Overview
Royal Roads University faculty and schools often develop and lead conferences or events. While revenue is generated through registration fees and sponsorships, Schools may have limited capacity to undertake a number of logistical tasks early in the organizational process.
These tasks include the following:
- issuing a call for proposals
- negotiating the venue contract
- providing the deposit for the venue
- developing a website
Purpose
The purpose of the Conference/Event Seed Fund is to provide funding to hire staff or contractors to assist with event logistics and to provide a venue down payment.
The fund is meant to be revolving. This means that the first draw on conference or event revenue (i.e., initial revenue, not profit at the end of the event) must be used to reimburse the fund. Any resulting loss to the conference project is the responsibility of the School.
Eligibility
All Schools are eligible to apply. It is expected that a core faculty member be the lead for the project.
Value
The value of each award will normally not exceed $5,000.
Adjudication
The Research Advisory Committee will adjudicate applications.
Timing
Applications will be accepted throughout the fiscal year on a first-come, first-served basis. Awards will be adjudicated within four weeks of submission.
The Office of Research Services will provide administrative support for the grants.
Selection criteria
Grants will be awarded on the basis of the following selection criteria:
- significance of the proposed conference and how it relates to Royal Roads’ mission and values
- feasibility of the activities as detailed in the workplan and timeline
- evidence of need
- expected outcomes of the conference or event including impact on curriculum, course design, teaching and student learning
- support of the school director or equivalent
Duration of award
Awards will be offered for a term of up to two years. Any unused fund monies will be returned to the Conference Seed Grant Fund.
Applicants must acknowledge their understanding that the first draw on revenue for the conference or event is to reimburse the Conference/Event Seed Fund.
Use of funds
Funds requested through this award may be used to hire staff or contractors to assist with logistics for the conference or event, and to provide a down payment for the venue.
Post-award project changes
Once awarded, any significant changes to the proposed activity in terms of subject matter and budget expense categories must be discussed with the VP Research and International, and Faculty Affairs, and may require approval of the adjudicating panel as a whole