Short answer
Build the budget from the conference city's federal per diem rates, airfare quotes and registration fees, count 75 percent of the meal rate on the first and last travel days if your institution follows federal rules, add a 10 percent contingency, book early, apply for the conference's travel awards and write down expectations for students before you leave.
How should I budget a group trip?
Start from published rates, not guesses: federal per diem for lodging and meals in the conference city, current airfare quotes, the conference's registration fees, and a contingency of around 10 percent. The travel budget calculator adds these up for a group, handles room sharing and the reduced meal rate on travel days, and exports a CSV for your budget office.
| Cost | Where to get the number |
|---|---|
| Lodging | Conference hotel block rate, or GSA lodging rate for the city |
| Meals and incidentals | GSA M&IE rate; 75% on first and last travel day under federal rules |
| Airfare | Quotes for your dates, booked six to eight weeks out where possible |
| Registration | Conference site; check student rates and early deadlines |
| Ground transport | Airport transfers, transit, parking |
| Poster printing | Campus print shop quotes |
How do we reduce the cost?
- Apply for the conference's travel awards; many meetings for training programs offer them, especially for students from smaller institutions.
- Share rooms where your institution's rooming policy allows, and let students raise roommate concerns privately.
- Book within the conference hotel block early; blocks sell out.
- Choose meetings within driving distance for first-time presenters.
What policies should be written down?
Before the trip, give students a one-page document covering session attendance expectations, check-in times, the emergency contact, the institution's conduct policy and how reimbursements work. Collect emergency contacts and any accommodation needs privately.
What about the conference itself?
Help students prepare their posters and short talks a week ahead using the poster guide. At the meeting, set a goal for each student, such as talking with three presenters from graduate programs they might apply to.
Questions people ask
Can training grant funds pay for trainee conference travel?
Institutional training grants such as T32s and T34s typically include training-related expenses or trainee travel that can cover conference trips, subject to the announcement and your institution's policies. Check the budget rules in your award.
Where do I find per diem rates?
The US General Services Administration publishes lodging and meals-and-incidentals rates for each US city. Many universities use them as limits even for non-federal funds.