WARNING: The conference must start and end before March 10, 2018.


The following eligibility criteria applies:

  1. Conference Grants are exclusively reserved for PhD students and Early Career Investigator (ECI’s) with a primary affiliation in an institution located in an Inclusiveness Target Countries (ITC, for the full list see ).
  2. The applicant must make an oral/poster presentation at the conference in question and must be listed in the official event/conference programme. The main subject of the oral presentation / poster presentation / talk at the approved conference must be on the topic of the Action and must acknowledge COST (see Section 9 of the COST Vademecum -
  3. The participation of each applicant must be pre-approved. Attendance at European conferences is preferred. However, conferences held elsewhere can also be considered.


WHO CAN APPLY: ITC Conference Grant applicant

Any e-COST user who is a PhD student or an Early Career Investigator (ECI) and is affiliated with an institution located in an ITC country participating in the Action can submit an application request for an ITC Conference Grant. The applicant must be engaged in an official research programme as a PhD Student or postdoctoral fellow.

HOW TO APPLY for an ITC Conference Grant :

It is highly recommended to carefully read the funding rules detailed in Section 8 Conference Grants (pages 36-37) of the COST Vademecum ( )

Applicants must apply for membership to the TO-BE Action, if not yet done so, according to the instructions available here ( ) and must register for an e-COST profile at Then they must log in into e-COST and create a CG request online at: .

The application form contains the following sections:

  • Applicant details
  • Conference Grant details (the attendance at the conference must start and end during the same Grant Period (GP). If a GP is not active, the applicant will not be able to submit an application.
  • Bank details
  • Financial support
  • Supporting documents (2nd page of the application)


Conference Grants do not necessarily cover all of the expenses related to participating in a given conference. It is a contribution to the overall travel, accommodation and meal expenses (not supported by the hosting institution as part of the provisions offered in their conference package) of the selected Grantee.

The calculation of the financial contribution for each Conference Grant must respect the following criteria:

Up to a maximum of EUR 2 500 in total can be afforded to each successful applicant;

Up to a maximum of EUR 160 per day can be claimed for accommodation and meal expenses.

Up to a maximum of EUR 500 can be claimed for the conference fees to be incurred by the selected Grantee. (documentary evidence of the conference fee amount must be provided by the applicant).


After saving the request, the applicant must upload specific supporting documents in order to be able to submit the application. They are:

  • CV (including a list of academic publications)
  • A short description of his/her involvement in the TO-BE COST Action
  • Acceptance letter of the Conference organizers (confirming soral or poster presentation)
  • a copy of the abstract or poster submitted to the Conference


The application must be submitted at least 45 days before the conference start date.

EVALUATION and SELECTION of applications

The evaluation of each received Conference Grant application will be performed by the TO-BE Action’s appointed Coordinator. The selection of successful applicants is done so in consideration of the scientific scope of the proposed mission and how the mission can support the Action in achieving its scientific objectives.


As soon as the CG application is approved, the applicant is notified (through or by) a Grant Letter with the amount of the awarded grant.



The Grantee has 30 calendar days from the end date of the Conference to submit a scientific report. The submission of the report is mandatory. Failure to submit a report will result in the Grant being cancelled.

A scientific report template is available on the Supporting documents page or on-line here: The grantee must complete this template and save it as a pdf before uploading it in e-COST.


Payment of the Grant is subject to the submitted scientific report being approved by the TO-BE COST Action Chair.