I need to attend a conference.  How do I arrange it?

Provided the conference relates to University business and you have approval to attend prior to the event, we can deal with the conference fee and travel booking for you.  Please allow sufficient time (at least 3 weeks) to process payments, particularly for overseas conferences and bear in mind "early bird" deadlines.  You will need to do the following:

  1. Obtain approval from your line manager/budget holder
  2. Check payment methods available with the conference organiser/website to see if a purchase order is required so that we can pay via invoice, or if payment needs to be made online using a debit/credit card.
  3. Complete the conference booking form and send it to Aysha Rassul,, 0116 252 3303 (along with payment/invoice details as above).  You must provide full details of the name, date and location of the conference
  4. Aysha will arrange a purchase order and give to you so you can go ahead and book onto the conference.
  5. If the conference is overseas, you MUST arrange University travel insurance and forward a copy of your insurance policy to (for every trip).


What are the Department's responsibilities?

  • To ensure that bookings are made efficiently for staff as required
  • To ensure that appropriate approvals and authorisations are in place
  • To ensure that appropriate charge codes are used
  • To ensure that records are maintained of where staff are if they are outside the UK at a conference
  • To ensure that staff are appropriately advised that they MUST arrange their own University travel insurance if they travelling overseas to a conference.
  • To ensure that purchasing records are maintained.


Who is my Departmental contact for this procedure?

Arranging payment of a conference fee: to Aysha Rassul,, 0116 252 3303

Arranging travel to get to and from a conference: Luke Taylor,, 0116 252 3021

Arrange your own travel insurance via this link - University travel insurance


What are the University policies for this?

University travel insurance

University financial regulations for attending courses and conferences

University financial regulations regarding travel and subsistence

Departmental procedure for claiming expenses

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University of Leicester School of Medicine
George Davies Centre 
Lancaster Road

Admissions: 0116 252 2969/2966/2985/3015
Student Records: 0116 252 2969
Student Enquiries Desk: 0116 252 3021
Bequest Secretary: 0116 252 3082

Student complaints procedure


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