Congress participation assistance fund for key session speakers from low resource countries

Introduction

The International Scientific Committee (ISC) for the 16th International WCPT Congress, World Physical Therapy 2011 (WPT2011), would like to see more speakers from low resource countries taking part in the congress programme.  Their inclusion in key sessions such as focused symposia, discussion panels and debates, is an important opportunity to raise awareness of global issues and perspectives. It also promotes more international collaboration and support.  However, contributors from low resource countries often face challenges in securing funding to contribute to international events.

Part of the WPT2011 budget, therefore, has been allocated to support speakers from low resource countries participating in key sessions.  These will be people who, in the ISC’s opinion, will make a valuable contribution to the scientific programme but who are unable to get full funding from other sources.

The available support is limited so applicants are expected to make every effort to seek funding from other organisations. The maximum that will be provided is €1,200 (equivalent to approximately £1,030 or US$1,700 June 2009 rates).

Restrictions

• This funding is not open to general abstract presenters.
• Only one funding application will be consider per session and per person.
• Retrospective applications after focused symposia proposal submissions will not be considered.

Timing of applications

The application deadline will vary according to what kind of session the applicant is participating in.

• Focused symposia: applications for assistance to participate in a focused symposium must be made at the time of the focused symposium submission – the deadline is 31st October 2009. Applicants will be notified whether they have been successful or not by 31st January 2010.
• Discussion panels/debates: applications must be made at the time of invitation to join a panel or debate.

Application criteria and assessment process

To be eligible for consideration, applicants must:

• be currently subscribing members in good standing with a member organisation belonging to WCPT;
• have the appropriate experience and expertise to contribute to the session;
• and reside in a low resource country[1].

Applicants must show evidence that they have sought funding from other sources (eg, employer, national health ministries, international travel funds and scholarships) and that their employer is unable to provide full funding, but has given their full support to their involvement in the WCPT Congress.

Applicants must complete the application form in full and provide:

A. Justification for their personal contribution to the congress session (maximum 250 words, minimum font size 10)under the following headings:

• Expertise and experience brought to the session
• Benefits that contributing to the session and attending the WCPT Congress will bring to their personal and professional development (eg, international exchange, collaboration)
• Why their participation in the WCPT Congress is important
• How they will use the congress experience after the event

The information provided under each heading will be scored out of 3 points, making a maximum of 12 points available.

B. If the individual is presenting at a focused symposium, a letter of confirmation from the symposium convenor outlining their contribution.  If the individual is the convenor, then a statement outlining why they are best placed to lead the symposium.

C. If the individual has been invited to join a discussion panel or debate then they need only comply with A above.

Applications are likely to compete with others, because funding is limited.

Applications will be reviewed by the ISC.  Only once a focused symposium submission has passed the review stage will the funding application be considered.  Acceptance of a symposium submission does not guarantee funding. Applicants are still expected to seek alternative/additional funding sources beyond the closing date of this funding.

What the funding can be used to pay for

Funding may be used towards the cost of:

• Congress registration fee
• International economy travel (the period of travel must include the congress dates)
• Insurance (adequate travel, accident and health insurance must be obtained prior to departure)
• Local travel in Amsterdam for airport transfers to accommodation and congress venue
• Accommodation at a low budget hotel for up to 3 nights
• Daily subsistence up to €40 per day
• Other costs relevant to the presentation

Attendance at social events will not be covered

Visa requirements are the responsibility of the speaker.

Conditions

Successful applicants for congress participation assistance will be expected to liaise with the WCPT Secretariat to ensure the most cost-effective ways of managing congress registration and travel arrangements.  For example, registration will be handled by the Secretariat.  Any invoice submitted will comply with the requirements of the WCPT Secretariat (successful applicants will be provided with details of these).  No bookings should be made without first obtaining agreement from the WCPT Secretariat. Successful applicants will normally be expected to take advantage of group travel and block hotel booking schemes arranged by the congress organisers.

Because it is unlikely that the fund will be able to meet full costs, the applicant will have to demonstrate that the outstanding costs can be met by other means, ensuring their congress participation.

If the congress is cancelled for any reason, the full amount (less essential expenses) must be repaid to WCPT.