Conference Grant

The aim of the conference grant is to promote international collaborative research and exchange of experience. The conference grant offers active researchers in Sweden the possibility to organize conferences with internationally recognised key speakers.

Terms and conditions

In case the application does not fulfil the eligibility criteria for the grant in question, or if the application guidelines have not been adhered to, it may be rejected and thereby not considered further.

Conference requirements

Internationally recognized researchers, who are active in another country than Sweden, must be invited to the conference, which must also:

  • Be held in Sweden. 
  • Target the research community.
  • Have between 50 to 200 participants (medium-sized conference event).
  • Take place 5-12 months after the deadline of this call.

Please note that the logo of the Swedish Research Council may not be used in connection with conferences funded by the said council. The logo may only be used for conferences where the Swedish Research Council is a co-organiser and can influence the conference content. Only the name of the Swedish Research Council may be used in other cases.

Who may apply?

You may apply for the conference grant if you are an individual researcher, who also serves as project leader and scientific supervisor of the conference in question.

The applicant must hold a Swedish doctoral degree or an equivalent foreign degree. The doctoral degree must have been awarded before the deadline of this call. The date of issue will be considered to be the point in time when all the degree requirements were fulfilled (for example mandatory courses, the oral public defense of the doctoral thesis and the approved doctoral thesis).

The doctoral degree requirement does not apply to applicants in the field of artistic research. A degree from an artistic higher education institution (HEI), or equivalent qualifications, are however required.

Grant period

The conference must take place within 5-12 months of the deadline of this call. The entire grant will however be disbursed in 2015, irrespective of when the conference will be held. The grant disbursement will be made in November 2015 at the earliest but the awarded grant funding will remain available up until December 2016.

Costs and grant funding

The grant only covers travel and accommodation costs for a limited number of invited key speakers who do not work in Sweden. The grant does not cover other participants, administrative costs or social security contributions.

The grant covers the reimbursement of travel and accommodation costs. In general, economy class fares (or equivalent) should be used for air and rail travel.

The eligible amount is 50,000-200,000 SEK, including indirect costs.

Number of grants and applications

You may only be awarded one conference grant per year.

Only one application may be submitted for each conference per conference grant call.

If grant applications relating to the conference have been submitted under several calls, the conference may only be awarded grant funding once.

Grant administration

The grant will be administered by a Swedish university, a Swedish HEI, or another public organisation in Sweden that fulfils the Swedish Research Council’s requirements for administrating organisations. In case you organisation is not already an approved administrating organisation, it should apply for this status by opening an organisation accountexternal link with the Swedish Research Council. The account will be subject to validation by the Council.

For all grants funded by the Swedish Research Council, a final financial report must be presented within the prescribed deadlines. If you been awarded funding before, we will check that all financial reports for previously awarded grants have been submitted. Should a financial report be missing, the current application will be rejected. For questions as to whether all financial statements have been submitted, please turn to the administrating organisation.

Employment status and terms of employment

A project leader, who is awarded funding from the Swedish Research Council, shall be employed by the administrating organisation when the grant disbursement is made, unless the Swedish Research Council, the administrating organisation or another employer agree otherwise. The employment must at least equal 20 percent of a full-time employment. You do however not have to be employed by the administrating organisation when the application is submitted. The administrating organisation will acknowledge its commitment by signing the application in the Prisma system (cf. below).

Instructions for applying

Applications are submitted electronically through Prismaexternal link, the new application and evaluation system of the Swedish Research Council. An application prerequisite is that the applicant's HEI has been approved as an administrating organisation and created an organisation account in Prismaexternal link.

Prisma user manual

The instructions on how to apply (presented below) follow the structure of the application form in Prisma. We advise you to familiarize yourself with the form at the same time as you go through the instructions. Most of the required steps in the Prisma system are described in the user manualexternal link, opens in new window, which provides instructions and answers to frequently asked questionsexternal link, opens in new window. We advise you to have a look at the user manual when writing your application. 

