> For the complete documentation index, see [llms.txt](https://wiki.solids.group/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.solids.group/research-practices/travel-guidance.md). # Travel Guidance Conference and workshop travel is an important part of research. Presenting work and attending talks helps students connect with the broader research community and leaders in their field. This page outlines basic instructions and expectations for student travel. ## Submitting an Abstract Abstract deadlines are often at least two months, and sometimes up to nine months, before a conference. Plan ahead. Before submitting an abstract, get written confirmation from Dr. Runnels that travel funds are available. Abstract requirements vary. Some conferences require only a few hundred words; others require a draft paper. Give yourself enough lead time. Share abstracts with Dr. Runnels using Overleaf or Google Drive. For future work, make a good-faith estimate of where the project will be by the conference date. ## Requesting Student Travel Funding Even when travel is likely funded through a grant, students are expected to pursue available funding opportunities to help cover costs. This helps stretch group travel funds and creates more opportunities for students. Common funding sources include: * Internal university travel funds * Conference travel scholarships or fellowships for graduate students and early-career researchers After submitting an abstract, investigate these options. Send Dr. Runnels an update by email or Slack explaining which opportunities you are applying for, or why you are not eligible. You are not expected to win every fellowship, but you are expected to make a reasonable attempt. ## Creating a Presentation or Poster Plan to have your presentation or poster ready at least two weeks before the conference. Use the group template for all presentations and posters. Templates are available in the Google Slides template gallery when logged in with solids.group credentials. Know the time limit for your talk. Conference talks are usually 15 to 20 minutes including questions, but the conference website should give the exact time. Practice thoroughly. A good rule of thumb is to practice at least 10 times before presenting, especially for a first conference talk. ## Booking Travel Communicate travel plans with Dr. Runnels early, especially if you need to arrive late, leave early, or handle special circumstances. ### Accommodations The group will generally book a hotel at the conference venue. If you arrive before Dr. Runnels, you may need to provide your credit card for incidentals at check-in. Lodging expenses should generally go to the appropriate travel card or university process. ### Conference Registration Students are usually not required to register themselves. Registration is generally handled by the department. If you do need to register yourself, request reimbursement afterward. ### Airfare There are three common ways to book airfare. Book yourself and request reimbursement: This is often easiest, especially if you receive a travel award. If you use this option, request a quote from Christopherson Business Travel (CBT) for your itinerary before booking. Send your itinerary to `trips@cbtravel.com` and ask them to confirm the amount. University policy may limit reimbursement to the quoted amount. Ask CBT to book for you: Send your itinerary to `trips@cbtravel.com`. You can use this option only if you know the speedtype for the trip. Book through Concur: You can book directly through Concur if you have the speedtype. ### Ground Transportation Uber is often used, especially when the conference is in an urban venue and parking is expensive. Save receipts for reimbursement. ### Per Diem You may be eligible for travel per diem depending on the trip type and funding source. Discuss this with Dr. Runnels when planning the trip. ## At the Conference Dress professionally. For men, this generally means dress shoes, slacks, a dress shirt, and a sport jacket. A tie is encouraged but optional. A suit is fine but optional. For women, this means conservative business-appropriate denim, dresses, skirts, blazers, and similar professional attire. Keep conduct professional at all times. You are expected to attend and engage in conference activities. You do not need to attend every relevant talk, but you should review the program and find sessions related to your work. Technical conversations with people you meet are also valuable and encouraged. Use the time well. ## Giving a Presentation You will usually bring your own laptop. Before the session: * Bring suitable adapters. * Charge your laptop. * Have an offline version of the presentation. * Test the presentation without internet. * Arrive early. * Meet the session chair. * Test your equipment. Conference venues often have poor internet or no internet, so do not depend on a live connection. ## Presenting a Poster Set up the poster well before the poster session begins. Be present at the poster during the entire session and be ready to answer questions. Prepare a rehearsed five-minute explanation so you can guide visitors through the work. ## Recreation You are welcome and encouraged to have fun. Conferences are often in good locations, and it is fine to explore, relax, recharge, and get to know people in a less formal setting. ## Reimbursement Reimbursements are processed through the administrative office and usually after the trip has concluded. Send receipts to the office and copy Dr. Runnels on correspondence. If you receive a travel award, request reimbursement from the award source first. If the award comes through the university, it may be processed through financial aid. If it is external, it may arrive as a check. Notify the administrative office so the award amount can be accounted for in reimbursement. ## Cancellation When you commit to present at a conference, you are expected to attend. Cancellations due to illness, family emergency, or similar circumstances are understandable. If a cancellation is not due to a legitimate reason, you may be held responsible for some or all travel costs incurred. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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