Regulations for Grant for participation in a conference abroad

The General Regulations apply.

Art. 1. (as amended by decision of the Board of Trustees 12/05/2021 and 20/12/2023)

§1 Candidates for a travel grant for participation in a conference abroad must, throughout the entire period of their stay, be affiliated to

• a university in the Flemish Community (including the academic programmes within the corresponding association), or to
• a federal or Flemish scientific institute as scientific staff of the Dutch-speaking community of, or to
• a university hospital in the Flemish Community as scientific staff, or to
• a hospital with an academic character recognized as research center in the Flemish Community as scientific staff.

§2. PhD candidates must have obtained their master's degree in one of the member states of the European Economic Area (EEA) or Switzerland. Candidates with a master's degree awarded from outside the EEA must hold a master's degree and a declaration from the university administration concerned confirming that it will permit the candidate to write a doctoral thesis. If candidates do not meet these criteria, they must have held an appointment of at least 50% at one of the institutes referred to in Art. 1 for a period of at least one year, immediately preceding the start of the grant. §1.

For postdoctoral level candidates Art 1 §2 does not apply. 

Art. 2. (as amended by decision of the Board of Trustees 12/05/2021)

To be eligible for a grant for participation in a conference in one of the member states of the EEA or Switzerland or the United Kingdom, researchers must have at least one peer-reviewed publication; for a grant for participation in a conference in countries outside Europe, they should preferably have three or more peer-reviewed publications.

Art. 3. (as amended by decision of the Board of Trustees 12/05/2021)

All PhD and postdoctoral FWO Fellows and holders of a Doctoral (PhD) grant strategic basic research (SB) cannot apply for a travel grant for participation in a conference in one of the member states of the EEA or Switzerland or the United Kingdom, since they already receive a bench fee that can be used for these purposes.

They are, however, eligible to apply for a grant for participation in a conference in countries not specified in the above paragraph.

Art. 4.

Applications for travel grants must be submitted online in English no later than 3 months prior to the departure date. This submission deadline is strictly binding.

Art. 5.

A researcher can be awarded a maximum of two travel grants (for a conference, course, workshop and/or short study visit within or outside Europe per civil year. 

Art. 6.

Applicants must indicate any grants obtained from or applied for with other Belgian or foreign authorities for the same purpose. Applicants must notify the FWO of the outcome of grant applications submitted to other authorities for the same purpose.

Art. 7. (as amended by decision of the Board of Trustees 30/03/2022)

The supervisor/head of research unit of the applicant will be notified of the application. Upon receipt of this notification, the supervisor/head of research unit will have 5 business days to submit a substantiated objection.

Art. 8.

The competent executive board has to be informed about the submitted application. 

Art. 9.

The allowances cover the round-trip travel costs from Brussels to the place of the conference. They are personal and cannot be transferred.  

Art. 10.

Insofar as the budget allows, grants are awarded only for conferences of a purely scientific nature, featuring speeches and discussions of original contributions or reports. These are conferences organised by recognised scientific societies or associations. 

Art. 11.

The allowances are in principle awarded only to researchers with an academic master's degree who have undertaken original research and will deliver a speech at the relevant conference.

Art. 12.

Applications for such grants must be supported by a summary of the speech.

Art. 13.

If the speech at the conference is to be presented jointly by two or more researchers, only one shall be able to apply for a grant.  The proof of acceptance of the speech must bear the name of the applicant; if not, the author to whom the official acceptance is sent, must confirm that the applicant will give the speech.

Art. 14.

Beneficiaries must send a concise report on their participation in the scientific conference to the FWO within three months of their return to Belgium.

Art.15. (as amended by decision of the Board of Trustees 28/09/2022)

Travel costs

Upon allocation of the grant, the beneficiary books the trip at the FWO authorised travel agent, presenting the official original allocation letter. 

• By plane: economy class
• By train: cheapest fare

The invoice is sent directly to the FWO.

When travelling by car, the beneficiary receives a mileage allowance of maximum €800.00.

All beneficiaries are automatically covered by a travel accident insurance with AIG. FWO fellows must fill in the form ‘notification stay abroad’ via the FWO e-portal and submit before departure.