Pacific Island Countries Participation Fund

The objective of the PIC Fund is to increase the number of Pacific Islanders attending regional and international conferences or events relevant to their countries’ development.

Supporting people to attend conferences strengthens the ownership of development processes and activities in their home countries. 

The PIC Fund will cover or contribute to the costs of Pacific island citizens’ attendance at conferences, such as travel and accommodation costs.

Citizens from the following countries are eligible for support under the PIC Fund: the Cook Islands, Federated States of Micronesia, French Polynesia, Fiji, Kiribati, Nauru, New Caledonia, Niue, Palau, Papua New Guinea, the Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu, and Wallis and Futuna.

There are four PIC Funding rounds each year and these are open to organisations in New Zealand and in the developing countries that are applying on behalf of Pacific island individuals.



Only organisations (legally incorporated) are eligible to apply to the PIC Fund. This includes government departments and agencies. We may ask to see copies of your certificate of incorporation, your constitution, and latest annual financial statements during our appraisal of your application.

Conferences and events

The purpose of the conference or event you are applying for must be consistent with the participant’s own country priorities, and the strategic outcomes set out in the New Zealand Aid programme's policy statement [PDF, 595 KB].These investment priorities include:

  • Agriculture
  • ICT
  • Economic governance
  • Law and justice
  • Health
  • Fisheries
  • Tourism
  • Trade and labour mobility
  • Education
  • Resilience

Eligible activities may include or contribute to the following:

  • improving interaction and agreement between Pacific island countries and institutions
  • assisting Pacific island countries to implement international agreements
  • capacity building for sustainable institutional development
  • promoting gender-equitable participation and access
  • contributing to enhancing government, non-government organisations and private sector interaction
  • improving decision-making processes.

Non-eligible activities - as a general rule, funding won’t be available for:

  • capital expenditure (ie goods or assets that participants may require as part of their attendance)
  • commercial or profit-making activities
  • faith-based or non-secular activities
  • events that are already part of the core work programme of Pacific regional organisations, or that relate to the delivery of specific projects by Pacific Regional organisations

What the PIC Fund covers

The PIC Fund is a 'reimbursable' fund. Payment can't be made before the meeting/conference occurs. Payments are made after the event, based on actual amounts spent (up to the amount agreed) and supported by an invoice and receipts.

Funding may cover all or some of the costs of travel, accommodation, meal allowances and conference fees of Pacific island participants. Contributions to these costs from participants, or participating institutions, can be an important signal of commitment.

Only the costs associated with attendance at the meeting can be met through this fund. The costs of hosting the meeting should be separated out from any costs relating to funding Pacific Island participants' attendance.

Per diems

Events held in New Zealand

For conferences held in New Zealand the meal allowance is NZ$80.00 a day (breakfast NZ$20.00, lunch NZ$15.00, dinner NZ$35.00, incidentals NZ$10.00).

In addition, Pacific island country participants staying in New Zealand may claim accommodation costs up to NZ$160.00 + GST a night per person.

Events held outside New Zealand

The per diem rates for countries outside New Zealand show the accommodation and meal allowance as one total figure.

Find out what the New Zealand Aid Programme per diem rates are for each country and please ensure the most up to date rate is used in your application.

How the funding rounds work  


Upcoming application deadlines:

  • 1 November 2015 | for events from January 2016
  • 1 February 2016 | for events from April 2016

Application forms should be emailed to . If an application is submitted as a pdf file also include a Word version of the form.

If it's not possible to submit your application by email please fax it to +64 4 439 8873

Or mail it to:

The Programme Manager, PIC Participation Fund
New Zealand Aid Programme
Ministry of Foreign Affairs and Trade
Private Bag 18-901
Wellington 5045
New Zealand
Fax: +64 4 439 8873

Application appraisal and criteria

The PIC Fund assessment panel meets regularly throughout the year to consider applications.

As part of the appraisal process, MFAT may consult with its subject matter experts, overseas posts and other organisations. When assessing applications, MFAT considers:

Venue - New Zealand-hosted and regional meetings in the Pacific will take priority

Meeting purpose - meetings and workshops should have well-defined objectives

Meeting subject - this must fit with the New Zealand Aid Programme’s investment priorities

Participants - participants must have relevant background and experience in the issues under discussion

Dissemination - a key element in the selection of proposals is the capacity of the participant to share what they have gained from the meeting across the organisation, country and the region.

Country representation - in general, no more than two participants from a country will be funded to attend an event.

Frequency - in general, repeated applications by organisations to attend recurrent events will not be considered favourably.

Applicants will be advised of the outcome within approximately one month of the closing date of the funding round. If approved a Contribution Towards Expenses letter will be prepared. No financial commitment should be made until the terms of the letter are agreed and the letter has been received by the applicant. 

Forms and templates

Please contact us at  if you have any queries about this fund.