FAQs
Everything from the invite, in one place, plus the expenses policy. Missing something? Email ideas@phf.org.uk.
What is the purpose of the event?
The Ideas and Pioneers Fund Team wants to invite our grant holders to recharge and connect with each other so we can continue working towards a more just society for all of us.
Our hope for the event is to provide you with a space away from daily work - to reflect, relate, differ, raise new questions, explore, and connect with others.
When and where is the event?
There are three days when we will be gathering between 11-5pm (with drinks and nibbles til 7pm). We ask that you only attend one of the gatherings.
Friday 23rd October, Friday 6 November, Friday 20 November.
We will gather at Body&Soul: St. Ives House 99-119 Rosebery Ave, London EC1R 4RE
What will happen on the day?
There will be opportunities throughout the day for you to connect with each other and discuss any shared challenges. This include games, facilitated networking, a delicious lunch, and creative workshops.
A quiet space will be available throughout the day.
After the main event is over, you are welcome to join us for drinks and nibbles
We will circulate the final agenda and list of attendees as soon as it's confirmed.
What is expected of me on the day?
Our hope is that you will come as you are, with a curiosity to embrace our offer to explore and connect with others.
The focus is on connection and not production. You are not expected to produce any outputs. Instead, we hope you will take this opportunity to make connections, reach out to those you may not have met before, and participate in engaging discussions.
Can more than one person from my team/group/organisation attend?
Yes, we are extending the invitation to up to two people who are involved in leading/delivering your grant. Please do share the invite so they can RSVP directly.
When should I purchase my travel?
We ask that you book your travel as soon as possible. Once this has been purchased, you will be able to claim expenses related to your travel as per our expenses policy.
The day is scheduled to finish at 5 p.m., but you may want to book a later return train if you want to join us for drinks after the event.
What travel costs are covered?
To support your attendance at the event, you may claim all relevant travel expenses.
All expense claims must be supported by a receipt/ticket.
Please review our expenses policy before purchasing your travel.
If you require additional support with your travel, please email the team at Ideas@phf.org.uk to discuss this.
What if I need a hotel to attend?
Please indicate this on the RSVP form, and we will book a hotel on your behalf.
If you have not requested a hotel but would like to, please email the team at Ideas@phf.org.uk as soon as possible.
Do you provide support to cover caring/childcare responsibilities?
We have a care bursary to support anyone with caring or childcare responsibilities that would prevent them from attending the event. Please email the team at Ideas@phf.org.uk to discuss this.
Are accessibility accommodations available?
Yes, we are more than happy to accommodate these where we can.
If you have shared accessibility accommodations in your RSVP form, we will contact you to discuss those and agree on any associated additional expenses.
If you have not requested accessibility support but would like to, please email the team at Ideas@phf.org.uk as soon as possible.
How do I claim expenses?
Use the expenses page. Fill in the form, download your completed claim form and email it with your receipts to Ideas@phf.org.uk.
Please send claims by Tuesday 8 December 2026. Processing starts after Tuesday 27 October 2026.
Expenses policy
When claiming expenses, please consider if they are:
- reasonable
- have been incurred wholly for the purpose of joining the event
- have been necessary for your participation in the event
- not be claimed from any other organisation
- be supported by a receipt/ticket.
Travel expenses
To support your attendance, you may claim:
- from London and the South East: up to £50 for travel incurred to attend the event
- from all other regions: up to £200 for travel incurred to attend the event
If you require additional travel support, please agree this with our team before booking your travel by emailing us at ideas@phf.org.uk.
Travel by public transport
- travel costs for standard class train, bus and tube fares will be reimbursed. First class train fares will only be paid in exceptional circumstances, which must be noted on the claim and be authorised in advance whenever possible unless the first class fare is cheaper than the standard class fare (in which case this should be shown on the claim form).
- when air travel is necessary the most economical fare should be booked; this will normally be an advance purchase economy ticket.
Use of private cars
- if public transport is not available or is impractical, private cars may be used; the mileage rates will be those allowed (i.e. payable without creating a taxable benefit) by the HMRC. See the HMRC website for current rates.
- individuals must ensure that their own personal insurance cover is adequate for the journey to be undertaken.
- details of the journey and distance travelled must be provided.
- valid parking costs may be claimed where they are incurred in order to attend the event, but parking or other fines may not.
Taxis
- in most circumstances, you should use public transport but on occasions this may not be possible (e.g. none is available, accessibility reasons) or if transporting heavy equipment. In these cases, a taxi should be used.
- if you feel it is unsafe to use public transport e.g. travelling late at night a taxi should be used.