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. 

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.

Applicants are screened in order to ensure that (1) the applicant will not be going over their ExCo subsidized conference limit with this conference and (2) that the applicant is serious about attending and that there is a value-added for them by attending. Applicants are also screened more critically if there are too many applicants applying for reimbursements.

Most applicants get through the screening process, so it is likely that you and your friends will be approved. You may also note in your application that you are applying with other people and would not like to be accepted if your team members are not either.

Typically, students can only attend one conference a year. However, given the situation with COVID-19, we are currently offering to subsidize 100% of up to two virtual conferences.

An external conference is a value-added conference, competition, or event that is not operated by the Sauder CUS or by any subsidiary organization of the UBC AMS, meaning that it cannot be affiliated with Sauder or UBC in any way.

Please send us verification that you have paid back your portion in full to the individual who paid for your costs (proof of e-transfer in a bank statement, etc.) as well as the original receipt with an indication as to how many people split the shared cost.

For every expense, you are required to provide a bank statement proof and a receipt of purchase.

Official bank statements and receipts showing proof of payment.

ExCo does not subsidize for extended stays. If you choose to stay beyond one day more than the conference dates, we will use a pro-rating system to calculate the cost of your trip.

• Example: You purchase your flight ticket for $500. You plan to attend a 2-day conference, but you decide to stay a total of 10 days. The calculation is as follows: 

• ($500 flight ticket / #10 days travel period) = $50/travel day. 

• $50/travel day * (2-day conference + 1 additional day) = $150 eligible flight expense

All costs that you wish to be reimbursed for must have an accompanying receipt. This means that you should have receipt proof for all travel expenses (local and flight), accommodation expenses, and delegate fee expenses.

We use estimated costs to properly calculate whether or not we can accommodate for a specific applicant in our budget, so it is incredibly important to be as accurate with estimates as possible. If the difference is drastic, we may be unable to reimburse you for the full amount.

.ExCo does not pay for food and beverage costs. If a conference provides food to a student throughout the conference, we will need a quote from conference holders (an email would suffice) for the rough break down of costs (Example: roughly 20% of the applicant’s delegate fee went to food) so that the food percentage can be deducted from the delegate fee.

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.

• Reimbursements are usually given through a check or cash by the AMS. However, given the situation with COVID-19, the AMS is currently reimbursing students through e-transfer.

• In order to receive your reimbursement, you will need to fill out the post-conference tasks google form within 30 days from the end of your conference date.