Event Funding
Here you will find all the information you need about event funding opportunities! If you have any questions, please reach out to us at ypfunding@ieee.org.
Introduction
IEEE Young Professionals (YP) is committed to helping young professionals evaluate and solidify career goals, polish their professional image, and build a lifelong and diverse professional network. Globally, we support IEEE Organization Units (OUs) to conduct events aligned with YP initiatives that target young professionals as an audience. The Program provides financial assistance to event organizers. Read on for details about the types of funding available, potential award amounts, and funding processes including application submission, review, and approval. IEEE YP events must follow all local health authority protocols and guidelines.
Timelines for Submission, Approval, Reporting, Funds Distribution
Cycle One
Closed
Cycle Two
Closed
Cycle Three
Closed
March 15, 2023, to April 15, 2023
Cycle One
We would like to inform you that Cycle One of our program was open for applications from March 15, 2023, to April 15, 2023 for events happening in May to July 2023. We have already notified all applicants of the results via email.
If you have applied but have not received any notification yet, please check your email, including your spam folder. You may also reach out to us at ypfunding@ieee.org for any inquiries regarding your application status.
5 Mar
Call for Proposal Submission
15 Apr
Deadline for Proposal Submission
30 Apr
May – July
Duration Given to Organize Projects
30 Aug
Deadline for Report Submissions
Sep – Oct
Report Evaluation Period
Oct
Fund Transfer
May 5, 2023, to June 15, 2023
Cycle Two
We would like to inform you that Cycle Two of our program was open for applications from May 5, 2023, to June 15, 2023, for events happening from July to September 2023. We have already notified all applicants of the results via email.
If you have applied but have not received any notification yet, please check your email, including your spam folder. You may also reach out to us at ypfunding@ieee.org for any inquiries regarding your application status.
5 May
Call for Proposal Submission
15 June
Deadline for Proposal Submission
30 June
July – Sep
Duration Given to Organize Projects
30 Sep
Deadline for Report Submissions
Oct – Nov
Report Evaluation Period
Dec
Fund Transfer
July 5, 2023, to Aug 15, 2023
Cycle Three
Closed
At present, the portal is accessible solely for cycle three. This cycle is for events happening in September through November 15, 2023. Please note that we will not be able to support events happening after November 15, 2023, within the 2023 budget.
8 Jul
Call for Proposal Submission
15 Aug
Deadline for Proposal Submission
30 Aug
Sep – 15 Nov
Duration Given to Organize Projects
20 Nov
Deadline for Report Submissions
Nov – Dec
Report Evaluation Period
Dec
Fund Transfer
If you have applied but have not yet received any notification yet, please check your email, including your spam folder. You may also reach out to us at ypfunding@ieee.org with any inquiries regarding your application status.
Who Can Submit an Event Funding Request?
Any IEEE OU can submit a funding request provided the event directly and positively impacts young professionals. Please note that each funding category has specific requirements for approval.
Funding Categories
Student Transition and Elevation Partnership (STEP) Funding
This funding stream is designed specifically to bring together students (mainly IEEE Graduate Student Members) and young professionals. It aims to introduce current and potential IEEE Members to IEEE Young Professionals, provide context about the Committee’s work to benefit young professionals, and give details on how to become involved. STEP events must ease and/or assist the student-to-professional transition.
Consider the following:
- IEEE Student and/or Graduate Student Members’ attendance is required at STEP events. Event organizers must clearly document all event attendees’ full names, email address, and IEEE Member Numbers. Attendees’ membership status/data must be made available to the YP Committee and/or IEEE staff upon request. Data may be used to confirm attendees’ membership status/identities.
- Events may take the form of what their organizers believe to be most effective. Potential examples include lectures, interactive workshops, and networking sessions.
Endorsement
Event endorsement is required. One endorser is required. The following individuals may endorse STEP funding requests: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice Chair; Subsection Chair; Subsection Vice-Chair; Society/Council Representatives. One endorser is required. The endorser must ensure that the event is in the interest of young professionals and will positively impact the Student-to-Young Professional transition.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
STEP events must be organized by one or more local Student Branches. Student Branches are encouraged to apply for this type of event and highly encouraged to collaborate with the YP AG in their section.
