Funding Guidelines
To maximize your chance of getting your funding request approved, keep the below in mind.
Last updated: May 2025
The Objective
YSI projects are intended to advance research and collaborations on core working group questions, ideally in their own setting. To clarify: A young scholar panel at a partner conference is not its own setting. A pre-conference for young scholars the day before is.
Project funds should help the working group advance these objectives. The majority of funds should be spent on young scholar participation.
Limits
Your budget and stipends combined may not exceed USD 3000.
About your budget
Budgets are there to cover the “on the ground” costs of your project.
YSI suggests you aim to include shared accommodation (centrally booked) for participants who traveled from further away, as well as a shared lunch/dinner for the participants, allowing them to get to know each other. You may also include travel and accommodation costs for a senior speaker in your budget. But this should not make up the majority of your request.
Unlikely to be approved
❌ the budget helps young scholars attend a conference
❌ a larger share of the budget is going to senior scholars
❌ the budget contains venue costs or other fees
❌ the budget and stipends together exceed $3000
Likely to be approved
✅ the budget helps young scholars run a project of their own
✅ a large share of the budget is going to young scholars
✅ the budget contains accommodation and meal costs
✅ the budget and stipends combined are less than $3000
About your stipends
Stipends are there to reduce travel costs of the organizer(s) and the to-be-selected young scholars.
- Most projects obtain roughly 1000 USD in travel stipends, and bring together 5-8 participants as well as 1-2 organizers
- For any stipends you are requesting for to-be-selected participants, distinguish between within-region stipends, and outside of region stipends.
- The region can be understood as those geographic areas that are a short, affordable flight away from the project location.
- To make the project cost-effective, the majority of travel stipends should be for participants travelling from within the region.
- For any stipends you are requesting for yourself and your fellow organizsers, use the note section to indicate which stipend is intended for who. This will speed up the process of getting them processed.
Unlikely to be approved
❌ a large percentage of stipends is going to the organizers
❌ a large percentage of stipends is going to out-of-region travel
❌ the stipends only allow 3 or 4 young scholars to get together
Likely to be approved
✅ a large percentage of stipends is going to participants
✅ a large percentage of stipend is for travel within-the-region
✅ the stipends allow 5+ young scholars to get together
How to do a lot with a little
tips from experienced organizers:
Participant accommodation
Rules of thumb:
– Aim for the standard that young scholars would normally pick for themselves. Not unnecessarily fancy but clean, safe, and reliable
– Look for accommodation option close to the venue. Walking distance is ideal, a short trip with public transport is okay.
– Look for twin rooms (two beds) not double rooms (one double bed).
– If the budget allows for it, breakfast may be included.
– Rooms should be refundable if possible.
If funds are tight
– Triple rooms may be used if they are available
– Local university housing can be an option. If you are partnering with a university for your project, ask them if they can supply affordable rooms.
– Airbnbs can be an option. Just note that you will need to use your personal Airbnb account for the booking, and take responsibility for any issues.
Speaker accommodation
Rules of thumb
– Speaker accommodation could be at the same hotel as participant accommodation, but doesn’t have to be
– Look for accommodation option close to the venue.
– Walking distance is ideal, a short trip with public transport is okay.
– Look for a double room (one double bed)
If funds are tight
– You can let your speaker know that you only have $X available towards their accommodation, but that they are welcome to book a more expensive room if they are willing to cover the difference themselves.
Speaker travel
Rules of thumb
– You can create a budget line item for the travel costs of a speaker or mentor that you would like to invite
– YSI only covers economy class travel. But if the speaker would like to upgrade and cover the difference themselves, that’s okay.
If your budget is tight
– Focus on speakers that are local to the city or country your project is taking place in, or
– Focus on speakers that already plan to be in town for another reason (e.g. to attend a bigger conference taking place)
Group Dinner
Rules of thumb:
– Look for a restaurant that is casual, conveniently located, and has enough space.
– Check their menu to get a sense of the price point.
– If you have a group of 8 or more, ask the restaurant if they have a group menu.
If your budget is tight:
– Depending on your project location, you may be able to gather the group for a pizza picnic in the park. This can be just as fun, and a lot more cost effective.
Catering
Rules of thumb
– If you’d like to cater lunch or a coffee break, look for a local caterer and ask them for a quote.
– Some venues will require that you use their in-house caterers. Others will let you choose an outside company.
– Consider asking the group for their dietary restrictions before placing your order with the caterer.
If your budget is tight:
– You can also go to the grocery store yourself and buy drinks and snacks for the group.
Printing costs
Rules of thumb:
– You may want to print your program, a few posters, or even a roll-up banner to dress up your room and/or help participants locate the venue.
– Printing can be a good idea, but it should not take up a large portion of your budget. Up to 100 USD should suffice.
If your budget is tight:
– Print just your program, and don’t worry about posters or banners, or
– Don’t print anything and embrace the digital age.
Venue costs
Venue costs can usually be avoided. Local universities or partner organizations should be able to support your project with a classroom that you can use.
Other
If there are other expenses you would like to request, make sure to note down an explanation of what ‘Other’ represents
