How to Go to a Conference or Workshop

Let’s go to a conference (or some other academic event)! There are three main things to worry about: registration, the travel itself (flights, etc.), and lodging (i.e., hotel). Then you need to get reimbursed.

Registration

Register as early as possible. Most conferences have an “early” rate; a month or two before the conference, prices go up. Make sure to register before that happens.

Also early: most proper conferences also have travel grants, which help offset the cost of registration and some travel. Check for this and apply! It’s usually a very simple application. If you are awarded a travel grant, include information about it when you file your receipts for reimbursement (see below). You usually do not need to be presenting at the conference to get a grant.

Cornell also has conference travel grants. They are only available if you’re presenting at the conference. If you ever have a conference talk to give, please apply for this.

Travel

Book (coach) flights however you like! Please use US-based carriers whenever possible, even when traveling internationally.

For travel in the Northeast, consider driving instead. It’s often possible to organize a carpool with other people going to the same conference. If you’re feeling especially adventurous, you can even consider Zimride.

It is totally allowed to extend your stay wherever you’re going, just for fun, by moving the flight dates out. You can’t reimburse additional hotel nights beyond what you need for the official purpose, but the flights should be fine.

Hotel

Book the conference hotel if you can. There’s almost always a group code you can use to get a discount. Conference hotels often fill up, so it’s a great idea to book as early as possible. Otherwise, look for a nearby hotel or an Airbnb.

Students should book two to a hotel room. If you need help finding a roommate, Adrian can help ask around at Cornell or among other attendees to help locate one.

Reimbursement

Save your receipts and, after the conference, email or Slack them to Shailja Gaur and cc Adrian. Include information about a travel grant, if you got one.

If it is helpful to have Capra front the cash for registration or a flight before the conference, you can do that too to avoid using your own credit card. Email Shailja (and cc Adrian) with detailed instructions. For registration, include a link to the registration form and all your information; for flights, specify exactly which one you want. Shailja will also need a description of the reason for travel (a link to the conference website and one sentence of context will suffice). Paying for hotels remotely is more complicated, but Shailja might be able to figure it out.