Speaker Expenses & Travel Support Policy

AiX Conference is an independently organised conference focused on the intersection of AI, design, product, and technology. We value the time, expertise, and effort that speakers contribute to the event. While our budget does not currently allow us to fully fund speaker travel and accommodation, we aim to provide a fair and transparent support policy that helps reduce barriers to participation.

Accepted speakers may be eligible for up to £100 of support towards either travel or accommodation.

• Travel, or
• Accommodation

Support can only be applied to one category and cannot be split across multiple expense types.

Accepted examples:

• £100 towards train travel
• £100 towards hotel accommodation

Examples that would not be accepted:

• £60 hotel + £40 train
• £50 hotel + £50 train

The maximum contribution available is £100 towards a single approved category.

To be eligible for support, all travel and accommodation arrangements must:

• Be agreed with the AiX Conference team in advance.
• Be booked directly by the AiX Conference team.
• Fall within the approved support limit.

AiX Conference is unable to reimburse expenses that have been independently booked or paid for by speakers.

Travel support may include:

• Standard rail travel
• Economy-class flights where appropriate
• Coach travel
• Public transport directly related to attending the conference

Accommodation support may include:

• Hotel accommodation for the night before the conference
• Hotel accommodation on the evening of the conference where required

We are currently unable to cover:

• Meals and refreshments outside of those provided at the event
• Taxi or rideshare services
• Parking charges
• Fuel costs
• Visa costs
• Travel insurance
• Companion or partner expenses
• Additional nights of accommodation
• Expenses booked independently by speakers
• Any costs exceeding the approved £100 support limit

All accepted speakers receive complimentary access to AiX Conference on the day of the event.

We recognise that every speaker’s circumstances are different. If travel or accommodation costs would prevent you from participating, please contact the AiX Conference team before making any arrangements. While additional support cannot be guaranteed, we will always consider requests on a case-by-case basis where budget allows.

AiX Conference reserves the right to amend this policy at any time. Any changes will not affect travel or accommodation arrangements that have already been approved and booked by the conference team.

If you have any questions about the Speaker Expenses & Travel Support Policy, contact us at: hello@aixconf.co.uk