## [Travel & Conferences](/paf/travel-conferences) If you have any questions or would like feedback on your PAF/SuperApp application, you can **book office hours** through [this link. ](https://calendly.com/apsc-paf/new-meeting?month=2025-09) [**PAF Travel and Conference Budget Template**](https://experience.apsc.ubc.ca/sites/default/files/2025-09/-student-group-name-paf-travel-and-conference-spreadsheet.xlsx) Travel and Conference funding is available to individuals or groups attending conferences or field trips. If you are hosting a conference, please apply as a PD Opportunity. Funding is awarded on a per-trip basis, as per the guidelines below. Funding is awarded on a rolling basis and applications will be accepted if there are funds in the Travel and Conferences PAF funding pool. Applications for conferences or trips must be submitted during the same fiscal year in which they take place. Funding will be allocated from the funding pool belonging to the year that the conference or trip takes place in. Applications may be submitted after the conference or trip has taken place, so long as the application is submitted before August 15th of the same PAF fiscal cycle the event took place in. Note that funding is never guaranteed until an application is processed and approved. It takes approximately three weeks to process an application. If the applicant chooses to apply less than three weeks before the conference or trip, or post-conference or trip, the applicant risks not receiving funding and as a result should consider alternative funding options. If there are any changes to applications applicants must contact PAF directly for their funding to be reassessed. APSC Finance and PAF can change the eligible funding amount based on changes between the approved application and the actual attendance and event logistics. Examples of this include: • Change in who is going • Change in numbers (ex.,15 students are approved, 10 end up going) • Event moves online from in person [Apply for PAF Travel + Conferences Application](/paf/paf-travel-conferences-application "PAF Travel + Conferences Application") ## Eligibility criteria: - Must meet all [General PAF Eligibility Requirements](/paf/mandate/eligibility "Eligibility"). - Individuals may not receive PAF T+C funding for more than five applications within the PAF fiscal cycle - A complete roster of those attending the travel/conference must be provided before the application will be considered. - Applications for a single initiative may only be funded through one category of PAF (e.g., cannot apply for both Travel & Conferences and Projects). - Reimbursements may only cover costs for conference fees, direct travel (i.e., to and from destination), and accommodations up to the caps of the application. - PAF will not fund travel within a current local area of residence (ex. a student who is in a different city for personal purposes or for internships) or within the Vancouver Lower Mainland. The PAF Committee reserves the discretion to adjust the region eligibility for exceptional circumstances. This funding category is divided into three sub-categories: ### Representative Students shall apply to this category if they are formally representing UBC Engineering in an independently organized event (as determined by the PAF Committee). Examples of funding which would fall under this category include participation in a competition as part of an affiliated UBC Engineering group (e.g., program/department club, E-IDEAS, etc.), voting on behalf of UBC-Vancouver, or presenting research at a conference. For competitions/conferences – UBC students are not considered representative unless they are participating on behalf of a recognized group ### Non-Representative This category is for students seeking professional development opportunities as a participant, whether through trips, conferences, or other means. Examples include annual meetings of professional chapters, or technical conferences with no presentation component. ### Year Trip This category is for travel opportunities that are restricted to a particular discipline and/or to students in a certain year level. Applicants must show evidence that trips offer engineering learning outcomes associated with their program, and should include an itinerary trip guide, which includes specialized technical activities with local academic/industry experts and knowledge. Examples of this include graduate field trips which include site visits to industry partners. It is expected that these trips can garner more support from industry sponsors. ### Registration Fees for PD The PAF Governance Committee has created a new sub-category within T+C for certifications and workshops organized by a reputable 3rd party facilitator. - Courses offered/hosted by official engineering bodies (e.g., CFES, EGBC): applicant is reimbursed 50% of their registration fee, up to $75. - Other courses offered excluding any courses for credit from any post-secondary institution: applicant is reimbursed 50% of their registration fee, up to $50. - Students may apply to this category only once per PAF year. ### Funding Calculation: Representative Non-Representative Year Trip Travel Funding is allocated based on the region of travel, up to the **maximum** amounts below: Region 1: BC and WA $90/student $60/student $60/student Region 2: Western Area\* $290/student $170/student $170/student Region 3: North America $400/student $230/student $230/student Region 4: International $680/student $340/student $340/student Accommodation Accommodation is subsidized for the lesser of 7 nights or the minimum duration of the conference or trip. NOTE: PAF does not fund meal costs. Accommodation will not be funded for local conferences. up to $35 per eligible student, per night Conference Fees PAF will subsidize 75% of conference fees, up to the maximum below. If fees include accommodation, that will be counted in the accommodation category as above and subtracted from the conference fee before assessment. up to $230 per eligible student Maximum funding PAF Funding shall not exceed the indicated percentage of the trip’s budget. Costs not covered in the above categories (ex: food) will be removed from the total budget at the T+C committee’s discretion. 75% 50% 25% \**The Western Area comprises of AB, SK, MB, OR, CA, MT, ID, WY, NV, UT, AZ.* For more information, please refer to the [Professional Activities Fund Mandate](/paf/guidelines "PAF Mandate"). ### Application Procedures 1. Prepare your application responses using the [T&C Application PDF](/sites/default/files/2023-06/PAF%20TRAVEL%20AND%20CONFERENCES%20APPLICATION%20v2023.pdf "PAF TRAVEL AND CONFERENCES APPLICATION v2025.pdf") as a reference.(Note - the funding amounts reflected in this guidebook are applicable for events that fall in the 2025-26 PAF cycle - i.e. after August 31st, 2025.) 2. Complete the [PAF T&C budget template](https://experience.apsc.ubc.ca/sites/default/files/2025-09/-student-group-name-paf-travel-and-conference-spreadsheet.xlsx) (2025-2026) and prepare supplementary documents if you are applying for the Representative category. 3. Complete the [T&C submission form](/paf/paf-travel-conferences-application "PAF Travel + Conferences Application"). Note that you **cannot** submit a completed version of the PDF itself, you will be required to submit through the form. Travel & Conferences applications are accepted on an on-going basis and approved at the discretion of the PAF Coordinator and EUS VP Finance. If you have any questions about your application, contact us at .