Events Funding

Cycles Timeline

Proposals are submitted and evaluated in distinct cycles. Each funding cycle has a unique application deadline, evaluation period, and key dates. When choosing a cycle, applicants should confirm the events period in each. Following cycle timelines ensures fair and timely evaluation for all submissions.

Cycle 1

currently open
Submission Deadline
20
March
Applications: Mar 1 - 20
Decision: Mar 30
Events: Apr 1 - Jul 15
Final Reporting: Jul 20
Funding Release: Aug

Cycle 2

...
Submission Deadline
20
June
Applications: Jun 1 - 20
Decision: Jun 30
Events: Jul 1 - Oct 15
Final Reporting: Oct 20
Funding Release: Nov

Cycle 3

...
Submission Deadline
5
September
Applications: Aug 16 - Sep 5
Decision: Sep 15
Events: Sep 16 - Nov 15
Final Reporting: Nov 20
Funding Release: Dec

Available Programs

IEEE R8 SAC funding programs support Student Branches and Sections across Europe, Middle East and Africa to host events aligned with MGA and R8 SAC goals and objectives. Details on event funding programs and processes are provided below, including the potential funding provided.

Bridging Students with Industry Program

This program is designed to foster collaboration between students, Young Professionals (YPs), and industry partners.

Learn more
FOR STUDENT BRANCHES ONLY

Collaborative Student Initiatives Booster Program

This program provides support and incentives for innovative and impactful student-led initiatives with the goal of strengthening teamwork at sectional level and beyond.

Learn more
FOR SECTIONS AND STUDENT BRANCHES

Local Student Paper Contest Events Program

This program is designed to support local versions of student paper contests that can lead student papers to be showcased at the Regional Student Paper Contest.

Learn more
FOR SECTIONS AND STUDENT BRANCHES

Sectional Student Branch Leadership Meetings Program

This program focuses on leadership training sessions for the Executive Committee members of the Student Branches within a Section.

Learn more
FOR SECTIONS ONLY

Student Branch Hardware Contests Program

This program is designed to support Student Branches in organizing hardware contests, encouraging students to develop innovative hardware-based projects.

Learn more
FOR STUDENT BRANCHES ONLY

General Terms and Conditions

  • Eligibility

    • Each Section or Student Branch can receive funding only once per program per year.
    • Student Branch Chapters and Affinity Groups can apply, but their parent Student Branch is considered the official applicant on their behalf.
    • In order a Student Branch to be eligible for funding, it must have (i) an up-to-date officer roster; (ii) submitted the last SB annual report; and (iii) reported at least 4 events in the past 12 months.
    • The applications have to include endorsement letters, while eligible positions to provide an endorsement are the following:
      • For Sections: Section Chair (or their designee), SSAC or SSR
      • For Student Branches: Student Branch Chair or Counselor or any Advisor
      • The applicant and the endorser must be different individuals. Submissions failing to meet this requirement will be deemed ineligible and rejected.

  • Outcome Report

    • Should your application be initially approved, you will have to submit the outcome report within thirty (30) days after the conclusion of the activity (or by the cycle final reporting deadline if earlier) with all requested details, including the use of funds.
    • The committee reserves the right to request documentation to prove the costs of events before approving the outcome report.
    • If an outcome report is not received on-time, future requests for one year will not be reviewed and/or awarded.
    • The outcome report may be published on IEEE Region 8 channels.

  • Funding

    • Please itemize all expenses in US dollars only and do not use local currency in the proposal and the outcome report.
    • Funding can cover the total budget only partially in order to ensure that applicants secure additional resources and demonstrate financial commitment to their event.
    • No funding is provided for virtual platforms, gifts or honorariums, medical tests, visa applications, accommodation, or international travel.
    • Funding can be used for venue, food, equipment, and branded materials (with R8 or R8 SAC logo). Travel funding is only accepted for domestic travel and should be less than 20% of the total funding.
    • Approval of your proposal does not guarantee full or partial funding, while funding is issued only after the event takes place and the required outcome report is received and approved.
    • The approved amount of funds may be lower/different from the requested amount due to the application or/and outcome report quality.
    • After the final funding amount is determined, funds are transferred to the applicant’s parent Section CB account, and applicants will be notified when the fund transfer process begins.

  • Important Notes

    • The proposal submission should be submitted in PDF format with the following font requirements: Times New Roman, size 11pt.
    • Event participants should sign an attendance list so that they agree to the IEEE Privacy Policy and to the IEEE Event Terms and Conditions.
    • All promotions have to include the IEEE R8 SAC logo.

Outcome Report Requirements

 

  • Detailed report

    • Description of the event and its outcomes
    • Number of attendees (divided according to IEEE and non-IEEE members)
    • Reach and impact of the event (presence of any significant participants/speakers, partnerships or collaborations with other IEEE organizational units or Industry, and reach on social media – including posts, amount of views and number of unique engagements)

  • Final budget

    • Please include both the tentative budget and the actual spendings, either on separate spreadsheets, or side by side, for comparison purposes
    • Expenses should be itemized and presented in US dollars and any revenue should be disclosed

  • Attendance report

    • First name, last name and email of participants
    • Section and Student Branch (if applicable)
    • If they are an IEEE member or not

  • Photos or videos

    • Remember to get approval in advance from the pictured participants
    • It is strongly recommended to include IEEE logo and IEEE R8 SAC logo in the photos
    • It is recommended to include a group photo with all the participants and photos with promotional materials of the event (flags, roll-up banners, posters, etc)

  • Copies of advertising materials

    • This includes but is not limited to flyers, posters, email invitations, etc
    • It is recommended to submit an event poster with all information of the event as well as photos and all the supporting units logos

  • Link to vTools Events report for this event

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