ATTENDEE RESOURCES

PVSC wants every attendee to be able to participate fully. Here is what is available for parents and caregivers at the conference.

Parent/Infant Room

For convenience and privacy, IEEE provides a room for parents for nursing, feeding and changing infants. The room is unsupervised, and IEEE is not responsible for accidents, injuries or items left unattended.

See the staff at the registration desk for details.

Lactation/Privacy Room

A private room is available in the conference venue for lactation or other personal needs.

Contact [email protected] or see the staff at the registration desk.

Childcare

There are no conference-sponsored childcare services on-site at PVSC. Children 5 and under may attend some social events without registering for the companion program (the Thursday night social has a minimum age).

To join a list of attendees coordinating private childcare, email [email protected].

Child Care Grants

Up to $300 per family: a limited number of grants help offset conference-related costs of caring for dependent children. Grants must be pre-approved and are paid as reimbursements. Contact [email protected].

Attendees are responsible for making their own childcare arrangements. If requests exceed available funding, preference goes to students and early-career attendees who are presenting at the meeting.

Eligible for reimbursement

  • Babysitting or child care services incurred because of your participation in the conference. Services need not be in the conference city, but cannot be services you would have used anyway. A receipt with the provider’s name and address is required.
  • Bringing a caregiver (or a family member not attending the meeting acting as caregiver), including airfare/train fare and hotel.
  • Travel for the child, limited to airfare/train fare.
  • Air or train travel by the most direct, convenient and cost-effective route; coach class only.
  • Caregiver hotel at the single room rate for the night before, the night(s) of, and the night after the meeting.
  • Please attach receipts for all child care expenses to your expense report.

Not eligible

  • Travel or other expenses related to your own participation, including registration, meals, travel to the meeting (including mileage or tolls), or other costs you would already incur by attending.
  • Meals for the child, toys, and tickets to museums, amusement parks, etc.

How reimbursement works

  1. After the meeting, submit your formComplete an IEEE reimbursement form and send it with receipts to the office address on the form, or scan and email them to the address listed. Reimbursements are not paid before or during the meeting.
  2. ProcessingReimbursement takes about six weeks after IEEE receives a complete expense form.
  3. PaymentPaid in U.S. dollars to the individual grant recipient by check mailed to the address on the form. Bank transfer can be arranged through the email address on the form.

Credit for this text: SIAM guidelines for reimbursement of child care expenses.