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The Best Conference Budget Template (& Planning Tips)

Published on 04 May 2022

While there are many definitions of success when it comes to planning and executing an academic conference, adhering to a predetermined budget is part of every successful conference.

A detailed, well-organized conference budget is a vital element of conference planning . Without this centralized location for tracking all of your income and expenses, it’s easy for the financials to get out of control.

Ensuring the conference planning committee follows that budget and communicates any situations where the budget is not followed is a primary responsibility of both the Conference Chair and Finance Chair.  

In this article, you’ll find the following resources to help you prepare your budget:

How much should you budget for a conference?

• Our In-Person and Virtual Conference Budget Templates

How to Plan a Conference Budget in 8 Steps

There are many factors that will influence the budget needed for a conference. For in-person conferences , the cost will typically be around $15.000-$50.000 for smaller events and $100.000-$500.000 for larger ones. Small virtual conferences will be around $2.500-$10.000 and larger ones $20.000-$50.000+ for a multi-day event managed by a virtual event production company.

The main costs to consider when setting the budget for an in-person conference will be related to the venue. These include the venue rental and setting it up. It also includes audio/visual equipment, food and beverages, swag or conference giveaways, tables, chairs, linens, cleaning staff, serving staff, and more. 

The budget for a virtual conference will prioritize software-related expenses. While conference organizers don’t have to worry about venue costs, you will need to consider the costs associated with event planning software that will be needed to execute the conference.

The functions of this software go beyond just registration, to also manage live streaming and breakout ‘rooms’ for instance for networking or virtual poster sessions . The costs associated with this software can be far more significant than those needed to manage submissions, peer-review , and registration processes of an in-person conference. 

Ideally, using a software that helps you manage everything in one place is best, this way you don't pay extra for 3-4 different tools. You can also streamline your event management and save a lot of time. A free tool like Fourwaves enable you to manage:

• Registrations and payments
• Abstract Submissions and Peer reviews
• Event website
• Networking and communication
• Mass emailing and more

For virtual, hybrid and in-person events

Other factors to consider when determining your conference budget include:

• The final budget from last year’s conference (if this exists)
• If this is the first year for this conference, seek out historical information on the budget of a similar conference that has passed
• The percentage of your expenses that are fixed vs variable
• Whether you qualify for government grants, rebates, or tax exemptions

Our Conference Budget Template

We’re providing you with a conference budget template to help make things easier for your conference planning committee’s finance sub-committee.

There are many budget templates available out there. Here’s what sets this one apart:

• It pre-populates the most common expenses and revenue sources specific to both in-person and virtual conferences
• It comes pre-set with the formula you need to add revenue, subtract expenses, and calculate net profit
• It allows you to sort variable and fixed expenses , which is important in ensuring your committee sticks to the budget and does not let any expense items slip through the cracks. Fixed costs are based on overheard – they are static and will not change. Variable costs are based on volume – these will change depending on the number of people registering to attend or present at the conference. 

You can see a screenshot of our conference budget template below, or download the Excel file here or access it via Google sheet .

1. Select a Finance Chair for your organizing committee

This person will be responsible for working with the Event Chair to set up a Finance Sub-committee to set an event budget and request regular updates from the other sub-committee chairs on where things stand in terms of event revenues and expenses.

2. Determine if the event is in-person or virtual

Expenses incurred for in-person events are vastly different from those for virtual events. While in-person events need to consider things like a physical venue, food and beverages, equipment rental and decor, virtual events have significantly more extensive software requirements and tech support to plan for.

Both event types will require abstract submission software and registration software, as well as line items like marketing and entertainment. 

3. Choose your venue and determine the price

Venue rental is one of the main fixed costs associated with an in-person conference. In order to set an accurate budget that helps your committee project real potential conference revenue, this decision should be made as early as possible.

4. Choose your software partners and determine the price

Software that allow your organizing committee to call for papers , execute a proper peer-review process (a very important step to differentiate your event from a predatory conference ), and manage event registration are all budget lines for both in-person and virtual events.

However, virtual events require more advanced software that actually runs the events in real-time, creating a seamless experience for conference-goers who have registered for a pre-arranged agenda of presentations. This can add a considerable cost to the expense line of your budget.

5. Choose your vendors and determine the price

For in-person events, the vendors you select to provide your audio/visual rentals, food and beverages, and decor can vary substantially in terms of costs. Consider how much you want to spend on these budget lines and consider vendors based on how well they fit your budget.

6. Determine your various registration costs

Whether an event is virtual or in-person, there are costs associated with pre-event registration, as well as registrant sign-ins on the day of the conference. Consider each and every expense that will come into play here and work closely with your organizing committee to ensure that all registration-related expenses are accounted for in your budget.

7. Estimate the number of registrants based on your knowledge of the field being researched

Take a look at past conferences related to the same subject-matter focus of your event. Is this a large field, or a smaller, niche market? This information can help give you an idea of how many registrants and applicants you will receive for your event, which will help you choose which software to buy, the size of event space you need, and the volume of food, drinks, marketing material and entertainment. All of this information is important to help you plan the expenses and revenue generated by your event. 

8. Create an accessible budget

Now that you’ve considered all the line items that you’ll need to include in your budget, it’s time to actually get the ball rolling. Create your budget using one of the templates provided above, and make sure it’s saved in a space that is easily accessible to all committee members. This is easy to do through Google Docs and Sheets, but you can also set up shared drives containing the most recent Excel or PDF versions of your budget. 

While the main goal for most research conferences is to share new findings in a particular field and provide academics the opportunity to share their work and solicit feedback, no one ever wants to run out of money. 

A simple, easy-to-update conference budget combined with regular committee updates on where things stand in relation to that budget are crucial to executing a well-organized, profitable research conference. 

It’s easy to make mistakes when setting a conference budget, and it’s difficult to start from scratch. That’s why we’ve provided these handy tips, tricks, and templates to give you a solid starting-out point and help you focus on what you do best – organizing a successful, engaging research conference.

And if you need help with the management part of your conference, take a look at our easy event management software . You can try it out yourself for free or book a demo so we can show you around.

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Conference cost estimates for extra expenses to make your event memorable 

1. gifts and swag, estimated cost: + $2 to $8 per item .

Conference swag bags and other fun takeaway gifts really make an impression. Include inexpensive promotional and usable items, such as branded pens, mini padfolios, tote bags, USB flash drives, fidget spinners, or custom power banks.

2. Unique experiences

Estimated cost: + $0 to $800 per experience .

Provide a unique experience or two during the event that gives everyone a break from all things business. After all, breaks are essential for networking and recharging the brain during the workday. 

• Rent a karaoke machine for afternoon breaks. +$250 per day
• Set up a photo booth at the event wrap-up party. +$125 to $200 per hour
• Bring in a magician or stand-up comedian to entertain during the afternoon slump. +$200 to $450 per hour  
• Provide board games and cards for breaks and lunches. + $0 to $100 (if you have to purchase a few games yourself)

3. Entertainment

Estimated cost: $650 to $1,700 per event .

Whether it’s background music or a string quartet playing classical pieces through the lunch hour, music elevates events . 

4. Decorations 

Estimated cost: +$200 to $1,000.

Balloons, flower arrangements, centerpieces, and even red carpets add visual appeal, transforming a so-so space into a vibrant gathering spot. If you prefer to leave the decor to a pro, the average cost of hiring an event decorator runs between $830 to $1,110.

5. Off-site events

Estimated cost: +$40 per person to $2,000 per event .

Off-site events are great for team building and getting to know others outside the workplace. Some events can be held during conference hours or after the day’s end.  

• Set up a private screening at a local movie theater. +$40 per person. Most theater chains have deals that include concessions and ticket pricing for a reasonable rate. 
• Rent out a bowling alley. + $1,000 to $2,000 based on peak times.  
• Set up a wine tasting event at a local vineyard or beer tasting at a craft brewery. + $15 to $25 per person.

Remember: prices on all of these items can run higher, or lower, depending on a wide range of factors. When planning your expenses for an event, though, it’s better to plan above the average than below to keep from going over budget for complete organization.

Now put this conference cost estimator for event expenses to use!

Now that you have a firm grasp on the expenses, dive into the top secrets of planning a large scale event with minimal stress. Or, discover how event planning software  can help you keep your contacts, vendors, and layouts organized. 

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How to Wisely Plan a Budget for Conference Trip

Read a summary or generate practice questions using the INOMICS AI tool

Planning a budget for a conference trip is fairly straight forward, but if this is your first conference then you need some basic information to help you with your planning. Here are some tips on how you can plan your budget.

Check up on your institutional funding

Your conference costs should be covered by your institution – either by your program, your department, or your university – so find out who is providing the funding. You need to contact the finance department or find the relevant set of guidance about expenses on the university website. Different organisations will have different rules about exactly what is covered, how much you can spend, and what level of expenses are acceptable. There might be rules such as a maximum amount that can be spent on accommodation per day.

Specific expenses

You should allocate money the following items for your budget, provided they are covered by your institution:

• Travel costs, including flights, transfers from the airport, buses fares while you are there, and possibly taxi fares
• Accommodation costs
• Cost of registration for the conference
• Costs of conference events such as the conference dinner
• Possibly a daily per diem for small daily expenses

Conference expenses should usually cover an economy class flight to the nearest airport to the conference, plus the cost of transfers from the airport to the location. Generally, institutions will cover the cost of economy class flights, but not business class or first class unless you are very senior. Don't forget to take account of the travel costs you will incur during the conference week, such as costs of taking a bus from your hotel to the conference venue.

Also, you may need to budget for taxi rides. In most situations, it would be acceptable to expense the cost of a taxi on the way home from a late night dinner event, for example, but you would be expected to travel mostly on public transport when it is available.

If you want to travel to the conference location a few days early or to stay on a few days afterwards, it is usually not a problem for expenses claims. You can only claim accommodation costs for the days of the actual conference (for example, if you stay for 6 days but the conference only runs for 3 of those days, you ca only claim for 3 days of accommodation costs), but if there is not a big difference in the cost of the flights when they are a few days apart, then it will be fine to claim the costs.

Accommodation

You will generally be expected to find the most affordable accommodation, within reason. For academics who are postdoctoral or more senior, it would be typical to stay in their own room in an affordable hotel. Masters and PhD students might sometimes be expected to stay in a cheaper hostel, however, even in these cases it is usually possible for them to have their own private room in the hostel.

Although you can get cheap accommodation if you are willing to share a room with others in a hostel, this is not an ideal situation for conference travel. You will need plenty of sleep in order to perform well at the conference, and shared rooms in hostels tend to be very noisy and chaotic. It is vastly preferable to have a private room, and the extra expense should be covered by your institution.

Food expenses

In some countries, such as Germany, it is common for institutions to have strict rules against paying for food expenses. Therefore, you will be expected to cover your own foods costs as you would if you were at home. In other places, however, you may find that a food budget can be provided for a conference trip.

Conference costs

The final set of costs you should consider is the costs of the conference itself. There will typically be a registration cost which you will have to pay in advance, and for which you should get a receipt so that you can claim the money back later. There may also be costs for events such as the conference dinner, or for joining extra workshops.

For lots more advice for attending your first conference, see our site at conference-monkey.org.

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Travel Tales in Every Click

• Travel budget

How To Plan A Budget Trip For Your Next Conference

• 1.1 1. Research and Book Early
• 1.2 2. Look for Discounts and Special Offers
• 1.3 3. Consider Alternative Accommodation Options
• 1.4 4. Pack Smart and Travel Light
• 1.5 5. Take Advantage of Public Transportation
• 1.6 6. Plan Your Meals in Advance
• 1.7 7. Attend Free or Low-Cost Networking Events
• 1.8 8. Make the Most of Your Conference Pass
• 1.9 9. Share Expenses with Colleagues
• 1.10 10. Extend Your Trip for a Mini Vacation

Save Money and Have an Unforgettable Experience

Attending conferences can be an incredible opportunity for networking, learning, and professional growth. However, the costs associated with travel, accommodation, and meals can quickly add up, leaving you feeling overwhelmed and wondering if it’s worth it. But fear not! With some careful planning and a touch of creativity, you can enjoy a budget-friendly trip to your next conference without sacrificing the quality of your experience.

