EVOTEK Expense Guidelines

By registering for this event, you are expected to adhere to the following EVOTEK Expense Guidelines, and any expenses that fall outside of these terms will need prior approval by a manager.  

 As a reminder, groups of employees will often get together outside of the event window. Please do not assume those to be company-sponsored events. Please confirm sponsorship by a vendor or marketing before adding your expenses to someone else’s tab. In such cases, it is best to cover your own tab to account for compliance with company policy.  

Food & Beverage 

  •  Food & Beverage will be available during the EVOTEK event window. 
  •  The EVOTEK event window will be on Thursday from 6:00pm – 8:00pm CST, Friday, April 19th from 8:00am CST to 9:00pm CST, including Breakfast, Lunch, and Dinner. It also includes Dinner on Saturday, April 20th. 
  • Summit Meal Reimbursement – Employees will be provided a $200 meal stipend to cover meals outside of the company sponsored events.  A separate stipend will not be provided for the plus ones. After the event, submit for $200 maximum in Concur using the type ‘Summit Meal Stipend’.  Receipts will not be required.    
  • Separate management and team dinners will not be reimbursed above and beyond the stipend as the Company is sponsoring the events for the purpose of the teams to be together.   



  •  Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the business office.  
  •  Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. 
  •  Coach class or economy tickets must be purchased with no first or business class allowed.
  • Flights must be booked by March 15th.  Any bookings after March 15th will require approval by Marketing Manager. 
  • Travel expense will only be reimbursed if flight is within one day of event (before or after).

Ground Transportation 

  •  Rideshare application to and from the airport such as Uber and Lyft are preferred. 
  •  Travelers are expected to request standard services and rates such as UberX or Lyft Standard. 
  •  Premium, XP, or VIP car services are restricted. 
  • Ground transportation reimbursement will be limited to the following: 
  • To and from home and airport (unless airport parking) 
  • To and from hotel and airport 
  • To and from hotel and company sponsored Saturday night venue 
  • Note: Friday’s event will be within walking distance.  If ADA impacted, please let Marketing know.   
  • All other transportation in Nashville will be on your own expense.  



  • Flight WiFi and beverages will not be reimbursed



  • The hotel room and taxes will be paid by Marketing.    
  • During the reservation process, you will be asked to provide a card for incidentals. These incidentals will not be reimbursed.  Please see details on meal stipend above.   
  • Hotel guests will be provided free WiFi 

Submitting Expenses 

  • IMPORTANT: Any and all expenses related to this event will need to be submitted using the following code in Concur under the “Marketing Event” dropdown: