These Frequently Asked Questions help to address queries regarding eligibility and the application process related to the Event Fund. The FAQs were last updated in January 2022.
In addition to these FAQs, applicants are encouraged to make use of resources that provide information on and support for best practices in conference planning, and to review the guiding questions towards a strong application prepared by the Selection Committee.
We recognize that there are many understandings of open data science and encourage you to make explicit what open data science means to your community. We define open data science to include practices that promote re-use, transparency, and accessibility in collaboration, software/tools, resources, and infrastructure.
In our first cohort, we funded 13 teams; in the second, we funded 11 teams. We do not have a specific target number of awards per cycle since it will depend on the number of applications and their budgets.
We have had between 35-40 applications in each of the three rounds. 13 were awarded in the first round, 11 in the second, 13 in the third. You can read more about the grantees here.
Quick Caption and White Coat Captioning have been recommended by community members.
We encourage groups to review the feedback they received from their previous submission, the resources on our website, and descriptions of funded events.
For RFP#3, we will consider funding any/all of these event formats. Proposals should demonstrate how their proposed format (virtual, in-person, hybrid) aligns with their proposed event goals.
Yes! Please share the details of the event with us and we can promote it!
One is fine. But don't worry too much about your thematic selection as it is only an initial indication and the selection committee will also be reading holistically to see which funding the event is best placed for.
We would only do so if there was a clear need and reason to do so.
Event Fund collects some data to help report on the impact of the fund but on the whole we do not collect identifiable information about event participants. For example, there is a survey that we ask grantees to share with their participants to have a sense of how participants found the events but all questions are optional and survey data received is not shared in its raw form; only aggregated and anonymized (if anyone provides identifying information). As per GDPR standards, we are considered an independent controller on the data which is to say that funders only receive any impact data in aggregate form and we only share anonymized information about participants to funders.
We hope to continue to sustain the Event Fund into 2023 and beyond and are in conversation with funders to run future grant-making cycles. Reach out to [email protected] if you are interested in supporting future grant-making of the Event Fund.
Yes, you are perfectly welcome to have collaborations with previous grantees. Feel free to reach out directly. If you would like an introduction, you can also reach out to [email protected] who can link you with a previous grantee. In the application, as would be the case with any event collaborator, you would include mention of it wherever seems most appropriate (and make clear the scope/nature of the collaboration). The nature of the collaboration would also be reflected in the budget / budget narrative of the event (i.e. is your collaborator built into the budget as well or do they come with their own support to cover their time? etc.).
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Yes. Any country is eligible and if your project is not fiscally sponsored by a local institution, we can work with you to identify a fiscal sponsor for the funding.
The applicant is the primary point of contact for the award, so you should choose whoever is willing and able to be responsible for all of the reporting requirements and communication with the conference fund manager.
Yes, and previously unsuccessful applicants can also apply again!
It is up to you, but we strongly encourage applicants to review the application, budget, and reporting requirements with a representative from the event sponsor organization before submitting an application. We cannot disburse the funding until we have the fiscal sponsor established.
Receiving money as an LLC might affect your tax burden so you might want to confirm tax implications. We frequently encourage people towards fiscal host organizations like OpenCollective (https://opencollective.com/) that can be the entity receiving the funds. Such fiscal hosts work with projects to administer grant funding and the role of such a fiscal sponsor is to accept and administer funds, in compliance with US tax law. Learn more about fiscal sponsorship in the Open Source Alliance for Open Scholarship Handbook.
Please email [email protected] with specific questions about organizational affiliation.
That is your decision to make. You can either apply for one event or all four. Please note that the selection committee may recommend partial funding for a proposal.
Yes, you may charge a registration fee for your event, but we encourage you to reflect on how such charges might create barriers to participation and how these barriers could possibly be reduced through registration waivers, etc. We encourage applicants to include these costs in their budget.
We can provide salary for event organizers, relative to the amount of time they will spend organizing and running the event. In the budget, please include the expected number of hours and hourly rate.
No. If you request partial funding, please include in your application how you will acquire the remaining funds.
We did not specifically include taxes in the budget. If this is something you would like to be able to include, please email us ([email protected]).
Yes. Include in “other” and provide a description in the budget narrative.
Yes! You can include this in the accessibility section of the budget.
If justified as needed to run the event, yes. Any expense required for an event and justified as needed for the event is considered.
In your budget, include the full budget for the event and then notate which costs have already been covered by the monies you have already secured. (Question 21 about the budget narrative will ask you "If you are requesting partial funding for your event, please describe how you intend to cover remaining costs."). Even if you already have funding or in-kind support, you should include all expected event budget line items and then notate which/how much it is already being covered by in-kind or funding you have already secured.
Indirects are the costs of administration, typically charged by the entity receiving the cash. We don't need these costs to be spelled out but if an entity prefers to charge all costs “directly” by listing them out, that's also fine. This is typically a portion of the entity’s operational costs such as space, utilities, internet, etc. that are needed to do the program work but go beyond just one project.