No. There are no membership fees to be a part of ExCO.
ExCO (External Conferences) is an organization that allows UBC Commerce Undergraduate students* the opportunity to attend conferences outside of Vancouver by reimbursing a portion of their expenses including airfare, delegate fees, accommodation expenses, and transportation costs**. ExCO reimburses both Listed and Unlisted Conferences.
* You MUST be a Sauder student.
** Please see the Reimbursement Policy below.
WHAT IS ExCO?
ARE THERE ANY MEMBERSHIP FEES TO JOIN ExCO?
WHERE CAN I SEE THE INDIVIDUAL CONFERENCES FOR EACH TERM?
DO I NEED TO BOOK THE FLIGHT, REGISTER FOR THE CONFERENCE, AND BOOK THE HOTEL (IF NECESSARY) MYSELF?
HOW LONG DO I HAVE TO SUBMIT MY APPLICATION?
HOW DO I APPLY FOR FUNDING TO A CONFERENCE THAT IS NOT ON THE LIST?
I HAVE JUST ARRIVED BACK FROM MY CONFERENCE. HOW DO I GET MY REIMBURSEMENT?
*Note: Send your summary, photos, and receipts to our team by contacting the ExCO exec who approved you. Your reimbursement will not be processed unless all three are submited.
*Note: ExCo does not reimburse for any food, entertainment, or related expenses.
WHAT ARE LISTED CONFERENCES?
Listed Conferences are the conferences that you will find listed on the ExCO website. More specifically, the Term 1 and Term 2 Conferences Tab. To apply for funding to attend a listed conference, complete and submit the Application Package, alongside a cover letter explaining why you are interested in attending the external conference.
WHAT ARE THE REIMBURSEMENT LIMITS FOR THE CONFERENCES?
To apply for funding for unlisted conferences, simply include background information and details about the conference along with the link to the conference website when you email your application.
Yes, you will need to book your flight, register for the conference, and book your hotel yourself*. That being said, make sure you KEEP YOUR RECEIPTS for reimbursement.
Please submit your application documents AT LEAST 2 weeks prior to the start of the conference.
WITHIN 30 DAYS of the conference end date:
1. Prepare and submit a 200-250 word summary of the learning outcomes of the participated conference as well as three photos of the delegate at the conference.
2. For reimbursements:
Contact the ExCO exec who approved you to submit your receipts.
Screenshots and/or pictures of receipts will not be accepted. For online receipts, please download the entire copy. For non-online receipts, please scan them.