Conference--Cooperative Agreements (U13)

Permission to Submit an Application

The NIH Institutes and Centers (ICs) each have different scientific missions, as well as program goals and initiatives that evolve over time. In order to promote the most efficient use of NIH funds towards meeting the mission and program goals of the ICs, each conference grant application is required to contain a permission-to-submit letter from one of the participating ICs (see IC Contact and Special Interests website).

• Applicants are urged to initiate contact well in advance of the chosen application receipt date and no later than 6 weeks before that date.
• Applicants should inquire about IC-specific program priorities and policies in regard to conference grants.
• Please note that agreement to accept an application does not guarantee funding.

Organization Eligibility

• Eligibility is limited to domestic institutions and organizations, including established scientific or professional societies.
• Foreign institutions are not eligible to apply for conference support.
• This program supports both domestic and international conferences; however, an international conference can be supported only through the U.S. representative organization of an established international scientific or professional society.
• An individual is not eligible to receive a conference grant or cooperative agreement award.

Award Information

• Funding Instrument: Cooperative Agreements
• Funding Category: Research and Development
• Budget Mechanism Code: OR - Other Research Related

Application and Submission Information

In addition to the instructions in the SF424 (R&R) Application Guide, please be aware of the following special submission requirements for Conference Grant applications. Applicants should consult the funding opportunity announcement, in particular Section IV. Application and Submission Information, for detailed information about these special submission requirements.

• Permission to Submit Letter
  • All applications must include in the Cover Letter attachment a “permission to submit” letter from a designated IC contact who has agreed to consider the application for funding.
• Budget
  • Applications must include a detailed, categorical budget request using the Research & Related Budget form.
  • Facilities and Administrative (F&A) costs (also referred to as indirect costs) are not allowed.
  • Applicants should consult with the IC about any IC-specific budget and project duration requirements.
• Conference Plan
  • This section takes the place of the Research Strategy section of a standard research application and should
    • Describe the objectives, specific program, and logistical arrangements for the meeting
    • Identify related conferences held on the subject during the past 3 years and describe how the proposed conference is similar to, and/or different from these.
    • Describe strategies for:
      • Involving the appropriate representation of women, minorities, and persons with disabilities in the planning and implementation of, and participation in, the proposed conference
      • Identifying and publicizing resources for child care and other types of family care at the conference site to allow individuals with family care responsibilities to attend
      • Publicizing the conference to all interested participant
• Diversity Plan
  • Applications must include a Diversity Plan attachment in the Other Attachment section named “DiversityPlan.pdf” (no spaces) that should not exceed one-page in length. The Diversity Plan attachment should:
    • Specifically describe the involvement of or plans to enhance diversity by increasing individuals from diverse backgrounds, including those from underrepresented groups (e.g., underrepresented racial and ethnic groups, individuals with disabilities, individuals from disadvantaged backgrounds, and women) in the selection of and/or the makeup of:
      • Organizing committee
      • Speakers
      • Invited participants (e.g., session chairs, panel discussants, etc.)
      • Attendees
    • Applicants should consider the geographical conference area from where anticipated participants will come (i.e., national, statewide), the expected size and composition of the audience, as well as the method of selection in describing plans to enhance diversity and how efforts will be assessed afterwards. Where applicable, applicants should describe the success of previous strategies to enhance diversity in the planning and implementation of conferences.
  • This NIH Open Mike blog and NIH All About Grants podcast provide additional information about diversity plans for conference applications.
• Safety Plan (to be submitted as Just-in-Time materials)
  • Effective with the April 12, 2022 application due date, a Plan to Promote Safe Environments is required as part of Just-In-Time materials should the application be recommended for funding (NOT-OD-22-074).
  • At a minimum, “safety plans” are required to include the following elements:
    • Statement of commitment to provide a safe environment
    • Expectations of behavior including list of behaviors considered harassing (specific emphasis on harassment, sexual, racial, ethnic, or otherwise)
    • Instructions on how to confidentially report alleged violations of the expectations of behavior to conference organizers
    • Description of how the organizers will assess allegations and the consequences for those who are found to violate the expectations of behavior
    • Information explaining that individuals who have questions, concerns or complaints related to harassment are also encouraged to contact the conference organizer or the HHS Office for Civil Rights (OCR)
    • Information about how to file a complaint with HHS OCR (see OCR’s webpage, Filing a Civil Rights Complaint)
    • Information explaining that filing a complaint with the conference organizer is not required before filing a complaint of discrimination with HHS OCR, and that seeking assistance from the conference organizer in no way prohibits filing complaints with HHS OCR
    • Information explaining how individuals can notify NIH about concerns of harassment, including sexual harassment, discrimination, and other forms of inappropriate conduct at NIH-supported conferences (see NIH’s Find Help webpage)
  • Along with the safety plan to be shared with attendees, R13/U13 applicants recommended for funding must also provide to NIH as part of Just-in-Time materials:
    • describe the strategy that will be used to communicate the Safety Plan to conference attendees and a plan to document allegations and resulting actions.
    • provide information on the steps the organizers will take to ensure a safe and respectful environment for all attendees, free from discrimination and harassment

              This NIH Open Mike blog and NIH All About Grants podcast provide additional information about Safety plans for conference applications

• Appendix
  • Appendix material only allowed if specifically requested in the funding opportunity announcement.
• Period of Support
  • Most ICs will accept applications for up to 5 years of support when a series of annual or biannual conferences are proposed by a permanently sponsoring organization. Applications requesting multiple years of support must provide the following additional information for each future year requested, in as much detail as possible:
    • meeting topic(s)
    • tentative date(s)
    • location(s)
    • participants contingency plans for future meetings dependent upon, for example, the outcome of the first year’s conference or developments in the field.

After identifying a funding opportunity, follow guidance in the How to Apply – Application Guide including any Research (R) instruction call-outs, except where instructed to do otherwise in the funding opportunity or related notices.