Motivations and type of support
More than 25% of researchers and graduate students attending academic events face financial pressures when up fronting costs while waiting for reimbursements from their Universities. This results in payment delays and last-minute cancellations for academic events (Conferences, Congresses, Symposiums, Summer Schools, Trainings (i.e., methods), etc.)
We want to solve this problem by helping scientific organizations that already support their members to attend their academic events and also provide them with additional benefits (see below).
SofiaGo will cover registration fees and travel expenses on behalf of the attendee (upon application and authorization by SofiaGo), giving them enough time to repay us once their University or institution reimburses.
We will support 50 academic events taking place between September 2023 and December 2024 (see eligibility criteria below).
Benefits for the Attendees and selected Organizations
For the Attendees
- 0% interest financing to be paid back in full amount after receiving their University reimbursement. Attendees must submit an application directly to SofiaGo. Not all attendees will be elegible.
- The financing is designed to cover for event fees and travel expenses up to 3.500 € or 3,500 USD per attendee. This is only for travel and accommodation. It does not cover per diem expenses.
- No hassle: the amounts are not disbursed to the researchers and graduate students but instead the attendees will be provided with the conference proof of payment, travel ticketing (plane, bus or train), and a hotel/hostel prepaid reservation. We work with all major airlines, train and bus companies, as well as most of the commercial hotel and hostels available on commercial travel sites.
- We adapt to their University's travel amounts and requirements.
For the Organizations
- Event setup fees are waived for selected events on this program.
- We take care of your guests' bookings. No more reimbursement hassle for your organization and for them.
- Discounted fares for travel and accommodation for the event speakers and special guests. (Up to 40% discount vs. commercial prices, depends on availability)
- Additional financial services to cover up front expenses at discounted rates (can go as low as 0%)
- Payment gateway solutions.
- Free event cobranded swag.
- Additional software services. i.e. Free Event Management Software.
- Travel and accommodation financing fees are waived for the selected events.
*These benefits will be defined in a case-by-case basis depending on the organization's needs and the terms of the agreement. Additional fees may apply for the payment gateway.
How does it work?
- SofiaGo provides the event management a unique financing application to be handed directly to their attendees as a payment method. This includes the terms of the service.
- For the approved applications, SofiaGo will perform weekly wire transfers of the registration fees to the organization's bank account (previously agreed).
- SofiaGo will share a detailed list of approved attendees with the event organizer.
- Before the event start date, the event management will transfer back the agreed fee to SofiaGo's bank account.
- The registration and payment window of the event must occur between September 15th 2023 and November 30th 2024.
- The event must take place between December 1st 2023 and December 1st 2024.
- Either the event location or the organizing party must be formally and legally constituted in the European Union or the United States of America.
- Must pass SofiaGo's thorough controls to avoid any misuse or the involvement of the so called "predatory conferences".
- Organizations with multiple events can participate and must send an application form per event.
- Be a Legal Permanent Resident, Legal Temporary Resident or National of the European Union or the United States of America.
- Submit and pass SofiaGo's Identity Verification.
- Submit and pass SofiaGo's Loan Application.
- Agree to SofiaGo's Terms and Conditions.
We are aware that sometimes these decisions requiere the organization board's approval. Acknowledging this, we consider our form as a non-binding application, that will allow Sofiago to consider the partnership in the future. Do not hesitate to apply!
Full Transparency Commitment: Information about fees
- 5,00 € or 6.00 USD administrative commission to attendees for an approved and authorized application for registration fees.
- 12,00 € or 15.00 USD administrative commission to attendees for an approved and authorized application for travel expenses.
- 0% Interest rate for attendees from the moment of registration and travel purchase and until 45 days after the end of the event. 2% monthly default interest rate starting 60 days after the end of the event.
IMPORTANT: We are here to help scholars, therefore the default interest rate can be waived if a proof of late reimbursement is presented.
- Chief Executive Officer Matthew Leavenworth
- Chief Academic Officer Roberto Rodriguez, PhD
- SofiaGo's Scientific Advisory Board
How to apply?
- Download the Application Form HERE
- Fill in the document with the Event Details.
- Sign it and send it to firstname.lastname@example.org