SCIENTIFIC ACTIVITY PLANNING

October 21, 2014

Sample Invitation Letter

Dear Professor Dow,

On behalf of the Organizing Committee for the <EventName>. I am pleased to invite you as a <Guest Speaker/Scientific Researcher/Participant> for the <EventName> being held at <location>during the period < dates>. Updated information about the <EventName> can be found at: <URL>

Choice 1 SHORT TERM for stays up to 14 nights
For your participation in the <EventName>, your expenses (accommodation, per diem and economy travel) will be reimbursed up to $XXX CDN. The maximum per diem is $55. Accommodation can be reimbursed up to a maximum of $170/night.

Choice 2 LONG TERM
For your participation in the <EventName>, your expenses (accommodation, per diem and economy travel) will be reimbursed up to $XXX CDN. The maximum per diem is $55. For stays of at most 14 nights, accommodation can be reimbursed up to a maximum of $170/night. This is sufficient for hotel accommodation in Toronto at current rates. For stays of between 15 days and one month, accommodation can be reimbursed up to a maximum of $2400/month. This is sufficient for short-term rental of a furnished apartment in Toronto at current rates. For stays longer than one month, accommodation can be reimbursed up to a maximum of $2400/month, prorated for part months.

Re: Travel support options
Choice 1- In addition we will reimburse your economy travel up to $XXX(add "US carrier only" for NSF funded participants). Please retain original receipts and all boarding passes for reimbursement of expenses.

Choice 2
- We hope you will be able to find travel support from other sources, but please let us know if you require assistance.

Choice 3
- No travel support offered

Please see the attached information sheet regarding reimbursement amounts and the receipts required for reimbursement of expenses.A copy of the reimbursement claim form is available here. If you have any questions regarding support please contact < Fields Program Coordinator for event>.

The Institute's housing resource web page will provide you with information about housing choices for your visit at :www.fields.utoronto.ca/resources/housing.html.

(Non-CDN)
Non-Canadians should also be aware that it may be necessary to contact their local Canadian Consulate to make arrangements for their visit and, if required, to obtain the necessary documents for travel to Canada. For visa information see: http://www.cic.gc.ca/english/. Please ensure that you have medical insurance which covers your stay in Canada.

The Fields Institute receives funding from public and private sources. Please acknowledge the support of the Fields Institute in any publications to which your visit contributes. We would appreciate your helping us demonstrate the impact of our programs by sending us the publication references and keeping us informed of significant advances in your work as well as collaborations resulting from your stay.

To confirm your participation dates please fill out the registration form on the web page or contact us at XXXX@fields.utoronto.ca by XXXX.

With best wishes for a productive and enjoyable visit,


Director

On behalf of …(event organizers names)

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