Which type of meeting grant is right for you?
The Company of Biologists understands the importance of scientific interactions. Using the surplus we generate we are able to provide financial support for organisers of in-person, hybrid or virtual meetings, workshops, conferences and summer schools around the world in the fields covered by our journals. Two different grants, Scientific Meeting and Sustainable Conferencing Grants and Small Meeting Grants, are available depending on the size of your event and the level of funding required.
We encourage organisers to include a virtual element in their event, making them more accessible to a larger and more diverse audience.
Scientific Meeting and Sustainable Conferencing Grants
You may apply for both types of grant, or just one of them depending on your needs. Scientific Meeting Grants of up to £6,000 (relative to the number of attendees) with priority being given to applications where organisers include a virtual element promoting inclusivity, accessibility and sustainability. Sustainable Conferencing Grants of up to £2,500 to help finance innovative ideas that enable biologists to collaborate proactively whilst minimising their impact on the environment.
Small Meeting Grants
Grants of up to £400 for small meetings either in person or virtually, taking place locally on one day with a maximum overall budget of £1,000.
Scientific Meeting and Sustainable Conferencing Grants
Scientific Meeting Grants
Our Scientific Meeting Grants help finance a range of charitable activities including, but not limited to, in-person, hybrid or virtual meetings, workshops and conferences in the fields relevant to our journals. The grant can cover expenses such as a plenary or keynote speaker, assistance with travel for early-career researchers, or to reduce (or waive) registration fees. Priority will be given to applications where organisers include a virtual element, promoting inclusivity, accessibility and sustainability.
Sustainable Conferencing Grants
Applications are invited from the organisers of a wide range of activities, including (but not limited to): meetings, workshops, conferences, seminars, training and networking in the fields covered by our journals. Organisers are encouraged to come forward with innovative ideas, for example:
- Ideas that will reduce travel requirements and increase accessibility and inclusivity;
- Ideas that will improve interaction opportunities for geographically diverse participants;
- Ideas that will improve the ‘human’ experience of virtual meetings.
How do I apply?
The Scientific Meeting Grant and Sustainable Conferencing Grant are now both included in the same application. You may apply for both types of grant, or just one of them depending on your needs.
Click the ‘Apply’ button at the top of this section to access our grant management portal and get started.
Before submitting your application, please read the applicant handbook for important information about the grants, application guidelines, and terms and conditions.
Please note that support for measures to enable in-person participation of specific groups should be submitted to the Company of Biologists Scientific Meeting grants or Small Meeting grants schemes.
Application deadlines
2023
- 10 March 2023 (decision w/c 15 May 2023)
- 20 May 2023 (decision w/c 10 July 2023)
- 04 August 2023 (decision w/c 9th October 2023)
- 10 November 2023 (decision January 2024 date TBC)
- When will I be notified of the outcome of my application?
Applications are initially evaluated by the Grants Committee and the Sustainable Conferencing Committee, who select a short-list to be recommended to the Board of Directors. If your application is unsuccessful at this stage, you will be notified immediately. The Board of Directors then review the recommendations of the Committees, following which successful applicants will be contacted.
We aim to notify applicants within 10 weeks of the application deadline.
- What is the maximum funding available?
Scientific Meeting Grants – Although there are no rigid rules, we would normally expect grants to be broadly proportional to the size of the meeting. Typically, they are awarded on a sliding scale where meetings with fewer than 100 people are given up to £2,000, or over about 400 people up to £6,000. These limits can be exceeded in exceptional cases, but special justification is required.
Sustainable Conferencing Grants – Although funding will generally be available up to a maximum of £2,500, we may award additional funding for innovation and encourage applicants to come forward with ideas.
NOTE – Scientific and Sustainable Conferencing Grants are assessed applying criteria relevant to their grant type. The same request made under each grant will not be considered and may result in the application being rejected as a whole.
- What will not be funded?
Scientific Meeting Grants
- Expenditure on capital equipment and capital building proposals
- Removal expenses
- Undergraduate expeditions and courses
- Prizes, e.g. posters
- Social/political networking
- Conference dinners/social events/refreshment breaks
- Tuition fees
- Payments for the employment of staff
- Abstract books
- Series of meetings year on year
- Intra-institutional events, e.g. departmental seminars, etc.
- Indirect costs
- Field excursion costs for summer postgraduate schools/courses
- Core costs i.e. overheads
- Website management
Sustainable Conferencing Grants
We actively encourage applications for sustainability funding for a wide range of events, which may include events covered by the list above which would not be eligible for a Scientific Meeting Grant. Any innovative ideas that enable biologists to collaborate productively whilst minimising their impact on the environment will be considered.
