:30a.m. coordinated by Andy, Jimmy and Derek our Tradeshow and Sponsor Marshalls.
  •  Boxes will be deployed between 6:15 and 7:00 a.m. on Monday morning.

Post Conference Shipping:

Please seal all packages and attach pre-paid labels.  Once ready, please contact the Renaissance Austin Hotel’s Banquet Staff.  Banquets will pick up and deliver to their loading dock for shipping.

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