1. Research and Book Early

One of the best ways to save money on your conference trip is to start your planning early. Research the conference dates, venue, and nearby accommodation options well in advance. Booking your flights and accommodation early can often help you secure the best deals and avoid last-minute price hikes.

2. Look for Discounts and Special Offers

Before making any bookings, make sure to check if there are any discounts or special offers available. Many conferences have partnerships with airlines, hotels, and even local attractions, which can provide you with exclusive deals. Keep an eye on the conference website, social media pages, and newsletters for any announcements regarding discounted rates.

3. Consider Alternative Accommodation Options

While hotels may be the most convenient option, they can also be the most expensive. Consider alternative accommodation options such as hostels, Airbnb, or even staying with friends or colleagues who live in the area. These options can save you a significant amount of money while providing a unique and local experience.

4. Pack Smart and Travel Light

Avoid excess luggage fees and save money on transportation by packing smart and traveling light. Only bring the essentials and consider packing versatile clothing items that can be mixed and matched for different outfits. Additionally, check if your conference venue provides any amenities such as towels, hairdryers, or toiletries, to save space in your suitcase.

5. Take Advantage of Public Transportation

Instead of relying on expensive taxis or rental cars, explore the public transportation options available in the conference city. Many cities have efficient and affordable public transport systems, including buses, trams, and trains. Research the routes and schedules in advance to ensure a smooth and cost-effective journey.

6. Plan Your Meals in Advance

Eating out for every meal can quickly drain your budget. Instead, research local grocery stores or markets near your accommodation and plan to prepare some of your meals yourself. This will not only save you money but also allow you to experience the local culinary scene by trying out some delicious and affordable street food options.

7. Attend Free or Low-Cost Networking Events

Networking is a crucial aspect of conferences, but it doesn’t always have to come with a hefty price tag. Look for free or low-cost networking events, workshops, or social gatherings happening alongside the conference. These events often provide an excellent opportunity to connect with like-minded professionals without breaking the bank.

8. Make the Most of Your Conference Pass

Conference passes usually include access to various sessions, workshops, and keynote speeches. Take full advantage of the opportunities provided by your pass and participate in as many sessions as possible. By maximizing the value of your conference pass, you’ll ensure you get the most out of your trip without spending extra money on additional activities.

9. Share Expenses with Colleagues

If you’re attending the conference with colleagues or fellow professionals from your industry, consider sharing expenses such as accommodation or transportation. Splitting the costs can significantly reduce the financial burden on each individual, making the trip more affordable and enjoyable for everyone.

10. Extend Your Trip for a Mini Vacation

If your schedule allows, consider extending your trip by a few days and turning it into a mini vacation. After the conference, take some time to explore the city, visit local attractions, or simply relax and unwind. By combining business with pleasure, you can make the most of your trip while still staying within your budget.

In conclusion, attending a conference on a budget is not only possible but can also be a rewarding and memorable experience. By following these tips and being resourceful, you can save money without compromising the quality of your trip. So start planning your next conference adventure and get ready for an incredible journey!

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Table of Contents

How to create a conference budget, checklist: event costs to consider.

• Don’t Forget About Promotional Expenses

Bonus: Get This Free Excel Event Budgeting Template

Get started with our event budget planning guide, guide for creating a conference event budget (free excel template).

Even in ideal economic circumstances, creating an event budget is a challenging feat. In an era of rising inflation and higher interest rates, it’s even harder. 

Not only are vendor prices on the rise and hard to predict, but it’s also increasingly common for hidden costs — such as permit fees, insurance, and security expenses — to impact bottom lines. Plus, there’s the issue of scope creep: What starts as a small idea can rapidly expand, creating additional budgetary pressures.

Making matters more challenging is the fact that 41% of event professionals are putting on more events in 2023, but 53% of them agree that the biggest challenge they face is decreasing budgets, according to Bizzabo data .

In other words, event teams have become masters of doing more with less . 

If you’re looking to create a conference budget that enables you to strike the perfect balance between what you can afford and the caliber of event experience you want to deliver, you’ve come to the right place. Keep reading to learn how to create a conference budget, costs to consider, and promotional expenses you won’t want to forget — plus get access to our event budgeting templates. 

When it comes to event budgeting, aim to produce a budget that is realistic, well-informed, and affordable. By managing your event budget effectively, you can increase the chances that your conference is a success and that attendees are engaged and have a good time. As you begin creating your event budget, remember these five tips to strike the perfect balance.

1. Set Realistic Event Goals Aligned with Business Goals

The better you can define your objectives and the outcomes you’re hoping to achieve at your next conference, the easier it will be to create a budget that helps you accomplish your goals. By setting realistic event goals , you can prioritize expenses and allocate resources effectively. 

2. Use Historical Data to Inform Your Budget

How much did you spend at your last event? Was it too much, too little, or just right? Analyze past conference budgets and expenses to get insights into spending patterns and identify areas where you can cut costs. Leveraging this historical data will enable you to make better-informed decisions about your event budget.

3. Don’t Overlook Small Items — They Can Add Up Easily

For many event professionals, it’s far too easy to overlook the small things that add up and significantly impact the budget. Some items include printing materials, signage, name badges, and Wi-Fi access. Create a list of must-have things for your event to ensure all essential costs are accounted for.

4. Overcommunicate with Stakeholders About the Budget

Creating an event budget involves many moving parts. To ensure you don’t overlook anything, maintain open lines of communication with all event stakeholders, including management, finance, and event sponsors. By clearly communicating expected costs, the rationale for each line item, and any changes throughout the planning process, you can ensure everyone is on the same page and manage expectations effectively.

5. Bring on Sponsors To Help Offset Costs and Increase Reach

No rule says you must pay for the entire event out of your pocket. One of the easiest ways to offset some of your event budget expenses is by actively seeking event sponsorship opportunities. In addition to providing actual cash, sponsors can help with in-kind marketing support and services during the event. This can enable you to stretch your budget while extending your event’s reach and enhancing the attendee experience.

Now that you know better how to approach event budgeting, let’s take a more granular look at some event costs you need to consider.

Staffing 

What are the costs of your employees planning, managing, and executing the event? What about third-party event professionals — like A/V technicians, caterers, and security personnel?

Consider the costs of hiring speakers for your conference, including speaking fees, travel fees, accommodations, and technology expenses.

Signage and Branding

Set aside money for signage, banners, posters, and other visual elements to display company branding and event information. Don’t forget about design, printing, and installation costs, either. 

Brand Activations and Special Experiences

If your event will have interactive exhibits, photo booths, or virtual reality experiences, figure out how much you’ll need to spend on production, equipment rentals, staffing, and other associated expenses.

How are you going to promote your event? Think about content marketing, social media marketing, email marketing, media placements, and other similar expenses.

Contingency Funds

No matter how meticulously you plan your event, it’s only a matter of time before unexpected expenses enter the equation. Set aside some cash so you can mitigate risks and navigate unforeseen circumstances.

Software and Event Technology

You’ll also need event management technology, including a mobile event app , attendance tracking tools , and other solutions. Be sure to consider all-in-one event management software so you can cut down on costs while getting everything you need to plan, promote, execute, and measure the success of your event. 

Budget for the venue rental fee, including setup and teardown costs, insurance, security, cleaning services, and technology costs.

If you’re planning to give away event swag, consider the costs associated with printing, shipping, storage, and design. Today, event attendees want swag that is more meaningful — think donations, reusable items, and sustainable materials — which could amp up your swag budget. 

Food and Beverage

Set aside funds for meals, snacks, and drinks, as well as plates, plasticware, cups, and napkins. Don’t forget that using compostable materials is practically a must with today’s event attendees, and this can increase your budget in unexpected ways. 

Don’t Forget About Promotional Expenses

Although many event promotion activities can be free, you’ll likely incur additional costs when you begin raising awareness about your event. These include the following:

• Paid search. To get more eyeballs on your event content, you will likely want to spend money on services like Google Ads. Consider the costs that stem from keyword research, ad creation, campaign monitoring, and cost-per-click rates for the keywords you’re targeting.
• Public relations. To generate buzz, consider hiring a PR agency that can help with media placements, press releases, and media kits.
• Paid social. Your events team will already be spreading the word on social media. To amplify those efforts, you can leverage paid advertising on sites like LinkedIn, Instagram, and Twitter.
• Direct mail. Depending on the nature of your event, you may also want to reach out to potential attendees via direct mail. If you go this route, consider costs associated with printing, postage, and procuring mailing lists.

Need help creating a budget for your next event? We’re giving you ungated access to the same event planning budget templates we use here at Bizzabo. With our virtual budget template, hybrid budget template, and in-person conference event budget template, you can accurately plot the budget for your next event. Click the image below or click this link to get your own copy of our templates.

Event budgeting is a delicate balancing act. We’re here to help even further! To learn more about creating an event budget that helps you achieve your goals, check out our free guide: The Event Budgeting Guide for In-person, Virtual, and Hybrid Events .

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Conference Event Budget: How To

Understanding Conference Budget Planning

When it comes to organizing a conference, budget planning plays a crucial role in determining the event's success. Understanding the ins and outs of conference budgeting is essential for event planners and organizers to ensure that all aspects of the conference are adequately funded.

One of the critical aspects of conference budget planning is identifying all the expenses associated with hosting the event. From  venue rental  and equipment costs to marketing and promotion, it is important to assess and determine the estimated costs for each item thoroughly. This can be done by conducting thorough research and obtaining quotes from suppliers or vendors to gauge the expenses.

In conclusion, understanding conference budget planning is essential for successful event planning. From identifying and prioritizing expenses to seeking revenue sources and tracking expenses, careful budget planning is vital for a conference's financial success. By dedicating time and effort to create and follow a thoughtful budget, organizers can ensure that all aspects of the meeting are well-funded, resulting in a memorable and impactful event for all attendees.

Conference cost estimates for 10 big-ticket event expenses

Hosting a conference can be an exciting opportunity to bring together like-minded individuals, share knowledge, and make valuable connections. However, organizing such an event comes with a multitude of financial considerations. From venue selection to catering, conference expenses can quickly add up. Let's delve into the ten significant event expenses that should be included in conference cost estimates.

1. Venue Rental: One of the most significant expenses is renting a suitable venue. Factors such as location, capacity, and amenities can significantly influence the price. Researching and comparing various venues is essential to find the one that aligns with your conference objectives and budget.

2. Audio-Visual Equipment and Services: Investing in quality audio-visual equipment is crucial to ensure smooth presentations and engaging sessions. Include expenses such as projectors, microphones, speakers, and professional technicians to manage the equipment setup and any troubleshooting that may arise.

3. Event Production: If your conference includes keynote speeches, panel discussions, or workshops, you may need to hire an event production company. Their expertise in managing technical aspects, stage design, lighting, and overall event coordination can significantly enhance the attendee experience.

4. Transportation: If your conference attracts participants from various regions, consider the cost of transportation. This includes airfare, ground transportation, and shuttle services between the venue and accommodation.

5. Accommodation: Depending on the duration of the conference, attendees may require lodging. Estimate the number of participants who will need accommodation and negotiate group rates with local hotels or consider partnering with accommodations in exchange for branding opportunities.

6. Catering: Keeping attendees satisfied and energized throughout the conference requires provisioning meals, snacks, and beverages. Collaborate with catering services to ensure a selection that meets various dietary preferences while staying within the allotted budget.

7. Event Marketing and Promotion: To maximize attendance, budget for marketing activities such as social media campaigns, website development, paid advertisements, and targeted email campaigns. Allocate funds for professional graphic design services to create visually appealing promotional materials.

8. Printing and Stationery: Every conference requires printed materials like programs, name tags, informational brochures, and signage. Consider the design, printing, and shipping costs associated with these materials to maintain a professional and organized event.

9. Speaker Fees and Travel Expenses: If your conference includes renowned  guest speakers , they may require speaking fees, travel expenses, and accommodation. Establishing a budget for these costs and negotiating arrangements is essential to ensure a productive and enriching conference for all attendees.

