Travel Proposal Guidelines

The Department values travel opportunities for our students. As such, we sponsor a variety of opportunities that have a travel‐related component — summer internships, conference travel, dissertation research travel, workshops, special opportunities as they arise, and subject‐related field trips.

Travel proposal submission deadlines are July 1 for fall/IAP and November 1 for spring term. If a fall subject with travel during the summer is being proposed, the deadline is April 15 instead of July 1. If you are submitting a travel proposal as part of a workshop proposal, the workshop proposal online form will ask you to upload a completed travel proposal form (PDF). Otherwise, email completed travel proposal forms to Andreea O’Connell, by 5 PM the day of the deadline. All discipline groups are eligible to apply for travel funds. Please review the Department Guidelines for Subject-Related Travel.

Keep in mind that travel occurring during the regular term must take place on weekends followed by a Monday and/or Tuesday holiday or during spring break (see the MIT Academic Calendar).

Travel and accommodations must be covered by the sponsor (Department, other MIT funds, or external organizations), so that field trip travel does not become a financial burden to the students. Students are expected to pay for meals, visa fees, and personal expenses.

The Head must approve ALL subject travel, including local trips, regardless of location, duration, or source of funding. The Educational value of the trip is of utmost importance.

Apply for Travel Now

  1. Download and complete a Travel Proposal form (PDF).
  2. Submit the proposal to Andreea O’Connell by the deadline — July 1 for fall/IAP workshops and November 1 for spring (or attach to online workshop proposal form if pertinent).
  3. If approved, all travelers will be contacted by a Department administrator for continued planning and adherence to Department travel requirements.
  4. Travel is approved based on the specifics of dates, location, itinerary and budget. If these change after approval, you must resubmit the proposal without guarantee of approval or additional funds.
To download:
  • on a PC, right-click the text link and select "save link as"
  • on a Mac, hold down the Ctrl key while clicking the link and select "save as"

→ also see information on Workshop Proposals