How to Secure Travel Grants for Academic Conferences
Going to academic conferences can be a milestone in a student or researcher’s career. Conferences give one an opportunity to publish work, meet colleagues and professionals, learn about feedback, and establish reputation. Traveling to national or international conferences, though, can be costly—particularly for students, young researchers, or individuals from underdeveloped areas. That’s where travel grants step in.
This guide takes you through how to effectively secure academic conference travel grants, even if this is your first time.
1. Know What Travel Grants Are and Why They're Important
Travel grants are monetary awards provided by research institutions, universities, non-profit organizations, and conference committees to help fund participants who can’t pay travel expenses themselves. These grants commonly pay for items such as:
- Airfare or other means of travel
- Hotel/staying arrangement
- Conference registration fees
- Daily allowances (occasionally)
The aim is to ensure that financial constraints don’t prevent promising researchers from showcasing their work or participating in academic discussions. Securing a grant doesn’t just make your trip affordable—it also adds to your academic credibility.
Whether you’re a master’s student, PhD candidate, or postdoctoral fellow, travel grants can open doors that otherwise remain closed due to cost.
2. Start Early: Planning and Research
As with most scholarships, timing is key when it comes to travel grants. Don’t wait until after acceptance to a conference to seek out funding. Many grants actually stipulate that you apply either prior to or concurrently with your conference application.
Here’s where to begin:
- Make a spreadsheet of conferences coming up in your discipline and list their dates and locations.
- Look on the official conference website for travel grant possibilities (check under “Funding,” “Grants,” or “Support”).
- Explore university-level funding—most departments have travel funds for enrolled students or faculty members.
- Research external funding sources like research councils, overseas academic associations, or foundations in your specialty.
Begin planning 3–6 months prior to your proposed travel so you don’t miss deadlines.
3. Write a Strong Grant Application
After finding appropriate travel grants, it is now the turn of preparing the application. A good application is more than completing forms—it shares your personal story of why you should be funded and how your attendance will benefit you and the academic community.
Key components of a good application:
- Clear research abstract: If the grant asks you to give a presentation at the conference, your abstract must accurately convey your research goals, approach, and importance.
- Motivational statement: Prepare a brief but compelling paragraph that states why you wish to participate in the conference, what you expect to learn, and how it fits into your academic or professional goals.
- Budget breakdown: A realistic and detailed plan of how the money will be spent. This provides transparency and credibility.
- CV or academic resume: Keep concise, up-to-date, and specific. Make any publication, presentation, or accomplishments stand out.
- Advisor’s recommendation (if required): Obtain this in advance and make it specific to your grant application, not a generic letter.
Pro tip: Customize your application for each individual grant—never copy and paste.
4. Know Where to Apply: Sources of Travel Funding
One mistake is believing that only the conference itself can fund your travel. In fact, several sources exist to help finance your trip.
The following are common and lesser-known sources:
University/Departmental Grants
Ask your supervisor or academic department. They can have internal funds to cover student or faculty travel.
National Research Councils
Organizations like the UGC (India), NSF (USA), DAAD (Germany), or the British Council offer travel funding for conferences, especially if the research aligns with their priorities.
International Academic Societies
If you’re a member of an academic society (e.g., IEEE, APA, MLA), check their website—many offer student travel grants and scholarships.
Host Country Organizations
If you are traveling overseas, there are some host countries that provide international researcher funding. For instance, the Canadian government occasionally supports travel for participants from the developing world.
Conference-Specific Grants
These usually appear on the event’s official website and can be sponsored or funded by academic partners or sponsors.
Foundations and NGOs
Non-profit organizations such as the Wellcome Trust, Ford Foundation, or Open Society Foundations sometimes provide travel funding for academic or social change projects.
Don’t limit yourself—apply to multiple sources if allowed.
5. Follow Up and Be Professional
After submitting your application, the waiting period begins. During this time, it’s essential to remain professional and responsive.
Here’s what to keep in mind:
- Double-check your email regularly—some grants may require additional documents or clarifications.
- If you are awarded the grant, be clear on the conditions: Do you have to submit a report? Keep receipts? Acknowledge the sponsor in your presentation?
- If you don’t get the grant, don’t give up. Send a gracious thank-you email and request feedback if allowed. Learn from it for your next application.
- After your trip, send an update and thank-you note to the organization that supported your travel. A short report with photographs and key points can go a long way in establishing relationships for future funding.
These actions demonstrate professionalism and appreciation—assets all funders value.
6. Be Strategic About Establishing a Track Record of Travel Funding
Securing your first travel grant is usually the most difficult step. But having done so and utilized it optimally, others become more feasible. Funders wish to fund candidates who:
- Make the most of chances
- Express gratitude
- Produce value (e.g., disseminate learning, publish results, continue collaboration)
Following are some tactics to create a long-term track record for funding:
- Record every trip—maintain logs of abstracts, photos, and outcomes.
- Write or post on LinkedIn or academic discussion forums about your experience. This establishes your visibility and credibility.
- Put funded travel on your academic CV in “Awards” or “Grants.”
- Volunteer to give a talk or write a report upon returning to your university—departments enjoy supporting those who return with value.
- Get advice from peers where they have sourced funding—often the best advice is from your own peer group.
Eventually, you’ll become someone who not only applies for grants—but is also invited to speak, collaborate, or mentor others doing the same.
Travel grants can make the impossible possible—especially for young academics and students on tight budgets. From presenting your first paper at an international conference to building a lifelong network, these opportunities are worth pursuing with intention and persistence.
The most important thing is to prepare in advance, write thoughtful applications, search broadly for funding, and give the process the level of professionalism that it requires. Even if you are turned down initially, continue to perfect your strategy—because when it ultimately happens, it may be the starting platform for your scholarly career.
Contact Aara Consultancy for further assistance!
We provide 360° Solution for your Education Needs. Contact us