However, we will not fund:
- Conference bags or gifts (mugs, pens etc.). We discourage conference organisers from providing free gifts, even if sustainably sourced;
- Apps UNLESS they contribute to sustainable conferencing practices beyond simply avoiding printing a conference booklet. We do however encourage applications for innovative apps that facilitate remote interactions;
- Electric screens for displaying posters or conference information at in-person meetings;
- Costs associated with catering (eg sustainably sourced food or re-usable cutlery). We encourage sustainable catering, but do not finance it through this funding scheme.
- Offsetting carbon expenditure from flights. Our aim is to encourage and explore changes in behaviour, so while offsetting may be helpful in cases where flying is unavoidable, this is not something we fund through this scheme.
NOTE – Scientific and Sustainable Conferencing Grants are assessed applying criteria relevant to their grant type. The same request made under each grant will not be considered and may result in the application being rejected as a whole.
- If my event is not eligible for a Scientific Meeting Grant, can I still apply for a Sustainable Conferencing Grant?
Yes – we actively encourage applications for sustainability funding for a wide range of events. This includes events such as networking or training which would not be eligible for a Scientific Meeting Grant. Any innovative ideas that enable biologists to collaborate productively whilst minimising their impact on the environment will be considered and typically could receive funding of up to £2,500.
- How do I apply for a Sustainable Conferencing Grant?
The application form is included within our Scientific Meeting Grant. When you use our online grant application system to create a new application for a Scientific Meeting Grant, you will automatically be presented with the opportunity to complete the Sustainable Conference Grant Funding section.
- Can I apply for both a Scientific Meeting and a Sustainable Conferencing Grant?
Yes – if your event is eligible for a Scientific Meeting Grant Funding application, you may also apply for additional Sustainable Conference Grant Funding in the same submission. The questionnaires for both types of funding are contained within the same form in our online grant application system. The details of how the funding will be used for a Scientific Meeting Grant and a Sustainable Conferencing Grant must be distinct from one another and relevant to the grant type e.g. relate to sustainability. As Scientific and Sustainable Conferencing Grants are assessed applying criteria relevant to their grant type, funding requests must reflect this. The same request made under each grant will not be considered and may result in the application being rejected as a whole.
- How do I know what events are eligible for which type of grant?
Our applicant handbook gives more details. Sustainable Conferencing Grants are available for the widest range of events and will always be an option open to applicants via our online grants application system. Scientific Meeting Grants are only available for particular classifications of events and must be in an area covered by our journals. If your event type is covered by one of those categories, our online application system will automatically present you with the specific questions you will need to complete in order to access that type of funding.
- What are the key guidelines to remember when completing the online application?
- The applicant who completes the form must be in the organising group for the event;
- Applications from professional fund-raisers will not generally be considered;
- Incomplete application forms will not be considered;
- Information on the topics/programme outline and proposed speakers must be included with the application form;
- Funding requests must be in GB Pounds Sterling.
- Application forms and supporting information must be written in English.
- Can we invoice The Company of Biologists for the value of the grant?
As this funding is a grant and not sponsorship, we do not require an invoice.
- How do we acknowledge the grant?
We ask you to acknowledge The Company of Biologists’ contribution to your meeting on your website and in any printed material circulated about the event. We ask that this acknowledgement includes our company name ‘The Company of Biologists’, our company logo, website address and tag us on Twitter with our handle.
In addition, successful applicants will be required to provide a short report within 3 months of the meeting taking place. We may use material from your report on our website, social media and other promotional materials.
- Can we request a change to the terms of the Grants Agreement?
It is not possible for The Company of Biologists to accept any changes to the Grants Agreement. If you are unable to accept the terms offered, we will consider your request for funding withdrawn.
- Why are there terms and conditions for the grants?
It is necessary under the law of England and Wales for grants to be provided on terms that enable us to verify, and monitor, that the funding provided has been put to proper use and is in furtherance of our charitable purposes. As such, our grants are subject to terms and conditions which are non-negotiable and it is for those applying for grants to decide whether or not to accept them on the terms offered.
- Do you offer grants to attend a scientific meeting, conference or workshop?
- My question is not covered by these FAQs or the applicant handbook - what should I do?
Small Meeting Grants
We welcome applications for grants of up to £400 to cover the cost of running a small meeting, either in-person or virtually, within the fields of our journals. This would normally be a local meeting taking place on one day and with a maximum budget of £1,000.
Before submitting your application, please read the Small Meeting Grant applicant handbook for important information about the grant, application guidelines, and terms and conditions.
We welcome applications for Small Meeting Grants on a rolling basis.
