Conferences on a small budget: the funding exists, and much of it goes unclaimed

Conference costs exclude many researchers who would benefit most from attending. But a substantial amount of support exists, and much of it goes unclaimed every year because nobody applies.

Sources worth checking

• Conference travel awards, often with few applicants.
• Society bursaries for early career or student members.
• Institutional travel funds, sometimes unspent by year end.
• Reduced registration for certain countries or career stages.
• Volunteering at the conference in exchange for registration.

Apply early

• Award deadlines usually precede abstract deadlines.
• Check them at the same time you consider submitting.
• Missing the award deadline often means not attending at all.

Reduce the costs you can

• Share accommodation with other attendees.
• Book travel early; late booking often doubles the cost.
• Ask about hosted accommodation with local researchers.

Online and hybrid options

• Cheaper, and better than not attending.
• Weaker for informal contact — plan deliberate virtual meetings.
• Email two or three attendees in advance and arrange short calls.

Choose fewer, attend properly

• One well-prepared conference beats three passive ones.
• Prepare contacts and questions in advance.
• Follow up afterwards without exception.

One thing worth remembering

Check the travel award deadline at the same time as the abstract deadline.

Award deadlines usually come first, they are frequently undersubscribed, and missing one is the most common reason a researcher who could have attended a conference does not.

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