For those who have difficulties raising funds for travel to the host city(or country) for attending UbuCon Asia, The Committee provides travel grant for selected beneficiaries. Grants are provided in 2 categories.
What travel grant covers
Travel cost
Cost from round trip between beneficiary’s home and the hosting city(or country) with following transportation can be covered by travel grant.
- Domestic and International Flights (Economy class seat)
- Inter-city and International Trains, Bus, Ferry
To minimize risks and provide funding for as many people as possible, The committee provides funding for your round trip as reimbursement after the event is finished. This means, that once you got your travel grant approved, you will need to book your round trip ticket with your own money first. Then we’ll provide reimbursement for that after the event.
Stay cost (Accommodations)
The committee can provide accommodation to selected beneficiaries during the event period. Either with accommodation group booking arranged by the committee or as reimbursement.
Accommodation arranged by the committee
In most cases, The committee secures large enough numbers of rooms from accommodations in advance. In this case, You will be assigned to a room and receive confirmation for your accommodation along with some instructions.
To minimize cost and provide accommodations for as many people as possible, We sometimes (or frequently) assign 2 or more people in a same room with multiple beds. In that case, the committee will ask applicants for which person they prefer as their roommate then inform who will be using the room with once rooms assigned.
We cover stays during the conference days (as well as day trip if you plan to participate). If you would like to stay more days after the event, the committee can try to arrange with our accommodation to extend your stay but additional cost from stays beyond event days are not covered by the committee but subject to coverd by beneficiaries.
As reimbursement
There could be also cases where the committee did not secure rooms before. In that case, the committee will ask you to book accommodation with your own money and then provide reimbursement after the event. Only stay costs during conference days (plus day trip if you plan to participate) will be covered. Costs for stays beyond event dates will not be covered by the committee.
What travel grant not covers
- Local transportations such as metro(or subway), city bus, taxi(or cab)
- Visa application cost
- Food
- Any other things not mentioned on “What travel grant covers”
- Expense of any other people other than you such as your partner or family members
Grant priority
Since our budget is always limited, We won’t be able to approve everyone who applies. Thus, we’ll be approving applicants with consideration on the level of needs the applicant stated in the application and also following priority order.
- Keynote/Talk/Workshop Speakers* & Organizers
- Official Ubuntu Members, BoF Moderators(Those who submitted BoF proposal then got selected)*, On-site Volunteers with full time commitment(Selected in advance)
- Attendees, Lightning talk speakers(In case we accept proposals for Lightning talks earlier in advance)
- *For sessions with multiple speakers, Up to 2 speakers in the same session will be eligible for this order