Travel Fund Policy

How to Submit

1. Download and fill out the reimbursement template above.
2. Scan or photograph all receipts (must show date, item, and amount paid). Zip all receipt files into one folder.
3. Email the completed template and zipped receipts to travel@gosim.org.

Email title format: GOSIM Paris 2026 Reimbursement: [Speaker/Spotlight] [Your Name] - [Total Amount in EUR] - [Departure City]
    Example: GOSIM Paris 2026 Reimbursement: Speaker Jane Smith - €850 - Berlin

Deadline: Submit by June 20, 2026 (45 days after the event). Reimbursements are processed within 45 business days after submission and attendance verification.

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Eligibility

Travel funding is limited to Confirmed Speakers and Spotlight Project Members (max one reimbursement quota per Spotlight project).

Reimbursement caps are based on travel distance to Paris:

• Tier 1 — Intercontinental: Travel from outside Europe (North America, South America, Asia, Africa, Oceania).
• Tier 2 — Regional: Travel from within Europe (Germany, UK, Spain, Netherlands, Italy, etc.).
• Travel within Paris is not reimbursed.

Your specific cap will be communicated in your acceptance email.

Covered Expenses

Category	Covered	Not Covered
Airfare	Economy round-trip to Paris. Itinerary must show cost and payment method.	Upgrades, seat selection, baggage fees, travel insurance
Accommodation	May 4–6, 2026 (event dates + 1 night prior). Room rate and tax only.	Meals, mini-bar, phone charges, dry cleaning, bottled water
Ground Transport	Not covered	All local transport in Paris

Also not covered: Visas · Meals · Daily commuting to STATION F · Rental cars · Luxury rides · Conversion/bank fees · Personal travel days

General Rules

• Event attendance is required. Provide proof of attendance (e.g., a photo of your talk) to be reimbursed.
• Book refundable travel when possible. Unused non-refundable travel will not be reimbursed.
• GOSIM reserves the right to request additional documentation.
• Policy violations (fake receipts, incomplete attendance, overlapping event claims) result in a permanent ban from GOSIM travel funding.

For questions, contact travel@gosim.org.