Support Program for Scientific Activities

The Scientific and Technological Research Council of Turkey (TÜBİTAK) Department of Scientist Support (BİDEB) is continuing to accept applications for the 3rd period of the "Scientific Activity Support Program 2223-C Support for Organizing Multi-Participant International Events" for 2019. The aim of this support is to encourage international congresses, colloquiums, conferences, and symposiums organized domestically under the auspices of public institutions/organizations, universities, private legal entities, and professional organizations with public institution status. There must be a period of at least 60 and at most 240 days between the start date of the event and the final application date. Regarding the events to be organized... required application conditions And Examination of evaluation criteria It is recommended.

The scientific event to be organized must be related to the following areas:

• Natural Sciences

• Engineering and Technology

• Medical Sciences

Agricultural Sciences

• Social and Human Sciences

Application deadline: Saturday, August 31, 2019

The relevant page on TÜBİTAK's website: http://www.tubitak.gov.tr/tr/destekler/bilimsel-etkinlik/etkinlik-duzenleme-destekleri/icerik-2223-c-cok-katilimli-uluslararasi-etkinlik-duzenleme-destegi

Online application system: https://e-bideb.tubitak.gov.tr/basvuruacikprogramlar.htm

Definitions

Definition

Explanation

Activity

Scientific courses and seminars organized to impart knowledge, skills, and behaviors on a specific subject to interested parties, as well as congresses, symposia, workshops, colloquiums, etc., where scientific research is presented and participants exchange information with each other.

International Event

The event has a balanced distribution of participants across countries and is, in principle, held in a different country each time.

National Event with International Participation

Uluslararası etkinlik tanımı dışında kalan, ulusal etkinlik niteliğine sahip, konuşmacıların bir bölümü ile konuşmacılar dışındaki katılımcıların en az %10’unun yurt dışından olduğu yurt içinde düzenlenen etkinlikler

Peer-reviewed Event

The event where abstract acceptance is based on peer review and the event description states that the abstract acceptance process is based on "peer review".

• The existence of a scientific committee at a congress does not automatically mean the event is peer-reviewed. Proof of a peer-reviewed event requires the presence of at least one of the following elements:
  • Referee reports
  • A statement indicating that the article was accepted after passing through peer review.
  • The congress brochure included a statement indicating that the article acceptance process was based on peer review, blind review, or "according to reviewers/referees."

Personal Activity

An event organized solely through the individual's own efforts and connections, without any institutional or external support, and whose revenue comes only from registration fees.

Corporate Event

Excluding events related to collaboration and priority areas, events where Event Organizing Committee members, Event Scientific Committee members, or participants come from a maximum of 3 different institutions within the country.

Congress/Conference

Discussion-based meetings held to present original research from a specific scientific field or fields to other scientists.

Symposium

Discussion events are gatherings of scientists and researchers where speakers present specific aspects of a topic with the aim of shedding light on it.

Colloquium

Activities where scientists and researchers come together to shed light on a specific topic, with a topic being presented and discussed by a scientist or team.

Event Organizer

A scientist who possesses the necessary expertise in the relevant scientific or technological field, has the skills and experience in preparing and executing events, assumes full scientific, technical, administrative, financial, and legal responsibility for the event, and signs the program commitment agreement.

Event Scientific Committee

The committee consists of academics from the relevant fields and scientists who conduct the scientific processes related to the event.

International Regulatory Board

A committee composed of individuals who are not Turkish citizens and who are responsible for the preparation and implementation processes of the event.

Who can apply?

Event Organizers who are members of the Event Organizing Committee, reside and work within Turkey, and have completed at least a PhD degree are eligible to apply.

Institutions and organizations that can organize the supported scientific event: Events organized within the scope of this support program may be held under the auspices of the institutions or organizations listed below.

• Public Institutions/Organizations

Universities

• Private Law Legal Entities

• Professional Organizations with the Status of Public Institutions

Types of Supported Scientific Activities

• International Event
• National Event with International Participation
• Unsupported activity types:
  • Corporate Events
  • Personal Activities
  • Educational Activities
  • Workshops

Application periods: There must be a period of at least 60 and at most 240 days between the start date of the event and the application deadline.

Application requirements

• Applications to the program must be submitted by the Event Coordinator, who is a member of the Event Organizing Committee, resides and works in Turkey, and has completed at least a doctorate degree.

• The total number of participants must be at least 500. (After the event is completed, the number of participants on the signed participant list must not be less than 500. If the number is less than declared, a proportional reduction will be applied to the support budget.)
• The event being a "peer-reviewed event"

• At least one-third of the participants must be from abroad.

