Chair Resource Center
 
Frequently Asked Questions:

Finances
What is the Conference Budget?
The Conference Budget (formerly "Chair's Fund") is GRC's term for all the money available to you to run your meeting. This may include the GRC contribution, Federal Grants and private/industrial contributions.
What will the GRC contribution to the Conference Budget be?
GRC's Board of Trustees will decide the amount of the next year's Conference Budget at their spring meeting and you will be notified soon thereafter. Keep in mind that your Conference may receive a pro-rated portion of that GRC contribution if (a) the meeting had below 100 registered conferees the last time it met or (b) if your Conference is new and meeting for the first or second time. Contact Holly Tobin (htobin@grc.org) for further information.
How is the pro-rated amount calculated?
For those meetings with less than 100 in attendance, the pro-rated amount is based upon the number of registered conferees at the previous meeting. For example, if there were 85 conferees at the last meeting, your Conference Budget would be credited with 85% of the full GRC Contribution amount e.g., .85 x $23,500 (2006 GRC contribution) = $19,975.
How do I know if there are any carry-over funds?
Please contact Holly Tobin (htobin@grc.org) or your Grants Coordinator to verify carry-over funds.
How can I spend my Conference Budget?
The Conference Budget can be used to support (fully or in part) the Conference fees and/or travel expenses of the conferees. If the Conference Budget includes any Discretionary funds, these funds can also be used for the reimbursement of social function expenses, up to the maximum allowed.
What are Discretionary funds?
This is money that has been designated as Discretionary or "for Chair's use" by the company/organization/individual at the time the contribution is made and allows the most flexibility for use. These funds can be used to support the Conference fee and/or travel expenses of the conferees (no guest fees), but more importantly, Discretionary Funds are the only funds that may be spent on "social functions".
Is there a limit to how much of the Discretionary Funds I can spend for social functions?
Yes. Per GRC policy, the maximum amount of Discretionary Funds that can be spent during the Conference week for social functions is $46 per registered person (assuming you have a sufficient amount of Discretionary Funds). For example, if you have $5000 in Discretionary Funds and there are 100 registered conferees, you may spend up to a maximum of $4600 ($46 x 100) of the $5000 on social functions.
Do I have to pay "up-front" for snacks and beverages?
Yes. You must purchase and pay for any snacks and beverages you wish to provide for poster sessions, receptions, etc. This includes any arrangements you may make with the host site. You must submit receipts for these purchases to the GRC Site Manager before the end of the Conference. A reimbursement will be processed after the conference based upon receipts submitted and the availability of Discretionary Funds.
What instructions should I give to a company or organization that wants to make a contribution?
All contributions must be made payable to GRC and sent to our office for processing. More information is available online in the Grants & Contributions section of our web site. Please contact GRC if you need instructions for the electronic transfer of funds.
How can I acknowledge a contribution from a private or industrial source?
GRC encourages you to list contributors on your program page on the GRC web site. This information (if it's on the program page) will also be included in the printed program. You can create a slide listing all contributors and verbally thank them in your opening remarks. In addition, GRC is a 501 (c) (3) non-profit organization and each contribution is acknowledged with a letter from GRC's Director. Please note: Do not use the words "sponsor" or "donor" when soliciting and/or acknowledging financial support - please use the term "contributor" instead.
Can a company who makes a contribution display their product at the Conference?
No, GRC does not allow displays or product promotion of any kind at our Conferences.
Are there any restrictions for soliciting contributions?
Yes. You may not solicit or accept a contribution from tobacco or tobacco related industries.
Does GRC have any funding programs for underrepresented groups?
Yes, GRC has two (2) fellowship programs. The Carl Storm Underrepresented Minority Fellowship and the Carl Storm International Diversity Fellowships were established by GRC's Board of Trustees to support Director Emeritus Carl Storm's commitment to increasing diversity at our Conferences.
What is the Carl Storm Underrepresented Minority Fellowship program?
Carl Storm Underrepresented Minority Fellowship awards of $600 are available for eligible graduate students, post docs, faculty and research scientists who are U.S. citizens or permanent residents (green card), affiliated with a U.S. institution and are attending a GRC for the first time. Complete information and a fellowship application are available online. The conferee must apply for this fellowship.
What is the Carl Storm International Diversity Fellowship program?
The Conference Chair must nominate a candidate for a Carl Storm International Diversity Fellowship. Nominees must be graduate students or post docs who are of non-US nationality and are currently based outside the U.S.. Nominees must be of a demographic that is considered underrepresented in the scientific field of your Conference community. There are a limited number of these fellowships available and they will be awarded on a first-come, first-first served basis. Previous recipients are not eligible and the fellowships are limited to one (1) per conference. Nomination forms will be sent to Session I Chairs in October, 2006 and Session II Chairs in March, 2007.
What is the Eastern European/Former Soviet Union (EEF/FSU) fund?
There are limited funds available to assist research-active scientists from Eastern Europe and the Former Soviet Union who are currently working in their native country to attend GRCs. The Conference Chair must submit a request for EEF/FSU support to Holly Tobin (htobin@grc.org).
What is the Primarily Undergraduate Institution (PUI) fund?
There are limited funds available to assist research scientists from qualifying PUIs (NSF definition) to attend GRCs. PUI support is limited to two (2) scientists per conference and previous recipients are not eligible. The Conference Chair must submit a request for PUI support to Holly Tobin (htobin@grc.org).