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Travel and Lodging Reimbursement Policies

Our biennial Workshop is a unique opportunity for the IRIS community to convene for inclusive discussion of recent research, facilities, NSF priorities, and plans. IRIS helps to defray expenses in order to ensure broad participation in this conversation.

Members of the Board of Directors and Program Committees

IRIS will reimburse members of the IRIS Board of Directors and voting members of the four Program Standing Committees for the cost of their own lodging for a maximum of four nights during the Workshop, and their own travel, up to a maximum of $500.

Speakers at Plenary Sessions

IRIS will reimburse speakers at Plenary Sessions for the cost of their own lodging for a maximum of four nights during the Workshop, and their own travel, up to a maximum of $500. Organizing a plenary session, or organizing or speaking at a SIG meeting does not qualify a participant for reimbursement of any expenses.

Representatives of IRIS Voting Member Institutions

For each Voting Member of the Consortium that is not represented at the Workshop by a member of the Board of Directors, a member of one of the four Program Standing Committees, or a speaker at a Plenary Session, IRIS will reimburse one representative for the cost of their own lodging for a maximum of four nights during the Workshop. Voting Member Representatives are responsible for the cost of their own travel. Voting Members of the Consortium are encouraged to use this support for a junior faculty member who might not otherwise be able to participate in the Workshop.

Students and Postdoctoral Fellows

Subject to individual approval in advance of the workshop, IRIS will pay the cost of lodging in a shared double room during the Workshop and reimburse the cost of their travel, up to a maximum of $500, for a limited number of students and post-docs. Students and post-docs are selected for this support based on abstracts that they submit for the Workshop. Normally, no more than one person is supported in this category from each Voting Member of the Consortium.

IRIS will reserve rooms and assign roommates for approved students and post-docs. Supported students and post-docs who choose not to share a room may contact IRIS to make arrangements for a single room, at the individual's expense in excess of the shared room rate.

Policies Applicable to All Participants

Every participant is responsible to register for the Workshop and field trips before the deadline and must pay the Workshop and field trip fees. IRIS does not reimburse any participant for the Workshop or field trip fees

Every participant is individually responsible for expenses except where reimbursement is explicitly offered above. Every participant is responsible for travel expenses in excess of $500, expenses for travel in first or business class or on non-U.S. carriers, lodging for accompanying persons, and lodging before or after the Workshop.

Except for supported students and post-docs, every participant is responsible for making their own lodging reservation. Every registered participant and registered accompanying person is welcome at all group meals (breakfast, lunch, dinner, and breaks) throughout the Workshop.

Qualified participants will receive reimbursement after submitting an IRIS expense form and receipts within one month after the Workshop

Scholarship

One student or Postdoctoral Fellow from IRIS member institutions may request support of up to $500 to cover cost of travel. Please review the Students and Postdoctoral Fellows section of the travel policy above for additional information.

Scholarship application deadline is April 9 and notifications begin April 19.

  • Scholarship Application (PDF / Word)