10. Event Insurance: Last but not least, it is crucial to factor in event insurance. This will protect against unforeseen circumstances such as cancellations, accidents, or property damage. The insurance cost may vary based on the scale and nature of the conference.

As you plan your conference, estimating these ten big-ticket expenses will help you create a comprehensive budget. You can host a successful event without breaking the bank by diligently researching, negotiating, and finding cost-effective alternatives. Remember, a well-executed conference can provide immense value and leave a lasting impression on attendees.

Conference cost estimates for extra expenses to make your event memorable

Planning a conference is no easy task. From finding the perfect venue to  inviting speakers and attendees , a lot of effort goes into organizing a successful event. However, to make your conference memorable and leave a lasting impression on the participants, you should consider some extra expenses. These additional costs can elevate your event to another level and make it exceptional.

One of the main factors that can make a conference memorable is the choice of a unique and impressive venue. While traditional conference halls can serve the purpose, opting for a more unconventional and outstanding location can create a lasting impression on your attendees. However, it is important to keep in mind that such venues usually come with a higher price tag. Depending on your budget, consider locations such as historical landmarks, art galleries, or luxurious hotels that offer scenic views or unique amenities.

Food and beverages play a crucial role in any conference. Providing unique and  high-quality catering  options can significantly enhance the experience for the attendees. While this may involve additional costs, it is worth investing in creative and  delectable menus  catering to various dietary preferences and restrictions. Collaborating with a renowned local caterer or a celebrity chef can add a touch of sophistication and make your conference stand out.

When planning a conference, it is essential to consider the entertainment and engagement opportunities for the attendees. Hiring a keynote speaker who is an expert in their field and can deliver a captivating presentation can significantly contribute to the success of your event. Additionally, incorporating interactive elements such as live entertainment, workshops, or team-building activities can create a memorable experience for participants.

While these extra expenses can elevate your conference to new heights, estimating and budgeting for them is crucial. Assessing the additional costs and finding the right balance between investment and return on investment is crucial in determining which extras are worth pursuing. Allocating funds wisely will help ensure your event is memorable without exceeding your predetermined budget.

Estimating the conference's extra expenses requires careful planning and research—contact vendors,  venues , and service providers to understand the costs involved clearly. Comparing multiple quotes and negotiating deals can help you get the best value for your money. Keep a buffer in your budget for unforeseen expenses during the planning process.

Ultimately, investing in extra expenses to make your conference memorable is an investment in the success and reputation of your event. Providing a unique and outstanding experience for your attendees can increase their satisfaction, boost networking opportunities, and ensure the longevity of your conference. Assess your resources and plan accordingly to create an event that lingers in participants' minds long after it concludes.

Why Budgeting Works?

Budgeting is often seen as a time-consuming and restrictive process. Many individuals prefer to go with the flow and spend their money as they wish, without any concrete plan. However, the truth is that budgeting is an indispensable tool for achieving financial stability and success. It allows individuals to track their spending, prioritize their expenses, and ultimately gain control over their money.

One of the main reasons why budgeting works is that it helps individuals understand their spending patterns. By creating a budget, one can track every dollar earned and spent. This provides valuable insight into where money is being unnecessarily wasted. It may be surprising to realize how much money slips through our fingers on unplanned expenses. Budgeting ensures that each dollar is assigned a specific purpose, reducing the likelihood of reckless spending.

Furthermore, budgeting allows individuals to prioritize their expenses wisely. It helps distinguish between essential needs and wants, enabling individuals to focus on what truly matters. With a budget, one can allocate a specific portion of their income towards savings, paying off debts, or investing for the future. By consciously setting aside money for these purposes, individuals can work towards achieving their financial goals instead of constantly living paycheck to paycheck.

Another remarkable advantage of budgeting is the sense of control and peace of mind it provides. When expenses and income are carefully planned, one can eliminate the stress of financial uncertainty. Unforeseen emergencies become less daunting as a safety net is built through savings. Moreover, budgeting creates discipline and self-control, empowering individuals to resist impulsive buying and other financially detrimental habits. Being in control of one's financial destiny empowers and allows for a greater overall well-being.

Lastly, budgeting promotes long-term financial success. By establishing clear financial goals and sticking to a budget plan, individuals set themselves up for a brighter economic future. Budgeting facilitates saving for significant life events, such as buying a house, funding children's education, or planning for retirement. It ensures that individuals are financially prepared and able to face unexpected challenges.

In conclusion, budgeting is not just a mundane task but an essential tool for achieving financial stability and success. It helps individuals understand their spending, prioritize wisely, gain control over money, and ultimately work towards long-term goals. By embracing budgeting as a positive and empowering tool, individuals can unlock the path to financial freedom and security.

In conclusion, creating a conference event budget is crucial in planning a successful event. By carefully considering all the necessary expenses, identifying potential sources of revenue, and closely monitoring the budget throughout the planning process, event organizers can ensure that they stay within their financial limits and deliver a memorable and impactful conference. A well-planned budget helps allocate resources effectively and allows for flexibility and adaptability in case of unforeseen circumstances. Whether you are organizing a small-scale conference or a large-scale event, taking the time to create a comprehensive budget will undoubtedly contribute to your conference's overall success and profitability.

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Appendix D: Sample Budget for Conferences and Seminars

Costs for project budgets - appendix d.

The expenses of hosting a conference or seminar are often recovered from multiple sources, including grants, contracts, and participant charges. Some sponsors have policies on reimbursement of Facilities and Administrative (F&A) costs and treatment of participant costs.

The following budget structures should be used when submitting costs to sponsors so that similar costs are treated consistently.

* Participants are individuals whose primary interest is as beneficiaries of the event. Participants may make formal presentations or give papers.  ** Registration fees are treated as income to offset the costs of the event (7C). Fees should be established based on total program costs including both the direct and F & A program costs divided by the number of expected participants.

Overview of Costs for Project Budgets (Budget and Costing Guide)

Appendix a: sample budget format showing major categories, appendix b: facilities and administrative (f&a) cost calculation detail, appendix c: sample budget justification, appendix e: cost sharing allowability matrix.

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A conference is a gathering which often lasts for a few days bringing together people who have a common interest. For a successful event, it is necessary to have proper planning of everything. The budget is also a major part of this management. The Conference budget template helps to analyze and manage things efficiently without any mismanagement and lack of funding. It’s a remarkable way to keep track of expenses when you’re managing an event as massive in scale as a conference. This is why you need the best conference budgets to make your planning and financial management job easier.

Step 1: Encompass the Cost of Marketing of the Conference

Step 2: incorporate the cost of accommodation, step 3: mention the revenue that will be spent on catering service, step 4: indicate the travel expenses in the budget, step 5: do not fail to include the miscellaneous expenses.

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CONFERENCE TRAVEL GRANTS (CTG)

CTGs fund 50% of your expenses (up to $500) to present your research at conferences or exhibitions.  CTGs can also be used to present original creative projects  at juried competitions for performance based disciplines . Presenting at conferences or performing at juried events can help you communicate your research findings, network with other researchers, and expand your understanding of the scope and nature of academic research.  Plus, it is great experience in learning to effectively present your work to others.

You can apply for a CTG to fund any accepted presentation at a recognized regional, national, or international conference or meeting in your field.  Check the   international projects  page for important information on travel restrictions.

After you receive this grant and if you receive financial aid and currently have a Northwestern scholarship, you might be eligible for additional funding to support this conference travel.  If you need emergency help to fund this travel, please review the  Emergency Aid Request   available through the financial aid office.  You can use the same document that you upload for this grant as your documentation. 

The deadline is rolling throughout the academic year. You cannot apply until you have been accepted by the conference/exhibition, but you must apply (and be accepted by the grant) prior to the actual event taking place. June 1st is the last possible day to apply for 2022-2023; May 1st is the last submission date for students from NU-Q.

Eligibility

Student eligibility.

Eligible Applicants:

• All current Northwestern University undergraduates (including SPS students working towards completion of an undergraduate degree and NUQ students)
• Students are eligible for more than one Conference Travel Grant
• Seniors who were  accepted to present prior to the grant closure deadline, even if the event itself occurs after graduation

Ineligible Applicants:

• Undergraduates at other institutions
• Northwestern students in advanced degree programs (including students who are in BS/MS programs who have completed the undergraduate degree requirements)
• Students applying for retroactive funding to cover a conference they previously attended

Group Projects

Special note for nu-qatar students.

Since conference travel is significantly more expensive from Doha, the grant, if awarded, may cover hotel, flight, and conference registration costs. Student travel normally does not include providing a per diem or any additional funds for visa fees, individual meals, ground transport, or other incidentals. If the student is on financial aid, they can request a reasonable stipend to cover food and other minor incidental expenses. NU-Q students residing in the U.S. at the time of the conference will be awarded at the same rate as all other NU-E students; that is, the OUR grant will cover 50% of conference expenses, up to $500.

Developing Your Application Package

Selecting conferences or exhibitions.

Presenting at a professional conference is a significant achievement as an undergraduate.  It demonstrates your ability to communicate a complex topic with a broad audience, and it validates the impact of your work within your field of study. Regardless of what career path you choose to pursue post-graduation, attending a conference demonstrates both written and oral communication skills to employers. Additionally, conference attendance can be leveraged to help build your professional network. Many conferences have Exhibition Halls that include booths from companies in the industry, and/or the conference may have a Graduate School Fair. If you are seeking to attend graduate school and work with a particular faculty member, it could also be a good idea to attend their presentation,  and/or meet with current graduate students who work with that faculty member.

The best way to find a conference   is to first talk to your research sponsor  and ask about conferences in your field and which ones they often attend themselves.  One particular challenge many undergraduates face is that conference applications are often due many months before the conference takes place, so you need to proactively think about this goal. It can help to share this goal with your research sponsor early so they can help you 1) work towards achieving this goal and 2) help you identify the right conferences and timelines that suit your needs.

Many conferences are sponsored by field-specific professional organizations, but there are undergraduate specific conferences* (see * below), too.  The networking opportunities and goals of these two different kinds of conferences vary significantly, but they can both be very meaningful experiences. It could be beneficial to try and attend more than one kind of conference. The Office of Undergraduate Research does not keep an ongoing list because students attend such a wide variety of conferences (and the titles of the conferences often change from year-to-year!). Although this is by no means comprehensive, every year we have students attend conferences sponsored by:

• Chicago Area Undergraduate Research Symposium*  (apps due late winter)
• National Conference on Undergraduate Research * (apps due in fall)
• National Collegiate Research Conference * (apps due in fall)
• Richard Macksey National Undergraduate Humanities Research Symposium * (apps due in January)
• Annual Biomedical Research Conference for Minority Students * (apps due end of summer)
• Society for Advancement of Chicanos/Hispanics and Native Americans in Science  (apps due end of summer)
• Association for Computing Machinery
• African Studies Association
• American Alliance for Theatre and Education
• American Association for the Advancement of Science
• American Astronomical Society
• American Chemical Society
• American Educational Research Association
• American Geophysical Union
• American Institute of Chemical Engineers
• American Society for Microbiology
• American Society for Nutrition
• Association for Computational Linguistics
• Association for Psychological Science
• Association for the Study of Higher Education
• Biomedical Engineering Society
• Human Biology Association
• Institute for Operations Research and Management Science
• Institute of Electrical and Electronics Engineers
• Linguistics Society of America
• Middle East Studies Association
• Native American and Indigenous Studies Association
• Society for Affective Science
• Society for Neuroscience
• Society for Personality and Social Psychology
• International Society for Optics and Photonics

Applying to a Conference

Applications for many conferences will require an abstract submission, which summarizes the work you plan to present. A good abstract will be a short description of the main elements of your research or creative project. Conference attendees will use your abstract to decide whether they want to take the time to listen to your presentation.  The abstract should be short and written in a simple, concise, informative, and inviting style. You want to convey both your credibility and your passion for the project. All conferences have their own abstract guidelines (such as word or character count, intended audience, etc.), so you should always defer to their specific requirements when applying to a conference. Failure to comply could result in not being selected to present.  A good abstract will include these key elements.

