Conference grant

The purpose of the grant is to promote international research collaboration and exchange of experiences. A conference grant is a way of giving an opportunity for researchers operating in Sweden to arrange a conference with internationally recognised speakers.

The grant is intended to cover travel and accommodation costs for invited speakers who are active outside Sweden.

Summary



Type of grant

Research environment and research collaboration funding

Subject field

Humanities and Social Sciences

Medicine and Health
Natural and Engineering Sciences
Educational Sciences
Artistic Research

Line of research

Undirected

Application status

Individual researcher

Participating researchers

No participating researchers may be invited to join the application

Grant period

The conference shall take place during the period 19 January to 19 September 2018, that is 4-12 months after the deadline for this call

Grant amount


Minimum 30 000 SEK and maximum 200 000 SEK

Call deadline

19 September 2017 (14.00/2 p.m.)

Publication of grant award decisions

No later than the end of November 2017

 

Read more about grants awarded in previous yearsopens in new window

Eligibility criteria for applicants

The following criteria must be fulfilled in order for you to be eligible to apply for the grant. We carry out checks to ensure ineligible applications are rejected from further processing.

Applicant

The applicant for a conference grant must be an individual researcher. You will be the project leader and have scientific responsibility for the conference. You must hold a Swedish doctoral degree or a corresponding foreign degree, awarded no later than the deadline for this call. The degree award date we use is the date when you fulfilled all the criteria for a doctoral degree, such as mandatory courses, oral defence and an approved doctoral thesis. For applicants with a Swedish doctoral degree, the degree award date registered in Ladok applies.

The doctoral degree criterion does not apply to applicants within Artistic Research. However, a degree from an artistic higher education institution (HEI) or other corresponding competency is required.

Grants from the Swedish Research Council shall be administered by a Swedish university or HEI or another Swedish public organisation that fulfils our criteria for administrating organisations. To apply, your organisation must therefore be approved as an administrating organisation.

If you are awarded a grant, you must be employed by the administrating organisation when the grant period starts and throughout the grant period, unless the Swedish Research Council, the administrating organisation or any other employer agree otherwise. The employment must cover be no less than 20 per cent of a full-time equivalent. You do not have to be employed by the administrating organisation at the time of applying.

Number of applications and previous grants

You may only be granted one conference grant per year. Only one application may be submitted for each conference per call. A conference may only be granted funds once, in the event applications have been submitted under several calls.

Note: If you have been the project leader for previous grants from the Swedish Research Council that have ended, a final financial statement for all of these must have been submitted within the permitted time frame in order for you to apply for a new grant. Please contact your administrating organisation if you are unsure whether all your final reports have been submitted.

Participating researchers

No participating researchers may be included in this application.

Costs and grant amounts

The conference grant only covers travel and accommodation costs for a limited number (maximum ten) invited speakers active outside Sweden. Grants are not awarded for other participants, administration or social security costs. Flights and train journeys should normally be in economy class or corresponding.

You may apply for a minimum of 30 000 SEK and a maximum of 200 000 SEK, including indirect costs.

The Swedish Research Council assumes that the administrating organisation will cover any costs in excess of the amount received.

Grant period

The conference shall take place during the period 19 January to 19 September 2018, that is 4-12 months after the deadline for this call. The entire grant amount will be paid during 2017, irrespective of when the conference takes place. Payment will be made during November 2017 at the earliest. The funds will, however, be available up to and including 30 November 2018.

Other criteria for the conference

The conference shall:

  • have internationally recognised researchers active outside Sweden as speakers. Of these, a minimum of 40 per cent should be women and a minimum of 40 per cent should be men
  • be arranged in Sweden
  • address the research community
  • be of medium size, that is have 50-200 participants
  • take place during the period 19 January-19 September 2018, that is 4-12 months after the deadline for this call

If the conference is arranged in conjunction/association with another research-focused event, the delimitation to this event shall be clearly shown!

Please note that the Swedish Research Council logo may not be used in conjunction with a conference for which we have awarded a grant. The logo may only be used if the Swedish Research Council is a co-arranger and thus influences the content of the conference. In all other cases, the Swedish Research Council may only be stated by name.

How do I apply?

You apply electronically in Prismaexternal link, opens in new window, which is the application system used by the Swedish Research Council. You create your application in Prisma by filling in the text fields, uploading information from your personal account, and attaching the appendices requested.

To enable you to apply, your organisation must have been approved as an administrating organisationopens in new window and have created an organisation account in Prisma.

For most items in Prisma, there is a user manualexternal link, opens in new window describing all the steps, as well as answers to FAQexternal link, opens in new window. Please refer to these when filling in your application.

Please avoid stating your own or anybody else’s full personal identity number in the application except where specifically requested.

Creating a personal account in Prisma

Before you apply, you must create a personal account in Prisma, where you can save your personal and CV data. The information only needs to be entered once, and can thereafter be supplemented or changed as required. As most of the Swedish Research Council’s calls employ foreign reviewers, please use English when entering any descriptive text in you CV data. You can also input your publications for future use. Please note that no publications can currently be uploaded from your account to the application form. This is because the publications function is under development and not yet used in the Swedish Research Council’s calls. You should therefore submit your publications list as an attached PDF file instead (please see instructions under “Publications” below).