Creating a personal account in Prisma

Before you can apply, you must create a personal account in Prismaexternal link where your personal data will be stored. The account will also enable you to register your CV and publications for future use. You only have to enter the information once. The information may subsequently be supplemented or amended whenever necessary.

Please note that for this call, you only have to retrieve the postgraduate study data (where applicable) stored in your personal Prisma account. The complete CV must be enclosed separately in a PDF format.

The applications that you register in Prisma will be linked to your account. Please remember to create your personal account well in advance. Participating administrators (where applicable) must also create personal Prisma accounts, and confirm their involvement in the application before the application deadline. If your employer is connected to SWAMIDexternal link, opens in new window, you may use the same login data that you use at the workplace to access the Prisma system.

In order to be able to create a Prisma account, you need an ORCID identifier. ORCID is a digital researcher identification solution that is linked to an international researcher directory. ORCID also forms a mandatory part of the Prisma system. If you have not already created a researcher ID, you can do so on the ORCID websiteexternal link, opens in new window (a link is also provided in Prisma). Please note that publications listed in ORCID are not linked to the Prisma system.

Language

The application may be written in Swedish or in English.

Application text fields

You create an application in the Prisma system by filling out the text fields, using drop-down menus, retrieving information from your personal account, and by enclosing the required appendices.

Some text fields can be formatted, making it possible for you to change the font and size and insert certain tables, formulas and symbols. If you have written the text in advance using Microsoft Word, you can also use a function that enables you to insert the text and keep the initial formatting. Pictures may however not be inserted into the text fields. They must therefore be attached separately and be referred to by means of references in the text.

All free text fields have limitations as to the number of characters. The application system will object if you try to register an application containing too many characters in a text field, or if mandatory information is missing or needs to be revised.

Signing the application

Both the applicant, and the official representative of the administrating organisation, must sign the application electronically in the Prisma system. More information is given under the tab "Registering the application".

Remember to double-check your application before submitting it!

Content of the application

You are responsible for ensuring that the application is complete, that is to say that the application form has been filled out correctly and that the requested information has been provided in accordance with the instructions. You should only submit information that we explicitly ask for. After the closing date, application addenda will only be accepted in cases where we have requested more information. If you do not fulfil the conditions of the research grant, or if you haven’t followed the instructions, this may either be considered in the application assessment or result in your application being rejected and thus not considered further.

In the application, which may be written in English or in Swedish, the mandatory as well as the optional information should be provided under the respective tabs in the application form (mandatory information is marked with an asterisk (*) in Prisma):

  • Descriptive data
  • Research plan
  • Budget and research resources
  • CV (in PDF format)
  • Administrating organisation
  • Review panels
  • Participants (only administrators in this call)
  • CV (only postgraduate studies if applicable)
  • Publications (Please note that this tab does not apply to the current call and should therefore be left empty)

The applicant signs the application by registering it under the tab "Registering the application". The application cannot be submitted unless all mandatory information has been provided. Please note that all invited participants must accept your invitation before the final registration of the application (unanswered invitations will otherwise have to be removed). The official representative of the administrating organisation must also sign the application in order for it to become final and be processed further in the review process (cf. "Registering the application" below).

Read more about the information that you must provide under the respective tabs in Prisma below.

Descriptive data

Enter the title of the conference in Swedish and English as well as the conference classifications (keywords and available SCB classification codes). Under "Subject field", we also ask you to list your application under one of our subject field categories.

We ask you to enter one (1) month under project period. The month of November will then appear as standard value.

Abstract

The abstract should contain a short description of:

  • The conference title and venue.
  • The conference date: (year-month-day)
  • A conference purpose statement.
  • A link to the conference website (where applicable).

The outline may contain a maximum of 1,500 characters, including blank spaces. To assist you, the number of characters used will be indicated in the bottom right-hand corner of the text field.

Research plan

The maximum length of the research plan, which should provide a succinct but complete outline of the conference, is 16,000 characters including blank spaces and references (equivalent to approximately four A4 pages in Times New Roman font size 12).