• Motivation:  Why do we care  about the problem and the results? Why is it important/significant/interesting? What problem does the work attempt to solve, or what intellectual or theoretical gap does it aim to fill?
• Problem statement:  What  problem  are you trying to solve? What is the  scope  of your work (a generalized approach, or for a specific situation)?  Be careful not to use too much jargon. 
• Approach:  How did you go about solving   or making progress on the problem?  What did you do, and how? What is the scope of the project? What models or specific approaches did you use? What sources of evidence did you rely on?
• Results:  What’s the answer?  What did you find/learn/conclude? An abstract of a scientific project may include specific data. Other abstracts may discuss the findings in a more general way.
• Conclusions:  What are the implications   of your answer? What does it mean, and how does it relate to what else is known? How does this work add to the existing body of knowledge? What are the implications for the problem/issue identified in part 1?

Here is an  abstract template  for the Northwestern Undergraduate Research Expo.  Again, defer to specific conference requirements as you complete the application process – our template is a general guide. 

Important Tips

• Think about who the audience will be. Look to see who commonly attends the conference you selected.
• Proofread your abstract. If you are accepted to present your work, the abstract you submit will be published in a printed program.
• Unless the conference explicitly asks for them, avoid parenthetical citations and footnotes. Short abstracts do not typically include references, a Works Cited list, or footnotes.

Budgeting for Conference Expenses

Please visit Creating a Budget for specific guidelines. For in person conferences, students often underbudget their expenses because they do not think holistically about logistics and expenses beyond conference fees. The template can be useful for drafting up your responses, but you will ultimately insert these as line items into the budget section of the application (which includes a space to describe your rationale for each expense).

Here are some conference-specific budget considerations we encourage you to think through:

• Conference fees
• Poster printing costs (Ask about poster printing in your department, or consider using the Mudd Library Plotter Printer. )
• Transportation (If you are flying, do not forget about transportation to/from the airport, or within the city itself. If you are driving, consider parking fees or gas reimbursement.)
• Housing (if housing is not provided by the conference, the conference website often includes links for hotel block discounts, local dorms, and potentially ways to find a roommate.)
• Food (ask for a reasonable per diem, subtracting out meals that are covered by conference attendance fees)

Applying for the Conference Travel Grant

You won’t write a traditional research grant proposal to apply. you won’t turn in receipts or a report at the end. .

Application Basics

To apply you’ll provide:

• Basic demographic information, such as your major and graduation date
• Information on the conference (title, location, dates)
• An abstract of your presentation/submission (your name must appear on it)
• Proof of acceptance to present at the conference (ie screenshots from emails)
• Information about the conference’s standing in your field of study
• Project expenditures across categories such as: conference fees, airfare, local travel, accommodations/lodging, and food
• The form fields in the application will sum your total expenses for you. However, since this grant can only cover 50% of expenses up to $500, there will be a box for you to describe how you will fund the other 50% of expenses.

You cannot apply for conference travel funding until you receive acceptance from the conference/event.

Funding the Other 50% of Expenses

This grant is only for 50% of your total expenses. You’ll need to find money for the other half. WCAS students can apply for  their conference grant .  SESP students could apply to the  Hess Fund . After you receive this grant and if you receive financial aid and currently have a Northwestern scholarship, you might be eligible for additional funding to support this conference travel.  If you need emergency help to fund this travel, please review the  Emergency Aid Request  that is available through the financial aid office.  You can use the same document that you upload for this grant as your documentation. Students from other schools could reach out to their undergraduate dean and/or their major department to see if additional funding is available.

Application Submission & Review Process

Using the application portal.

• To apply, please login to https://soap.northwestern.edu 
• Click on “Discover Opportunities & Apply”
• Apply for the Conference Travel Grant!

Faculty Endorsement and Faculty Role

Faculty mentors can give you awesome ideas about where to present your work! Your faculty sponsor is not required to attend the conference with you, but they will provide an endorsement of your application. You may have a faculty sponsor from another academic institution, but you must  request a guest sponsorship from the Office of Undergraduate Research prior to application submission; please provide us the name of the faculty mentor, their email address, and the name of their academic institution. Graduate students or post-docs may not serve as faculty sponsors.

• Your faculty sponsor/advisor must submit an online endorsement as soon as possible after you submit. Unendorsed projects will not be considered. 
• The faculty endorsement consists of the following prompt:  Please offer you opinion on the quality of the conference itself and the specific opportunity it affords your student.

Application Evaluation

Complete applications, including budget and faculty endorsement, are reviewed internally at the Office of Undergraduate Research (as opposed to committee review).

Decision Notification Process

Decisions are made quickly (within about a week). You have an excellent chance of being awarded this grant.

Completion of Grant Requirements

Once you return from your conference, there is a brief but mandatory survey to close out your grant. The survey will ask about your presentation experience, so we can better advise other students and help promote conference travel in the future.

  Frequently Asked Questions:

I got a grant. how do i get paid.

The new application portal will help prompt you with steps to complete the payroll process, including a place to upload documents, if necessary.

Please see  Info for Grant Winners   for additional information.

My conference was awesome! Can I share my experience with others?

Can i also share my work at northwestern.

Yes! We would love for you to present again at the  Undergraduate Research and Arts Exposition  which occurs at the end of May. You might also consider additional opportunities to share your work through the  Chicago Area Undergraduate Research Symposium  and  Northwestern Undergraduate Research Journal . 

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Budget Justification Templates

The following budget justification templates will require adjustment to describe a specific project’s actual budgetary needs. It also will be necessary to insert the most up-to-date rates and percentages as well as links to current University guidance to reflect the latest University requirements.

NSF Budget Justification (revised 2/2019)

Budget Justification (INSERT TITLE) UC Berkeley PI: (INSERT PI NAME)

• Principal Investigator (INSERT PI NAME) : Professor (INSERT PI NAME), at the University of California at Berkeley, will be the Principal Investigator (PI) of this project and will provide overall direction and oversight of the research and the outreach projects. He/She will commit 1 (CHOOSE APPLICABLE calendar/academic/summer) month per year. Responsibilities include data analysis and interpretation, drafting and dissemination of results, designing course material based on the techniques and results from the research project. He/She will also work with Prof. (INSERT COLLAB/SUB PI NAME) in the (INSERT DEPT) department at the (INSERT UNIV). In addition to overall project responsibility, the PI will co-supervise one (DEPT) Graduate Student Researcher (GSR) working on the project.
• Co-Principal Investigator (INSERT CO-PI NAME) : Professor (INSERT CO-PI NAME), at the University of California at Berkeley, will be the Co-Principal Investigator (Co-PI) of this project and will provide overall direction and oversight of the research and the outreach projects. He/She will commit 1 (CHOOSE APPLICABLE calendar/academic/summer) month per year. In addition to overall project responsibility, the Co-PI will co-supervise one (INSERT DEPT) Graduate Student Researcher (GSR) working on the project. The University definition of a “Year” (effective April 1, 2018) for budgeting and management of senior personnel compensation is the fiscal year (July 1 to June 30).
• Graduate Student Researcher (TBD): The GSR will assist the PI, as directed, in conducting research and contribute to the drafting and dissemination of results. The GSR will commit 4.5 academic months and 3 summer months each year over the 4-year project period.
• 40X-1000X Upright Fluorescence Microscope with Rotating Multi-filter Turret + Ultra-sensitive CCD Camera ($10,240)
• Stipends - N/A
• Travel -We request $15/person for transportation for 30 local high school students.
• Subsistence - We request $15/person to provide lunch during the all-day event for the high school students.
• University Service Fee: All visiting scholars and visiting student researchers must pay the University Services Fee (USF) in order to be in compliance with Visiting Scholar Postdoc Affairs (VSPA) affiliation requirements and to gain access to university services such as library access, ID card, and a Berkeley email account. See: Fee Schedule (https://vspa.berkeley.edu/university-service-fee) . To assist faculty that are proposing projects that involve high school student interns, undergraduate student interns and/or K-12 teacher interns in on campus activities that take place for three months or less during the summer, the VCR has issued a modification to the USF requirement: Prior to June 1, 2020 the USF will be waived for qualifying interns if approval is obtained from the Visiting Scholar and Postdoc Affairs Office (VSPA). After June 1, 2020, the USF for qualifying interns will be reduced to $500 per intern if approval is obtained from the VSPA.
• Other - N/A
• Materials and Supplies: A materials and supplies budget of $30,000 ($10,000/year) is requested for him deposition and SEM/TEM diagnostics. This amount also includes funds for optical and mechanical components needed for work as listed in the project description. Funds are also requested in the amount of $1,990 in order to purchase a laptop for the Graduate Student Researcher. The laptop is necessary to implement and validate algorithms developed throughout the project as described in the project description.
• Publication Costs/Documentation/Dissemination: [costs of documenting, preparing, publishing or otherwise making available to others the findings and products of the work conducted under the grant]
• Consultant Services: [itemize each consultant, organizational affiliation, rate per day, number of days, any additional costs such as travel, lodging, supplies, and total cost for each consultant]
• Computer Services: [costs for computer services, including computer-based retrieval of scientific, technical and educational information, may be requested only where it is institutional policy to charge such costs as direct charges. A justification based on the established computer service rates at the proposing organization must be included. The proposal budget also may request costs for leasing of computer equipment]
• Subawards: [Identify and briefly describe other institutions involved in the project and total costs requested for each]. For example : A subaward to the University of Minnesota (UM) is requested each year over a period of 4 years in order to support Berkeley’s NSF project. UM’s work will include involvement in programmatic decision-making under the guidance of Prof. Fukuoka in the Chemistry department as per the work and tasks as described in the project description. Please see separate subaward budget and budget justification for a detailed breakdown of costs.
• Other: [any other direct costs not specified in categories above must be identified, itemized, and detailed in the budget justification] Funds are also requested in the amount of $21,102 to support Marvell Nanofabrication Laboratory (NanoLab) expenses, which includes a monthly access charge of $91.20/month each year for the GSR over the entire project period (totaling $3,282) and NanoLab usage fees at $45/hr with an estimated 11 hours/month over the entire project period (totaling $17,820). Further information regarding the Marvell Nanofabrication Laboratory access and usage rates can be found at: https://nanolab.berkeley.edu/public/membership/membershipac.shtml#acrecharge .
• INDIRECT COSTS: Indirect costs are based on University negotiated rates with the cognizant federal authority and are applied at a rate of ___% for the entire project period using the modified total direct cost (MTDC) formula as per the approved rate agreement dated (INSERT DATE of current Agreement). Modified total direct costs exclude equipment, capital expenditures, charges for patient care, student tuition remission, participant support costs, rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each subgrant and subcontract in excess of $25,000. For more information, please see: https://spo.berkeley.edu/policy/fa.html . The rates after (INSERT DATE) are provisional and subject to change based upon our updated federally negotiated indirect cost rate agreement.

NIH Budget Justification Template (revised 2/2019)

Modular budget format.

NIH uses a modular budget format to request up to a total of $250,000 of direct costs per year (in modules of $25,000, excluding consortium F&A costs) for some applications, rather than requiring a full detailed budget. The modular budget format is not accepted for SBIR and STTR grant applications. A modular budget justification should include:

• Personnel Justification: The Personnel Justification should include the name, role, and number of person-months devoted to this project for every person on the project. Do not include salary and fringe benefit rate in the justification.
• Consortium Justification: If you have a consortium/subcontract, include the total costs (direct costs plus F&A costs), rounded to the nearest $1,000, for each consortium/subcontract. Additionally, any personnel should include their roles and person months; if the consortium is foreign, that should be stated as well.
• Additional Narrative Justification: Additional justification should include explanations for any variations in the number of modules requested annually. Also, this section should describe any direct costs that were excluded from the total direct costs (such as equipment, tuition remission) and any work being conducted off-site, especially if it involves a foreign study site or an off-site F&A rate.

