Fields Institute invitation letters, which set out the total amount of funding offered to participants, are signed in hard copy and sent by our offices, typically, a few months before the event by email.
For the Fields Institute to prepare the appropriate letter(s) of invitation, event organizers need to forward the details listed below for each of the letters to be issued.
All funding is provided as expense reimbursement only, and must be offered in accordance with the Fields Institute reimbursement policies.
The combined amounts offered in the invitation letters must not exceed the total amount of available funding from the Fields Institute or from other funding sources.
The Fields Institute can also issue invitation letters for speakers who do not require support/funding, but who may find the letter useful for travel or home institution purposes.
In the sample below, variables and options are enclosed in square brackets ([]).
Dear Professor X:
On behalf of the Organizing Committee of the [Event Name/Program Name], I am pleased to invite you to participate in the [Event Type (e.g. Workshop/Conference/Symposium/Program)] as a [Guest Speaker/Organizing Committee Member/Participant] scheduled from [Event Dates] at the [Event Venue and City]. Updated information about the [Event Type] can be found at [URL].
The Fields Institute supports as many participants as possible with limited resources. For this reason, we ask you to confirm your attendance no later than [Date] by registering for the [Event Type] at [URL].
For your participation in the [Event Type], we are pleased to offer financial support up to a total maximum of $[Amount]. This support is provided as expense reimbursement only and must be claimed in accordance with the Fields Institute reimbursement policies, which can be found at [URL].
[for U.S.-based participatns receiveing NSF funds include the sentence "Part of the support offered to you is made possible by an NSF grant administered by the Fields Institute. In accordance with NSF guidelines, any air transportation to, from, between, or within a country other than the U.S. of persons or property, the expense of which will be assisted by NSF funding, must be performed by or under a code-sharing arrangement with a U.S.-flag air carrier if service provided by such a carrier is available"
The Fields Institute reimbursement instructions and claim form are attached for your convenience. If you have any questions about this, please contact our Program Coordinator at [Coordinator's Email].
It is standard for Fields Institute visitors to make their own accommodation arrangements. The Institute's Hotels and Housing webpage will provide you with resources and information about housing for your visit [URL].
[It may be necessary for you to contact your local Canadian Consulate to make arrangements for your visit and, if required, obtain the necessary travel documents to be permitted entry to Canada. For visa information see http://www.cic.gc.ca/english/visit/visas.asp. Should you accept this letter of invitation and need a letter in support of your visa application we would be pleased to provide one.]
The Fields Institute receives funding from public and private sources. To help us demonstrate the impact of our programs, we request that you acknowledge the support of the Fields Institute in any publications that result from your visit and that you send citation for these publications to
Please also keep us informed of significant advances in your work as well as collaborations resulting from your stay.
With best wishes for a productive and enjoyable visit,
[Signature, Fields Institute Director or Deputy Director]
On behalf of [Event Organizers]