Overview

Our financial support program has the general aim of improving the value, reach and impact of the Conference for AMICAL members, by enabling participation by colleagues who are likely to contribute effectively to the Conference program and to participate actively in it. The program also aims to provide a basic level of support for colleagues who have potential for future contribution to the consortium but have limited resources for professional development.

Three types of support are available to members attending the main Conference days (30 March - 1 April): registration fee waivers, hotel accommodations, and travel support. AMICAL members’ eligibility for each type of support depends partly on their institution’s membership category:

Institutional membership category	Conference role	Registration fees	Hotel	Travel support
Full/Affiliate	Primary speakers (i.e. persons who submitted an accepted proposal, panel speakers, or pre-conference workshop facilitators) Coordinating Committee members Conference Resource Coordinators	Automatic full waiver	Yes	Yes
Full/Affiliate	Additional speakers	Automatic full waiver	Yes, if sharing
Full/Affiliate/Network	Participants (registered attendees)	Automatic full waiver

Additional support is available for certain pre-conference workshop participants, as described separately below.

Registration fees

The value of the AMICAL 2019 registration fee is $300, but the fee is waived this year for all attendees. The fee is covered through a combination of support from our 2019 sponsors and AUC itself.

What does the registration fee represent?
The AMICAL Conference registration fee represents the cost, per attendee, of the local production of the Conference: catering of lunches and breaks, group dinners, local transportation (between hotel and campus), printing, attendee materials (bags, badges, etc.) and overhead expenses incurred by the host institution.

Hotel support

To be eligible for AMICAL’s hotel support program, you must meet the general requirements below, as well as the requirements specific to each of the two groups.

General requirements & dates concerned

You must:

• be faculty/staff at an AMICAL Full or Affiliate member institution
• register for the conference by the registration deadline
• agree to participate actively in the conference for all days for which you register

AMICAL hotel support can only cover the hotel nights surrounding your event participation (arrival the day before your first day of participation, departure the day after your last day of participation).

For example: the main conference days are March 30 to April 1. Therefore, attendees participating on all three days will be covered for the nights of March 29 through April 1 (with checkout on April 2).

You may book additional hotel nights through the registration form, but you will be billed for those.

To be eligible for hotel support, you must also meet the conditions specific to one of the two groups below.

Group 1: Primary speakers, Coordinating Committee, Resource Coordinators

AMICAL can cover your hotel nights provided that you are both:

• a visiting attendee from a Full or Affiliate member institution, AND
• in at least one of the following active conference roles:
  • Primary speaker
    • Persons who submitted an accepted proposal
    • Panel speakers
    • Pre-Conference Workshop facilitators
  • Coordinating Committee member
  • Conference Resource Coordinator

Though not obligatory for attendees in this group, we strongly encourage room sharing. Room sharing helps enormously with the financial sustainability and breadth of participation for our annual conferences.

Group 2: Additional speakers

For Full/Affiliate members who are recognized as additional speakers in an accepted program session: if you agree to share a hotel room with another AMICAL member for the “dates concerned” described above, AMICAL can cover your half of the hotel costs. You must be a Full/Affiliate member, but your roommate can be from any member category (Full/Affiliate/Network), and you can benefit from support even if they do not.

One exception is allowed for this condition: if you’re attending a Pre-Conference Workshop on March 29, but your roommate is only attending the main program starting March 30, your room can still be covered (without sharing) for the night of March 28.

Rooms can be shared between 2 attendees. If you agree to share a room, you’ll have the option of either naming your roommate or letting us pair you with one roommate of the same gender. If you name your roommate, they must name you as well in their hotel reservation request. Otherwise, we will pair you with a roommate of the same gender and, if possible, from your institution.

If you opt NOT to share a hotel room with another AMICAL member, AMICAL will cover half the cost of a single room (USD 52.50), and you will be responsible for the remaining costs for the room.

Check the dates of your hotel coverage

Before booking your hotel through our registration form, use the link at the bottom of this page to check the exact dates for which you will be covered.

If AMICAL is covering certain hotel dates for you, note that normal check-in time starts at 15:00. If you need to arrive earlier in the day than that, you should check with AMICAL (amicalconf@amicalnet.org) to determine if the cost of the early check-in can be covered.

How to claim hotel support

If you fulfill the general and group conditions above, you need only submit the registration form, including there your hotel reservation request, by the normal registration deadline. Attendees in Group 2 must request hotel support by checking the appropriate box (“I am willing to share a room”) on the registration form. No payment on your part is necessary if you are only booking nights within the range covered by AMICAL.

Airfare support

Eligibility and conditions

To benefit from travel support:

• You must be a faculty or staff member at a Full or Affiliate member institution.
• Your institution must already be funding travel to the Conference for at least one staff or faculty member (typically, your AMICAL representative).
• You must have at least one of the following conference roles:
  • Primary speaker (including all Panel speakers and Pre-Conference Workshop instructors)
  • Coordinating Committee member
  • Conference Resource Coordinator
• You should only request airfare reimbursement after first seeking support from your own institution, for example through local programs for funding staff or faculty professional development, travel or conference participation.

How to claim travel support

Airfare will be covered automatically for attendees in the categories indicated above, up to a limit based on your institution’s location. If you are eligible for this, follow the instructions under Booking flights (supported attendees).

Financial support for pre-conference workshops

In addition to the financial support program described above for AMICAL members attending the main program days, support is also available for a limited number of participants whose applications have been accepted for one of the two pre-conference workshops:

• Borderless design: Collaboratively designing creative solutions to our challenges
• Information literacy in practice: Leadership, communication, teaching

Funding is being provided as follows:

Eligibility requirements & procedures

To be benefit from hotel and airfare support, participants must

• be faculty/staff at an AMICAL Full or Affiliate member institution
• apply for your Pre-Conference Workshop by the workshop application deadline and be accepted (you’ll be notified before the Conference registration deadline whether you’ve been accepted for the workshop)
• register for the Conference by the registration deadline, indicating that you’re attending the 29 March Pre-Conference Workshop day
• agree to participate actively in the Conference for all days for which you register

All deadlines are listed under Important dates.

What’s covered

Regardless of membership status, all applicants accepted for a pre-conference workshop will have their registration fee waived for both the workshop and the main Conference.

Accepted workshop applicants who fulfill the eligibility requirements and procedures above will also benefit from the following:

• Airfare (under the same terms as our main financial support program — see Airfare above)
• Hotel accommodations at the Conference hotel for the nights necessary for workshop participation:
  • if they were already benefiting (as a speaker/Coordinating Committee member/coordinator) from hotel support for the main conference:
    Single hotel room for night of 28 March
  • if they were NOT already benefiting from hotel support for the main conference:
    Single hotel room for the nights of 28 and 29 March

Check for financial support eligibility

To verify whether you are eligible for the financial support described above, check the following list:
Full/Affiliate AMICAL members with hotel or airfare support

(and see the note above, under “Check the dates of your hotel coverage”, for those hoping to attend a Pre-Conference Workshop on 28 March).

If you believe there is a mistake concerning your eligibility, contact amicalconf@amicalnet.org.

March 29 Pre-Conference Workshop attendees:
The hotel night of March 28 will be covered for most of those involved in the March 29 Pre-Conference Workshops: instructors, as well as Full/Affiliate members accepted for participation in those Pre-Conference Workshops. Once instructors have informed us of who has been accepted into their workshop, we will add these dates to the list of covered hotel dates linked below.