Like the other parts of the application, the research plan may be written either in Swedish or in English.

The following information must be included in the research plan under separate headings and in the given order:

  • Scientific description: Describe the scientific content of the conference.
  • Significance: Describe the conference’s significance to the research field.
  • Participants: Outline the expected number of participants, the share of Swedish participants and to what degree the conference is open to all active scientists in the field.
  • Key Note Speakers: Name the invited key note speakers and provide a brief description of their scientific merits.
  • Programme: Present the conference date and the preliminary conference programme.

Budget and research resources

The grant only covers travel and accommodation costs for a limited number of invited key speakers, who do not work in Sweden. In general, economy class fares (or equivalent) should be used for air and rail travel. The grant may not be used to cover other participant costs, administrative costs or social security contributions.

You may present a request for funding of between 50,000 and 200,000 SEK, including indirect costs. If you apply for a lower or a higher amount, the application will be rejected.

Other costs

Describe the operating costs (cf. travel and accommodation costs above) and quote the rounded amounts for which you request funding.

Total project cost

The application system will automatically add up the budget items that you enter into a table. You will have to add the indirect costs under a separate budget item, as well as other possible additional project costs (for which you do not request funding within the framework of this call).

Explanation of the proposed budget

Write a brief justification statement for each item in the proposed budget. The description may contain a maximum of 2,000 characters including blank spaces (equivalent to approximately half an A4 page in Times New Roman, font size 12).

Other funding

List any other research funds that are available for the organisation of the conference (i.e. other than those requested under this call). The funds may either have been subject to an application or awarded. Quote the rounded amounts in SEK.

CV (PDF format)

Enclose your CV in a PDF format. The CV may not be longer than two A4 pages and the file may not exceed 10 MB. 

Provide information under the numbered headings below and in the given order (not applicable fields should be left empty):

  1. Higher education qualification(s): year, subject field and HEI.
  2. Doctoral degree: year, discipline/subject field, HEI, title of the thesis and the name of the doctoral supervisor.
  3. Postdoctoral positions: year and location.
  4. Qualification required for appointments as a docent: year.
  5. Current position: term of appointment and research portion.
  6. Previous positions and periods of appointment: type of position and appointment periods.
  7. Interruption in research: In this section, you may describe any longer interruption in your active research, which has affected your qualification opportunities, e.g. interruptions due to parental leave, medical internships or medical residencies (applies to clinically active professionals), positions of trust, or similar circumstances. Specify the extent of each interruption.
  8. Supervision: Predoctoral and postdoctoral students that you have supervised in the capacity of primary supervisor (name(s) and year).
  9. Other information of relevance to the application

Administrating organisation

Enter the name of the administrating organisation and the conference site. The administrating organisation is the organisation that administers and accounts for the grant funding in accordance with the terms and conditions laid down. The administrating organisation and the conference site generally correspond to the university/HEI and the department where the project leader in charge of the conference is employed.

An application can only be linked to an administrating organisation with an approved Prisma account. Request that your administrating organisation open an organisation account with the Swedish Research Council if it does not already have such an account.

Review panels

Enter "KONF2", which is the acronym used for the review panel that will evaluate your application.

Review panels

Participants

Under this tab, you may (in the capacity of applicant) invite participating administrators to join your application. A participating administrator is a person, who does not take part in the project itself but can help applicants register and edit information. Please note that you may not include participating researchers in this application.

You may invite participating administrators who do not yet hold a Prisma account. Each one of them must however open a personal account to be able to contribute to your application.

Please note that all invited participants must accept your invitation before the final registration of the application. Invitations must thus be answered or removed before the application can be submitted.

CV

Besides enclosing your CV in a PDF format under the tab "CV (PDF)", you will also have to retrieve and enter information on your postgraduate studies, stored in your Prisma account, under this tab. This is the only information required under this tab. Please note that the doctoral degree in not mandatory for applicants in the field of artistic research.

