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However, it can be difficult to identify sources of funding to support your conference registration and travel costs. Luckily, there are many funding options both within and external to the University of Rochester. Keep reading below for some potential funding options that you can apply to!

Funding Options

Funding from your Advisor

The first route of raising funds for your conference travel can be asking your advisor. Professors often budget for a set amount of their grant funding to go towards travel costs for grad students. Especially if you are planning to attend a conference directly related to your research field, it is a good idea to express this interest to your advisor and inquire about the possibility of receiving lab funds to support conference costs.

Department Funding

The next potential source of funding can be directly from your department. My department (Biomedical Engineering) provides a $500 travel award after completing your PhD qualifying exam. Reach out to your graduate program coordinator or your department chair and ask about what funding options they can provide. Oftentimes, the department may not advertise funding, but just by reaching out and showing initiative, you may find that they can cover your flight or hotel costs!

Student Groups

Another option for conference funding is through student groups on campus. I am a part of the Microphysiological Systems (MPS) Network, which is a student group focused on providing a support network for students interested in or actively working on MPS research. This group offers a small travel award that members can apply for to attend MPS-related conferences. Check out other student groups by browsing CCC, where you may find others with shared research interests! In addition, Graduate Women in Science (open to all students) offers a travel awardwith due dates on November 15^th and April 15^th. To apply for this award, you will need to fill out an application form, as well as submit your CV, any peer-reviewed publications, and two letters of reference.

GEPA Travel Fund

The GEPA office offers Graduate Student Supplemental Professional Development Funding. These awards can provide up to $500 towards conference transportation, lodging, registration, or membership expenses. There are two application cycles each year, so look out for those deadlines! Note that awards are granted based on the quality of the application as well as financial need.

Kearns Center Diversity Travel Award

The David T. Kearns Center for Leadership and Diversity also offers a Professional Development Diversity Travel Award. This award is targeted specifically for graduate students who are from underrepresented backgrounds, including students of color, low-income students, students with disabilities, LGBTQIA+ students, religious minorities, or first-generation college students. This award is a great option if you are planning to attend an academic or professional conference focusing on diversity. The Kearns Center will support up to $1000 of the conference costs for domestic travel and $1500 for international travel.

School of Medicine and Dentistry Faculty Council (SMDFC) Travel Award

If you are a graduate student associated with the School of Medicine and Dentistry, you can apply for the SMDFC Travel Award. This award has two application cycles with deadlines in December and May. This funding source is a great option if you are in the later stages of your graduate career and plan to present your work either as poster or oral presentation. You can apply for this award even if you have already attended the conference, as the funds can be used to reimburse up to $1000 of your costs.

Awards Offered by the Conference

I am a part of the UR chapter of the Society for the Advancement of Chicanos/Hispanics and Native Americans in Science (SACNAS). SACNAS is a national organization and hosts a conference each year. I was able to attend the 2023 SACNAS conference through the SACNAS Travel Award offered by the conference organizers. In addition, I received the MPS World Summit Travel Award to attend the MPS World Summit in 2023. I was initially intimidated to apply to these awards since I thought they were too competitive. Through these experiences, I learned that you should never count yourself out and it never hurts to apply!

Overall, make sure to start searching early and pay attention to specific funding award cycles. For example, certain travel awards are only valid for conferences that will occur in the spring semester, so being aware of deadlines and requirements well in advance of your conference is essential for maximizing your chances of fully funding your conference travel. Another useful tip is to ask others in your lab or your department about ways that they have funded their travel in the past. Remember, it’s always important to ask! You never know which groups or offices have funding available for students, even if it’s not well advertised.