Detailed Budget Format

NIH Research Project Grant – (INSERT TYPE: R01, R21, ETC.) Lead PI: (INSERT PI NAME) Co-PI: (INSERT CO-PI NAME), IF APPLICABLE Co-PI: (INSERT CO-PI NAME), IF APPLICABLE Call: (INSERT CALL NUMBER) Project Title: (INSERT TITLE) Project Period: (INSERT PERIOD OF PERFORMANCE)

BUDGET JUSTIFICATION

• Principal Investigator (INSERT PI NAME) : (INSERT PI NAME), Principal Investigator will be responsible for conducting the experiments described in the proposal, analyzing the data, and writing the scientific papers. He/She will serve as the lead investigator for research involving non-human primates and will devote 2.7 academic person months and .9 summer person months to the project. He/she will provide training, guidance and technical assistance to the postdoctoral researcher, and will perform the surgical procedures in macaque monkeys. He/She will also work with the other PIs to ensure coordinated analyses and discussion of the work with non-human and human participants.
• Co-Principal Investigator (INSERT CO-PI NAME) : (INSERT CO-PI NAME), Co-PI, will be responsible for conducting the experiments described in the proposal, analyzing the data, and writing the scientific papers. (INSERT CO-PI NAME) and (INSERT CO-I NAME) will serve as lead investigators for research involving human participants and will devote .9 academic person months and 1 summer person month to the project. He/She will provide training, guidance and technical assistance to the postdoctoral researcher, with special emphasis in training in the analysis of electrophysiological data. He/She will also work with the other PIs to ensure coordinated analyses and discussion of the work with non-human and human participants.
• Co-Investigator (INSERT CO-I NAME) : (INSERT CO-I NAME), Co-Investigator, (INSERT CO-I NAME) will devote 1.8 academic person months and 2 person summer months to the project. He/she will be responsible for conducting the experiments described in the proposal, analyzing the data, and writing the scientific papers. (INSERT CO-PI NAME) and (INSERT CO-I NAME) will serve as lead investigators for research involving human participants. He/She will provide training, guidance and technical assistance to the postdoctoral researcher, with special emphasis on design and execution of motor control studies. He/She will also work with the other PIs to ensure coordinated analyses and discussion of the work with non-human and human participants.
• Postdoctoral Researchers (TBN), 2 (effort = 12 person months calendar/year). He/she will be responsible for conducting the experiments described in the proposal, analyzing the data, and writing the scientific papers together with the PIs. One of the postdoctoral fellows will focus on the non-human primate work, with duties that include assistance during surgery for implantation of the animals and assisting the lab technician with animal handling and behavioral training. The other postdoctoral fellow will focus on the ECoG research with human participants. It is expected that both postdocs will interact on a regular basis and become familiar with all of the procedures and methods of this project.
• Staff Researcher Associate (TBN), 1 (effort = 12 person months calendar/year). He/she will be responsible for training macaque monkeys to perform the behavioral tasks needed for the experiments described in the proposal and for providing assistance in surgical procedures. He/she will support the PIs and postdoctoral researcher as they conduct their experiments. He/she will also manage the laboratory and supplies related to this study.
• Graduate Student Researcher (TBD), 1 (effort = 4.5 academic person months and 3 summer person months/year). He/she will assist the PI, as directed, in conducting research and contribute to the drafting and dissemination of results. He/she will support the PIs, postdoctoral researcher, and staff researcher associate as they conduct their experiments.
• EQUIPMENT: Bilateral NHP KINARM Exoskeleton Lab (BKIN Technologies, Ontario, Canada) Two KINARM Exoskeletons robot (left & right-handed), suitable for non-human primates. The KINARM provides with accurate kinematic information of the limb as the animal performs reaching and grasping task in the horizontal plane. It also allows application of specific force fields to the shoulder and elbow joints. $182,000
• PARTICIPANT SUPPORT COSTS: [Unless specifically stated otherwise in a FOA, NIH and other PHS agencies applicants should skip this section]
• Materials and Supplies: [List the total funds requested for materials and supplies; indicate general categories such as glassware, chemicals, animal costs, etc., including an amount for each category. Categories with amounts less than $1,000 are not required to be itemized] ECoG grids for human; microwire arrays for chronic implantation in non-human primates; titanium head-restrained for non-human primates; surgery supplies for chronic implants in non-human primates; protective personnel equipment (PPE): gloves, masks, foot covers, gowns, face shield; non-human primate per-diem; and non-human primate chairs.
• Publication Costs: [list the total funds requested for publication costs; may request funds for the costs of documenting, preparing, publishing, or otherwise making available to others, the findings and products of the work conducted under the award. Include supporting information, if applicable]
• Consultant Services: [itemize each consultant, organizational affiliation, rate per day, number of days, any additional costs such as travel, lodging, supplies, and total cost for each consultant] Note: These individuals may provide advice, but should not be described as making decisions for the direction of the research. This is the role of a subrecipient/subcontractor.
• ADP/Computer Services: [list the total funds requested for ADP/computer services; the cost of computer services, including computer-based retrieval of scientific, technical, and education information may be requested. Include the established computer service rates at the proposing organization, if applicable.]
• Subawards/Consortium/Contractual Costs: [identify and briefly describe other institutions involved in the project including the entity’s role in programmatic decision-making (i.e. making decisions for the direction of the research) and total costs requested for each]
• Equipment or Facility Rental/User Fees: [list the total funds requested for equipment (based on University policy) or facility rental/user fees; identify and justify each rental user fee]
• Alterations and Renovations: [list the total funds requested for alterations and renovations; itemize by category and justify the costs of alterations and renovations, including repairs, painting, and removal or installation of partitions, shielding, or air conditioning. Where applicable, provide the square footage and costs]
• [FILL IN SPECIFIC CATEGORY IF IT DOESN’T FIT ANY OF THE ABOVE MENTIONED CATEGORIES]
• Animal and Animal Care Costs: Funds are requested to purchase of 4 rhesus monkeys ($10,000 per monkey) for the proposed project. We request $40,000 for 4 rhesus monkeys. Funds are also requested for animal housing. The UC Berkeley per diem housing rate for rhesus monkeys is $20.77/day. Thus, to house one rhesus monkey for 365 days costs $7,581.05. We request $60,648.40 in housing costs for 4 monkeys for 2 years for the proposed project.
• Human subject costs: Funds are requested to support human subject payments in the amount of $25/person for 20 participants for 3 sessions per year for 2 years.
• INDIRECT COSTS Indirect costs are based on University negotiated rates with the cognizant federal authority and are applied at a rate of (INSERT PERCENTAGE) % for the entire project period using the modified total direct cost (MTDC) formula as per the approved rate agreement dated (INSERT DATE). Modified total direct costs exclude equipment, capital expenditures, charges for patient care, student tuition remission, participant support costs, the rental costs of off- site facilities, scholarships, and fellowships as well as the portion of each subgrant and subcontract in excess of $25,000. For more information, please see: https://spo.berkeley.edu/policy/fa.html . The rates after (INSERT DATE) are provisional and subject to change based upon our updated federally negotiated indirect cost rate agreement.

Other Budget Justification Template (revised 2/2019)

SENIOR PERSONNEL:

Principal Investigator (INSERT PI NAME) : Professor (INSERT PI NAME), at the University of California at Berkeley, will be the Principal Investigator (PI) of this project and will provide overall direction and oversight of the project including drafting and dissemination of results. He/She will commit:

• Example: 10%, 9 mos. = .9 person months
• Example: 10%, 12 mos. = 1.2 person months per year
• Example: 100%, 3 mos. = 3 person months.

In addition to overall project responsibility, he/she will supervise one (INSERT DEPT) Graduate Student Researcher (GSR) working on the project.

Co-Principal Investigator (INSERT CO-PI NAME) : Professor (INSERT CO-PI NAME), at the University of California at Berkeley, will be the Co-Principal Investigator (Co-PI) of this project. He/She will commit (see above examples) per year. In additional to overseeing his responsibility on the project, he/she will assist the PI as outlined in the research proposal and co-supervise the GSR.

OTHER PERSONNEL:

Graduate Student Researcher (TBD) : The GSR will assist the PI/Co-PI, as directed, in conducting research and contribute to the drafting and dissemination of results. The GSR will commit 50%, 9 academic months ( 4.5 person months) and 50%, 3 summer months (1.5 person months) over the project period.

Salaries are based on (insert date) actual salaries and are projected to include a (X) % annual cost-of-living adjustment (and merit, if applicable) effective each year.

FRINGE BENEFITS:

The University of California, Berkeley Composite Fringe Benefit Rates (CFBR) have been reviewed and federally approved by the Department of Health and Human Services (DHHS) on (INSERT DATE) for use by all fund sources for FY__. Rates beyond (INSERT DATE) are estimates and are provided for planning purposes only. Future CFBR rates are subject to review and approval by DHHS on an annual or bi-annual basis. Fringe benefits are assessed as a percentage of the respective employee’s salary. The benefit rates are as follows:

(USE CFO WEBSITE TO UPDATE CHART BELOW: https://cfo.berkeley.edu/about-us/financial-planning-analysis/budget-and-financial-operations/composite-benefit-rates-cbr )

For more information, please see: https://cfo.berkeley.edu/about-us/financial-planning-analysis/budget-and-financial-operations/composite-benefit-rates-cbr

The University of California provides full remission of tuition, fees, and graduate student health insurance to all graduate students who are employed on-campus (INSERT PERCENTAGE) % time or greater during the academic year. The rate for in-state remission is (INSERT RATE) per semester, which is escalated annually in the budget at a rate of (INSERT PERCENTAGE) % per year. The rate for out-of-state remission is (INSERT RATE) per semester, which is escalated annually in the budget at a rate of (INSERT PERCENTAGE) % per year.

Additional information regarding the fee remission program can be found at: https://grad.berkeley.edu/financial/academic-employment/fee-remissions/ .

TRAVEL: (Amounts and rate are for illustrative purposes only.)

Foreign: A travel budget of $5,800 is requested for a PI and Co-PI to attend one (1) 5-day meeting for purposes of research collaboration to Korea in year 1 in order to review/update presentations, data collection practices, program guidance, and results. The amount includes airfare, per diem (which includes meals and lodging), and ground transportation. Estimated breakdown of costs are as follows:

International per diem rates can be found here: https://aoprals.state.gov/web920/per_diem.asp .

Equipment budget of $61,000 is requested for the entire project period and will be used solely for the benefit of the research project as follows:

Total Year 1: 2 cameras at $10,000 each.

Total Year 2: $17,000 for gamma-ray spectrometers and integration with contextual sensors. Depending on the studies in year 1, we will acquire non-imaging gamma-ray spectrometers made of CdZnTe, LaBr, CsI, or NaI in a hand-portable format that will be combined with contextual sensors, such as visual cameras, depth-sensors, or Lidar.

Total Year 3: $10,000 for computer hardware and a depth-sensing system ($5,000 each). The acquisition and processing of nuclear and contextual data requires significant data storage and computer power resources. We will upgrade our currently existing computer server by state-of-the art processors and data storage.

Total Year 4: $14,000 for integrated multi-sensor system. We will acquire and evaluate state-of-the art multi-sensor systems for further evaluation of advanced concepts in multi-dimensional sensing and data fusion. By then, we anticipate that depth-sensing technologies will be readily available and integrated in tablet or smart phones in addition to the visual cameras which will provide new opportunities for data sensing and fusion. For more information, please see attached quotes in Appendix 1.

OTHER DIRECT COSTS:

Materials and Supplies: A material and supplies budget of $2,520 is requested for the acquisition of optical components in support of the experimental described in the research proposal.

Subawards: Funding (direct and indirect costs) is requested to establish a subaward with the University of Toledo for the purpose of carrying out the following scope of work in support of Berkeley’s project.

(Insert brief description of work.)

This effort will be led by (Insert Name of Subrecipient’s PI) who will and assist with programmatic decision-making and help direct the research.

Marvell Nanofabrication Laboratory: A budget of $14,592 is requested in support of Marvell Nanofabrication Laboratory (MNL) expenses at $91/month for lab access for 12 months (totaling $1,092) and $45/hr for general lab use with an estimated 25 hours/month (totaling $13,500) over the 1 year project period. Further information regarding the MNL recharges and access rates can be found at: https://nanolab.berkeley.edu/public/membership/membershipac.shtml#acrecharge . GAEL: The General, Automobile, and Employment Liability (GAEL) charge was instituted in 1998 to fund the campus’s share of expenses associated with claims and lawsuits defended by the University. For FY__, the GAEL charge is $___ per $____ of payroll, which amounts to $___ in the proposed budget. GAEL applies to all funds, including gifts and grants, with the exception of direct federal contracts, grants, and flow-through transactions.

