Trade Show Travel Grant Program

Purpose

Developed by the UW-Madison Center for International Business Education and Research (CIBER), in conjunction with the Wisconsin International Trade Team, this trade show travel grant program is designed to encourage Wisconsin companies to seek out new international markets. The hi-tech and biotech sectors have been identified as important to the future of Wisconsin’s economy and companies that exhibit strong export potential within these sectors are the focus of this competition. The competition focuses especially on supporting companies in the biotechnology, pharmaceutical, and medical device industries.    

Under this program Wisconsin hi-tech and biotech (including agricultural biotech) companies can be reimbursed up to $2,000 for airfare and lodging expenses for participating in an approved trade show or Wisconsin International Trade Team-led trade mission (see Frequently Asked Questions section).  Applications for this program are accepted through a supplemental application to the Wisconsin Department of Commerce Trade Show Grant Program (contact Stanley Pfrang at the Department of Commerce) or to the Food Export Association’s Branded Program for agricultural biotech companies (contact Lisa Stout at the Department of Agriculture, Trade, and Consumer Protection).

The purpose of the travel grant program is to encourage Wisconsin-based companies to become exporters and to help existing smaller exporters seek out new markets. Wisconsin companies marketing new hi-tech or biotech products with worldwide application are encouraged to apply. Please click here for information on past grant recipients.

Funding available by cost and grant Wisconsin Department of Commerce Trade Show Grant Eligible expenses at trade shows funded through the Branded Program CIBER Trade Show Grant
Travel (coach airfare on a U.S. carrier and lodging) No Yes, but only for international travel Yes
Trade show booth or matchmaker trade delegation participation fees Yes Yes No
Costs associated with shipping displays, samples, catalogs, or advertising materials Yes Yes No
Costs incurred at a trade show or matchmaker trade delegation event for utilities, booth construction, or necessary modification, repairs or other reasonable expenses associated with establishing displays Yes Yes No
Costs associated with first time foreign language translation of brochures or product information or the use of translation services at a trade show or matchmaker trade delegation event Yes Yes No
Employee salaries No No No
Entertainment expenses No No No
Maximum Grant Award: $5000 50% reimbursement for eligible expenses $2000

Eligibility
For the purpose of this grant program, Wisconsin companies are defined as independent Wisconsin based businesses that are not subsidiaries of non-Wisconsin companies. Since this program is tied to the Wisconsin Department of Commerce (DOC) Travel Grant program and to the Food Export Association’s Branded Program, eligibility in this area will be determined through initial application to these programs.  However, approval for funding through either of these programs does not guarantee CIBER funding.

Selection Criteria and Recipient Guidelines

CIBER uses the following criteria in making its selection decisions:

In compliance with federal regulations, all CIBER-funded air travel between the United States and a foreign country must be on a U.S. airline.  A foreign airline can be used only if the flight has a code-share arrangement with a U.S. airline.  For more information, please review the Fly America Act, or contact Suzanne Dove at (608) 265-4938 or sdove@bus.wisc.edu. 

A special note for companies wishing to apply for CIBER funds to attend a trade show or participate in a trade mission outside the United States: due to federal guidelines, CIBER can only provide support for travel that will occur at least 30 days after the grant deadline.  Please keep this in mind when submitting your application. 

Application Deadlines

CIBER Trade Show Travel Grant applications are viewed on a quarterly basis.  The deadlines for applying are March 1, June 1, September 1, and December 1.  If a deadline falls on a weekend, applications are due the next business day.  CIBER will communicate funding decisions to applicants within 2 weeks following CIBER’s receipt of the company’s application from the Wisconsin International Trade Team. 

Reimbursement

CIBER will only reimburse grantees up to $2,000 for airfare (coach class) and lodging expenses. Grantee companies will be required to submit an invoice to CIBER for the airfare and lodging, along with receipts and other documentation, for reimbursement after the travel has been completed. Expenses will be reimbursed at established university and governmental per diem rates only. International and domestic lodging rates can be accessed via the UW System Web site at: http://www.uwsa.edu/fadmin/travel.htm.

This program is not designed to support the existing, productive export markets of your company. Travel will only be reimbursed for a Wisconsin-based employee of your company (not an outside representative or agent) to participate in the event. Original receipts are required for reimbursement. A one-page written summary of the trip must also be submitted with your request for reimbursement.

For questions regarding the reimbursement process or receipt and documentation requirements please contact Suzanne Dove via e-mail at sdove@bus.wisc.edu or by phone at (608) 265-4938.

To Apply

Click here to access the application for the CIBER Hi-tech and Biotech Grant Program.

The "Principal Applicant" for this program should be the same person that is taking the lead in completing the application for the Wisconsin Department of Commerce's Trade Show Grant Program.

A recent version of the free Acrobat Reader is necessary to access the document. For most users, the application will automatically open in a browser window. Depending on your browser, operating system and settings, the application may also open in a new window. Mac users may need to first download the file and open the file with Acrobat Reader not Preview. You will not be able to save and come back later to work on the document in Acrobat Reader; you may only enter the information and submit it. You must complete the application in one session. Therefore, we strongly suggest you assemble all the materials you will require beforehand in a separate document. Note: Adobe Acrobat does allow you to save files.

