Thank you

The AVA Summit is highly dependent on generous donors who provide us with funding for travel awards, and we need to provide proof of their spending, collect receipts, and respect our fiscal sponsor’s banking procedures.

Please read the details below to ensure an adequate understanding of how to use this award, reimbursement details, and award limitations and guidelines.

For Domestic and International Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue hotel accommodation. for international and domestic awardees for the dates of the Summit of May 16 through May 19, 2024. Please use the banking form sent to you to tell us how to wire the award to you. The award will be split up into two equal transfers.

Receipts, such as flight and hotel, that equal or surpass the scholarship amount are required for our records.

If your flight and accommodation exceed your Travel Award, we will cover the amount you’ve been granted for your Travel Award. If your flight and accommodation expenses do not meet the entirety of your Travel Award, the AVA Summit will honor the amount of total expenses that were used for travel and accommodations.

All reimbursements will be sent directly to the receipt holder of the travel awardee without any exceptions.

If you have made the decision to share your hotel room (or any expenses) with one or a group of individuals, it is your responsibility to navigate how you will disburse the reimbursement amongst yourselves.

The Travel Award Scholarship does not cover additional meals and snacks throughout the duration of the AVA Summit, as most meals are included in your ticket.

For International Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue accommodation for international awardees for the dates of the Summit of May 16 through May 19, 2024.

All travel awardees must have a valid passport and visa to accept the travel award. If a visa invitation letter is required, please email Taylor@AVASummit.com.

The AVA Summit recognizes that many international awardees will fly across the globe to speak or attend the Summit. Therefore, we anticipate that you may arrive a bit earlier due to unforeseen circumstances, such as delayed visas, delayed/canceled flights, or even one night early to synchronize with a new timezone. For this reason, we are allowing a 1-2 day window to the international AVA Summit travel awardees. This will be reviewed and approved on a case-by-case basis. Taylor@AVASummit.com

Awardees will be given an attendee registration code that allows them to register at the lowest possible rate during the window in which your application was submitted. (For example, all applications submitted on/by January 10th at 11:59 pm ET will receive the Early Bird Discounted rate of $250. Applications submitted after this window will receive a discounted Standard registration code for $350.)

For Domestic Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue accommodation for awardees through the dates of the Summit of May 16 through May 19, 2024.

The AVA Summit does not cover travel or accommodation costs outside of the AVA Summit dates, from May 16 through May 19, 2024.

Awardees will be given an attendee registration code that allows them to register at the lowest possible rate during the window in which your application was submitted. (For example, all applications submitted on/by January 10th at 11:59 pm ET will receive the Early Bird Discounted rate of $250. Applications submitted after this window will receive a discounted Standard registration code for $350.)

We understand that sometimes things happen outside of the parameters listed above. All such cases will be reviewed by the AVA Summit team, and you will be notified of the verdict as soon as one is made. Please allow up to 7 days for the review process.

Important: Links have not yet been added below to access the AVA Summit Expense Report nor the AVA Summit Reimbursement Form. We will update this with links once Travel Award Scholarship applications close. In the meantime, please familiarize yourself with the process and steps below, and feel free to prepare your receipts as described in Step 2 below.

Please read and follow the below instructions to ensure your Travel Awards can be disbursed as soon as possible. Please allow up to 30 days from the date you submit the expense report for reimbursement.

Upload the below items into the AVA Summit Reimbursement Form. Please do not email them directly to the AVA team, use the form. Thank you!

Step 1: Open the AVA Summit Expense Report, make a copy of it so you’re able to make edits (in the menu, go to “File” and click “Make a Copy”) Please make sure to:

Fill out all of your requested information.

Add the description and amount for each line item (ex. Flight Reimbursement - $365.48, Hotel Reservation Reimbursement - $533.23)

Save this as a PDF and upload it into the form provided above in the following format: YourName_ExpenseReport_AVASummit

Step 2: Include all relevant receipts (PDF format) showing the flight/hotel reservations purchased and the price. Please save your receipts in the following format prior to submitting them into the form:

YourName_FlightReceipt_AVASummit

YourName_HotelReceipt_AVASummit

***Please ensure that you are uploading a verifiable receipt. A screenshot of your hotel booking or of your flight reservation is not a receipt.

***If your flight and accommodation exceed your Travel Award, we will cover the amount that you’ve received as a Travel Award. If your flight and accommodation expenses do not meet the entirety of your Travel Award, the AVA Summit will honor the amount of total expenses that were used for travel and accommodations.