Please allow plenty of time to create your personal account. The applications you register in Prisma will be linked to your personal account.

Any participating administrators must also create their own personal account in Prisma and confirm their participation in the application before the deadline of the call.

Text

Some text fields can be formatted, which means that you can change the font and size, and also include some tables, formulae and symbols. If you have written the text in Microsoft Word in advance, you can also copy-paste it and keep the original formatting. Images cannot be included in the text fields, however. We recommend that you use the fonts Arial, Calibri or Verdana.

All text fields have a limit on the number of characters, and this is illustrated by a character counter. If you use too many characters, the application cannot be registered.

Attached documents and appendices

You will need to attach an appendix to some fields as instructed. The appendix must consist of one file only, and you can only attach documents in PDF format. All appendices are limited as to file size and number of pages. You will not be able to attach an appendix that exceeds the stated maximum file size.

Signing

Both you as applicant and an authorised representative of the administrating organisation shall sign the application electronically in Prisma. Please see further information under “Register your application” below.

What must the application contain?

  • Please refer to the application form in Prisma in parallel with reading the instructions below.

Language

The application may be written in English or in Swedish.

Sections of the application

The application form includes the following tabs:

  • Descriptive information
  • Description of the conference
  • Budget and research resources
  • Administrating organisation
  • Participants [only administrators in this call]
  • CV

Descriptions of the information requested under each tab follow below. Mandatory information is marked with an asterisk (*) in Prisma.

Descriptive information

Under this tab, please state the name of the conference in Swedish and English as the project title, and select SCB codes and key words for this. Please also mark which of our areas your application relates to.

Please note that the project period will be stated as one (1) month as standard in your application.

Short description of the conference

The conference description summary shall include a brief description of:

  • the name and place of the planned conference
  • timing of the conference (year-month-day)
  • justification for the conference
  • the conference’s website address

Description of the conference

Under this tab, please attach your description of the conference as a PDF document. The description shall be brief but clear, and cover a maximum of four numbered A4 pages in Arial, font size 11, single spacing, including references and any images. You will not be able to attach an appendix that exceeds the stated maximum number of pages or is larger than 10 MB.

The following information must be included in the description under separate headings, listed in the following order:

  • Scientific description: Describe the scientific content of the conference.
  • Significance: Describe the significance of the conference to the research area. State clearly in what way the conference will benefit the research community and how it promotes international research collaboration and exchange of experiences.
  • Scientific novelty: Describe how the conference will contribute to innovation within the research area.
  • Participants: State the expected number of participants and the proportion of these who are from Sweden.
  • Invited speakers: Name the invited speakers and describe briefly their current research activities and scientific merits. State the roles and space allocated to each of the invited speakers (time, any other activities) and whether they have accepted the invitation to participate in the conference. State also the proportion of men and women speakers respectively (a minimum of 40 per cent should apply for each gender).
  • Programme: State the dates of the conference and the preliminary programme, showing the time allocated for each speaker.
  • Dissemination activities: Describe how the experiences from the conference will be disseminated.
  • Scientific committee: Provide a brief description of the persons on the conference’s scientific committee.
  • Conference website: If there is no conference website, please explain the reasons.

Budget and research resources

Under this tab, please list other costs and any other funding of the project. You may apply for an amount between 30 000 SEK and 200 000 SEK, including indirect costs.

Costs

Please state travel and accommodation costs for the invited speakers active outside Sweden. The following guidelines apply for the costs:

  • Travel
    From North America and Africa: Maximum 12 000 SEK/person
    From Asia, Australia, New Zealand and South and Central America: Maximum 17 000 SEK/person
    Within Europe: Maximum 7 000 SEK/person

  • Accommodation
    Maximum 1 700 SEK per night/person

Total cost of the conference

Prisma will automatically add up your budget items listed in a table. The total amount you are applying for shall also include indirect costs. You will have to add these to the table yourself. Here you can also add any additional costs covered by the conference (for which you are not seeking funding under this call).

Please contact your HEI for information on what constitutes indirect and direct costs.

Justification of the budget applied for

Justify briefly each cost applied for in the budget stated. The description may cover a maximum of 2 000 characters including blank spaces (approximately one A4 page in Arial, font size 11, single line spacing).

Other financing

Please state any funding for the conference received by you or another researcher, in excess of the amount requested in this application. Please state also any income from participant fees. State rounded amounts in SEK.

Administrating organisation

Under this tab, please state the administrating organisation and location of the conference. The administrating organisation is the organisation that administers the funds awarded and is responsible for it according to the conditions set. Normally, the administrating organisation and location correspond to the HEI and the department where the project leader responsible for the conference is employed.

To allow you to link your application to an administrating organisation, the organisation must have an approved account in Prisma. Please contact your administrating organisation and ask it to apply for an organisation account with the Swedish Research Council if it does not already have one.

If you cannot find your location, please contact the person responsible for the organisation account at your administrating organisation. You will not be able to finalise the registration of your application if the location is missing.