Additional information can be found at: https://riskservices.berkeley.edu/insurance-programs/liability .

UCRP: As of July 1, 2018, University of California Retirement Plan (UCRP) Supplemental Allocation - interest portion is no longer included in the Composite Benefit Rates (CBR) calculation because it cannot be charged to federal funding sources. UCRP Supplemental Allocation - interest portion will be processed as a separate assessment on all non-federal fund sources of covered payroll at a rate of 0.65%. For budget justification purposes the UCRP Supplemental Allocation should be handled in the same manner as GAEL, as its own line item under “Other Direct Costs”; in the project budget for non-federal awards only.

INDIRECT COSTS:

Per the sponsor’s policy, indirect costs have been limited to 15% of total direct costs.

Indirect costs are based on University negotiated rates with the cognizant federal authority and are applied at a rate of (INSERT PERCENTAGE) % for the entire project period using the modified total direct cost (MTDC) formula as per the approved rate agreement dated (INSERT DATE). Modified total direct costs exclude equipment, capital expenditures, charges for patient care, student tuition remission, participant support costs, the rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each subgrant and subcontract in excess of $25,000. For more information, please see: https://spo.berkeley.edu/policy/fa.html . The rates after (INSERT DATE) are provisional and subject to change based upon our updated federally negotiated indirect cost rate agreement.

Related information

• Proposal Budget Basics

Conference Travel on a Shoestring Budget

May 27, 2016 brent marsh university of mississippi main campus.

• travel grant

How do I Get A Travel Grant for International Conference

International conferences are an excellent way for academicians, scholars, and researchers to meet, learn, and exchange revolutionary ideas on their topic of interest. It is also an opportunity for the attendees to form new relationships and strengthen their existing ones. However, traveling to an international conference requires some funds. 

How to Get Funds for International Conference

For a fully funded conference, you need a travel grant. But the question is, how do you obtain it? 

Here, we will discuss that in detail, but before that, let’s know what a travel grant is.

What is a travel grant for an international conference?

A travel grant for an international conference is financial support provided to individuals who wish to attend conferences outside their home country. These grants cover the costs associated with travel, accommodation, registration fees, and other related expenses.

Organizations, institutions, foundations, government agencies, or conference organizers typically offer travel grants. It aims to support individuals who demonstrate academic or professional excellence and are intensely interested in participating in international conferences relevant to their field of study or work.

The primary purpose of a travel grant is to facilitate knowledge sharing, networking, and collaboration among researchers, scholars, professionals, and students from different parts of the world. By providing financial assistance, these grants enable individuals with insufficient personal funds to attend conferences and benefit from valuable learning, presenting research findings, and connecting with peers and experts in their field.

How to obtain a travel grant?

Receiving a travel grant for an international conference typically involves a competitive application process. Here are some steps to securing a travel grant.

Research available grants

Research various organizations, institutions, foundations, and government agencies offering international conference travel grants. Look for grants tailored to your field of study or the conference you plan to attend. Websites, scholarship databases, and professional associations are good places to find relevant opportunities.

Review eligibility criteria

Carefully review the eligibility criteria for each travel grant you’re interested in, as every provider has different requirements. Some providers give travel grant for international students, while others may have specific geographical or academic needs. Grants may be awarded based on a competitive application process, considering factors such as the applicant’s qualifications, research contributions, the potential impact of conference participation, and the alignment of the conference with the applicant’s field of study or professional goals. So, ensure you meet the requirements before proceeding with the application.

Prepare a compelling application

Take the time to create a robust application that demonstrates your qualifications, research, and motivation for attending the conference. Some standard components of a travel grant application may include a personal statement, curriculum vitae (CV), research abstract, budget proposal, and letters of recommendation. Tailor your application to the specific grant and emphasize how attending the conference will benefit your academic or professional development.

Seek support from your institution.

Consult with your academic advisor, department, or institution’s funding office. They may have information about available travel grants or be able to guide the application process. They can also offer feedback on your application materials and help strengthen your candidacy.

Plan your budget

Create a detailed budget outlining the estimated expenses for attending the conference, including travel, accommodation, conference registration fees, meals, and any additional costs. Demonstrating a well-thought-out budget will show the grant provider that you have carefully considered your financial needs.

Submit your application on time.

Pay close attention to application deadlines and submit your materials well in advance. Only on-time applications are typically accepted. Please double-check that you have included all the required documents and that they meet the formatting and submission guidelines provided by the grant provider.

After submitting your application, consider emailing the grant provider to confirm that they received your materials. Please inquire about the timeline for decision notifications, as it shows your continued interest and professionalism.

Remember, competition for travel grants can be intense, so applying for various grants and exploring alternative funding sources is vital. Persistence and thorough preparation will increase your chances of receiving a travel grant to attend an international conference.

How to Write an Email for a Travel Grant?

To obtain a travel grant for international conference for Indian students, you must send an application to the organizations offering the grant and mention your justification for it. Some organizations provide a list of rules for writing the application letter. Make sure to follow them.

Alternatively, you can use the format below for writing the application letter.

• Start your application with the date and address.
• Mention the details of the conference you are attending.
• Write all the details of your previous work.
• Mention why you do not have the funds to attend the conference.
• Mention you are thankful for the organization’s offerings and would like to apply for the travel grant.
• Provide the details of everything you would do at the conference to boost your career.
• End the application with the request for consideration for your application.
• When writing a letter for a travel grant for an international conference, follow the basic rules of writing an application.
• Use short sentences and acronyms.
• Do not use difficult words.
• Be specific about your objective.
• Write as per the priorities of the grant providers.
• Include all documents, information, and additional information.
• Send your application on time.

How to Write a Cover Letter for Travel Grant?

You also need to submit a cover letter for the travel grant. Here are the steps to follow to write the same.

Use a standard header – include the contact details, the date you sent the letter, and the recipient’s contact details.

Self-introduction – write the title, purpose, values, and establishment of your organization.

Conference purpose – mention the purpose of attending the conference.

Reasons for funding – explain the reason why you require financing. Also, mention the amount needed and how you plan to use it.

Impact of funding – highlight the positives of attending the conference and how it is helpful for society.

Conclusion – add a formal closing statement to conclude the cover letter.

Final Thoughts

Receiving a travel grant for an international conference can be a prestigious opportunity that supports an individual financially and enhances their academic or professional development. It enables participants to broaden their perspectives, share knowledge, gain exposure to cutting-edge research, establish collaborations, and build a global network within their field of interest.

If you need to find upcoming conferences in your research field or require assistance applying for a travel grant, Conference Next can help. Connect with us today.

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• Office of Student Engagement and Experiential Learning
• Funding Opportunities

Conference Travel Funding

OSEEL encourages undergraduate students to present their research at academic and professional conferences. Applications for conference travel are completed by individual students and accepted on a rolling basis throughout the year until all funds have been exhausted. Students applying to present at a Council for Undergraduate Research conference should access their free membership to qualify for the member rate.

Eligible Expenses

Undergraduate students can apply for up to $1,000 in conference travel financial support the following expenses:

• Conference registration fee
• Transportation
• Meal allowance

Eligibility and Requirements

Student must have an acceptance or invitation to present at a conference prior to submitting an application for conference travel.

• Letter of recommendation from faculty mentor
• Submission of itemized budget using the provided template
• Applications are due, at minimum, four weeks prior to the conference
• Student in good academic standing
• Students are limited to one conference travel award per year
• Follow all university travel-related policies
• Submission of Conference Travel Report, including receipts, within two weeks of return travel date

The University Libraries provide academic poster printing services. Please visit the Conference Poster guidance page for poster templates and additional information.

Apply today

• Undergraduate Research Funding
• Conference Travel

Business Hours

Monday - Friday 8 a.m. - 4:30 p.m.

• English Language Programs
• Postdoctoral Affairs
• Training Grant Support
• Request Information

THE GRADUATE SCHOOL

• Fellowships and Grants
• Internal Fellowships and Grants

Conference Travel Grant

The Conference Travel Grant (CTG) provides funds to assist PhD and MFA students attending virtual (remote) academic/professional conferences or traveling to/attending in-person academic/professional conferences on behalf of Northwestern University.

Applications are accepted on a quarterly basis. The application form for a particular quarter will remain open until the funding cap has been reached and the maximum number of CTGs has been awarded for that period.

• The application portal will open on April 29, 2024 for conferences that begin in June, July or August of 2024.

Applications must be submitted at least one week prior to the conference start date, but students are encouraged to apply as soon as possible, as funds are limited and there is no guarantee that funding will be available for the entire quarter. Under no circumstances will approval be given retroactively if an application is submitted after the conference has begun.

Funds awarded for travel in the 2023–24 academic year (Fiscal Year 2024) are available for use until August 31, 2024. Funds awarded in the current fiscal year do not carry forward and cannot be used in the next fiscal year (after August 31, 2024).

Eligibility

• Students must be active (not discontinued, graduated, or on leave) in PhD or MFA programs administered by The Graduate School (TGS) and within their degree time limitation at the time of the conference travel . Should students graduate or otherwise depart the University prior to travel and/or expenditure of funds, funds will not be available.
• CTG awards may only be used for voluntary attendance at academic/professional conferences in furtherance of a student’s own academic/career interests. CTG awards may not be requested or used to attend conferences that are required as part of a graduate student’s employment, or to attend courses, trainings, or extended programs.
• Students are eligible for a maximum of two grants , each up to $600/$800 (depending on discipline—see Award information below), over the entire course of their graduate career in The Graduate School and subject to availability of funds.
• A student is eligible to receive only one travel grant award during a fiscal year and cannot have already received a CTG in the current fiscal year.
• Students traveling outside of the United States must adhere to all graduate student travel policies .  Failure to do so could result in revocation of the Conference Travel Grant.
• International Students: F-1 or J-1 students must obtain work authorization before accepting any payment, honorarium, or compensation (such as travel or lodging reimbursements) from external sources outside of Northwestern for conference attendance. Compensation from Northwestern does not require work authorization and is considered on-campus employment. Contact the Office of International Student and Scholar Services with questions at [email protected] .
• all PhD programs in the McCormick School of Engineering and Feinberg School of Medicine
• the Weinberg College of Arts and Sciences PhD programs of Astronomy, Chemistry, Earth and Planetary Sciences, Physics, and Plant Biology and Conservation
• the IBiS, Applied Physics, and NUIN interdisciplinary PhD programs
• all PhD programs in the Bienen School of Music, Kellogg School of Management, and School of Education and Social Policy
• all PhD and MFA programs in the School of Communication
• all Weinberg College of Arts and Sciences PhD and MFA programs not listed above
• the Computer Science & Learning Science and Technology & Social Behavior interdisciplinary PhD programs

Awards must be expended prior to the end of the fiscal year in which they are awarded. Expense reimbursement requests not properly submitted and approved by the end of the fiscal year (August 31) cannot be processed

• Expense reports must be submitted within 60 days of the last date of travel (or by August 15, whichever comes first) and include prepaid expenses such as Egencia.  Failure to submit expenses within 60 days of the end of travel will result in cancellation of the award, barring exceptional circumstances.
• Conference registration fees
• Airfare/airline fees at the most reasonable and economical rate. Travel for Northwestern purposes should be booked through a preferred provider.
• Ground transportation: Taxi fares or ride shares (e.g. Uber, Lyft), including tips, are reimbursable where public transportation is not practical. Rail transportation is reimbursed if it does not exceed the cost of the least expensive airfare. Private automobile transportation is reimbursed per mile at a rate set by the University for trips up to 300 miles.
• Meals: Travelers should use reasonably priced restaurants and dining options. Alcohol is never an allowable expense. A p er diem may be used for meals instead of  tracking itemized receipts.
• Commercial rental vehicles: Commercial rental vehicles (economy, compact or subcompact) should be used only when it is impossible to use other forms of ground transportation, and when car rental does not exceed the cost of the least expensive airfare.
• Lodging: Travelers must book standard accommodations in reasonably priced, commercial class hotels, motels, and Airbnbs. Conference site hotels will be reimbursed at the actual cost. To verify the conference site hotel rate, attach the conference literature to the expense report when requesting reimbursement.
• Tolls and parking fees: Tolls and reasonable parking charges will be reimbursed.
• First class, business class, or economy plus airfare
• Airline, hotel room, or car upgrades
• In-flight Wi-Fi
• Books, magazines, newspapers
• Childcare, babysitting, house sitting, pet-sitting (see the  Dependent Care Professional Development Grant  for information on funds for dependent care during conference travel)
• Clothing, gifts, luggage, haircuts, laundry, dry cleaning
• Passports, vaccinations, visas
• Personal entertainment (in-flight movies, headsets, social activities)
• Meals and hotel stay during local (Chicagoland) conferences within a 25 mile radius of Evanston
• Non-refundable fees that result from trip cancellation
• Fees/costs related to attending or traveling to courses, extended programs, trainings , or other meetings/ events that do not fall into the category of professional or academic conference s .
• Other expenses not directly related to traveling to/from and participating in the specific conference for which the CTG was approved

Application instructions

Students must submit a Conference Travel Grant application as outlined in the Deadline information above.