Funding amount
Maximum amount: $500
2- Local Activity Funding
This funding stream is designed specifically to assist Young Professional volunteers develop and implement initiatives, programs, and activities at the local level. It aims to engage members’ local YP communities. Local Activity events may be technical or non-technical in nature. Organizers may format the event at their discretion.
Consider the following:
- Local Activity funding may be used in conjunction with other events, activities, or initiatives.
- It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
- Event organizers are strongly encouraged to collaborate closely with IEEE OUs, industry representatives, and local institutions (businesses, schools/universities, etc.) when planning. Ideally, events organized through new partnerships should increase attendees’ professional networks.
Endorsement
Event endorsement is required. One endorser is required. YP Affinity Groups applying for local activity funding must receive endorsement from their group’s Chair or Vice-Chair. Other OUs, including Sections and Subsections, applying for local activity funding may receive endorsement from the following individuals: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice-Chair; Subsection Chair; Subsection Vice-Chair. Technical events may also receive endorsement from Society/Council Representatives as an alternative. The endorser must ensure that the event is of interest to young professionals and/or has young professionals as its target audience.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
All IEEE OUs, with the exception of Student Branches, may apply for Local Activity funding.
Funding amount
Maximum amount: $750
3-Meet-up Funding
This funding stream is designed specifically to engage members and volunteers living in shared geographical locations to grow their professional networks. The opportunity to network with others is critical to a Meet-up’s success. Organizers may format the event at their discretion; qualifying events include but are not limited to technical talks, presentations panels with Q&A sessions etc.
Consider the following:
- It is strongly encouraged that Meet-ups take place in conjunction with large-scale events (e.g. conferences, technical congresses, Regional events, cross-Section congresses, etc.).
- It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
- Organizers are encouraged to collaborate with local technical chapter representatives and YP Affinity Groups
Endorsement
Event endorsement is required. One endorser is required. YP Affinity Groups applying for Meet-up funding may receive endorsement from the following individuals: YP Affinity Chair; YP Affinity Group Vice-Chair. Other OUs, including Sections and Subsections, applying for Meet-up funding may receive endorsement from the following individuals: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Society/Council Representatives; Section Chair; Section Vice-Chair; Subsection Chair; Subsection Vice-Chair. The endorser must ensure that the event is of interest to young professionals and/or has young professionals as its target audience.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
All IEEE OUs, with the exception of Student Branches, may apply for Meet-up funding.
Funding amount
Maximum amount: $1,500
Funding Application Endorsement Requirement
It is expected that event organizers personally verify qualifying endorsers as outlined in the funding application categories above. Events applications endorsed by non-qualifying individuals will not be considered.
Consider the following:
- An individual’s endorsement will only be considered valid if their Member profile accurately reflects their current Officer status. vTools Officer Reporting may be used to confirm Officer status.
- An individual’s endorsement will not be considered valid if their Member profile does not accurately reflect their current Officer status.
- A list of Society/Council Representatives is available here.
Funding Qualification Criteria
Event organizers are expected to review and adhere to the following stipulations. Please email ypfunding@ieee.org with questions.
- Funding is not available for travel expenses, accommodation, visa applications, gifts (including IEEE membership gift), honorarium etc.
- Initial funding approval does not guarantee funds will be provided. Awarded amounts may be higher or lower than initially requested.
- Applications will only receive the maximum available funding available if such is appropriately justified by the event’s final expense report, number of attendees, quality of follow-up materials, and overall impact of the event.
- An event’s overall impact will be determined by the number of attendees, the presence of significant participants/speakers, potential partnership/collaboration with IEEE OUs and/or industry entities, along with reach on social media (posts, amount of views, the number of unique engagements). All information concerning these points must be included in the event’s follow-up event report.
- Funding will only be issued after an event has concluded and the required follow-up materials are received by the Subcommittee.
- Fund transfers typically take 14 days to complete. An individual transfer may require additional time.
