Travel Support Policy

About travel support

Our travel support program aims to make CARE conferences accessible to advocates with limited financial resources. Those in need can apply using the form below within the specified submission period. While our budget is limited, we prioritize applicants with the greatest need and strive to support as many attendees as possible by removing financial barriers to participation.

Am I eligible for travel support?

Anyone can apply for travel support. However, our funds are limited and we prioritise funding those who could not attend without support. Travel support must be requested before the event.

Our travel support funds are intended for attendees who:

• Face prohibitive travel expenses (costs that would prevent you from coming to the conference)
• Don't have other options available
• Are a confirmed CARE speaker who could not attend without support
• Have not already been funded

Things that might lower the chances for applicants:

• Being employed by a large or well-funded organization
• Having previously received multiple travel support awards
• Traveling only a short distance to attend the event

What does travel support cover?

Travel support funds cover transportation, registration fees and in some cases accommodation costs for the CARE conference, up to the approved amount. Please be aware that the full sum requested may not always be granted.

What we expect

We expect you to:

• Book travel at least 4 weeks in advance where possible, to avoid last-minute price increases
• Book what you need, and don't add extras
• Tell us by email if you can't make it, so we can reallocate the funds
• Provide receipts for your expenses within 2 weeks of the event (bank statements are not sufficient)
• Fill in the event feedback form

We don't expect you to:

• Suffer journeys much longer than needed, or book unsafe accommodation to save money. Especially if many layovers or poor sleep would impede the value you can get out of the conference.

Travel insurance

We encourage participants to get travel insurance that covers emergency medical care for the length of their stay, and to consider insurance that covers cancellation due to COVID. Travel support does not cover additional accommodation or related expenses arising from COVID quarantine or self-isolation before or after the event.

Consent to communications

By requesting travel support at any stage of the application or registration process, you agree to this policy and to receive email communications pertaining to your travel support request, both before and after the event.

How do I request travel support?

You can request travel support via this application form (applications are closed).

Applications closed on 1 July, or earlier where funds were fully allocated.

Conditions for travel support

If you are awarded travel support, you will need to submit receipts for your expenses within 2 weeks of the event (bank statements are not sufficient).

You will be sent a reimbursement form where you will need to provide all relevant details and upload receipts that correspond to the support amount you've been awarded.

To help us process reimbursements efficiently, we kindly ask that you submit a single claim once you have collected all receipts related to your travel. Reimbursements will cover only actual expenses, up to your approved amount, and will be processed within 30 days after the event. Delays may occur based on receipt submission and bank processing times.

I will need a visa, how do I apply?

If you need a visa invitation letter to support your application, email care@animainternational.org with your full name, passport details, and your travel dates for Warsaw, and we'll send you one.

Apply as early as you can. Schengen visa applications for Poland can take a month or more to process, and in some countries the nearest appointment or visa centre is in another city, so check the requirements and appointment availability for your country now rather than close to the conference.

The application itself is your responsibility: the CARE team can provide the invitation letter, but we can't apply on your behalf and can't guarantee that a visa will be granted in time. Visa-related expenses are covered only in exceptional cases.

Contact details

Any other questions, please reach out to us via email: care@animainternational.org