RSA Event Support Scheme

Who is it for?

The scheme is open to RSA members who wish to organise one-off events (conferences, workshops etc...) on regional studies issues.

You must be a paid up member of the Association to apply to the Event Support Scheme (ESS) at the time of application and when the event takes place.

Click here to see the Events supported through the Event Support Scheme.

How does it work?

Applications for funding are assessed by the members of the Regional Studies Association's Board on a competitive basis. In addition to funding, the Regional Studies Association will promote events via its website, e-bulletins and all other communication channels.

After each event, the organisers will need to provide a report of the event (including pictures, list of speakers) and attendees with full contact details which will be published in our membership magazine Regions. We hope that supported events will feed back into other existing Regional Studies Association's conferences (e.g. a session at the Annual International Conference, or the Winter Conference). Proposals for interdisciplinary events or events that cross between academia, policy and practice and encourage Students, Early Careers and participants from Band C and Band D countries are particularly welcome.

Proposals will be selected on the basis of a set of criteria which include:

Topic of interest to Association members;
Commitment to maximise participation, especially from students, early careers and those with financial difficulty;
Commitment to promote the Regional Studies Association through dissemination, reporting of findings and new members;
Financial viability.

Finances

The normal level of funding is £300-£500. In exceptional cases for international events with large attendance it may be raised to a maximum of £1000. The sum awarded is inclusive of UK VAT if applicable.

Monies awarded under the ESS can only be expended in the following ways:

Travel expenses and accommodation for speakers, students, early careers and participants with financial difficulty;
Subsidised registration fees for students;
Room Hire;
Audio Visual Equipment Hire;
Refreshments and Meals for the event only. This excludes alcoholic beverages;
Administration costs (such as photocopying and badges).

The Regional Studies Association holds the funds and reimbursements are made via the claim form or invoices, both supported by original receipts. It is important that invoices are made out to the Regional Studies Association and that the invoice is sent to the RSA office for direct payment.

Association undertakes to make prompt reimbursements via a credit card or by cheque but will not usually use bank transfers because of the costs involved.

Any unspent monies revert back to the Regional Studies Association.

Please note that participant refunds must be countersigned by one of the organisers listed on this application and forwarded to the RSA office. Refunds will be made only once the report of the event has been received and accepted by the RSA office together with supporting material.

Reports must be submitted within 2 months of the last day of the event and financial claims within 3 months of the last day of the event. Late claims will not be paid.

Our expectations

Only Regional Studies Association members in any category may apply;
The event should be open to Regional Studies Association members normally with a reduced registration fee;
The Regional Studies Association logo is to be included on all documents related to the funded event (programmes and publicity material included) and on any event website;
The Regional Studies Association marketing material will be made available at the event both in delegate packs and on display stands and the RSA support must be acknowledged from the platform;
The Regional Studies Association asks for one complimentary place to be made available together with a space to display its stand;

Requirements after completion of event

A copy of the final programme (or agenda) and a list of participants with full contact details;
A report of the event for the Regional Studies Association membership newsletter Regions and its website.
Digital photos for possible inclusion in the Regional Studies Association newsletter and its website;
A completed Claim Form (to be provided by the Regional Studies Association) with original receipts and invoices to enable payment;
A financial statement supplying a final breakdown of actual income and expenditure for the conference;
If a publication is produced, the Regional Studies Association would expect to be acknowledged for its support.

How to apply

Proposals should be submitted via email to aureliane.beauclair@regionalstudies.org as an attachment so that they can be circulated electronically for consideration. Please read through the notes on this page thoroughly before downloading the ESS Application Form Word icon .

Award letters will then be sent to each organiser listed on the application which must be signed and returned to the RSA office before the event takes place.

When to apply

The forthcoming deadlines for applications to be sent are:

2012
6th January
1st June
24th August
2nd November

Applications should be submitted 6-9 months in advance of the event. A decision will usually be made within four weeks of the deadline. Applications submitted shortly before the proposed date for the event will not be considered. Applications submitted well in advance may be deferred, and considered with the next round of applications.

Exceptions:

'Closed' events which are not open to new participants will not be considered.

An event which forms part of an existing series of events is also unlikely to receive funding.

This funding scheme is to help members organise events. Please note that the Regional Studies Association also offers funding opportunities for Research Networks 4 times a year with dates advertised on the Regional Studies Association website.

If you are an RSA member and seeking help to attend an event, you can apply for our Travel Awards to get financial help toward transport costs to attend non -RSA events on regional studies issues or for our Bursaries for our Annual International Conferences.