Event Funding _old2

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, Evaluation, Reporting, Funds Distribution

Applications can be submitted at any time throughout the year; however, application evaluation takes place only in 4 cycles as listed below. Please make sure to submit within the suitable cycle.

Evaluation Cycles:

  • Cycle 1: 
        • Deadline: 15 February 2024
        • Evaluation Period: 16 February to 28 February 2024
        • Results Announcement: 1 March 2024
        • Earliest Event to Fund within Cycle 1: 5 March 2024
  • Cycle 2: 
        • Deadline: 15 April 2024
        • Evaluation Period: 16 April to 30 April 2024
        • Results Announcement: 1 May 2024
        • Earliest Event to Fund within Cycle 2: 5 May 2024
  • Cycle 3: 
        • Deadline: 30 June 2024
        • Evaluation Period: 1 July to 14 July 2024
        • Results Announcement: 15 July 2024
        • Earliest Event to Fund within Cycle 3: 20 July 2024
  • Cycle 4: 
        • Deadline: 15 September 2024
        • Evaluation Period: 16 September to 30 September 2024
        • Results Announcement: 1 October 2024
        • Earliest Event to Fund within the Cycle: 5 October 2024

Report Deadline: Reports must be submitted within 30 DAYS following the event’s conclusion. Volunteers are required to adhere to this timeframe to avoid disqualification. Late submissions will not be accepted and will result in the rejection of funding by the YP committee.

Report Evaluation: The evaluation process for the report commences immediately after submission and can take up to 4 WEEKS. Reports and associated receipts are thoroughly reviewed in this period. Transfer of funding is contingent on report approval from the YP Committee. Should any deficiencies be identified, this may lead to the disqualification of the fund. Additionally, if further communication is necessary to address these deficiencies, the timeline will be extended by an additional four weeks for each identified deficiency. 

Fund Transfer: Following report approval, the transfer of funds to the respective Section/Society/Council can take up to 8 WEEKS.

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.

Timeline Clarifications

  • Submissions are reviewed in four distinct cycles. For instance, events submitted by 15 February 2024 fall into the first evaluation cycle, with results announced on 1 March 2024. It is important to note that events scheduled earlier than 5 March 2024 will be rejected due to the insufficient lead time between the announcement of results and the event date.
  • The submission portal is accessible year-round, but evaluations are conducted in the previously mentioned cycles. It is crucial to allow sufficient time between your event date and the proposal submission date. For instance, a proposal submitted on 17 February or 2 March 2024 will be reviewed in the second cycle, which takes place from 15 April to 30 April 2024. As a result, your event should not be scheduled before 5 May 2024 to ensure adequate preparation time following the evaluation.
  • For events planned for mid-year or later, you have the flexibility to submit in the cycle preceding your event. Alternatively, you can submit earlier if you prefer an advanced evaluation of your proposal. 
  • Proposals received during the current evaluation period will be reviewed in the following cycle.

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

Category 1 – 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:

  1. 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.
  2. 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.

Maximum funding amount: $500

 

Category 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:

  1. Local Activity funding may be used in conjunction with other events, activities, or initiatives.
  2. It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
  3. 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.

Maximum funding amount: $750

 

Category 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:

  1. 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.).
  2. It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
  3. 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.

Maximum funding 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.

  1. Funding is not available for travel expenses, accommodation, visa applications, gifts (including IEEE membership gift), honorarium etc.
  2. Initial funding approval does not guarantee funds will be provided. Awarded amounts may be higher or lower than initially requested.
  3. 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.
  4. 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.
  5. Funding can only be issued after an event has concluded and the required follow-up materials are received by the Subcommittee.
  6. 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.
  7. 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.
  8. Applicants that fail to submit an application’s required follow-up materials within 30 days of the event’s conclusion (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.
  9. 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 therein 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? Apply now!

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

  • What are the common mistakes that applicants should avoid?
      • 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 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.
  • Who can endorse an event funding request?
      • 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.
  • Is endorsement required for all funding categories?
      • Yes, the endorsement is required for all funding categories.
  • How many endorsers are required for each funding category?
      • Only one endorser is required for each funding category.
  • If the submitter is eligible to endorse, who should be the one to endorse?
      • 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.
  • Does every IEEE organizational unit meet the eligibility requirements for all types of funding?
      • STEP funding is exclusively available to Student Branches, whereas Local Activity and Meet-Up funding is 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.