You may add other CV-related entries to your Prisma account but you will not be able to use them for this call for applications. You will however be able to use information stored on your account for future applications to the Swedish Research Council (Vetenskapsrådet), the Swedish Research Council for Health, Working Life and Welfare (Forte) or the Swedish Research Council for Environment, Agricultural Sciences and Spatial Planning (Formas).

Registering the application

Under this tab, you will be notified of any validation issue which constitutes an obstacle to the registration of the application, such as missing mandatory data or deviations from the character limitations in certain text fields. This validation exercise does however not concern the application content.

As project leader, you sign the application by registering it. The submitted application can then be found in your personal account, under "Applications" and "Applications and grants" in the menu.

The application must be signed by the applicant, as well as by the official representative of the administrating organisation. The institution is normally represented by the head of the department where the applicant is employed. This does however depend on the organisational structure of the administrating organisation. The submitted application will automatically be forwarded to the administrating organisation for signature when the call is closed.

The signature of the applicant confirms that:

  • The information contained in the application is correct and in line with the instructions from the Swedish Research Council.
  • Any side-line occupation and/or commercial ties have been reported to the administrating organisation, and that no conflicts have arisen that would conflict with good research practice.
  • The necessary permits and approvals are in place at the start of the project, e.g. in the ethical review field.

The signature of the administrating organisation confirms that:

  • The research, employment and equipment indicated will be accommodated in the institution during the time, and to the extent, described in the application.
  • The institution approves the cost estimate presented in the application.
  • The research is conducted according to Swedish legislation.

The parties must have discussed the above-mentioned points before the representative of the administrating organisation approves and signs the application.  

Please note that the official representative of the administrating organisation must have signed your application in Prisma no later than one week after the closing day of the call.

Scientific evaluation

The scientific assessment of the application will be made by active researchers. These peer reviewers evaluate each application (in competition with the other applications) on the basis of the assessment criteria established by the Swedish Research Council.

How your application is evaluated 

The handling of conflicts of interest at the Swedish Research Council

The gender equality strategy of the Swedish Research Council

Grant funding decisions

No later than in December 2015, the Swedish Research Council will publish the grant funding decisions on the council's website. The notification of decisions and final statements will subsequently be published in your personal Prisma account.

The grant disbursements will start in November 2015 at the earliest.

When and how should the application be submitted?

Submit the finalized application in the application system Prisma no later than 2 PM on Wednesday, 9 September 2015.  If necessary, a registered application may be de-registered, edited and re-registered up to the call deadline.

When the call is closed at 2 PM on 9 September 2015, the registered application will automatically become final and given a registration number. Please note that the official representative of the administrating organisation must have signed the application in Prisma no later than a week (seven calendar days) after the application deadline in order for your application to be considered further in the review process. The official representative’s signature will be subject to an automatic signature procedure within the organisational structure established by the administrating organisation. You will receive an auto-generated email when the application has been signed by the administrating organisation.

You will find information about the status of your application, the registration number and the application signature(s) under the tab "Applications and grants" in your account.

Contact

Questions relating to the application content

Please take the time to familiarize yourself with the application form in Prisma before contacting the contact persons below.

Anna Vallstedt Haeger, telephone: +46(0)8-546 44 269, email: Anna.VallstedtHaeger@vr.se

Kenneth Kaartinen, telephone: +46 (8) 546 44 249, email:   Kenneth.Kaartinen@vr.se

Technical questions

We kindly ask you to first consult the help menu in the Prisma system, where you will find instructions and FAQsexternal link, opens in new window, including detailed user guidesexternal link, opens in new window which describe most of the required steps in Prisma.

If you're unable to find the answer to your technical question(s) there, please contact our technical support teamexternal link. Please note that it may take up to 1-2 working days before you get a reply, depending on the team's workload.


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Updated: 2015-09-04

Information

Area of science:
Humanities and Social Sciences, Medicine and Health, Natural and Engineering Sciences, Educational Sciences, Artistic Research
Last application date:
2015-09-09


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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:

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