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Before commencing the travel planning process, create a detailed budget that includes all expected expenses for the trip. This should include conference registration, flights, accommodation, insurance, and visa fees. Share this budget with your supervisor and the lab secretary.
Step1：Insurance
Email [email protected] to apply for travel insurance coverage. Basically, you can apply for insurance for the duration of the conference plus an additional two days. If you need the insurance document urgently, request a PDF copy in advance.
Step2: Overseas Research Travel Grant Program
https://waseda-research-portal.jp/international/graduate-student/
If you’re eligible, apply for the Overseas Research Travel Grant Program. Remember, the application should be completed one month before the trip.
Step3: Visa (if necessary)
Check whether a visa is required for your travel. If so, initiate the visa application process as soon as possible to allow ample time for processing.
Step4: Pay registration fee, book flight, and hotel by yourself.
Conference Registration
Register for the conference. Be aware that some conferences require a full registration fee rather than a student registration for presentations. If the cost of IEEE/ACM membership plus the member registration fee is less than the non-member registration fee, choose the former.
Flight Booking
Book your flight. Remember, only economy class is permitted for student travel. Retain all ticket and invoice documents for submission after your trip.
Hotel Reservation
Book your accommodation for the duration of your stay.
Flights and itineraries must conform to university regulations. Please check with the professor and secretary before making reservations.
Step5: Submission of Documents
Once all the arrangements have been made, send all documents to the lab secretary. Ask them to input your travel details into the e-trip system. Remember to keep all receipts and invoices related to your trip for reimbursement purposes.
Tips
If you can’t pay for it yourself (e.g., not enough money or a credit card) please ask the supervisor for help.
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