All attendees will book their own travel through eTravel/Concur. Please view the instructions below. We will review travel arrangements and will reserve additional hotel nights accordingly to coincide with travel arrangements.

Associates must be on the approved Store Allocation list in order to book flights. Please book your flights according to the CONUS/OCONUS schedule above.

Only those associates who are within allocation, as identified on the Store Allocation list, may use the MCS Facility ID code (3729602200) for booking flights. All associates who are out of allocation must use their own facility number for the travel expense.

All attendees will book their flight arrangements through the eTravel/Concur system directly.

ETRAVEL/CONCUR site - you must be on an EXCHANGE computer connected to the Exchange network and using GOOGLE CHROME browser: https://aafesexchange.sharepoint.com/sites/11/2/eTravel/default.aspx

Click on CGE at the bottom of the page to sign into Concur, then click the "I AGREE" button to create your voucher.

GUIDANCE FOR BOOKING TRAVEL

CONUS

• CONUS attendees may arrive on Sunday, 8 March 2026 into the Dallas/Fort Worth International Airport (DFW) or Dallas Love Field (DAL).
• CONUS attendees should make plane reservations to leave on flights before 1200 (Noon) on Thursday, 12 March 2026 from Dallas/Fort Worth International Airport (DFW) or Dallas Love Field (DAL).
• Attendees who are driving (not flying) to the Exchange MCS Conference must still have travel authorization to receive per diem funds.
• Local attendees who will be driving to the conference should indicate this on their registration or email jimi@xcelevents.us.

OCONUS

• OCONUS attendees may arrive on Saturday, 7 March 2026 into the Dallas/Fort Worth International Airport (DFW) or Dallas Love Field (DAL).
• OCONUS may depart on flights before 1200 (Noon) on Thursday, 12 March 2026 from Dallas/Fort Worth International Airport (DFW) or Dallas Love Field (DAL).

AIRLINE RESERVATIONS

IMPORTANT: Prior to booking airline tickets, attendees must have TDY orders with the following MCS Seminar facility and account number information. Ensure your local HR is working on your orders now.

• MCS Conference Facility Number: 3729602200
• MCS Conference Account Number: 364-04

Booking a non-refundable ticket is often cheaper, however, penalties and change fees are charged for ANY changes made to the ticket. In addition, the ticket cannot be transferred from one traveler to another.

• Any cancellations or changes MUST be coordinated with Exchange Conferences; non-emergency changes will be charged to the local exchange/region.

HOW TO MAKE YOUR AIRLINE RESERVATIONS

• Associates listed on the Store Allocation list will book flights using MCS Conference Facility ID 3729602200 (no spaces or dashes) and account number 36404
• Associates out of allocation will use their respective/assigned facility number.
• All attendees must book their flight arrangements through the eTravel/Concur system directly.
• Click HERE to access eTravel/Concur training guidance
• All airline tickets will be booked using the lowest price ticdket, which may be non-refundable. Booking a non-refundable ticket is often cheaper; however, penalties and change fees are charged for ANY changes made to the ticket. In addition, the ticket cannot be transferred from one traveler to another. Any cancellation must be coordinated with Exchange Conferences immediately. Cancellations or changes that are not an emergency or otherwise approved by Exchange Conferences, will be charged to the Exchange/Region that requested teh cancellation or change.
• Once you receive your itinerary, you MUST upload it to the below link NLT 1 February 2026:
  • Click here to upload your flight itinerary
    • Click here for instructions  

IMPORTANT REMINDER! Attendees MUST complete Concur Travel Forms & Travel Orders by 1 February 2026.

If you do not book your flight by the deadline, and still wish to attend, your local facility must pay for your flight.

IMPORTANT NOTES:

• Attendee must complete travel request forms and documents by 1 February 2026.
• Be sure to UNSELECT "Find a Hotel" when you are booking your flight, because we will book your hotel for you (pg 7 of the Concur Travel Guidance). You should NOT book a hotel in Concur as this will result in a duplicate reservation. Please ONLY book flights.
• Once the flights are noted, please do NOT add a rental car to your itinerary. Rental cars will NOT be paid for by the MCS Summit event.
• Once the flights are confirmed, you will need to create the travel authorization.
• Your flight reservations must be confirmed and approved by your supervisor for your flight(s) to be ticketed.
• Ensure your TDY orders are uploaded to your travel authorization.
• Under M&IE, breakfast will be provided by the MCS Summit, you will be reimbursed for lunch and dinner.
• The TRIP NAME should be the 'MCS CONFERENCE Dallas 9-11 MARCH 2026'.
• Type Code is: TDY Travel.
• Trip Purpose: TDY.
• Document Detail: Copy from Trip name.
• Once your Travel Authorization document is completed, you must click to sign your document to route to your supervisor for approval.
• If your trip has not been approved by the applicable deadline, your trip will automatically be canceled.
• Once your trip has been approved, the status will change to confirmed. 48-72 hours prior to your flight departure, the status of the trip will change from Confirmed to Ticketed. This indicates your flight arrangements are in place.

QUESTIONS ABOUT TRAVEL:  please contact: zzExchange Conferences. 

CONSTRUCTIVE TRAVEL

Constructive travel for personal reasons taken before or after the MCS Summit must be booked separately.

Questions about Constructive Travel: Please contact Exchange Conferences zzExchangeConference@aafes.com 

TRAVEL ORDERS

Attendees must have TDY orders with the following MCS Conference facility & account information:

On the Profile screen, be sure to update the Facility ID to the MCS Summit Facility Number: 3729602200 and account number 36404 (no spaces or dashes). Save profile changes. This will ensure that the MCS Summit will pay for your travel versus your individual Exchange store. NOTE: if attendee does not use the correct facility/account on their orders, then the attendee's facility will absorb the TDY costs.

Be sure to note in the comments "MCS Summit".

If you have any questions on how to use the form or questions about your travel reservations (to include changes), please send an email to: zzExchange Conferences.