Speaker Funding Policy

As a publicly-funded organisation, the Institute has a duty to spend its fund with care, economy and efficiency. This document outlines the level of financial support the Institute is normally able to provide to speakers for their involvement in Institute-funded events. The following details apply unless specific and prior authorisation has been given detailing different arrangements.

The Institute offers the cost of a return economy airfare (or train fare within the UK) to London. Travel bookings will normally be made by the Institute’s Events Manager on behalf of speakers following consultation over appropriate travel times/routes, taking into account cost. In some instances, for instance where more economical fares can be obtained, speakers may purchase their own travel tickets following consultation with the Events Manager over price. In such circumstances, reimbursements will be dealt with after the event only.

The Institute will also provide accommodation for an appropriate number of nights plus breakfast at a hotel nearby, or at another hotel of equivalent standard. The Institute is unable to cover the cost of any additional expenses incurred with the hotel, such as telephone charges, room service etc.

The following is an indication of the appropriate number of nights:

  • UK-based speakers from outside London will be offered one night's accommodation.
  • Continental Europe-based speakers will be offered two nights' accommodation.
  • Speakers from other parts of the world will be offered three or four nights' accommodation, depending on the duration of travel.

If funding is available, the Institute will reimburse the cost of Express Class (i.e. standard class) return train travel between the London airport of arrival/departure and a London mainline station (usually Paddington, Victoria or Liverpool Street), and then taxi to the hotel or the Institute. Please check the availability of funding with the Institute before you travel. The cost of local travel in the location of origin will not be covered.

Unless specific and prior authorisation is given, the Institute is not able to pay a per diem or an honorarium to cover additional expenses in London, nor does it reimburse the cost of meals or local travel while here (including taxis other than in the cases above).

The Institute is unable to meet the travel, accommodation or subsistence costs of speakers' partners, spouses or other travel companions, or meet additional costs incurred by such partners accompanying the speaker, for example, in the event that a spouse travels with a speaker, the Institute can only meet the cost of a single bedroom in a hotel, with the speaker liable to pay the difference in cost for a double room.

The Institute's Events Manager is Ms Olga Jimenez, email olga.jimenez@sas.ac.uk or telephone +44 (0) 20 7862 8871.

For reimbursement of approved expenses, receipts should be forwarded to Olga Jimenez at the Institute. Please don't hesitate to contact the Institute with any queries.