Virtual Event Awards

Award Overview

We aim to improve access to open data science practices and tools and support communities in open data science to grow sustainably and inclusively. We will support these communities with grants for virtual events focused on improving or connecting research-driven data science tools, practices, and the communities themselves. Proposals must demonstrate the educational and scientific purposes of the event (or series of events) and specifically how it advances Code for Science and Society’s goals to create inclusive knowledge-sharing spaces and support the development of diverse leaders. We aim to invest in both emerging or established events that demonstrate a commitment to making science inclusive and accessible. International applicants are welcome! Applicants are encouraged to make use of resources that provide information on and support for best practices in conference planning.

Organizational Overview

Code for Science and Society (CS&S) is a 501(c)(3) non-profit that provides fiscal sponsorship and management support to research-driven open data science projects. Part of the organization’s mission is to maximize the impact of inclusive, sustainable knowledge sharing communities and support the development of diverse leaders. More information about the organization’s values and programs can be found here.

About the Conference and Event Fund

This funding opportunity was made possible by the Gordon and Betty Moore Foundation through Grant GBMF8449 to Code for Science and Society (DOI https://doi.org/10.37807/GBMF8449). The program is run by CS&S’s conference fund manager and overseen by an advisory committee. More details on the governance of the fund can be found here.

Definitions

• Virtual event: a time-bounded online gathering with an outcome of advancing knowledge, skills, and/or community.
• Established conference/event: one that has been held regularly or repeatedly (e.g. yearly, twice a year, or every other year) in the past
• Emerging event: held inconsistently in the past or will be held for the first time as a standalone meeting or the first of a planned series
• Open data science: practices that promote reproducibility, transparency, and accessibility in collaboration, software/tools, resources, and infrastructure
• Inclusive/accessible meetings: all participants from culturally and linguistically diverse backgrounds and abilities are welcomed,respected and can fully participate
• Diversity: individual differences (e.g. personality, language, learning preferences, and life experiences) and group-social differences (e.g. race, ethnicity, class, gender, gender identity, sexual orientation, sexual identity, country of origin, ability status, as well as cultural, political, religious, or other affiliations)
  

Award Amounts

We can provide full or partial support for events. Applicants will be asked to select one of the following sponsorship tiers: $5,000, $10,000, $15,000, or $20,000. Please note that it is up to the discretion of the review committee to determine the final amount awarded. If the proposed event can not be held, the applicant can request to host a different event or a no-cost extension to host the intended event. If neither of these options are possible, then funds will need to be returned.

Budget

Budgets may include:

• Equipment and supplies (e.g. professional audio-visual support)
• Conference services (e.g. translators, audio-visual, webcast, closed-captioning, and technology necessary for recording, broadcasting, and/or transcribing)
• Publication costs
• Salaries of conference and community organizers, technical support staff, and/or administrative assistants, relative to the amount of time that would be spent on the event. In the budget narrative, please provide hourly rate and number of anticipated hours.
• Fees and honoraria for consultants and/or speakers
• Participant support (e.g. registration waivers)
• Awards for best talk/poster
• Indirect costs at 15% of total direct costs
• Other (please specify)

Award Eligibility Criteria

• Events must be virtual (held on an online platform).
• Events must prioritize​ ​broadening diverse participation in research-driven open​ data science.
• Events must have a code of conduct with enforcement processes, or concrete plans for creating one. See here for guidelines on developing a code of conduct.
• Events must not discriminate with regard to race, sex, education, ethnicity, socio-economic status, religion, ability/disability, sexual orientation, gender self-identification, age, country of origin, first language, marital status, or citizenship.
• Applicants may reside in the United States or internationally, and must be at least 18 years of age. International awards need to comply with U.S. Treasury Department regulations.
• Awards will not be disbursed to individuals. Applicants need to be affiliated with an event sponsor (e.g. academic institution, non-profit, library, or fiscal sponsor) that is responsible for receiving funds and ensuring appropriate safety, insurance, indemnification, and other risk mitigation measures are in place. If an applicant does not have an event sponsor, CS&S can work with them, if they are awarded, to find a fiscal sponsor or develop an agreement to house the funds at CS&S. Please reach out to [email protected] with any questions about organizational eligibility.
• Awards require a point of contact (the applicant) who will commit to event impact, progress, and financial reporting.
• Events need to take place within one year of awarding funds (by December 2021).
• Events that seek to support political campaigns, lobbying activities, religious proselytizing, or promotion of violence or terrorism will not be funded.
• Applicants must abide by local laws.
• All aspects of the proposed event must be in keeping with CS&S’ vision, mission, and approach (e.g., inclusive and respectful programs and practices).
  

Review and Selection

Applications will be evaluated by a selection committee composed of active members of the data science community. Proposals will be evaluated using a rubric developed by the conference fund manager and advisory committee. Selection committee members will be asked to recuse themselves from evaluating proposals with which they may have conflicts of interest. Proposals will be evaluated using a single-blind system in which applicants’ identities are known to reviewers, but reviewers are anonymized. Only projects that meet the aforementioned criteria will be granted full evaluation. Final recommendations for funding will be approved by the fund’s advisory committee and are subject to review by the CS&S legal team.

Applications will be evaluated based on the following criteria:

• Events must align with the values of Code for Science and Society and the conference fund.
• Event organizers need to demonstrate a commitment to and understanding of best practices in research-driven open data science and that they have the ability and support necessary to organize and implement the proposed event.
• Events need to show potential to broaden diverse participation in research-driven open data science; note that we consider broad participation and diversity along multiple axes, including career stage, domain/field of study, sector, demographics, level of experience with research-driven open data science, and geography.
• Event organizers need to commit to making materials open access.

Reporting Requirements

All awardees are required to:

• Attend scheduled check-ins with the conference fund manager;
• Have their code of conduct and reporting process approved by the conference fund manager;
• Provide training to support staff or volunteers in enforcement of the code of conduct and reporting requirements;
• Complete a 1-2 page final report and exit interview using the conference fund report template;
• Agree to survey participants about the event impact;
• Work with the conference fund manager to write a post for CS&S’s blog about the event;
• Agree to make their conference and event materials available via open access publishing (ex. CC BY license);
• Comply with CS&S’s requirements for tracking impact;
• Acknowledge CS&S and The Gordon and Betty Moore Foundation as sponsors on materials associated with the conference or event, including but not limited to website, slide deck templates, and social media. This includes a citation of our DOI (https://doi.org/10.37807/GBMF8449).

Dates and Deadlines

• Applications open June 25, 2020
• Submissions due August 25, 2020 by 11:59PM in the Pacific time zone (see here for time zone converter)
• Award notification will be made by November 16, 2020
• Notification of acceptance due December 1, 2020
• Funds will be disbursed by December 15, 2020

Application Instructions

All applications must be submitted here by August 25, 2020. You can submit an incomplete application and return to it later using the link sent in the confirmation email. You will need to complete a profile the first time you access the portal; this information will be used to match you with reviewers, so please take the time to fully complete it.

All submissions must be in English. No responsibility is assumed by CS&S for lost, late, incomplete, incorrect, or inaccurate applications, or for any error, human, technical or otherwise, that may occur in the processing of applications.

Contact

Please contact [email protected] with questions.