Funding Guidelines

• Budgets (for ‘on the ground expenses’) are capped at $3000 per project and can go towards participant accommodation, speaker accommodation, speaker travel, a dinner, catering, and printing.
• Make sure to research the costs associated with each budget item before submitting your request.

Here are some tips:

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 your budget is 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 your budget is 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 150 USD should suffice.

If your budget is tight:

• Print just your program, and don’t worry about posters or banners.

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 not just the amount, but also an explanation of what ‘Other’ represents.