Budgeting for involvement

When planning for involvement, it’s important to realistically reflect all potential costs needed for inclusive, respectful and accessible collaboration. Budgets and resources will naturally vary depending on the scale and scope of the project, and this should be recognised and balanced in your planning. It’s completely fine to start small and grow your approach over time. Your budget will shape how much or how little involvement is possible, how many people can take part, how often and in what way. Whether your approach is small or large, it should always be intentional and inclusive of people’s diverse needs.

Here are some things to think about:

Download an overview here Budgeting table

Budget areas

Time & contribution

To consider: Involvement payments for meetings, preparation time and other activities
Why it matters: Recognises lived experience as valuable expertise

Preparation time for involvement

To consider: Planning, adapting materials and allowing for longer meeting windows
Why it matters: Reflects the time it takes you and your partners to do inclusive involvement well

Travel & transport

To consider: Costs for taxis, mileage or accessible public transport
Why it matters: Reduces barriers to involvement

Support

To consider: Involvement of supporters/carers, emotional support or buddy systems
Why it matters: Enables involvement with confidence and dignity

Training

To consider: Introductory or ongoing training for both researchers and public collaborators
Why it matters: Builds confidence, clarity and shared understanding

Communication formats

To consider: Large print, Easy Read, audio/visual materials, interpreters, translation services
Why it matters: Supports understanding, language access and cognitive inclusion

Catering & refreshments

To consider: Light food and drink for in-person sessions
Why it matters: Supports wellbeing and creates a welcoming atmosphere

Access adjustments

To consider: Room layout, lighting, additional quiet spaces or rest breaks
Why it matters: Makes the environment more comfortable and dementia inclusive

Digital access

To consider: Loan of tablets, data bundles or technical support for online sessions
Why it matters: Avoids digital exclusion for remote or hybrid involvement

Contingency funds

To consider: Flexible funds for unexpected support (e.g. communication, sensory aids, additional support)
Why it matters: Helps respond to individual requirements as they arise

Recognition & thank you

To consider: Cards, small gifts or follow-up communication
Why it matters: Shows appreciation and builds long-term relationships

Tips for Dementia inclusive budgeting

Plan early: Involve people with dementia in discussions about what support they require.
Budget for flexibility: Not everyone will need the same support and unexpected costs can arise.
Follow NIHR guidance: See the NIHR Payment Guidance for PPI for fair recognition practices.
Check local policies: Partner universities or NHS Trusts may have additional requirements for reimbursements or carer support.