GLOBAL HEALTH

CONFERENCE GRANT GUIDELINES

Introduction

All conference grant requests to the Global Health program must use the Conference Proposal Form. Theproposal narrative should be no more than 5 pages excluding the proposal information pages, biographical sketches and appendices.Due to tax, legal, and reporting requirements, all grant proposals must be submitted in English. Web links are discouraged; since there is no assurance the reviewers will access these pages. For this reason, please include all necessary information in the body of the proposal.

Before writing your proposal using the on-lineConference Proposal Form, please read through the followinginformation:

  • Use of Funds
  • Single vs. Multiple Year Request
  • Reporting Requirements
  • Proposal Review Criteria
  • Proposal Privacy Notice

Use of Funds

Applicants may ask for partial or full support of a conference so long as it meets the intent of the mission. Applicant organizations are encouraged to identify additional sources of support, matching funds, or material in-kind contributions for the conference. If appropriate for open conferences, registration fees may be charged to help defray costs. Applicants must indicate the total estimated cost of the proposed conference, and any other sources of external support, as noted on the proposal form.

Conference grant funds may be awarded to provide general support of conferences related to global health anywhere in the world that represents an appropriate venue for the theme of the conference. Locations are expected to be chosen for their:

  • Relevance to the conference topic(s),
  • Proximity to sponsoring organization(s),
  • Ease of the most relevant attendees reaching the destination
  • Balance between supported location costs (conference site, hotel and meals) and supported travel expenses.

Grant funds may be awarded to support specific Global Health aspects of a larger general conference. An example of a specific aspect would be a selected symposium, panel, or workshop, including the cost of planning and the cost of travel of participants in that particular segment of the conference, subject to the geographic constraints explained below.

Geographic Constraints Based on Location of Grantee

U.S. grantees must justify selection of a non-US site based on the criteria cited above. Due to U.S. tax laws, non-U.S. grantees cannot use any Gates Foundation funds to pay for conferences within the United States, to pay for travel of any individuals to a US location, or to expend grant funds within the U.S. for any other purpose. The foundation requires that any U.S.government travel restrictions that are in effect at the time of the award will be followed such as:

  • Limitations or restrictions on countries to which travel will be supported
  • Rules governing entry of non-U.S. citizens into the United States
  • Paying travel for government officials

Publications and Copyright

The foundation encourages dissemination of conference outputs, as appropriate. If the grantee organization wishes to publish material for which support has been provided in whole or in part with foundation funds, the material may be distributed free of charge. Where the grantee organization would prefer to charge for the material, the proceeds of these sales must be treated and identified as “support from other sources” in the Budget Narrative section.

Unless otherwise provided for in the conditions of the award, the recipient organization is free to arrange for copyright of any publication resulting from work supported by foundation funds. Any such copyrighted publication, however, shall be subject to nonexclusive, irrevocable, royalty-free license to the foundation to reproduce, translate, publish, and dispose of the material and to authorize others to use the work for charitable purposes. In addition, communications in primary scientific journals publishing initial reports of original research supported in whole or in part by foundation funds may be copyrighted by the journal, with the understanding that individuals are authorized to make, or have made by any means available to them, without regard to the copyright of the journal, and without royalty, a single copy of the article for their own use.

Single Versus Multiple Year Requests

Proposals for up to two years may be submitted when a series of annual or periodic meetings is proposed by a sponsoring organization. Support for meetings to be held on a less frequent schedule must be applied for individually.

For applications requesting two years of support, the followingadditional information must be provided for the future year, in as much detail as possible: (1) meeting topic; (2) tentative dates, locations, and participants; (3) contingency plans for future meetings dependent on, for example, the results of the first year's meeting or developments in the field.

For multiple year awards, the annual progress report must be submitted no later than four months prior to the next scheduled meeting. It should include a report on the previous meeting supported by the current grant, as well as a full description of the next planned meeting including all information requested above.

