Attending the NCCE 25 Conference can be a transformative experience for educators, offering a wealth of knowledge, networking opportunities, and professional development. However, the costs associated with registration and travel can be a barrier. Fortunately, there are several funding sources available to help you make this valuable investment in your career. Begin by considering the costs you will need to attend the conference. Building a responsible budget for conference expenses involves several key steps to ensure you consider all potential costs and stay within your financial limits. You may even find that your school or the conference might be able to help with some of them. Here is a little help to get started:

Steps to Create a Conference Budget

1. List All Possible Expenses
2. Registration Fees: Include the cost of conference registration. Look for discounts by checking to see if the conference offers any discounts for early registration, group bookings, or members of professional organizations.

1. Travel Costs: Estimate expenses for airfare, train tickets, car rentals, or mileage if driving. Often times there may be colleagues attending that you catch a ride with.
2. Accommodation: Calculate the cost of hotel stays, including taxes and fees. Be sure to always check out the conference block for hotel deals. Often time groups rates are available. Also, consider sharing a hotel room with a colleague or carpooling to reduce expenses.
3. Meals and Incidentals: Budget for meals not covered by the conference, as well as daily incidentals. Also, pack plenty of snacks often times you can snack during the day allowing you to enjoy a nice dinner.
4. Transportation: Include costs for taxis, ride-shares, public transportation, or parking fees. Many cities are often very walkable too!
5. Conference Materials: Account for any materials you might need, such as business cards, notebooks, or promotional items.
6. Miscellaneous: Include a buffer for unexpected expenses.
7. Research Costs
8. Travel and Accommodation: Look up current prices for flights, hotels, and other travel-related expenses. Use travel websites to compare prices and find the best deals.
9. Meals: Research average meal costs in the conference city. Lunches can be purchased when registering for many conferences provide meals, so check the conference schedule. In Seattle, a meal at an inexpensive restaurant typically costs around $15 to $20 and you can expect to pay around $13 for a quick meal.
10. Transportation: Estimate costs for local transportation options like taxis, ride-shares, public transit or plan to walk to experience the city with a friend.
11. Create a Spreadsheet
12. Use a spreadsheet to organize your budget. List each expense category and input the estimated costs. This will help you keep track of your spending and adjust as needed.
13. Set Priorities
14. Determine which expenses are essential and which are optional. This will help you make decisions if you need to cut costs. You may even decide to attend only the days and events that are most beneficial to you.
15. Include a Contingency Fund
16. Set aside a portion of your budget for unexpected expenses. A good rule of thumb is to allocate 10-15% of your total budget for contingencies such as hotel parking, baggage fees or a quick trip to the drug store for an unexpected medication.
17. Review and Adjust
18. Regularly review your budget as you make arrangements. Adjust your estimates based on actual costs and keep track of any changes. You might be able to score a deal by booking travel on a cheaper weekday like Tuesdays or Wednesdays or by taking an early morning flight.

Example Budget Breakdown

Here’s a sample budget breakdown for a three-day conference:

Expense Category	Estimated Cost
Registration Fees	$400
Airfare	$400
Hotel (3 nights)	$450
Meals (3 days)	$150
Local Transportation	$100
Conference Materials	$50
Miscellaneous	$50
Total	$1,600
Contingency Fund (10%)	$150
Grand Total	$1,750

Potential Funding Sources

• State Library Associations: Many state library associations offer grants and scholarships specifically for professional development. Check with your state’s association to see what opportunities are available.
• State Groups for Specific Subjects: Organizations focused on specific subjects, such as English Language Arts (ELA), Math, Science, and Social Studies, often have funds set aside for professional development. Reach out to these groups to inquire about available grants.
• Teacher’s Unions: Teacher’s unions sometimes provide funding for their members to attend conferences and other professional development events. Contact your local union representative to learn about available resources.
• DonorsChoose: DonorsChoose is a popular platform where educators can post projects and request funding. Create a project specifically for your conference expenses and share it with your network to garner support.
• School District Grants: Many school districts have professional development funds available. Speak with your administration to see if there are any district-level grants you can apply for.
• Professional Organizations: National and regional professional organizations often offer scholarships and grants for conference attendance. Examples include the International Society for Technology in Education (ISTE) and the National Council of Teachers of Mathematics (NCTM).
• Local Businesses and Community Organizations: Sometimes local businesses and community organizations are willing to sponsor educators. Reach out to local Rotary clubs, chambers of commerce, and businesses to see if they can support your professional development.

Our best tips for requesting funding

1. Start Early Begin your search for funding well in advance of the conference. Many grants and scholarships have deadlines months before the event.
2. Be Specific and Detailed When applying for funding, provide detailed information about the conference, including dates, location, and a breakdown of costs. Explain how attending will benefit your students and your professional growth.
3. Align with Goals Tailor your request to align with the goals and priorities of the funding organization. Show how your attendance at the conference will help you meet these goals.
4. Highlight Impact Emphasize the impact that attending the conference will have on your teaching practice and your students. Provide examples of how you plan to implement what you learn.
5. Follow Up After submitting your request, follow up with the organization to express your continued interest and to provide any additional information they may need.
6. Express Gratitude Whether you receive funding or not, always thank the organization for considering your request. Building positive relationships can help with future funding opportunities.

By exploring these funding sources and following these tips and thoroughly preparing, you can increase your chances of securing the financial support you need to attend the NCCE 25 Conference. Remember to have fun learning, exploring the city, and keep all receipts and track your spending to ensure you stay within your budget.

Good luck, and happy learning!