Review process

The Graduate School will review Conference Travel Grant applications within 5 to 10 business days.  Students will receive a notice via email once a decision is reached.  If a Conference Travel Grant is awarded, the student's program will be copied on the email notification.

For more information, please email:   [email protected] .

• Faculty & Staff
• University of Wisconsin System
• Planning University Travel

Conference Travel

Travel to the conference when flying by air.

• Arrival on the day prior to the event, and departure on the day after the conference is acceptable.
• For international travel, arrival up to 2 days prior to the conference and departure 1 day after the conference is acceptable.
• Campus supervisors have ultimate authority on arrival and departure times based on the business purpose and traveler’s responsibilities (Policy Reference) .
• When pre or post conference business is scheduled, the traveler must include the business purpose and any other required documentation on the expense report to justify any different arrival or departure times that vary from the original business travel dates.

Lodging Options

• Lodging reservations for externally hosted conference may be made either directly with the designated conference hotel using the conference’s designated rate, with the University’s contracted travel agency, or in the online booking tool.
• Per UW Policy 415 , When the traveler elects to book and stay at the conference designated hotel , the traveler will be reimbursed the actual cost for staying at a conference-site or designated hotel(s), even when the nightly rate exceeds the location maximum . Include the conference documentation in your expense report as justification if the rate exceeds the nightly maximum.
• If the traveler opts to stay at a non-conference designated hotel, the rate maximum then applies and travelers will not be reimbursed above the rate maximum. Use the rate calculator to determine the rate maximum.

Expense Documentation

Disclaimer:.

• Prior to travel, discuss anticipated expenses with your supervisor or departmental business contact to ensure budgetary compliance.
• If additional days of travel are added before or after conference, ensure that a cost comparison from Concur is included to prove that the University did not incur any additional expenses.
• Must be Enterprise/National/Hertz. If no rentals available with those vendors, state in justification that another vendor was used due to lack of vehicles at preferred vendor.
• Standard Economy Vehicle is preferred
• *Pre-Paid Fuel Option/Satellite Radio/other extras are * not reimbursable*
• If rate is over the lodging maximum due to staying at the conference hotel, ensure the name of the conference hotel matches that which is in the conference material.
• Typically used if no rental car was obtained, and to get from airport to conference site.
• May not claim costs to/from restaurants or other entertainment during the conference.
• If under $25, no receipt required. Otherwise, receipt required.

Bucket list travel on a budget: Expert tips for airfare, loyalty programs, credit card perks and more

Many travelers have their sights set on summer getaways , but with everything from baggage fees to fuel costs impacting the price of a ticket, "Good Morning America" is asking travel experts to share tips for booking bucket list destinations on a budget and finding savings along the way.

Travel expert Nicky Kelvin, senior director of content for The Points Guy, offered his tips for affordable travel techniques.

Where to find the best flight deals

Kelvin encourages travelers to utilize Google Flights and other free price-tracking tools to compare fare prices and snag the best deal.

He also suggests using both the calendar and map features within Google Flights to see which airports, dates and destinations how the lowest fare.

From the Google Flights homepage on a computer, click "explore destinations" and select a departure city without adding a destination. Then zoom out on the map to see the best prices for destinations all over the world.

Get the most out of free travel loyalty programs

Travelers should be earning points for anything and everything that they are buying or booking from airline and hotels to car rentals, Kelvin said.

In addition to the points that can can help travelers earn free flights and hotel stays, Kelvin said to look for extra perks just for joining.

Hyatt rewards, for example, offers all guests free breakfast.

For Thrifty Car Rental and Dollar Car Rental, he said you can add your spouse or domestic partner as an additional driver for free.

Loyalty programs are great for airlines too. JetBlue, for example, allows enrolled customers -- even if they don't have enough points for a flight -- to use points for discounts. Plus, with any airline, as you accumulate points to earn status, you can get free seating upgrades.

Travel credit cards with cash back perks

Along with earning points, travel credit cards give you protection for your trip like insurance to help with lost or damaged baggage and trip cancellation protection

Chase debuts new airport lounge: Gourmet menus, sleek interiors, free facials redefine hospitality for airport travel

As for credit cards, The Points Guy team suggests the Capital One Venture Rewards credit card as an all-around pick -- you get 75,000 miles after meeting your minimum spend in the first three months. Which Kelvin said is a value of over $1,300.

If you're looking to earn the most miles, he said look to the Chase Sapphire Preferred Card.

"You'll earn the most points on all your purchases with this one," he said.

Finally, if you want a credit card with no fee, Kelvin suggested the Bilt Mastercard, which he said is particularly great for renters because you can earn points on what's likely someone's biggest expense.

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Save money on international phone plans for summer trips

If someone's trip is taking them out of the country, using a cell phone internationally can cost $10 to 15 per day. For a family of four, that's more than $400 for a week.

If your phones support eSIM, Kelvin suggested purchasing a data plan for your destination through an app such as Airalo, Truphone or GigSky.

For example, one of Airalo's global SIM plans costs $9 for one week, which could save a family close to $350 dollars, depending on their existing international coverage.

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Where to fly on a budget this summer

Airfare experts share their forecasts for summer vacation destinations that won’t break your budget.

This summer is shaping up to be another scorcher , and the demand for summer travel is piping hot, too. If early 2024 trends are any indication of what’s to come, “it’s looking to be busier than 2023,” said Katy Nastro, spokesperson for the flight booking site Going . Recent airport passenger volume numbers have regularly exceeded last year and pre-pandemic levels.

Jeff Klee, CEO of CheapAir.com , says airline capacity has rebounded from pandemic complications, but strong travel demand means summer flight prices can be high, depending on when you’re hoping to go. Flying in June, July or early August will be more expensive than later in the season, according to the company’s summer forecast .

“And it’s not just the airfare,” Klee said in an email. “Expensive hotel rates and crowds everywhere make Western Europe tricky for the summer.”

Despite the price tag, “people are going to go,” said Melanie Fish, the head of global public relations for all Expedia Brands, including Vrbo, Expedia and Hotels.com . “When we look at searches for destinations, they are definitely up year over year.”

For popular destinations like Europe , Klee and Fish say to push trips later into August, September or even October. Not only will prices soften, but you’ll alleviate some of the strain of overtourism .

“My number one tip is go ahead and take that summer vacation, but maybe hold on to take that big, big trip in September,” Fish said.

According to Expedia’s summer 2024 travel outlook , we’re currently in the sweet spot for shopping for early summer flights at the best rates, as Fish says lower fares tend to pop up 21 to 60 days out. It doesn’t hurt to start your search even earlier, setting up price alerts to flag when airfare drops. If you can swing it, look to fly on a Monday for international trips or a Tuesday for domestic trips to save up to 15 percent on fares, Fish added.

It’s not impossible to find good deals on airfare, whether you’re looking for a tropical beach trip , a mountain adventure or a vibrant city. Here are places that are trending cheaper — and the destinations you’ll want to avoid.

Go to Mexico

Sun, surf, culture, chilaquiles — Mexico is always a good idea , but particularly so this summer. With the opening of the new airport in Tulum , U.S. airlines have been adding gobs of new flights to Mexico, particularly to beach regions. “We’ve seen a healthy amount of deals down to Mexico resort areas like Cancún,” Nastro said.

Laura Lindsay, global travel trends expert at Skyscanner , says three Mexican cities — Cancún, San José del Cabo and Puerto Vallarta — are among the top 10 destinations offering travelers the best bang for their buck in 2024.

To escape the summer heat, Phyllis Stoller, president of the Women’s Travel Group , recommends high-altitude destinations like Mexico City or Ixtapan de la Sal, a town near Mexico City with thermal springs.

Avoid European port cities

If you’re considering a visit to a popular European city that’s also a cruise hub, beware. Not only will you be battling the usual summer crowds, you’ll be joined by thousands of day-trippers flooding into the ports — meaning Barcelona, Venice , Athens and Santorini.

Sandra Weinacht, who co-owns the tour company Inside Europe Travel Experiences , says you can avoid some of the madness in these hot spots by staying in neighborhoods away from the typical tourist zones. You can also visit top sites in the late afternoon or evening, after cruise travelers have returned to their ships.

Better yet, wait to visit until the shoulder season

Go to Colorado

Epic hiking, breathtaking nature and more craft beer than you could ever try in a lifetime: The Centennial State is a domestic gem. Ashlee Collins of Inspirato , a luxury travel and lifestyle subscription service, says Vail is popular among members this summer. Not only is the ski resort beautiful sans snow, it’s drivable for many, cutting a significant cost for travelers.

Airfare to Colorado is looking more reasonable than other domestic vacation hubs. Nastro recently spotted a Miami-to-Denver, round-trip fare over the July Fourth holiday for just $199. She says an average round trip from major U.S. cities is running between $173 and $250, but those prices are expected to climb upward of $350 the closer we get to summer.

Avoid places at risk for wildfires

Wildfires have become an unfortunate fixture of summers in the Northern Hemisphere. Last year’s fires in Europe — including those in Cyprus and Greece — were among the worst so far this century, the European Commission reported .

Stoller says fire risk has been a factor in her summer travel planning; she nixed a New England cruise after remembering how bad smoke was last year because of the fires in Canada . “None of us can predict everything, but that would be something I would be aware of,” she said.

Extreme heat is also an issue. Last July, Southern Europe experienced excessively high temperatures from a “heat dome.”

“There’s a concern about heat,” Stoller said. “Last summer was really painful.”

Go to the Caribbean

The Caribbean has its peak tourist season during the winter, when Americans flock to warmer waters. That means summer trips to the region tend to be quieter and cheaper.

“You can go under $300 to pretty much all of the islands: Puerto Rico, Jamaica, Aruba, Dominican Republic,” said Lindsay Schwimer, a consumer travel expert at Hopper . She’s seen similar price point flights to Colombia.

Lindsay of Skyscanner also said Puerto Rico and the Bahamas offer some of the most affordable flights from the United States this summer.

Avoid Paris

Unless you’re going for the Olympics , skip the French capital this summer.

“Paris is always a top destination in the summer, but this summer … it’s going to be on another level,” said Madison Pietrowski, head of U.S. brand at GetYourGuide .

Not only are hotel prices high, “we’re seeing that some of the top attractions like the Louvre have raised their ticket prices,” Pietrowski said.

Nastro says the crowds are going to be “bananas” during the Games, and not just in Paris. Olympic travelers are likely to add on other French destinations to their trip, like Nice — which will host soccer games — or the Côte d’Azur, which already gets popular in the summertime.

Even if you try to get ahead of the rush by visiting before the July 26 start date, you may still have some Olympics-related headaches in the French capital. As the city races to finish prep, “you might find that there’s going to be eyesores and scaffolding and loud noises early in the morning,” Nastro said.

Go to rural Europe

Interest in Western Europe has not slowed down, and Americans are expected to surge back en masse this summer. If you’d like to avoid them, put rural European destinations on your radar.