All applicable fields of the application must be completed. Please click in each field and you will be able to type text in directly. You may also tab between fields. Because there are several questions in the application, we suggest that you first draft your responses in a text editor such as notepad or Word and then paste them into the application rather than typing them in directly. Once you have completed the application, print it and then have the Principal Applicant and Company Director or President sign and date in the appropriate place. Submit the completed application with your application for the appropriate Wisconsin International Trade Team grant program. 

Contact Information

Please contact Suzanne Dove via e-mail at sdove@bus.wisc.edu or by phone at (608) 265-4938 with questions.

Trade Show Travel Grant Program Frequently Asked Questions

Q. What is the Center for International Business Education and Research (CIBER)?
A. Created by Congress in the late 1980s, CIBERs were established to help increase and promote the nation’s capacity for international understanding and economic enterprise. In 1998, the University of Wisconsin-Madison was selected as a CIBER joining a distinct network of universities nationwide, all known for the strength of their international programs. Through strategic partnerships across Wisconsin, the UW-Madison CIBER seeks to expand the base of international research, global outreach programs and trade.

Q. What is CIBER’s definition of a “biotechnology company”?
A. CIBER uses the Biotechnology Industry Organization’s definition of biotechnology: “the use of cellular and biomolecular processes to solve problems or make useful products.”

Q. How will participants be reimbursed in this program?
A. Your company is expected to provide initial reimbursement to employees who attend the approved trade show or trade mission. The company will then apply for reimbursement from CIBER by submitting an invoice, including copies of receipts and travel documentation, for the travel costs covered by the grant (airfare and lodging). Expenses will be reimbursed at established university and governmental per diem rates only. International and domestic lodging rates can be accessed via the UW System Web site at: http://www.uwsa.edu/fadmin/travel.htm.

Q. Can we apply to the CIBER grants program without applying to the Department of Commerce Trade Show Travel Grant Program or the Food Export Association’s Branded Program?
A. No. The CIBER grants program is tied to the grant programs managed by the Wisconsin International Trade Team and is meant to complement them – providing funding where they are unable to (travel and lodging).

Q. What is a "new market" for the purposes of your program?
A. A market in which your company does not have established agents, distributors or representatives and/or a market in which your company does not have significant sales. For purposes of this program, new markets must be international.

Q. Can we apply for travel reimbursement for meals and transfers?
A. No, only coach airfare and lodging expenses will be reimbursed.

Q. Our company operates in Wisconsin and we are totally autonomous. However, we are part of a larger group. Do we qualify for the travel grant program?
A. CIBER will rely on the Department of Commerce (DOC) and the Department of Agriculture, Trade, and Consumer Protection (DATCP) to determine eligibility for the program in this area. If a company qualifies for eligibility to the DOC program or the Branded Program in regards to status as a Wisconsin company, it will be eligible for the CIBER program. Please note that this is in regards only to eligibility as a Wisconsin-based business. Wisconsin companies involved in biotech or hi-tech industries that qualify for one of the Wisconsin International Trade Team’s grant programs will be given priority for the CIBER program.

Q. Can we apply for travel reimbursement to a show we have already attended?
A. No. Awards cannot be granted for past travel and all trade shows must be pre-approved by the Wisconsin International Trade Team.

Q. Must we apply several months in advance?
A. No, but it’s a good idea. Funding for the travel grant program is limited. If you apply well in advance, there is a greater likelihood that funding will be available.  CIBER reviews applications on a quarterly basis (March, June, September, and December).  Also, please note that if your funding request will involve international travel, federal guidelines require CIBER to obtain prior approval from the U.S. Department of Education at least 30 days before travel occurs.

Q. If we meet all the eligibility criteria for the program must you give us a travel grant?
A. No. Funding is limited, and we do not expect to be able to fund all requests.  Also, funding by the Wisconsin International Trade Team does not guarantee a CIBER travel grant.

Q. Can we send our distributor or representative to the show in our place?
A. No. You must send a Wisconsin-based company employee to the show. Part of our rationale is to expose Wisconsin-based employees to international markets.

Q. Do you accept credit card receipts as proof of payment?
A. Since the program reimburses only airfare and lodging expenses it is important to save original receipts for these high-cost expenses. For extenuating circumstances, a credit card receipt or credit card statement may be submitted along with a written explanation of the charge. In general, please plan on providing original receipts and other documentation (lodging invoices, flight itinerary and receipt, etc.) for all reimbursable expenses.

Q. Can we apply more than once?
A. Yes, but you can be approved for travel to no more than one event in a 12-month period.  Companies can receive up to three CIBER travel grants over a 5-year period.

Q. If our company received CIBER funding to attend a specific trade show in the past, can we apply for funding from CIBER to attend that same trade show again in the future?
A. No, CIBER will not fund companies to attend the same trade show more than once.

Q. What if we don’t spend the full amount of our grant?
A. Travel grants are normally made for amounts up to $2,000. However, you will only be reimbursed for actual travel-related expenses.

Q. My company is a successful exporter and much of our income comes from sales overseas. Can we apply?
A. Yes. But we look closely at the percentage of present export sales in evaluating applications. All things being equal, a company that has been highly successful in penetrating a number of foreign markets will rank lower than a company new to exporting.

Q. Why do you allow firms with new hi-tech or biotech products with worldwide application to exhibit at U.S. shows with major international participation?
A. Because in many hi-tech or biotech sectors the most important international trade shows are held in the United States. We want to ensure that companies are able to attend the show that is most likely to help them succeed.