July 13, 2020

Frequently Asked Questions

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.


General

Do you have a specific definition of "open data science" or can we interpret that broadly?

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.

About how many awards do you grant in every funding cycle?

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. In RFP #3, we will distribute up to $120,000.

How should we decide who from the event organizing team should be the applicant?

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.

I recently organized an event and had the intention to provide live closed-captioning services, but my university’s accessibility service was not helpful in supporting this. Would you be able to point to a service that you can recommend in this respect?

Quick Caption and White Coat Captioning have been recommended by community members.

Any advice for groups that are re-submitting for this round?

We encourage groups to review the feedback they received from their previous submission, the resources on our website, and descriptions of current funded events. (First cohort of grantees here and our second cohort of grantees here.)

Will you fund virtual, hybrid, or in-person 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.


Eligibility

Are events sponsored by organizations outside of the U.S. eligible?

Yes!

Are there any additional requirements for non-US applicants/awardees?

No.

Can an organization that is not a non-profit be the affiliated organization?

Please email [email protected] with specific questions about eligibility.

Are regional sprints eligible for funding?

Yes!


Budget

How would I apply, if the budget amount depends on the number of events held?  For example, I could run one event for $5K or 4 events for $20K.  Should I apply for one event or 4 events?

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.

Can we charge a nominal registration fee for our event?

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.

Would stipends for graduate students count as salary?

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.

Are taxes included in the budget for funding?

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]).

Can I include swag (e.g., conference shirts) in the budget?

Yes. Include in “other” and provide a description in the budget narrative.

Since many events are still virtual, sometimes global organizers need to access more stable internet than they have access to at home. Can we include upgrading internet for event organizers or renting a room with wifi in an event budget?

Yes! You can include this in the accessibility section of the budget.