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Travel Award Scholarship Policy and Procedures

Asia Farm Animal Day, 2023

 

Organized by Asia for Animals Coalition and the Animal & Vegan Advocacy (AVA) Summit

 

The Asia Farm Animal Day 2023, organized by Asia for Animals Coalition and the Animal & Vegan Advocacy (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 adeq
uate understanding of using this award, reimbursement details, and award limitations and guidelines. Thank you for your understanding!

 

For Awardees from South East Asia and outside of South East Asia

The travel award covers travel (airplane, train, bus, Grab, AirAsia, public transportation, and airport parking on the days of the event + travel) and accommodation (venue hotel, external hotel, Airbnb, etc.) for Awardees from South East Asia and outside of South East Asia for the dates of the event throughout October 8 - 10, 2023. Please use the
banking form that was sent to you to tell us how to wire the award to you. The award will be split up into two equal transfers. The instructions for your second disbursement will be sent to you with your award.

  • The AVA Summit and Asia for Animals Coalition recognize that many international awardees are flying across the world to either speak or attend the Asia Farm Animal Day. Therefore, we anticipate that you may arrive a bit earlier/depart later 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 before or after the Conference to travel awardees. This will be reviewed and approved on a case-by-case basis.

  • Awardees will be given an attendee registration code that allows them to register at the lowest rate $35.

 

If you desire to pool/share your award (flight & accommodations), please email Taylor@AVASummit.com and CC’ all involved parties in which you plan to pool. 

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

  • 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 and Asia for Animals Coalition will honor the amount of total expenses that were used for travel and accommodations. *Receipts required

    For example:

(a) You were approved $1,000. You used $970 toward travel and accommodations, with verified receipts. You will be (re)imbursed $970.

(b) You were approved for $1,000. You used $1,500 toward travel and accommodations, with verified receipts. You will be (re)imbursed $1,000.

  • All reimbursements will be sent directly to the receipt holder of the travel awardee without any exceptions. Please allow up to 14 days for processing and transferring of disbursements.
    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 meals throughout the duration of the Asia Farm Animal Day. Some meals at the venue hotel are included in your ticket. 

  • The Travel Award does not cover Covid-19 related expenses

  • The Travel Award does not cover flight or accommodation upgrades, but rather the base cost for an eligible expense. For example, if you choose to upgrade to a better seat on a flight or a better room at a hotel.

  • The Travel Award does not cover passport, visa applications, or travel to or from those appointments.


 

We understand that sometimes things happen outside of these parameters listed above. All such cases will be reviewed by the AVA Summit and Asia for Animals Coalition 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. To begin the review process, please email Taylor@AVASummit.com and explain your unique circumstances.
 

This document will be updated as needed to reflect current circumstances. Last updated August 30, 2023.

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