Steps to Present Your Research at an Off-Campus Conference

Before submitting an abstract to a conference

  1. Identify conference and check deadlines

After submitting an abstract to a conference but before you are accepted

  1. Submit a “Budget Request Form” to .
  2. Note: Wait for approval before spending any money on the conference
  3. Find additional funding from other sources (e.g., department chair, concentration coordinator, faculty supervisor, mom and dad)
  4. Receive approval from Dr. Lyon.
  5. Pick up a Student Travel Packet from Dr. Lyon (West 238)

After being accepted to the conference but before going

  1. Register for the conference (print receipt)
  2. Reserve a room (print confirmation)
  3. Make travel plans (if flying, book flight and print receipt)
  4. Submit check request form with attached receipts to Dr. Lyon
  5. Pack for the trip (see “Pack This!” sheet)

During your trip

  1. Keep all itemized receipts and store in the student travel packet.
  2. An itemized receipt includes everything you purchased. For example, at a restaurant, the itemized receipt includes all of the food and drinks you purchased.
  3. Keep any credit card signature slips and write down tips that you paid.
  4. Ask for a printout of your hotel bill upon checkout.
  5. Have someone take a picture of you presenting.

After you return

  1. Complete the “Travel – Expense Report” form
  2. Return the student travel packet (with expense report and all receipts) to Dr. Lyon.
  3. Respond to interview requests from the RC Research bloggerwho will write a blog post about your trip for rcresearch.org. You will provide a picture to the blogger.

The Fine Print:

  • $500 per student per year is the maximum funding available from Dr. Lyon. Search for additional funding from other sources to cover the rest of your trip funding.
  • We use a reimbursement system. This means that you must spend the money first and then be reimbursed.
  • If you do not have a credit card or do not want to use yours, your faculty advisor can pay and be reimbursed for your expenditures.
  • You may borrow a Roanoke College credit card from the Business Office (see Donna Thomas on the second floor to check one out). However, you may not spend above the approved amount.
  • Unfortunately, we cannot give you a travel advance.
  • Please direct all questions about this procedure to