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ITC/YRI Conferences

Present your own work in a high-level conference, fully organised by a third party.

Application Procedure

The ITC Conference Grant Applicants are participants affiliated in an Inclusiveness Target Country (ITC) or Near Neighbour Country.

The YRI Conference Grant Applicants are Young Researchers and Innovators affiliated in COST country.

Note: An applicant must have a profile on the e-COST platform. After that, it is necessary to follow the steps detailed below:

  • Complete and submit the online application form that you can find at the e-COST platform [Grant applications section] (Go to Grant applications -> Apply for grant, and choose the ITC Conference grant).

Upload the application form and the supporting documents

  1. ITC Conference grant application: This is the actual application template completed which shall be previously downloaded from the application page. The application form requires the following details: presentation title, conference title, conference date (within the active Grant Period), requested budget, conference country, and a relevant URL.
  2. Abstract: Copy of the abstract of the accepted oral presentation
  3. Acceptance letter: Acceptance (or invitation) letter from the conference organisers

 You are highly encouraged to read the Annotated Rules of the COST Action (as per 01.11.2025) and the Grant Awarding User Guide prior to submission of an application. If any doubts remain, you can always contact one of the Grant Awarding Coordinators This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..

Before submitting an application for a conferenc e grant, keep in mind that the COST Office requires a certain amount of time for administrative procedures between the approval by the Assessment Committee and the conference date. Additionally, the conference must be scheduled to occur at least one month before the end of the Grant Period (31st October 2025).

Application Procedure

Selection and Evaluation Process

Submitted applications are evaluated and reviewed by the Grant Awarding Coordinators (Radu Ignat & Arghir Zarnescu) and approved by the Management Committee (MC).

Grant Awarding Criteria

  • 1. Quality of the Presentation

    Ensure the application includes:

    • A detailed description of the research to be presented at the conference.
    • An explanation of how the research aligns with and contributes to the Action topic.
    • A clear demonstration of how the work supports the Action Objectives and Deliverables outlined in the Memorandum of Understanding (MoU).
    • Evidence of interdisciplinary mobility, such as connections between disciplines (e.g., bridging physics and mathematics, theoretical and experimental approaches, or different physical systems).
    • Any additional information that could assist in evaluating the proposal.
  • 2. Prioritization Criteria

    The following will be prioritized:

    • Individuals who actively participate in the Network (e.g., membership in a Working Group, contribution to organizing Action-related activities, etc.).
    • Individuals who have not been funded in the last two years.
    • YRIs, while gender and geographical balance is maintained.
Selection and Evaluation Process

Acceptance Process

  • 1. Application Assessment
      • The Grant Awarding Coordinators reviews all applications and determines whether to accept or reject them.
  • 2. Outcome Notification
      • Applicants are informed of the decision through the e-COST system.
  • 3. Grant Letter and Instructions
      • Accepted applicants receive a Grant Letter, including the approved funding amount and detailed instructions for the mission.

Mobility Reimbursement Rules

  • Daily Allowance
    • Up to 7 Days: 55% of the maximum daily allowance.
    • 8 to 14 Days: 50% of the maximum daily allowance.
    • More than 14 Days: 45% of the maximum daily allowance.
  • Travel Cost Reimbursement
      • Travel cost reimbursement is capped at 450 euros.
      • For mobilities between points more than 5000 km apart, the cap increases to 800 euros.
    Acceptance Process

    Upon completion of the conference

    The grantee is required to submit an ITC  / YRI Conference Grant Report for approval within 30 days after the end date of the conference containing:

    • Report template
    • Certificate of attendance
    • Programme of the conference or book of abstracts / proceedings indicating the presentation
    • Copy of the presentation (fully complying with the acknowledgement requirements).

    The ITC / YRI Conference report template is available for download on the e-COST platform and must also be submitted via the same platform.

    Failure to submit the ITC / YRI Conference Report Report within 30 days will effectively cancel the grant. 

    Acknowledgement and Visibility Requirements

    Ensure that your oral or poster presentation includes all of the following six elements. Grant claims will not be approved if any of these elements are missing:

    1. COST logotype
    2. EU emblem and the accompanying text: “Funded by the European Union”
    3. Acknowledgement: “This article/publication is based upon work from COST Action POLYTOPO – CA23134, supported by COST (European Cooperation in Science and Technology).”
    4. Boilerplate: “COST (European Cooperation in Science and Technology) is a funding agency for research and innovation networks. Our Actions help connect research initiatives across Europe and enable scientists to grow their ideas by sharing them with their peers. This boosts their research, career and innovation.”
    5. Referring to the COST website: https://www.cost.eu
    6. POLYTOPO logo

    Download the POLYTOPO logo package:  PNG  SVG  PDF

    Consult the guidelines to ensure proper use of the COST brand identity when acknowledging COST funding.

    Completion