Funding a Zone Meeting

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Support from the SPS National Office

Thank you for agreeing to host a zone meeting at your institution. The SPS national office provides funding up to $900 in total funding: $600 to help cover the costs associated with hosting a zone meeting and $300 to support travel to the event.

To receive funding, please send the following information to lquijada [at] aip.org (Lydia Quijada) at least four weeks *before* your zone meeting:

1. A letter signed by the SPS advisor requesting up to $900.

  • The letter should briefly indicate how the money will be spent, include a detailed budget list, and include the submitting institution's federal tax identification number.
  • $600 can support the costs of the meeting itself and $300 can support travel by students, advisers, and speakers
  • If a registration fee will be charged, please include it as income in the budget file. You can send your request by email to the lydia [at] aip.org (national office).
  • Note: SPS advisors are responsible for fulfilling these requirements. Requirements not met will incur forfeiture of future chapter funding.
  • Click below to request a free Zone Meeting Kit! (this includes SPS brochures and various SPS branded items).

Request a Zone Meeting Kit

2. Upon receipt of request, an initial installment of $450 will be sent to the advisor a few weeks before the meeting.

3. After the zone meeting, to receive the final installment of funding, you must submit:

  • a) a report of the meeting, including the agenda of the meeting, a list of chapters that attended, the number of attendees, recommendations for future zone meeting planning, and a list of expenses or receipts;
  • b) at least 5 photographs with captions (feel free to share a google drive if you have one!); and
  • c) a 2 page (minimum) narrative of the event.  The narrative is different from your report because it is meant to be more fun and engaging, rather than a list of events.

For tips on making your narrative more engaging, see our Student Reporter Guide.  Some of the info in this guide applies to students traveling to professional conferences, but a number of the writing tips in the guide apply to zone meetings too.

It is STRONGLY ENCOURAGED to work your with AZC and ZC on the planning and logistics of the event. They have their own travel funds to attend the meeting.
Contact your AZC or ZC early. 

Please contact lquijada [at] aip.org (Lydia Quijada) with any questions!

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