Participants

Under this tab, you as applicant may invite participating administrators who can help you to input and edit information in the application. When issuing the invitation, please use the email address linked to the person’s Prisma account. You may also invite participating administrators who do not already have an account in Prisma, but in order to participate in your application they must register their own personal accounts in Prisma. All participants must accept their invitation before you can finalise the registration of the application.

Please note that you may not invite any participating researchers in this application.

CV

Under this tab, please upload your relevant CV information from your personal account in Prisma.

The following information, where available, must always be included in your CV, taking into account the stated limitation in numbers:

  • Education: First, second and third cycle higher education and specialist degrees.
  • Work: Current employment (including whether permanent or not) and longer relevant employment, postdoctoral visits (including whether employment or not), research exchanges relevant to the research described and any longer interruptions in the research that have impacted on your opportunity to gain merits as a researcher.
  • Merits and awards: Fellowships, supervisees (postdoctoral and doctoral students; state the overall number of each category and list the 10 most relevant to you), up to 10 of your most relevant grants awarded in competition, up to 10 of your most relevant prizes and awards, and [up to 20] other merits relevant to the application.
  • Intellectual property right: For example, patents and open access computer programs developed by you; state up to 10 of your most relevant.

Register application

The tab “Register application” shows a summary of the fields in your application that may require action in order to register it (such as mandatory fields not filled in, text fields with too many characters, discrepancies from limits on the possible project period or budget applied for). The registration of your application is not finalised until you click on the “Register” button.

Please make sure you use the preview function before registering your application.

Note: Everybody you have invited in your application must accept the invitation before you can register the application. If an invitation is not accepted, it must be deleted.

The registered application can thereafter be found in your personal Prisma account in the tab “Applications and grants”, under the menu choice “Applications”. Until the deadline for the call, a registered application may be de-registered, amended and re-registered again as necessary.

It is your responsibility to ensure the application is complete, that is to say the application form is correctly filled in, the correct appendices are attached and the information requested has been provided according to the instructions. Please only submit material specifically requested. We do not accept any additional information after the deadline date, except when specifically requested.

Signing

When you register the application, it is signed by you as project leader. To ensure the application is deemed complete and included in the review process, an authorised representative of the administrating organisation also has to sign the application. The representative is normally the head of the department where the research will be carried out, but this is dependent on your administrating organisation’s structure.

The applicant’s signature confirms that:

  • the information in the application is correct and complies with the Swedish Research Council’s instructions
  • secondary occupations and commercial ties have been reported to the administrating organisation and that nothing has emerged that breaches good research practice
  • the necessary permits and approvals have been obtained for the project start, such as an ethical review

The signature of the administrating organisation confirms that:

  • the research, employment and equipment described can be given room during the period and to the extent stated in the application
  • the administrating organisation approves of the budget in the application
  • the research carried out within the project complies with Swedish legislation

The above points shall have been discussed by the parties before the representative of the administrating organisation approves and signs the application.

Note: The authorised representative of the administrating organisation must sign the application in Prisma no later than one week (seven calendar days) after the deadline in order for the application to be considered further in the review process.

What happens next?

When the call closes (at 14.00/2 p.m. on the deadline date of the call), the registration of your application is automatically finalised and you are given a registration number.

Your registered application is automatically forwarded to the representative of the administrating organisation for signature in Prisma. The application must be signed no later than one week (seven calendar days) after the deadline date. You will receive an email when the application has been signed.

Thereafter you will find information about the status of the application, registration number and signature of the application in your account in Prisma, under the tab “Applications and grants”.

Evaluation

The scientific evaluation of your application is carried out by active researchers. These peer reviewers evaluate the application in competition with the other applications on the basis of the evaluation criteria set by the Swedish Research Council.

If an application is not completed according to the instructions, this will be weighed into the evaluation.

Review boardsopens in new window

How your application is evaluatedopens in new window

The Swedish Research Council’s conflict of interest policyopens in new window

The Swedish Research Council’s gender equality strategyopens in new window

Decision

Shortly after the award decision has been made, a notice of the grant awards will be published on the Swedish Research Council’s website. You will thereafter find a notice of the decision and a final statement on your application in your personal account in Prisma, under the tab “Applications and grants”. The statement consists of a grading and, in some cases, written comments.

Contact

Questions about application content

If you have any questions about application content, please contact one of the following persons:

Jane Parker, email: jane.parker@vr.se, telephone: 08-546 44 302
Anneli Fröjd, email: anneli.frojd@vr.se, telephone: 08-546 44 333

Technical questions

In the first instance, please consult the help menu in Prisma for instructions or FAQexternal link, opens in new window, including a detailed User Guideexternal link, opens in new window that describes most items in Prisma.

If you cannot find the answer to your technical question, you may contact our Technical Supportexternal link, opens in new window. Please note that it may take 1 to 2 working days to get an answer, depending on the work load.

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Updated: 2017-08-16

Conditions for applications and grants

Please make sure that you fully understand the terms and conditions that apply to applications to the Swedish Research Council. Read more about each term below:

Approved administrating organisations

Commercial Interests

Ethical guidelines

Indirect costs

Open access

Public access