Attending conferences

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

Provided the conference relates to University business and you have approval to attend, the Departmental Finance Team can help with the conference fee and travel booking.  This applies to both staff and postgraduate students.  Please allow sufficient time (at least 3 weeks) to process payments, particularly for overseas conferences and bear in mind "early bird" booking 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 can be made online using a purchasing card.
  3. Email, providing the below information:

-        Delegate name & email address
-        Conference Title
-        Conference location
-        Start date & End date of conference
-        Cost
-        Charge code
-        Early bird or membership discount offers (if applicable)

  1. A member of the Finance Team will contact you regarding the booking and the payment method.  If an on-line payment is required then you will need to be available to do the booking with the member of the team, as personal information and personal options are usually required.
  2. If the conference is overseas, you MUST arrange University travel insurance and forward a copy of your insurance policy to the finance team on (for every trip).

What are the Department's responsibilities?

  • To ensure that bookings are made efficiently for staff/students 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/students 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:  Finance team on
Arranging travel to get to and from a conference: Finance team on
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

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