Resources

Conference Proposals

Conferences and Lectures Cover Sheet

Deadline: November 1st, 2019
Sample Applications

Conference proposals should be research-oriented with a well-defined theme or topic that is timely, interesting, and of scholarly importance to a discipline or a set of disciplines. Conferences normally last two or three days. Advertising and a call for papers should target a large, well defined audience - local, regional, or national. If the proposed conference has a highly specialized or technical focus, the proposal must be sure to explain its significance for evaluation by non-specialists. Budget requests should be no more than $10,000 and smaller proposals may receive priority.

If possible, Taft funds should be used as seed money to attract outside grants. Taft funds will not replace departmental or other commitments for annual conferences. The proposed budget should indicate both tangible and in-kind departmental support. Honoraria are provided for keynote speakers and other participants, but not UC faculty members. A final report and accounting are required within 60 days following the conference. While faculty applicants are given priority, student organizations of Taft departments may apply for conference funds. 

applications

Applications for Conference Proposals should include the following:

  • Conference title followed by a one sentence summary
  • Conference chair/director
  • Conference Dates
  • Conference Location
  • Taft disciplines involved in organizing, executing, and participating in the conference.
  • Conference Participants: name, role, and credentials of each
  • Tentative Conference Schedule
  • Evaluation committee (members independent of conference planners)
  • Detailed budget including:
    • Honoraria, itemized for each participant
    •  Estimated travel expenses, itemized for each participant
    •  Lodging expenses, itemized for each participant
    •  Promotion costs (printing, brochure, ads, postage)
    •  Other expenses
    •  Total cost:
    •  Departmental resources for the conference
    •  Other funding sources for the conference
    •  Amount requested of Taft
  • A narrative describing the conference content, format, and audience (estimate numbers - local, regional, and national; graduate students, general public, academic specialists), as well as plans for publicity and evaluation.

** Note:

No grant will be provided for events scheduled during the humanitiesNOW graduate conference (Feb. 17 - 19) or the Annual Research Symposium (Mar. 7 - 11).


A final report is due within 60 days of the conclusion of the conference and should include:

  • Basic Conference Documentation:
    • Publicity materials and clippings of press reports
    • Sample letter of invitation to major speakers
    • Conference program
  • Demographics:
    • Number of individuals attending different conference activities
    • Local/regional/out-of-state attendance
    • Minority participation
    • Approximate number attending by groups - faculty and graduate students, academic disciplines, scholars and non-professionals
  • A detailed report of actual expenditures
  • A description of activities and procedures, strengths and weaknesses - what should be done differently in the future.
  • An evaluation based on either oral or written assessment by audience and speakers prepared by a committee independent of conference chair and planners.


    terms of the grant

    • All grant funds must be expended exclusively in furtherance of the grant and all expenditures of grant funds must comply with university policies relating to financial transactions, including the Code of Conduct and, as discussed in the Code of Conduct, the ethics laws of the state of Ohio which prohibit certain private financial interests in university matters. (University Rule 3361:10-17-03(D);  http://www.uc.edu/content/dam/uc/trustees/docs/rules_10/10-17-03.pdf).
    • No grant will be provided for events scheduled during the humanitiesNOWgraduate conference or the Annual Research Symposium.
    • Full disclosure of non-Taft funds received, both inside and outside the university, is required. The Taft grant may not duplicate other funds granted for the same purpose, except when a deficit in the project budget is anticipated even with such non-Taft funds. For example, Taft Travel Grants may supplement funds from non-Taft sources in cases where the necessary and reasonable costs exceed the established Taft limits.
    • If there are any changes in plans from the originally approved application, the Taft grant recipient must notify the Chair of the Taft Executive Board in writing and receive written approval for the changes. Failure to comply with this rule will nullify the grant and require return of the award.
    • Publications and creative work generated with the help of Taft grants should acknowledge the Charles Phelps Research Center. Copies of such publications should be sent to the Chair of the Taft Executive Board.
    • A travel authorization form (TA) must be signed by the traveler and their department head, prior to travel. Authorization for a department head's travel is provided by the Dean.  
    • See the Reimbursement Procedures for additional information.