How to book and manage staff travel to academic conferences

In what order should staff book conference travel?

Order matters because early-bird registration, funding decisions and visa processing all run on different clocks. A sensible sequence reduces the risk of paying for non-refundable items before the trip is approved.

1. Approval and funding: confirm the head of department or budget holder agrees and that funds are available.
2. Acceptance and registration: wait for abstract acceptance where possible, then register, noting the cancellation terms.
3. Policy and insurance checks: confirm the destination, dates and activities are within the university's travel policy and insurance.
4. Entry requirements: check passport validity, visa or authorisation needs and any lead times.
5. Transport and accommodation: book once the above are clear, and use the university's preferred supplier or travel system if it has one.
6. Record the trip: log the itinerary and a contact number with the department or travel office.

What approvals and checks do universities usually require?

USHA says that for routine arrangements such as individuals attending business meetings and conferences within the UK, a simple procedure in the institution's fieldwork and travel policy should be sufficient, with detailed written assessments reserved for higher-risk activity. Overseas conferences usually still need an approved travel record and an insurance check.

Dundee illustrates the principle: the traveller must obtain approval from their faculty or directorate, and the university states that insurance does not approve business travel or risk assessments. Where the FCDO advises against all but essential travel, Dundee requires prior authorisation from its Executive Group. Check FCDO travel advice for the destination and sign up for alerts.

Use the university travel policy checklist to see what your policy should say, and check the position on added holiday days, because personal travel is often outside cover.

Should staff take the train or fly?

Check your university's policy first. Imperial College London says it defaults to rail for short-haul journeys and economy or premium economy flights for long-haul, and encourages rail alternatives whenever the journey time is under five hours from London terminals. Its policy allows exceptions where rail is unsuitable, such as when public transport may not be sufficiently safe in some regions, or for health, wellbeing or caring reasons, with sign-off from the head of department.

Other universities set different thresholds, so do not assume one rule fits all. When comparing options, include the cost of time, the conference start time, and whether staff can work on the journey. Record the reason when an exception is approved.

Which entry requirements catch academics out?

Staff on non-UK passports must be checked separately; see our passport and visa checklist. Academics who attend many events or run repeat fieldwork can approach the Schengen limit of 90 days in any 180, which the Entry/Exit System now records automatically. If an invitation letter, paid engagement or longer stay is involved, ask the organiser and the embassy which visa category applies rather than assuming a tourist-style entry covers it.

How do you manage travel for several staff or a delegation?

Use one shared register of travellers, flights, accommodation and contact numbers. USHA notes that central travel logging helps an institution implement emergency response plans, and it recommends systems for ready access to the itineraries of all employees and students travelling on institutional business.

• Group bookings: ten or more passengers on the same flights may qualify for a group fare, but thresholds vary by airline. See how group flight bookings work.
• Names: book exactly as shown on the passport and update bookings if a passport is renewed.
• Contact cards: include the insurer's helpline, the local emergency number and a home contact.
• Free days: if staff extend a trip for leisure, confirm separately whether insurance applies.

What if plans change?

Check fare and registration terms before paying, since changes are common: abstracts are rejected, funding falls through, and FCDO advice can change. Where cancellation depends on advice issued after booking, policies differ, so ask the insurance office. Re-check entry rules and FCDO advice a week before travel and brief staff on changes. If a conference moves online or is cancelled, record the costs claimed back and update the register.

How Roamly can help

Roamly arranges group flights and ground logistics for university departments sending several staff to the same event, and can provide traveller manifests and itineraries for your travel records. Use the free trip timeline builder to plan registration, visa and booking deadlines, or contact us.