2 CFR 200.432 sets 3 requirements for organizations that receive federal grants and cooperative agreements. Applies when you build your application and budget, and to every cost you charge after award.
Conference costs are allowable only for events whose primary purpose is the dissemination of technical information beyond the recipient or subrecipient and that are necessary and reasonable for successful performance under the Federal award.
Budget includes hosting or sponsoring a conference, workshop, seminar, or similar event
Allowable conference costs may include rental of facilities, speakers' fees, attendance fees, costs of meals and refreshments, local transportation, and other incidental items — unless further restricted by the terms and conditions of the Federal award; costs of identifying and providing locally available dependent-care resources for participants are allowable as needed.
Itemized conference budget with meals, venue, speakers, attendance fees, or dependent-care costs
Conference hosts/sponsors must exercise discretion and judgment to ensure conference costs are appropriate, necessary, and managed to minimize costs to the Federal award; the Federal agency may authorize exceptions for programs including Indian Tribes, children, and the elderly.
Applicant hosting or sponsoring a conference charged to the award
Upload the funding notice and your draft budget or narrative, and ask. Grantable answers from its compliance database of federal, agency and state rules, with citations.
A conference means an event whose primary purpose is to disseminate technical information beyond the recipient or subrecipient and is necessary and reasonable for successful performance under the Federal award. Allowable conference costs may include the rental of facilities, speakers' fees, attendance fees, costs of meals and refreshments, local transportation, and other items incidental to such conferences unless further restricted by the terms and conditions of the Federal award. The costs of identifying and providing locally available dependent-care resources for participants are allowable as needed. Conference hosts/sponsors must exercise discretion and judgment in ensuring that conference costs are appropriate, necessary, and managed to minimize costs to the Federal award. The Federal agency may authorize exceptions for programs including Indian Tribes, children, and the elderly. See also §§ 200.438, 200.456, and 200.475.
Source: eCFR · checked Sep 17, 2026
Conference costs are allowable only for events whose primary purpose is the dissemination of technical information beyond the recipient or subrecipient and that are necessary and reasonable for successful performance under the Federal award. Allowable conference costs may include rental of facilities, speakers' fees, attendance fees, costs of meals and refreshments, local transportation, and other incidental items — unless further restricted by the terms and conditions of the Federal award; costs of identifying and providing locally available dependent-care resources for participants are allowable as needed. Conference hosts/sponsors must exercise discretion and judgment to ensure conference costs are appropriate, necessary, and managed to minimize costs to the Federal award; the Federal agency may authorize exceptions for programs including Indian Tribes, children, and the elderly.
Budget includes hosting or sponsoring a conference, workshop, seminar, or similar event. Itemized conference budget with meals, venue, speakers, attendance fees, or dependent-care costs. Applicant hosting or sponsoring a conference charged to the award.
Plain-English summaries for information only, not legal advice. Always check the regulation text, your award terms and your agency’s guidance.