Weinacht is bullish on Spain’s Rioja region , the Basque countryside and the central Italian region of Umbria, which borders Tuscany but does not see the same levels of tourism. She’s also a fan of Carinthia, the least-populated state of Austria. “It is castle- and lake-dotted, doesn’t get too hot, and oh, the food and stories the cities and villages can tell,” Weinacht said in an email.

Weinacht says she’s been getting more requests from Americans for trips to her homeland, Germany. The country is easy to navigate with its high-speed trains, and offers a mix of small and big cities spread across powerhouse wine regions, UNESCO World Heritage sites and many food festivals . According to Skyscanner, airlines in the United States have been increasing their flights to Germany — namely, Frankfurt, an international business hub — meaning you may be able to find more deals.

Avoid Sicily and Amalfi

If your dream Italian destination has been featured on TV lately, that’s a red flag. The last season of “The White Lotus” spurred an interest in already popular Sicily ; the same is happening to the Amalfi Coast thanks to the new Netflix miniseries “Ripley.”

“They’re really going to be the most expensive and they’re going to be pretty crowded for the summer,” Schwimer said.

Where to go

Our favorite destinations: These 12 destinations are at the top of our wish list for where to go this year, without crowds. In 2023, we explored an Alaskan bear paradise, Brooklyn’s famous pizzerias and a hidden gem in Italy, among other highlights .

Travel like a local: Residents share their favorite places in our top city guides: New Orleans , Rome , Tokyo and Mexico City .

National parks: This comprehensive guide has details on all 63 U.S. national parks. For a deep dive into five of the most well-known, you can listen to the Field Trip podcast . Then explore tips from locals for visiting Yosemite , Glacier and Everglades .

Tales from the road: Dolly Parton has opened a new resort at her theme park complex in Tennessee, while “Fixer Upper” stars Chip and Joanna Gaines have a new hotel in Waco . Road-trippers may be just as excited to see the cartoon beaver at Buc-ee’s , and bargain-hunters should consider a stop at the Unclaimed Baggage store in Scottsboro, Ala.

Politics latest: 'When they start caring about us, maybe we'll care back': Why have politicians lost people's trust - and can they win it back?

A special edition of the Politics Hub With Sophy Ridge - live from Grimsby - explores the issue of trust in politicians with a studio audience.

Thursday 25 April 2024 23:00, UK

Please use Chrome browser for a more accessible video player

• 'When they start caring about us, maybe we'll care back': Politics Hub special explores breakdown in trust between voters and politicians
• Boris Johnson 'absolutely' bears some responsibility for breakdown in trust, Tory MP acknowledges
• Audience asked to describe Starmer  | And the prime minister
• Scottish Greens will back motion of no confidence in first minister 
• Connor Gillies on why the balance of power now potentially rests with one MSP
• Live reporting by Samuel Osborne  (now) and Charlotte Chelsom-Pill (earlier)

Thank you for following the latest political updates throughout the day, make sure to join us again tomorrow.

Before you go, here are some of today's top stories:

By Connor Gillies, Scotland correspondent

This has become a political bloodbath for Humza Yousaf.

He began the day under pressure to stamp his authority at the looming prospect of the SNP's government partners, the Greens, walking away in a row over ditched climate targets and growing scepticism of the Cass report on gender identity services for children.

The SNP leader and Scotland's first minister wanted to reset the narrative, to show he is in control.

He hauled Green ministers in for an 8am appointment, which I understand was very tense.

They were sacked on the spot.

In a hastily arranged news conference, Mr Yousaf told me I was wrong to suggest he is not really pulling the strings.

Let's remember he had hailed the SNP-Green alliance as "worth its weight in gold" fewer than 48 hours earlier.

Whatever his early morning intentions, it is not unreasonable to suggest it has spectacularly backfired.

Read the full analysis:

Today's rail plan by Labour is a landmark moment.

Unlike many aspects of the party's policy offers to date, it is detailed, comes with a blueprint for what will happen on day one, and Whitehall will understand how to implement it.

It is, after all, winding back the clock.

Even the rail companies themselves say change to the train network is needed - though they inevitably don't like this version of their future - and it is not without controversy.

But the row is a fight Labour want to have.

After months of a pro-business love-in from Rachel Reeves and the Labour leadership, it is the single most concrete measure worrying business so far, according to figures from FTSE 100 firms I talked to this week.

They are watching closely to see whether the tendency to squeeze and bash business, evident under ex-leader Jeremy Corbyn, remains in the party's DNA, even if it is well hidden.

Sir Keir Starmer's plan allows the railway companies to come back into public ownership within five years.

But will it leave the railways better off?

Read the full analysis here:

By Serena Barker-Singh, political correspondent

The battle for a town that no one there wants.

Sky News is reporting from Grimsby in the run-up to the general election as one of its Target Towns - a key constituency prized by both Conservatives and Labour - Great Grimsby and Cleethorpes.

But it turns out that Grimsby doesn't really want them.

It hasn't always been a town doused in apathy. In 2016, 70% of people here voted to leave the EU - one of the highest results in the country - and in the 2019 election, the constituency turned Tory for the first time since the Second World War.

But five years on, polling by Sky News found that since then, the number of people saying they "almost never" trust the British government to place the needs of the nation above the interests of their own party has nearly doubled - from 26% to 49%.

It's a stark but bleak view. Voters tonight described both leaders as uninspiring and uninteresting.

When asked what they make of the current prime minister, words like 'weak' and 'performative' were used. Voters couldn't make their minds up about the Labour leader, saying they were unsure about him or his policies.

The lack of a clear dividing line between the two parties could be a problem in the general election, especially as both parties have been trying to show a bit more leg this week ahead of a fully-fledged election campaign.

Labour has shown a hint of more radical policies today, with their announcement on aiming to nationalise railways within five years. But have they waited a bit too long to impress the people of Grimsby?

The Conservatives ratified their Rwanda policy into law today, but voters here weren't hugely enthused by that either, with one member of the audience tonight proclaiming they care much more about housing and the environment. They asked - why is the centre of political debate about Rwanda and a policy we don't really care about?

Apathy might override this election.

Scottish First Minister Humza Yousaf will not resign tomorrow, Sky News understands.

A source close to Mr Yousaf told Sky News's Scotland correspondent Connor Gillies he will not resign tomorrow, despite the speculation.

They said: "He is not resigning and is coming out fighting".

Mr Gillies said it was "unclear though whether a speech on independence will go ahead as planned on Friday."

Mr Yousaf is facing a political crisis after the Scottish Greens said they would vote against him in a motion of no confidence.

The first minister had decided to bring the power-sharing deal between his party the SNP and the Scottish Greens to an end this morning, sparking the dramatic row.

The power-sharing deal between the SNP and Scottish Greens was "a useless deal," former first minister Alex Salmond has said.

Humza Yousaf's future hangs in the balance after the Scottish Greens said they would vote against him in a motion of no confidence.

The dramatic fallout was sparked by the first minister's decision to bring the power-sharing deal to an end this morning.

"The agreement had to go," Mr Salmond told Sky News. "But the way that Humza has done it, he's painted himself into an incredibly tight corner.

"It would be fair to say that his first ministership is hanging by a thread."

Mr Salmond, leader of the Alba Party, said the balance of power hangs with Ash Regan, former SNP leadership candidate and Alba Party MSP.

"The Alba Party will write him [Mr Yousaf] a letter setting out our concerns and priorities for the parliament, and Humza's future will depend on his response to that letter," he said.

"If he wants to remain as first minister, then he better give a response which is convincing not just to Ash Regan, but to the Scottish people."

Another Tory leadership contest would be a "catastrophically bad idea," James Cleverly has said, as he warned Conservative MPs thinking of submitting no-confidence letters in Rishi Sunak not to "jump out of an aeroplane" without a parachute.

The prime minister has insisted he intends to call a general election in the second half of the year - but there has been speculation he could call one sooner to thwart a possible Tory leadership battle.

Asked for his message to wavering colleagues, Mr Cleverly told reporters: "If you're going to jump out of an aeroplane, please make sure you've got a parachute before you leave the aeroplane. And don't say 'no, we'll work that out on the way down'.

"I think those people who think that another leadership campaign, as truncated as it might be between now and the election, is anything other than a catastrophically bad idea - I don't get it."

Mr Cleverly said Mr Sunak inherited a "really difficult situation" because of COVID and the Ukraine war.

He conceded the "disruption" at the end of 2022, when Liz Truss was prime minister for 49 days, was "a disruption of our own making".

By Nick Martin , people and politics correspondent 

June gives me a wry smile when I ask her if she trusts politicians. But it soon fades.

"They promise you the Earth, and you don't see anything. And it's soul destroying," she says.

I meet her and husband Joe as they tuck into fish and chips in the town's oldest chippy, the Peabung, which has served this town since 1883.

June tells me she really wants to trust politicians but they "just mess it up every time". I ask Joe if he thinks politicians care about him? "Well hopefully they do. I'm not sure really."

He stops to think for a moment. "I don't really trust politicians," he says.

The findings of a Sky News/YouGov poll are stark and echo how voters like June and Joe feel. The findings suggest voters no longer believe what politicians say.

In some places, there appears to be a deep loss of faith in British politics.

Shannon Donnelly has nearly 200,000 followers on TikTok and has used the platform to develop her Grimsby-based business selling personal safety equipment, such as panic alarms. I ask her if she trusts politicians.

"No - I think things like Brexit has massively changed people's opinion. I won't forget when they said all that money would go to the NHS.

"Now we seem to be in a worse position, but they still expect us to trust them. It's crazy."

Read more here:

The polling was really stark - a collapse in trust in politicians and any faith that they're in it for the right reasons.

In Grimsby, we got an audience together of around 20 to 25 people who are engaged, they care about politics, but they just didn't feel as though they've got anyone to vote for, there's no one that is exciting them at the next election.

So we got them to put their points to the two main candidates for the seat, the Conservative MP Lia Nici and the former Labour MP who wants it back this time around, Melanie Onn. 

I think what I found was that people are desperate for a reason to vote for someone.

So whether that is improving the town centre, whether that is doing action on immigration or the economy, they want to vote but they're just not that convinced by the main parties right now.

The person who stood out for me the most tonight was a girl called Sarah, she's 26, she lives with her mum and dad, and she admitted that if she had the chance, she'd leave Grimsby.

She was really echoing that point that the further you get away from London, the more distrustful you are of politicians.

Grimsby is certainly somewhere that we are going to be returning to in the months ahead of the all-important general election.

With a general election looming, what counts as gains and losses for the main parties in next week's locals? 

Sky's election analyst Michael Thrasher tells us what to look out for:

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Introduction of one-month treasury bill

In line with the announcement in the federal 2024 Budget , the Government of Canada will be introducing a temporary one-month treasury bill. The first one-month treasury bill auction will occur on 7 May 2024.

The objective of the one-month treasury bill is to support the Canadian money market’s orderly transition away from Bankers’ Acceptances (BAs).The one-month treasury bill will act as a partial substitute for investors of one-month BAs while private sector one-month investment alternatives are expanded and/or introduced.

This new treasury bill tenor is being introduced as a temporary program for one year. If one-month treasury bill auctions indicate demand is weak or it is apparent that the program is not meeting its intended objective, the government may reduce auction sizes or discontinue the program before one year. Conversely, the government may choose to extend the program or make the one-month treasury bill permanent if demand proves robust. Any decision regarding the future of the program will be communicated to market participants well in advance.

Operationally, one-month treasury bill auctions will take place on a bi-weekly basis, at 12:00 pm on the same day (Tuesdays) as Canada’s existing treasury bill auctions. Auction sizes are expected to be adjusted to reflect demand conditions. One-month treasury bill auctions will be announced through a separate Call for Tender and will be subject to the existing Terms and Conditions for treasury bill auctions. There will be no changes to the Terms and Conditions for the three, six, and twelve-month treasury bill auctions, however, starting on 7 May all treasury bill sectors’ Call for Tenders and Pre-Call for Tenders will occur at 1:00 pm on their relevant days (currently 10:40 am).

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