- A summary of the event’s final budget and financial report must be submitted for an application to receive approved funding. The final budget/financial report should include both the event’s tentative budget and actual spending in USD. All income, including surplus income, must be documented. Official recipients must be included as spending justification per line item. An expense submitted without a vendor’s official receipt shall not be considered for reimbursement.
- All IEEE OUs submitting an event funding application are required to adhere to IEEE Young Professionals branding requirements. Branding compliance checks will be conducted on applicants: online presence will be reviewed to ensure the correct use of the YP logo and terminology. Applicants must adhere to all branding rules as described in the branding document.
- Applicants that fail to submit an application’s required follow-up materials within 4 weeks after the event (or by the expressed deadline) are ineligible to receive funding. Those who consistently do not submit follow-up materials may be temporarily prohibited from applying for YP event funding.
- In the event an application is not approved by the YP Events and Funding Subcommittee, its applicant may appeal the decision for reconsideration by emailing ypfunding@ieee.org.
Event Reporting Requirements
Approved event funding will only be distributed once follow-up materials have been received and reviewed for quality. Follow-up materials must be submitted within 4 weeks after the event takes place/by the deadline set in the proposal call window. The required follow-up materials include:
- Event description and outcomes
- Attendance report in Microsoft Excel Format:
- Attendees’ first and last names
- Attendees’ IEEE Member Numbers (as applicable)
- Attendees’ email addresses
- Number of attendees categorized by IEEE membership/non-member status
- Event’s impact on young professionals in as much detail as possible
- Photos and/or videos from the event
- Final budget summary/financial report, in USD, detailing expenses and surplus income (if applicable). Official vendor recipients must be provided for each line item expense. Expenses submitted without a vendor’s official receipt shall not be considered for reimbursement.
- Copies of all advertising/promotional/marketing materials used (flyers, posters, email invitations etc.)
- Link to the vTools event report
- A maximum 500-word submission for the YP IMPACT Blog detailing your successful event. This write-up will be collected via the funding portal.
Important Reminders for Online Application Submission
The IEEE YP Funding Portal is accessible here. Please note the following important reminders:
- All required submission form fields must be accurately completed.
- Applicants are required to obtain a qualified endorsement as described herein and provide such in the form of a letter signed by the endorser in .PDF format.
- Applicants must attach their endorsement letter to their application and select “Save and Finalize.” This required action will complete and submit their applicant.
- After saving and finalizing an application, the applicant will receive an on-screen confirmation message. The submitted application will be accessible under the funding portal’s “Complete” tab on its left-hand navigation bar.
Ready to Submit?
Please ensure that you have read all of the above information. By submitting an application, you recognize and agree to act in accordance with the YP event and funding procedures detailed above.
FAQs
- The main event organizer is not eligible to apply for funding, such as an SB applying for a Local Activity or Meetup or a Non-SB applying for STEP Funding. Please refer to our website for further details.
- The main event organizer is an OU that is not recognized by IEEE.
- The event is scheduled to occur after 15 November 2023. Please note that the 2023 budget does not allow for events after this date.
- The application lacks an endorsement from an authorized person, nor was it submitted by an authorized person to endorse.
- The endorsement is not from an authorized person or the endorser is not reported on vTools.
- The submitter or endorser has inactive IEEE membership.
- The expenses that are ineligible for IEEE YP Funding include travel expenses, accommodations, visa applications, gifts (including IEEE membership gifts), honorarium, and other similar items. Please note that while you may cover these expenses from other sources, they cannot be covered by the fund given by IEEE YP.
The following individuals may endorse funding requests: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice Chair; Subsection Chair; Subsection Vice-Chair; Society/Council Representatives.
Yes, the endorsement is required for all funding categories.
Only one endorser is required for each funding category.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
STEP Funding is exclusively available to Student Branches, whereas Local Activity and Meetup Funding are accessible to all IEEE OUs except for Student Branches.
Feedback
Do you have comments, feedback, questions, or ideas regarding IEEE Young Professionals Events and Funding? We are happy to speak with you! Please reach out to us at ypfunding@ieee.org.