Reporting Requirements

Grantees are responsible for submitting the following reports to the foundation upon completion or termination of a grant in support of a conference:

  • Final Financial Expenditure Status Report - An expenditure report will be required from the grantee within 60 days after the completion or termination of the grant. Records of expenditures must be maintained in accordance with the standard provisions for charitable organizations.
  • Final Progress Report- A finalreport summarizing the attendance and results of the meeting mustbe submittedto the foundation within 60 days after the completion or termination of the grant. The report format will be sent to the principal investigator for completion.Three copies of any proceedings or publications resulting from the conference should be provided with the final performance report.

Key Terms

Activities: The processes or actions necessary to achieve the objectives and ultimately meet the goal of the conference.

Conference – A symposium, seminar, workshop, or any other organized and formal meeting lasting 1 or more days where persons assemble to exchange information and views or explore or clarify a defined subject, problem, or area of knowledge within the realm of Global Health priorities whether or not a published report results from the meeting.

Eligible Grantee – A non-profit institution, non-governmental organization, governmental agency, or international organization as defined by U.S. Executive Order (e.g. WHO, World Bank), including scientific or professional societies. Individuals are not eligible to receive a grant in support of a conference. Grantees must certify as a term of grant award that no funds will be used in furtherance of terrorist organizations as defined by the U.S.Patriot Act.

Goal: the conceptual aim of the conference; the condition that will exist when the meeting has been successfully completed.

Objectives: specific operationalized statementsnecessary to achieve the conference goals; objectives should be SMART (specific, measurable, achievable, relevant, and time-based).

Personnel Terms:

  • Institutional Official: The individual with the responsibility, legal and managerial authority to assure adherence to all laws, regulations, and financial requirements; and to commit the applicant organization to conduct the project as proposed
  • Key Personnel: Individuals with substantive roles in the conference or critical subject matter expertise such that they could not be promptly and easily replaced, whether or not they are requesting funds from the grant. If a position is “to be named”, describe the role in the conference, the type of expertise required, and the percent effort expected.
  • Principal Investigator/Conference Organizer: The lead individual designated by the grantee organization as having primary responsibility for the design, execution, management and reporting of the conference.

Proposal Review Criteria

All conference grant proposals will be reviewed internally and, in some cases, externally, prior to funding decisions. Conference grant proposals will be evaluated using the following criteria:

Significance: Does the conference address an important global health issue that disproportionately affects people in developing countries?Are the proposed results of the meeting clearly defined and aligned with stated objectives? If the goal(s) of the conference are achieved, what will be the effect on disease or health inequities? How will scientific or programmatic implementation knowledge be advanced? What effect will this conference have on the people, concepts or methods that drive this particular field?

Strategic Fit: How well does the proposed conferencealign withthe current priorities of the Bill & Melinda Gates Foundation's Global Health program?

Approach: Is the conference design, agenda and list of attendees adequately developed and likely to achieve the stated goal(s) of the conference?What is the need and timeliness for a conference on this topic? Is the setting and location of the meeting appropriate? Is the proposed conference duplicative of other meetings?

Potential for Change: Do the scope, scale, and results of the conference attempt to answer a critical question in global health; offer stepwise improvements or a solution to a problem; develop tools, knowledge, or policies that drive toward resolution of global health problems or inequities; or raise awareness/effect change for global health? Are participants from the developing world involved?

Communication and Dissemination:Is the communication plan optimized to maximize the conference’s contribution to sector-wide impact? Consistent with the purpose of the meeting, have you chosen the widest possible mode of dissemination for the conference’s results?

Organizational Strengths: What is your organization’s and management team’s comparative advantage in conducting the proposed conference?

Other Funding: Has an effort been made to secure other funding for the proposed conference? Will support by the foundation be used to leverage other resources?

Budget:Is the budget narrative clear and complete? Are costs per participant and for the conference as a whole clearly justified? Are they commensurate with the value of the stated goals and results? Has other support been identified? Are there any unique items not captured by the categories on the budget table?

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