• The event is held at most every 4 years.
• The fact that this will be at least the fourth time the event is held
• The contribution of the requested support to the event must be clearly stated.
• The Event Organizing Committee must consist of qualified scientists registered in the TÜBİTAK Researcher Information System (ARBİS) Database (ARBİS membership is not required for foreign individuals residing abroad).
• The event must have its own unique and up-to-date website containing information about the event. The website must announce the members of the Organizing Committee and Scientific Committee, as well as the event's subject, purpose, scope, location, and date (advertisements, posters, news, etc. on web pages are not considered original web pages).
• The fact that the last 3 events held previously were in different countries.
• The Event Organizing Committee must ensure that no researcher has received support for the same event within the last year (Support will not be given twice for the same event).
• The Event Scientific Committee Members must consist of scientists from at least 4 different universities within Turkey. (If the members are from fewer than 4 different universities, the event will be considered an institutional event and will be returned at the preliminary review stage without being subjected to scientific evaluation.)
• There must be a period of at least 60 and at most 240 days between the start date of the event and the application deadline (applications submitted after the event has been organized will not be accepted).

Evaluation process and evaluation criteria:

Criterion

Sub-criteria

Scientific Reputation of the Event

• The information presented must be sufficient to determine the scientific credibility of the event.
• The event must be one of the types of events supported within the program (Congress, symposium, colloquium)
• The event should not be a corporate or personal event.
• It has the potential to be held with over 500 participants.
• The event should be peer-reviewed.
• The event must have been held regularly with a maximum interval of 3 years between events.
• The fact that this will be at least the 4th time the event is held,
• The event should cover current and advanced information in its field.
• Having a regular/periodic scientific event of an internationally reputable scientific organization
• The inclusion and active support of reputable national/international scientific organizations within the regulatory process.
• Inclusion in internationally reputable scientific activity indexes
• The establishment of a reputable impact factor from the proceedings/papers/articles of previous scientific events.
• Defining the process for publishing papers in internationally reputable scientific journals.
• The scientific committee should consist of nationally/internationally respected scientists.
• The main speakers and session chairs consist of leading scientists with national/international prestige in the field of scientific activity.
• The main speeches and presentations were not given at other events.
• The event brings together a significant number of reputable and active national/international organizations/institutions, groups-sectors, and scientists in the field.
• The event should have a scientific content, not a professional organizational, educational, practical, political, cultural, or social one.
• It should be accepted as a consensus activity in the field, and contentious/conflicting dimensions/activities should not be allowed to occur.

Regulators' Competence

• The information provided must be sufficient to determine the competence of the regulators.
• Organizers having successfully conducted similar events on the same topic/scope/scale before.
• Regulators should have a positive track record and current evidence demonstrating their success in university-university, university-industry, and university-public collaborations, and possessing the necessary culture of sharing.
• The event should be aligned with the organizers' vision, scientific/technological goals, expertise, experience, and available resources.
• Regulators should have a strong representation of the country in the subject/field.
• The organizations involved in the event must have the necessary legislation, processes, infrastructure, equipment, and environment to hold such an event.

Feasibility of the event

• To determine the feasibility of the event, the information provided must be sufficient.
• Factors that make the event feasible include having an equal/appropriate level of support from TÜBİTAK.
• The fact that the event can be held even without TÜBİTAK support
• The benefits that the support requested from TÜBİTAK will bring to the event have been explained.
• Announcing the event to a wide audience.
• Having an up-to-date website containing information about the event.
• Clearly defining scientific processes and prioritizing both scientific rigor and widespread participation.
• The importance and prestige of the event should be widely and transparently demonstrated through announcements, a website, links, etc.
• Establishing a methodology, management, and budget implementation plan that will fully achieve what is expected to be done within the scope of the event.
• The executive, boards, committees, and other officers' authorities and responsibilities must be clearly defined.
• The event venue should be convenient in terms of accessibility/usage and suitable for the participation of many researchers from different centers, institutions, and cities.

The benefit/impact of the event to the individual/society/country.

