Overview

The Manager of Scientific Programs is available to work with organizers to draw up a budget for an event.

Income

Income may include Fields support, third-party (non-Fields) sponsorship/grants, or other sources of support. As of July 1, 2025, Fields does not collect registration fees. The Fields Manager of Scientific Programs can assist event organizers by arranging for the transfer of funds from other funding agencies to Fields, this can include items such as invoices to an NSERC grant, NSF grant holder or other supporters of an event.

Expenses

Typically, event expenses consist of participant funding, such as travel and local support for invited speakers, and if external grants or sponsors are arranged, catering / lunches, dinners, receptions, and excursions.

Registration fees

As of July 1, 2025, Fields does not collect registration fees. Fields will provide coffee and snacks in the morning and afternoon of an event (approximately 10am and 3pm). If catering, lunches, dinners, receptions or other items are needed, we ask that organizers arrange sponsors or external grants.  

Participant Funding 

Organizers can offer financial support towards travel and local expenses of event participants, consistent with the specific conditions of their award. Funded participants typically include invited speakers, students, and postdoctoral fellows. This support is provided through expense reimbursement only, and must be offered in accordance with the Fields Institute reimbursement policies. Fields will send a funding letter indicating the amount of support to the participant and how their expenses will be reimbursed using the Fields reimbursement claim form.

Fields funding letters must be prepared and sent, ideally, a few months before the event. In addition, their combined totals must not exceed the total amount of available funding for the event. Funding letters will only be sent before or during the event. Funding letters will not be sent after the event - once the event has concluded, the budget is fixed and changes will not be made to funding offers.  

Local support

For the period of their stay, funded participants may claim a CAD \$100 per diem for meals and incidental expenses. The per diem amount is adjusted if meals are provided during the event. In addition, they may claim an accommodation reimbursement for receipted amounts, of up to CAD \$300 per day, not to exceed CAD \$4,000 per month (All amounts are in Canadian Dollars). 

Fields maintains a housing resource page to assist visitors with a listing of moderately priced accommodations.

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Economy travel expenses to Toronto

Funded participants can be reimbursed for the cost of economy class travel for flights, trains, and bus up to the total amount offered in their funding letters. Organizers can use the amounts below, which are based on market prices and reassessed on a bi-yearly basis, to determine the total amount of support to be offered to individual participants.  Note: The amounts below are in Canadian Dollars (CAD) and applicable for 2018.

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Overhead costs

Coffee breaks 

The Fields Institute provides on-site events with a morning and an afternoon coffee break with snacks. When an event is not taking place, Fields serves  Afternoon Tea for staff and long term visitors at 3:00 p.m. daily, so it is preferred for workshop breaks to be held at that time. 

Lunches / Dinners / Receptions

As of July 1, 2025, Fields does not collect registration fees. Fields will provide coffee and snacks in the morning and afternoon of an event (approximately 10am and 3pm). If catering, lunches, dinners, receptions or other items are needed, we ask that organizers arrange sponsors or external grants.  Lunches can be arranged for: \$25 (sandwiches / salads) -\$30 (hot buffet) per person per day. Reception costs start at \$15 per person and include snacks and non-alcoholic drink options. Dinners can be arranged for upwards of \$50- \$150. On-campus choices include the Faculty Club for groups up to 100 and Hart House for groups over 100.

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Sample budget

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