State-of-the-Art Conference Grants
(2018-2019 Academic Year)
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.
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 the 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, 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. Proposals for interdisciplinary conferences are 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.
Proposals for State-of-the-Art Conference funding should be brief – five to seven pages, not including any appendices and letters of support or intent.
A proposal should include the following:
- A clear title of the conference.
- An organizing theme that is coherent, current, of intellectual significance, and of national or international import.
- The names and credentials of the select number of individuals to be invited. These must be noted scholars in the field and need not be confined to those residing in the United States. If possible, indicate the prospective participants’ willingness to participate, pending funding of the 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 2019 fiscal year (June 30, 2019).
- A general outline of the conference agenda and logistics.
- An explanation of plans to involve University of Georgia students.
- A detailed projected budget with expenses and revenues that identifies the projected
costs that will be covered by State-of-the-Art Conference funds and the matching funds
from other funding sources. 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.
- 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 other external awards.
- A signed letter from the Dean or Associate Dean stating that they have reviewed the conference proposal and support the conference.
Proposals must be approved on 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 2018-2019 academic year is Friday, September 28, 2018. Proposals should be sent either by e-mail or hard-copy to:
Vice Provost for Academic Affairs
Office of the Senior Vice President for Academic Affairs and Provost
203 Administration Building
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.
Within six months of completion of the conference, a brief report must be submitted to the Office of Senior Vice President for Academic Affairs and Provost. This should include a copy of the conference program and a brief assessment of the outcomes of the conference, including a description of the efforts that were made to involve students.
Please direct questions concerning the State-of-the-Art Conference program to Russell Mumper, firstname.lastname@example.org, 706-542-5806.
Proposals will be evaluated based on adherence to the following qualities:
• coherence of the organizing theme
• national or international significance of the theme
• originality and timeliness of the theme
• thematic interest across disciplines
• promise of attracting world-class participants
• impact on scholarship and plans for publication
• plans to involve students
• anticipated benefit to the University, departments, faculty, students
• detailed outline of conference agenda and logistics
• budget description and justification
• evidence of matching funds
• overall quality of the written proposal
• other value-added qualities
Updated October 2017