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Conference Grants

YRI AND ITC CONFERENCE GRANTS.

Conference grants consist in a presentation of the own work given either by a Young Researcher and Innovator (YRI Grant) or an Action Participant affiliated in an Inclusiveness Target Country (ITC Grant) for their participation in high-level conferences fully organized by a third party, i.e. not organized nor co-organized by the COST Action. The Goal is to support Young Researchers and Innovators affiliated in a legal entity in an Inclusiveness Target Countries/ Near Neighbour Countries to establish a strong network and increase their visibility in the research community through sharing their work and to gain knowledge in the field of urban forestry.

The Conference Grantee receives financial support for attending and presenting their work (oral presentation only) at a conference. Their work could have been developed within the COST Action or it could be their own research done independently but related to the action area of interest.

DISSEMINATION CONFERENCE GRANTS.

Dissemination Conference consists in an oral presentation by an Action Participant informing about the Action in high-level conferences fully organized by a third party, i.e not organized nor co-organized by the COST Action. Dissemination Conference Grantee receives financial support for attending and delivering an oral presentation of the Action, their activities, and results at a conference and for developing new contacts and potential future collaborations.

APPLICATION PROCEDURE.

To apply for an ITC, an YRI or a Dissemination Conference Grant within Urban Forestry Network INTUF, please go through the following procedure:

Step 1 – Log.in to the on-line registration tool to register the request for an ITC Conference Grant (https://e-services.cost.eu/activity/grants). You may need to register and to upload your CV as well as other documents, including:

• ITC Conference grant application (based on e-COST template)
• Copy of the abstract of the accepted oral presentation
• Acceptance letter from the conference organizers

Step 3 – The application is assessed by the Grant Awarding Coordinator and the Conference Coordinator.

Step 4 – The Conference Coordinator seeks approval regarding his decision from the ITC Conference Grant Review Committee (RC).

Step 5 – Cost Office Acceptance Letter (Grant Letter)

If the application is successful, the Grant Holder (GH) sends an Acceptance letter to the Applicant, in which the Applicant is informed about the approval of the ITC Conference Grant and the level of financial support awarded.

After the Conference

Within 4 weeks after the Conference attendance, the Grantee is required to submit the report and other supporting documents on e-COST, including:

• Report using the Report template on the outcome of the presentation of the accepted contribution, in terms of grantee’s visibility, including the establishment of new contacts for future collaborations
• Certificate of attendance
• Programme of the conference or book of abstracts / proceedings indicating the oral presentation of the Grantee
• Copy of the given oral presentation

After approval of the report by the Conference Coordinator and the RC, the Grant Holder will transfer the outstanding amount of the grant.

For further details please contact our Grant Award Coordinator (Malgorzata Kacprzak: malgorzata.kacprzak@pw.edu.pl). You may also consult the official guide here.

APPLICATION DEADLINES.

There are three evaluation periods for each Grant period our COST Action will be funded. Those periods are:

• Round 1 start date 1 December 2026, deadline 31 March 2026, decision by 15 April 2026
• Round 2 start date 1 April 2026, deadline 30 June 2026, decision by 15 July
• Round 3 start date 1 July 2026, deadline 31 August 2026, decision by 10 September 2026.

Please note, after 10 September no new conference grant submissions could be accepted since the financial year closes in October.

Mobility Grants

You can consult the official guide for detailed step by step procedure on how to apply.

For further details please contact the our Grant Award Coordinator (Malgorzata Kacprzak: malgorzata.kacprzak@pw.edu.pl).

SHORT-TERM SCIENTIFIC MISSIONS (STSM).

To apply for a STSM within Urban Forestry Network INTUF, please go through the following procedure:

STEP 1: Formal agreement and on-line registration by the applicant

1. 1. Obtain a written agreement of the host institution, before applying.
   2. The applicant starts an STSM application by logging into e-COST: https://e-services.cost.eu/ and clicking on the STSM application tab.
   3. The Applicant must use the on-line registration tool to register their request for an STSM, at least 3 weeks before the beginning of the STSM.

STEP 2: Formal STSM application and annexes

After encoding the information and pressing the “submit” button the online registration tool will issue a formal STSM application that will reach immediately the STSM coordinator. The Applicant must submit by e-mail to the STSM Coordinator the supporting documents :

• STSM Proposal
• Letter of support from the HOME institute (that, for scientists holding a PhD degree can be substituted by an affidavit)
• Letter of support from the HOST institute
• Curriculum Vitae with list of publications (if applicable)

Before initiating the next step of the evaluation procedure, which consist in independent review of the application by three independent experts, the STSM Coordinator will confer with the Action Chair, to confirm that the work plan is in line with the Action’s objectives, and will decide if the requested amount does not exceed the level of the Grant that can be awarded. Furthermore, a careful check of the supporting documents will be performed, to ensure that these are valid.

STEP 3: Assessment of the STSM

Upon each STSM Call Closing date, the EsSENce STSM Evaluation Committee will perform the scientific and budgetary assessment of the applications considering the Action objectives and the previously defined evaluation criteria. The committee will also define an acceptable funding level for the approved applications. The amount of the awarded Grant can never be higher than what the applicant requested.

If the application is rejected, the STSM coordinator must provide a justification to guide the applicant in her/his resubmission.

STEP 4: Approval from the STSM coordinator and Chair of the Action

The STSM coordinator and Chair informs the COST and the Grant Holder that the proposed STSM has been approved.

VIRTUAL MOBILITY GRANT (VMG).

Look for specific calls, deadlines and criteria in our news section.