The purpose of the Travel Grant Program is to encourage junior researcher participation in the conference by
partially funding the travel costs for those who would otherwise be unable to attend. Depending on fund
availability, Ph.D. students, postdoctoral researchers and faculty members from underrepresented groups will
be considered for travel support (although priority will be given to Ph.D. students). The program is made
possible by several grants including from the US National Science Foundation (NSF). Dedicated travel funding
is also made available specifically for P4EU Workshop attendees. In selecting applicants for travel support,
preference will be given to those who satisfy one or more of the following criteria:
- Applicants presenting a paper, poster, or a demo, or participating in the Ph.D. Forum.
- Applicants who are authors of papers submitted but not included in the program.
- Applicants who are co-authors of accepted papers and posters who are not giving the presentation at the
- Applicants in early stages of their Ph.D. studies without alternate means of support.
The factors above represent our rough prioritization. We also take into account extenuating circumstances
that are discussed in statements and letters. Applicants are expected to show evidence of a serious interest
in networking, as demonstrated by coursework and project experience. ICNP particularly encourages the
participation of women and members of underrepresented minorities.
How to Apply
The following information should be submitted:
- A CV with complete contact information and correct email address. If you are a US-based student, you
must also state your visa status, including those on student visas (F-1, J-1, etc.).
- A short personal statement (1 or 2 paragraphs, no more than 1 page) that includes information that the
applicant feels is relevant to support his/her case. This includes why the conference attendance is
important to the applicant's research and career development. You should mention any papers or posters
you submitted or had accepted, and whether or not you are presenting any work (including if it is in the
main track, workshop or PhD Forum). It must include the estimated expenses for attending the conference
(total, and breakdown by conference registration, travel, lodging, and meals). If you will be unable to
attend without a travel grant, please explain why this is the case. If you have applied for any other
funding support, please make this clear in your personal statement.
- A letter from your advisor (or a faculty contact if you do not have an advisor), which:
- Confirms the applicant’s good standing in the institution;
- Explains why the applicant would benefit from attending ICNP as well as how she/he could
contribute to the conference;
- Explain the current funding status and why the applicant is in need of the travel grant;
- If the application is a co-author of an accepted paper, the advisor should indicate whether
other co-authors will be attending the conference and who is presenting.
Applications that do not include the above items will not be considered. The expectation is that a student
travel grant will significantly offset airfare, shared hotel accommodation, and registration. It may not
fully cover these expenses, however, since our desire is to maximize participation by students.
Submit your application at: https://hotcrp.eecs.qmul.ac.uk/icnp18-travelgrants/
Important Notes about Reimbursement
Funds can only be used toward registration, travel, sustenance and lodging at the conference hotel. In order
to support as many students as possible, the amounts awarded will defray, but may not necessarily cover all
costs. Students are strongly encouraged to secure additional funding from other sources. Funds will be
disbursed only in the form of reimbursements for actual expenses. A receipt is required for any expense
reimbursed (e.g., registration, airfare and hotel receipts).
NOTE: Students supported with NSF-provided funds MUST fly on a US carrier. We will let each
awardee know if they will be supported by NSF funds.
For reimbursement, the student must submit the following information:
- Original receipts for travel, lodging, and conference registration. For travel receipts, please include
boarding passes and/or receipts for train/cabs. For lodging, please include a receipt from the hotel in
addition to the online hotel reservation.
- If you are a US citizen, a completed W-9 form.
- If you are in the US on a F-1/J-1 visa, a completed W-8 form.
- A sheet that lists all the expenses.
An application for this travel grant is an implicit acceptance of these terms.
||August 3, 2018 (11:59:59pm EDT)
|Notification of acceptance
||August 10, 2018
Please pay attention to the following details about the travel grant application and reimbursement
- Please provide complete contact information. We will need to have your current mailing address. Please
take into account any address changes you may have near the time of the stipend deadline, for example
due to school breaks. You will be notified via email, so make sure your email address is correct on your
- The decision on student travel grants is made by the ICNP Student Travel Grant Committee; all decisions
- Grant applicants should ensure that they have the proper travel documents (i.e., visas) to travel to and
enter the United Kingdom, and to return to their home institution after the conference.
Travel Grants Committee
Hulya Seferoglu (University of Illinois at Chicago)
Gareth Tyson (Queen Mary University of London)