One of the ways that OpenMRS Inc. supports the OpenMRS project is by sponsoring contributors to attend OpenMRS events such as conferences and hackathons. Sponsorship requests are processed by the Travel Committee. Follow the request instructions to request sponsorship. All OpenMRS contributors are encouraged to apply. The sponsored travel is meant to help those that would like to attend events but are unable to do so for financial reasons.
Travel grant policy
OpenMRS contributors can be sponsored to further the development of OpenMRS and to spread the word about OpenMRS.
It is your responsibility to always choose the most economical option whenever possible. OpenMRS Inc. spends a large portion of its budget on sponsoring travel for its members and still has to turn down applicants. The Travel Committee will look for more economical options and use it as a reference when deciding on a sponsorship.
Remember: the money you save is the money that can help someone else travel and participate. It also means we might be able to help you again in the future.
Your duties
- Write a report. Blog posts are the preferred type of report.
- Use the badge with shadow or the simple badge.
- Be available to meet with the advisory board members or the sponsor.
- Be available to help other event attendees, especially those who want to get involved with OpenMRS.
- Inform the Travel Committee if you cannot attend the event.
- Provide receipts (not bank or credit card statements) for all relevant costs.
You can include talks you attended, activities you participated in, new people you met, how this event changes or encourages your involvement in OpenMRS and so on in your report. It can be written as one or several blog posts. If you cannot write a public report, you must email it to the Travel Committee. You must write about the event and your attendance because your report will help us:
- justify our investment in you
- show potential sponsors the impact of sponsoring travel which helps us raise money for future travel
- spread the word about OpenMRS and accomplish the OpenMRS mission of providing Health IT systems to the under-served
What is eligible for sponsorship?
- Travel costs: flight tickets, train tickets, etc.
- Accommodation: hostel, hotel, etc.
What is NOT eligible for sponsorship?
- Travel and accommodation if you do not attend the event, for example due to a rejected visa application
- Local travel (unless explicitly agreed beforehand)
- Food
- Taxes
- Extra charges for bank cards
- Visas, passports, etc.
Exceptions to what can be sponsored
OpenMRS Inc. may sponsor extra costs when the representative obtains an explicit request from the board to attend an event. Any such costs must be discussed with the Travel Committee before incurring them and are subject to the Travel Committee's approval. In the case of meals, they can not exceed US$40 per day and they will be limited by the number of days requested to be at the event.
Exceptions to who can be sponsored
OpenMRS Inc. may occasionally sponsor people who are not current contributors, such as previous Google Summer of Code students who had a good track record in their projects and have the support of the GSoC/OPW administrators may be partially or fully sponsored to attend to an OpenMRS event.
Invitation Letters
OpenMRS Inc., the hosting person, or organization may be able to provide an invitation letter, which may be required or recommended for applying for a visa. OpenMRS Inc. may also be able to provide a letter of travel sponsorship after the Travel Committee approves the travel sponsorship. Please follow the provided instructions for requesting such letters.