State-of-the-Art Conference Grants, sponsored by the Office of the Senior Vice President for Academic Affairs and Provost, provide UGA faculty the opportunity to organize a unique conference on the University of Georgia campus that facilitates new interaction between national and international scholars and UGA faculty and students. Priority will be given to conferences with an international component, particularly those with the promise of international collaborations.
Proposals to host a State-of-the-Art Conference should originate from faculty whose contributions to the scholarly or creative focus of the proposed conference enable them to attract other leading scholars to campus.
By design, State-of-the-Art Conferences embrace novel gatherings and innovative themes that are not already routine or recurring with a base of support. As such, absent exceptional circumstances, regular meetings of campus organizations or established academic societies do not fit the grant’s purpose.
State-of-the-Art Conferences may be developed by individual faculty or a small team of faculty. Team proposals for interdisciplinary conferences are strongly encouraged.
The Office of the Senior Vice President for Academic Affairs and Provost will provide up to $15,000 (or up to 50% of the total cost of the conference) in state funds to support a State-of-the-Art Conference. Therefore, the applicant must secure at least 50% of the funds needed for the conference from other sources, and the commitment for these other funds must be secured in writing prior to submitting the State-of-the-Art Conference Grant proposal.
Application Guidelines
Proposals for State-of-the-Art Conference funding should be succinct – five to seven pages, not including the appendix with letters of support or intent.
A proposal should include the following information in this order:
- The title of the conference.
- Name, affiliation, and email of the conference organizer(s).
- Description of the organizing theme that is coherent, current, and sets forth the intellectual significance and national/international import. The description should concisely explain the importance and potential impact of this conference, including the potential for international research collaborations.
- The names and credentials of the select number of individuals to be invited as speakers. These must be noted scholars in the field, especially those with national and/or international reputations. If possible, indicate the prospective participants’ willingness to participate, pending funding of the conference.
- Details about the expected participants/target audience. Who is expected to attend this conference?
- The approximate conference date. Because the conference award is allocated from state funds, conferences receiving funds must take place before the end of the current fiscal year (June 30 each year).
- A general outline of the conference agenda and logisitics.
- An explanation of plans to involve University of Georgia graduate and/or undergraduate students.
- Anticipated outcomes and publication information, including discussions with any publishers interested in proceedings or other scholarly work, as well as prospects for research grants or external awards.
- A detailed projected budget with expenses and revenues that identifies the projected costs that will be covered by State-of-the-Art funds and the specific matching funds from other funding sources. This information must be provided for the application to be considered. Please note that:
- Eligible expense items may include, but are not limited to, travel expenses for speakers and presenters (e.g., airfare and lodging), conference venue and facilitation costs, technical assistance, student compensation and registration waivers.
- No more than 10% of the funding received from the State-of-the-Art Conference program may be used for honoraria.
- State-of-the-Art Conference funds may not be used for food and entertainment expenses, such as conference receptions, luncheons, dinners, or refreshment breaks, because state funds cannot be used for these purposes. Therefore, the applicant should carefully consider the proposed budget and how certain expense categories will be covered.
- University of Georgia faculty and staff are not eligible for extra compensation for their participation in a State-of-the-Art Conference.
- Any planned conference registration fees should be included in the proposal. This anticipated revenue, based on the number of projected attendees, should be factored into the total budget and request from State-of-the-Art Conference funds.
Appendix:
- A signed letter from the Dean or Associate Dean stating that s/he has reviewed the conference proposal and supports the conference.
- Signed letters evidencing specific funding support.
- Other relevant letters of supporting intent.
Proposal Submission
Proposals must be approved at the school / college / academic unit level before submission to the Office of the Senior Vice President for Academic Affairs and Provost.
The deadline to submit proposals for the 2025-2026 academic year is April 1, 2025. Proposals should be submitted in a single PDF file to Jeanette Taylor, Vice Provost for Academic Affairs, at [email protected].
If there are significant changes in the conference plan or budget after State-of-the-Art Conference funding has been granted, the changes must be approved by the Office of Senior Vice President for Academic Affairs and Provost. The award of funds is contingent on the applicant being able to secure and document other needed support. Funded conferences are asked to use the following acknowledgement in their printed programs and online materials: “The (Name of Conference) is supported by a State-of-the-Art Conference Grant from the Office of the Senior Vice President for Academic Affairs and Provost.”
Within six months of completion of the conference, a brief report must be emailed to Jeanette Taylor at [email protected]. This should include a copy of the conference program and a brief assessment of the outcomes of the conference, including any international collaborations and student involvement.
Please direct questions concerning State-of-the-Art Conference Grants program to Jeanette Taylor at [email protected] or (706) 542-5806.
Proposal Review
Proposals will be evaluated based on adherence to the following qualities:
- Intellectual impact
- Potential for international research collaboration
- National or international significance of the theme
- Interdisciplinary impact / thematic interest across disciplines
- Feasibility
- Coherence of the organizing theme
- Originality and timeliness of the theme
- Promise of attracting world-class participants
- Impact on scholarship and plans for publication
- Potential for leading to external funding
- Plans to involve undergraduate and/or graduate students
- Anticipated benefit to the University, departments, faculty, and students
- Detailed outline of conference agenda and logistics
- Clear, detailed, reasonable budget and justification
- Evidence of matching funds
- Overall quality of the written proposal
- Other value-added qualities, including alignment with UGA strategic priorities