• The information provided must be sufficient to determine the benefit/impact of the event on the individual/society/country.
• It has the potential to contribute to the country's scientific and technological research capacity (research infrastructure, training, development and employment of scientists, and acquisition of new and critical skills).
• The target audience must be accurately defined, broad, and a large portion of the target audience must benefit from these activities and their outcomes.
• It has the potential to help Türkiye play a leading role in the international arena.
• It is of a nature that will make a significant contribution to the successful continuation of research being carried out in the country.
• The event is of a nature that will make significant contributions to university/research institution-industry-public sector collaborations.
• Planning what needs to be done to ensure the lasting impact and effects of the event are maintained and disseminated.
• Ensuring that the importance of the issue is correctly understood by the public, and thus contributing to the formation of social interest/understanding/awareness.
• Measures are being taken in a popular sense to attract the attention of the public.

Supported expenses and support amounts

Support pen

Details of the support item and the upper limit of the support amount.

Speaker Travel and Accommodation Support

Travel expenses for up to 10 invited speakers attending the event from within Turkey or abroad are covered by the support program. These include economy class air travel, bus travel, or train travel (excluding sleeper buses). Taxi, private vehicle, and local transportation costs are not covered.

Domestic round trip: 300 TL/person

International arrival/departure: $1,500 USD/person

Accommodation cost: 250 TL/day

Honorarium fee

For a maximum of 2 invited speakers

Maximum fee: $2,000 USD/person

Event organizer coordination support

Support amount: 5,000 TL

Event secretariat support for assistants.

100 TL per person/day for a maximum of 10 assistants.

Organizational Support

Abstract book, CD writing/printing, poster, announcement, brochure, event program, name badge, certificate of participation, USB flash drive, note duplication (photocopying), notepad, pen (1 participant set of pens)

Maximum support amount: 85,000 TL

Maximum support amount per participant per set: 25 TL

Meeting Catering Expenses

Tea, coffee, pastries

Maximum support amount: 5,000 TL

Gala Dinner

Maximum support amount: 25,000 TL

Advertising expenses in international magazines published abroad.

Maximum support amount: 25,000 TL

Support is limited to the items listed above. Items other than these (bags, hats, t-shirts, etc.) are not supported.

Expenses related to promotion are not supported.

Total support limit: 200,000 TL

Payments:

• If an advance payment is requested, upon submission of the commitment letter and the request for advance payment to the Institution 3 months or less before the start of the event, the BİDEB Group Executive Board will transfer a maximum of % 80 of the support budget, excluding the executive coordination fee, to the Event Organizer's bank account in Türkiye. The remaining portion will be paid after the event is completed and the documents are sent to BİDEB.
• The Event Organizer is required to submit the original expense documents (invoices, tickets, receipts, etc.) related to the support provided for the event to BİDEB within 20 days of the event's completion date or the date the support is finalized. The remaining portion of the agreed-upon support will be settled with the event organizer, and the account will be closed.

Points to consider

• Before applying BİDEB Scientific Activity Support 2223-C website And Call for Proposals It is recommended that this be examined in detail and information be obtained by consulting with TÜBİTAK BİDEB officials.
• Individuals who applied for and received support in a previous period cannot reapply for the same event in the next period within the same year.
• If a change of event location and date is requested for a valid reason, the change will be made upon application by the event organizer and approval by the Event Support Group Coordinator. The postponement period cannot exceed 6 months.
• No changes can be made to the activities for which TÜBİTAK support is utilized without the written approval of the Group Coordinator, and the support provided cannot be used for purposes other than those stated.
• If the event is cancelled for any reason, BİDEB must be notified in writing at least before the scheduled start date.
• It is mandatory to mention the support provided by TÜBİTAK in all announcements and publications related to the event; however, the TÜBİTAK logo may not be used without the written permission of the Presidency.
• When utilizing event support, purchases cannot be made from commercial enterprises owned or co-owned by the event organizer, Scientific/Organizing Committee Members, or presenters, or their immediate family members.
• If it is determined after the event that any of the application conditions have not been met, the entire support will be cancelled and no payment will be made, upon the recommendation of the General Executive Board and the decision of the Presidency.
• Ön ödeme talep edilmesi halinde, taahhütnamenin etkinliğin başlamasına 3 ay veya daha az bir süre kala BİDEB’e ulaştırılması sonrası, kararlaştırılan desteğin etkinlik yürütücüsü koordinasyon ücreti dışında kalan miktarın en fazla %80’i etkinlik Yürütücüsünün kendi adına açılmış banka hesabına ön ödeme şeklinde aktarılır.
• After the event is completed, provided that the number of participants on the signed participant list is not less than 500, a proportional reduction will be applied to the support budget if the number is lower than declared.

For more information and questions:

Tel: (312) 444 66 90

e-mail: bideb2223c@tubitak.gov.tr