Courses Reimbursement Policy
SIGGRAPH Asia 2009 will provide complimentary conference registrations and reimburse some travel and accommodation expenses for course presenters. The amount of reimbursement is dependent on the length of the course.
Upon acceptance, course organizers will be required to identify the course presenters who will receive the complimentary full-conference registration for SIGGRAPH Asia 2009. The number of complimentary registrations is based on the length of the course:
- Full-day courses: up to two presenters
- Half-day courses: one presenter
- Tutorials: one presenter
In addition, a similar number of course presenters will receive a travel expense authorization to SIGGRAPH Asia 2009. Covered expenses include air and rail fares or automobile travel, and hotel. Full-day course presenters can expense up to two nights of hotel; half-day course presenters and tutors can expense one night of hotel.
For course presenters whose permanent residence is outside Japan, ACM SIGGRAPH will reimburse up to a maximum of US$1,000 per authorized presenter per course. For presenters from Japan, the maximum reimbursement is US$500.
Reimbursement funds are not transferable, so they cannot be passed from one presenter to another, but at the course organizer's discretion they may be split between multiple presenters. Note: The individual presenters who receive the travel expense authorization need not be the same presenters who receive the complimentary registration, so if a course has a large number of presenters, the course organizer may split these benefits amongst presenters if necessary.
Air and Rail Travel
Authorized travelers should always try to travel as inexpensively as possible. Usually this means by rail within Japan, or by purchasing a partially or fully non-refundable airfare, and planning the trip as far in advance as possible.
If an authorized traveler chooses to travel to the conference by personal automobile, SIGGRAPH Asia 2009 will reimburse at the mileage rate of US$0.50 per kilometer. However, SIGGRAPH Asia 2009 will only reimburse up to the cost of a round-trip air ticket from the starting destination provided. Automobile travelers may also receive reimbursement for parking.
SIGGRAPH Asia 2009 will reimburse hotel room charges as described above, provided the hotel bill is in the name of the authorized traveler. SIGGRAPH Asia will reimburse presenters up to the maximum standard room rate offered by the official SIGGRAPH Asia 2009 hotels, which will be published later. The maximum room rate will be specified in the accepted course presenter instructions. It is strongly recommended to book the accommodation in a hotel which is included in the official SIGGRAPH Asia 2009 hotel list.
Meals, bar tabs, phone charges, internet charges, rental cars, fees, personal expenses, and expenses of guests are not reimbursable by SIGGRAPH Asia 2009.
To obtain reimbursement for travel expenses related to your presentation at SIGGRAPH Asia 2009, you must:
- Have prior travel authorization
- Have receipts for all expenses
- Submit a Course Presenter Expense Report within 90 days of completing travel
You are responsible for making your own travel and hotel arrangements.