Parking expenses will be reimbursed for NBMC members and staff through an expense claim. Please keep your receipt.

NBMC requires at least 48 hours’ notice for event cancellations. Late cancellations may result in the attendee being responsible for any incurred costs.

If you have further questions, please refer to the Travel Policy or contact NBMC for clarification.

Carpooling is encouraged where possible. If renting a vehicle, insurance should be obtained at your own expense.

Yes, simultaneous interpretation will be available. Please collect your headset before the event and return it afterward. Use the room microphones when speaking to ensure interpreters can hear clearly.

Lunch and coffee breaks will be provided. Other eligible meal expenses can be claimed through an expense claim.

Attendees should visit the registration desk upon arrival to collect their welcome package, name tag, and event agenda.

In the case of inclement weather, an additional night may be covered. Please notify both NBMC and the hotel if this applies.

NBMC covers eligible expenses related to travel, accommodation, meals, and specific incidentals as outlined in this document.

Dietary restrictions must be disclosed at the time of event registration. NBMC will strive to accommodate these restrictions. If accommodations cannot be made, NBMC will provide a per diem.

NBMC cannot provide a per diem if dietary restrictions are not disclosed before registration due to funding constraints.

As of November 2023, the per diem rates are:

• Breakfast: $15.00

• Lunch: $21.00

• Supper: $39.00

• Breakfast ($15.00): Eligible when traveling before 7:00 AM.

• Lunch ($21.00): Eligible when traveling two hours before/after an event.

• Supper ($39.00): Eligible when traveling after 6:00 PM.

Exceptions may apply with pre-approval from the Coordinator of Member Engagement.

The following expenses will not be reimbursed unless pre-approved:

• Travel within city limits (less than 15 km each way).

• Meals provided by NBMC during the event.

• Accommodation outside of NBMC’s designated hotel block (unless pre-approved and under $175 per night).

• Incidentals and alcohol purchases (a personal credit card is required for incidental charges).

• Parking tickets, speeding tickets, or other violations.

Receipts are required for all expense claims except for per diems and mileage.

Submit your expense claim via email to accounting@nbmc-cmnb.ca and copy the Coordinator of Member Engagement. Claims will not be processed without approval from the Coordinator.

All expense claims should be submitted as soon as possible after the event. Each event may have its own submission deadline.

As of November 2023, mileage is reimbursed at $0.50/km. This covers both gas and vehicle maintenance. Attendees cannot claim both mileage and fuel costs.

Car rentals with comprehensive insurance are encouraged when available. Rental companies may be closed on Sundays and holidays, so please plan accordingly. NBMC will not cover extra rental days unrelated to the event.

Unless otherwise indicated, NBMC will book your accommodation based on the information provided during registration.

While room charges and taxes will be billed to NBMC, attendees must provide a credit card for a security deposit to cover personal incidentals.