Emory Conference Center Subvention Fund

The Emory Conference Center Subvention Fund is now open to funding applications for the 2018-19 academic year. 

PLEASE NOTE that the fund will be temporarily closed to new applications on the following dates:

  • Oct 4-10, 2018
  • Oct 23-24, 2018
  • Nov 12-16, 2018

The Emory Conference Center Subvention Fund promotes the visibility of academic conferences organized by Emory faculty and enables groups to take advantage of the state-of-the-art meeting facilities adjacent to our campus by offsetting the costs of hosting high-profile, intellectually significant events at the Emory Conference Center. Proposals for the fund may be submitted throughout the year and will be given full consideration (even if the meeting is scheduled to occur beyond the 2018 calendar year), contingent on availability of funds. Maximum award amount: $30,000. Typical awards range between $5000 and $20,000.

We accept proposals on a rolling basis throughout the year until the funds are depleted.

Online proposal form

Download a .pdf preview of the online proposal form.

Application steps

  1. Consult with the Emory Conference Center Hotel to secure a date and a cost estimate.
  2. Complete the online proposal form
  3. Submit a cost estimate worksheet for rooms and facilities provided by the Emory Conference Center Hotel (please upload and attach to proposal form).
  4. Submit supporting materials, such as a tentative schedule of events or preliminary program, noting invited speakers, their qualifications, and home institutions (please upload and attach to proposal form).

Note: Before submitting proposals, faculty must make their reservations and secure a cost estimate worksheet at the Conference Center before applying for this grant. The Emory Conference Center Hotel will hold space reservations for three business days. We make every effort to respond to your request for funding within that window of time. See below for more information.

Eligibility

  • Eligible applicants include all full-time Emory faculty. This includes tenure-track and tenured faculty, as well as non-tenure-track faculty with long-term appointments. Excluded from eligibility are adjunct or visiting faculty members, as well as faculty members whose contracts will not be renewed for the following year and faculty members who plan to resign their appointments at the end of the current year.
  • No faculty member or event may receive subvention funds more than once in a three-year period. Unsuccessful applicants may reapply without prejudice.
  • Funds may not be used to offset accommodation costs for non-presenting or non-speaking conference attendees.

Developing your application

  • Faculty are welcome to schedule a consultation with the CFDE in advance of developing a fund proposal. For more information, please contact Allison Adams, aadam02@emory.edu.
  • Because the fund is geared primarily to offset the costs of hosting conferences at the Emory Conference Center, conference organizers must contact Denise Thomas, senior sales manager, to secure information in writing about facility availability dates, room rates, meeting rooms, catering, etc. Contact: Denise Thomas, 404-712-6011. You must secure your availability confirmation in writing immediately before submitting your proposal to the fund, since the Conference Center will hold space reservations for only three business days.
  • Conference organizers are encouraged, but not required, to charge registration fees. Fees should be two-tiered, with a lower student rate offered to encourage graduate student attendance.
  •  As you develop your conference and proposal, make sure to include a plan for evaluating the success and impact of the event.
  • Double-check your estimate and budget figures (see below). If there are discrepancies, your award will be based on the lower amount. Also be sure to include sales taxes in the conference center costs.

Budget requirements

Before you fill out the online proposal form, please be prepared to upload your Emory Conference Center Hotel cost estimate worksheet as a .pdf.

The online application form requires the following information:

  • Total expense budget:
    • Qualifying expenses from the Emory Conference Center Hotel
    • Speakers/Honoraria Amount(s)
    • Travel
    • Publicity & Marketing
    • Non Salaried Event Staff (including student assistants)
    • Office Supplies
    • Other (please itemize and describe)
  • Total income budget:
    • Total anticipated event income, excluding Emory Conference Center Subvention Fund
    • Registration fees (total anticipated amount)
    • Emory Internal Co-Sponsorships (please itemize and describe)
    • External Co-Sponsorships (please itemize and describe)
    • Other Income Sources (please itemize and describe)

Criteria of evaluation

  • What is the scholarly impact of the conference? Please note in detail the anticipated scholarly outcomes from the conference (for example, publications, grant proposals, etc.).
  • What is the scholarly impact on the Emory intellectual community?
  • What number of Emory faculty will be involved in the conference (for example, planners, speakers, anticipated attendance)?
  • Which disciplines are represented in the proposal?
  • How much national or international visibility will the conference bring to Emory?
  • To what extent will Emory students be participating?
  • How much outside funding have you already secured from sources other than the Emory Conference Center Hotel Subvention Fund?
  • Is this event a collaborative effort among Emory faculty members? Do the collaborators represent different schools and disciplines?
  • How will the event's success be evaluated and assessed?

After your conference

  • Subvention Fund award recipients/conference organizers are required to include three questions from the Fund in its post-conference evaluation surveys and to report the results back to the Fund.
  • Award recipients/conference organizers are also required to complete a ten-question survey reporting back to the Fund on the event within a month after the event concludes. A SurveyMonkey link will be provided.

Emory Conference Center Subvention Fund
Center for Faculty Development and Excellence
Emory University
Suite 216, Woodruff Library
Atlanta, GA 30322