This section provides important information regarding paper acceptance at participating conferences, the independence of this hackathon, and details on travel grants. Please read carefully before participating.

Paper Acceptance Disclaimer

• No Guaranteed Acceptance:
  While the hackathon includes an internal review process involving mentorship and expert feedback, final paper acceptance decisions rest entirely with the independent conference peer-review process.

• Hackathon Independence:
  The IEEE IES Generative AI Challenge is organized independently of IRAI. Hackathon organizers have no influence over conference review outcomes, scheduling, or publication decisions.

• Conference Inquiries:
  For conference-related matters such as registration, visa invitation letters, schedules, and presentation logistics, please contact the conference organizers directly.

Travel Grants

We provide IGAC Travel Grants to support IEEE IES Generative AI Challenge winners in presenting their papers at IRAI 2027. Key details are outlined below.

1. Grant Purpose

• Covers airfare, accommodation, visa fees, and local transportation for one (1) team member to present an accepted paper at IRAI 2027.
• If additional team members attend, reimbursement may be possible but is capped within the same overall funding limit.

2. Grant Amount

• Top 3 teams: Up to USD 2,000 per team.
• Next 3 teams: Up to USD 1,000 per team.
• Reimbursements are processed within one month after the conference concludes.
• An additional travel grant pool may be allocated based on the quality of the manuscript, reviewer feedback, and travel distance. Final decisions regarding additional funding rest with the hackathon organizing committee.

3. Eligibility

To be eligible for a travel grant, participants must:

• Be an active IEEE and IEEE IES member.
• Have a paper accepted by IRAI 2027.
• Complete conference registration (early-bird rates only).
• Attend and present the paper at the conference.
• Adhere to the IEEE Code of Ethics.

4. Reimbursement Timeline & Process

• Reimbursement Basis: Participants must cover expenses upfront and submit valid tax invoices for eligible costs.
• Eligible Expenses: Airfare, accommodation, visa fees, and local transportation.
• Not Eligible: Conference Registration (2026 updated IEEE policy: Conference registration cannot be reimbursed for IEEE-sponsored conferences). Meals, insurance, or personal expenses.
• IEEE Travel Policy:
  • Economy-class flights only (lowest non-refundable fare).
  • Single-room occupancy for accommodation.
• For detailed policies, refer to the IEEE Volunteer Travel Guidelines.
• Reimbursements are processed within one month after the conference, subject to document verification.

5. Not Eligible for Other IEEE Travel Grants

Participants receiving IGAC Travel Grants are not eligible for additional travel funding for IRAI 2027 from IEEE, IES, or the respective conferences.

6. Visa Invitation Letters

• Hackathon organizers do not issue visa invitation letters.
• Official invitation letters are issued by the conference upon successful registration.
• If required, the hackathon team can provide a sponsorship confirmation letter upon request.

7. Other

• Hybrid Conference Participation:
  For conferences offering hybrid (online + in-person) participation, if a participant chooses to attend online, travel-related expenses (airfare, accommodation, visa, local transport) will not be reimbursed. If online participation requires registration, this amount must be borne by the recipient according to the latest IES Conference registration rules.

• Sunk or Unsuccessful Expenses:
  Expenses that do not result in successful participation are not reimbursable, including but not limited to:

  • Visa application rejections
  • Cancelled travel bookings
  • No-show or failure to attend the conference

• Conditional Reimbursement:
  All travel-related reimbursements are subject to:

  • Successful attendance and presentation at the conference
  • Submission of valid supporting documents (boarding passes, registration confirmation, receipts, etc.)

• Organizer Discretion:
  Final approval of all travel reimbursements rests with the organizing committee. Submission of expenses does not guarantee reimbursement.

Certificates

• Completion Certificates:
  All teams that complete the hackathon by submitting a final project will receive an official certificate of participation from the IEEE IES Generative AI Challenge.

For questions related to reimbursements or grants, please contact the Hackathon Organizers.
For conference-related inquiries such as registration or visa letters, please contact the Conference Organizing Committee directly.

Still Have Questions?

• Visit the Contact page for direct email support.
• Follow our social media channels for updates (coming soon).

We are committed to making your hackathon journey smooth, transparent, and rewarding.