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What are ITC Conference Grants?

ITC Conference Grants are aimed at supporting Early Career Investigator and PhD students from Participating ITC to attend related conferences, events or conduct activities on the topic of the Action that are not organised by the COST Action.

Who can apply?

  • Conference Grants are exclusively reserved for PhD students, PhD candidates and ECI’s with a primary affiliation in an institution located in an Inclusiveness Target Country (ITC) participating in our COST Action ENTER (CA17119). A list of countries that have joined our action is available here.
  • The applicant must make an oral/poster presentation at the conference in question and must be listed in the official event/conference program. The main subject of the oral presentation / poster presentation / speech at the approved conference must be on the topic of the Action and must acknowledge COST (see Section 10).
  • The participation of each applicant must be pre-approved by the Action Management Committee.

How to apply

  • All applications must be submitted directly thorugh the eCOST System. If you do not have an eCOST Account yet, please create one here.
  • Within eCOST you will need to create a “Conference Grant Request”. Further guidance on where to find this option is available here.
  • You will need to submit the following documentation:
    • ITC Conference Grant application form (you can download this through the system).
    • CV (including list of academic publications, if any).
    • Short description of your involvement in our COST Action.
    • Acceptance letter from the conference organisers (confirming either your speaking slot or your poster presentation).
    • A copy of the abstract or poster submitted to the conference.

Selection procedure

In addition to the formal eligibility criteria detailed above, all applications will be assessed against the following criteria of scientific merit:

  • Does the conference (or topic of the panel etc.) fall within the remit of COST Action ENTER?
  • Is the topic of the conference proposal within the remit of COST Action ENTER and will it likely make a significant contribution to the debates within the action?
  • Is the proposal internally coherent, logical, with a clearly discernible structure?
  • Is the presentation likely to make a significant contribution to the candidate’s scientific and professional development?

The selection committee will also consider to what extent the requested funds are commesurate to the activities that the STSM applicant plans to undertake.

Financial support

A Conference Grant is a fixed financial contribution which takes into consideration the budget request of the applicant and the outcome of the evaluation of the application by the delegated person(s). Conference Grants do not necessarily cover all the expenses related to participating in a given conference. A Conference Grant is a contribution to the overall travel, accommodation and meal expenses of the selected Grantee.

The calculation of the financial contribution for each Conference Grant must respect the following criteria:

  • Up to a maximum of EUR 2 500 in total can be afforded to each successful applicant;
  • Up to a maximum of EUR 160 per day can be afforded for accommodation and meal expenses.
  • Up to a maximum of EUR 500 can be claimed for the conference fees to be incurred by the selected Grantee.

In addition, when meal and accommodation expenses are supported by the hosting institution as part of the provisions offered in their conference package, the amount for subsistence afforded to each eligible participant must be deducted from the Grant. Documentary evidence of the conference fee amount must be provided by the applicant and in kind, must be archived by the Grant Holder along with the relevant administrative documents.

Application Deadline

In order to allow for as much flexibility as possible for prospective applicants, the application process will follow a rolling basis.

Receiving your grant

If you have been selected as an ITC Conference Grant Recipient, you will receive your grant after the conference. After your conference, the eCOST System will automatically ask you to submit a Scientific Report, which you need to provide in the 30 days after the Conference has ended. We will send the grant to your bank account once your scientific report has been approved.

In addition, we will ask you to present the results of your conference grant at the next Management Committee meeting or to write a short blog entry for our website. See here for an example of a blog entry. Please remember to ask someone to take a picture of you during your presentation so that we can showcase your involvement on our website and in our newsletter (with your prior consent, of course).