Postgraduate Conference Presentation Grant

This Fund provides financial support for PhD students in the Faculty of Arts and Social Sciences at Lancaster University who are giving papers at conferences, both in the UK and overseas (as long as the Foreign and Commonwealth Office of the UK government advises it is safe to travel to that country).

Please bear in mind that travel guidance may change at short notice: please refer to the University Covid-19 FAQ page and see travel guidance below.

Please ensure you use the current year’s form, as this has changed from previous years.

Application Procedure

The Postgraduate Conference Presentation Grant is to assist FASS postgraduates not receiving research councils' funding for conference expenses to attend conferences at which they are presenting papers. Once the total budget for 2022-23 has been exhausted, the fund will close.

In academic year 22/23, two applications can be made, but for a maximum total of £500 per student. There is a limit of £250 per award for conferences in the country of residence, £500 for conferences outside the country of residence, and £250 for online conferences.

If required, the cost of PCR test can be claimed but this will count towards the maximum total of £500 per year per student. PCR cost can only be claimed if travel is deemed ‘essential’, i.e. if there is no other option to attend the conference online instead of traveling. This must be specified in the supervisor’s email.

There are three application rounds: Michaelmas (15 August to 16 December), Lent (16 January to end of Easter vacation), and Summer (beginning of Summer Term to 1). Applications must be submitted within these defined rounds (Michaelmas, Lent, Summer) but only one application per round will be processed. Once the total budget per round has been exhausted, applications will close for that round.

Conferences can take place anytime during the year, so students who have a conference during the Lent or Summer terms can already apply in Michaelmas Term.

In line with the University commitment to become ‘carbon neutral’, we encourage you to consider online participation if possible.

Travel Guidance as of March 2022:

-All travel must be arranged with the University’s preferred suppliers only (via University Travel Services), otherwise it will not be reimbursed.

-All UK travel is permitted.

-International travel is permitted as long as the FCO advises it is safe to travel to that country. Please consult the FCO page for the country you are planning to visit.

-Students residing abroad who plan to travel a) within their own country, b) to a third country, or c) to the UK shall check the current travel restrictions and conditions of entering a different country.

-As travel restrictions can change, please bear in mind that even if your application has been approved, your travel can eventually be cancelled at a later stage based on UK and/or foreign governments’ guidance.

-If there is an option to attend the conference online in accordance with the University’s ‘Sustainable Business Travel Guidance’, this should be chosen wherever possible.

All of the above is subject to change at short notice based on governmental rules and guidance, University policies as well as the global context.

Please bear in mind the following procedural points:

  • Applications must be submitted on the FASS PGR Conference Presentation Grant Application Form 22-23 prior to the conference taking place.
  • When completing the application form, please convert all costs into pounds sterling.
  • The application form must be returned electronically by your Supervisor to financeassistant-fass-fhm@lancaster.ac.uk.
  • Forms must be submitted during defined rounds (Michaelmas, Lent, Summer) and decisions will be notified on an on-going basis while there are funds available. If the conference takes place after 31 July 2023 then no decision will be notified until funding for 2023-24 is known.
  • Please remember to observe the rules on reimbursement and receipts outlined in the Notes on the FASS PGR Conference Presentation Grant Application Form 22-23.
  • Please do not attach any receipts to this form - if your application is approved you will be informed how to claim any money awarded to you, and you will need your receipts to do so.
  • If you are awarded funds please submit your claim for reimbursement immediately after you travel. You should contact financeassistant-fass-fhm@lancaster.ac.uk if the conference takes place in July and you are unable to submit a claim by 31 July 2023

and the following guidelines:

  • The fund is restricted to conference participation – as opposed to other expenses incurred during research.
  • Applicants are required to be presenting papers or posters, not merely attending the conference.
  • Applicants in receipt of research councils' funding for conference travel are not eligible. Applicants in receipt of other funding which covers research expenses should apply to these funding streams in the first instance. If you are in receipt of such funding, please confirm the name of the funding stream and specify how much you have received/been awarded.
  • Only research students in years 1-4 and part-time research students in years 1-8 are eligible.
  • The Faculty will fund two conferences per annum but for a maximum of £500 in total. There is a limit of £250 per award for conferences in the country of residence £500 for conferences outside the country of residence, and £250 for online conferences.
  • The Faculty will only cover the cost of the most economical mode of transport. Car mileage will only be paid in exceptional circumstances.

Further information and enquiries

If you have any enquiries about this fund, please contact financeassistant-fass-fhm@lancaster.ac.uk.