Call for applications for ITC Conference grants

Second Call for Grant Period 2 (01/11/2022-31/10/2023)

Application periods

Application period: May 18, 2023 – September 20, 2023, 23:55

Grant Activities period: June 20, 2023 – October 15, 2023, 23:55

Rules and Guidelines for ITC Conference Grants

Eligibility criteria:

Albania, Armenia, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Georgia, Greece, Hungary, Latvia, Lithuania, Malta, Moldova, Montenegro, North Macedonia, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Turkey, Ukraine, French Guiana, Guadeloupe, Martinique, Mayotte, Reunion Island and Saint Martin (France), Azores and Madeira (Portugal), and the Canary Islands (Spain). Currently, see Annex I:

  • You have a paper or poster accepted for presentation at an international conference.
  • The conference takes place in a country different from your country of residence and different from the country of your primary affiliation.
  • The topic of your paper or poster and the conference theme are relevant to VOICES.
  • Conferences in Europe are preferred, but conferences outside of Europe may be considered as well.

Expenses covered:

  • travel expenses from home to conference location and back (bus, coach, train 2nd class, plane economy);
  • visa fees for conference country;
  • conference fee up to 500 EUR;
  • Accommodation and subsistence 120 EUR per night including breakfast and 20 EUR per lunch and dinner during conference days, if not included in the conference fee, and at most two additional travel days with only one meal on travel days.


The entire conference trip must fit into the grant activities period and all administration must be completed in said grant activities period!

Application Procedure

  1. Fill in the ITC grants application form in the e-cost system ( on page Consult the Grant awarding User Guide  as needed.
  1. Save your application, but do not yet submit.
  2. Send the following documentation in one pdf file to the VOICES Grant Awarding Committee ([email protected]):
    • complete print or screenshot of your e-cost application;
    • title of your paper or poster;
    • proof of acceptance of your paper or poster (as provided to the e-cost system);
    • break-down of your (expected) travel expenses;
    • prints or screenshots of travel booking websites substantiating each expense;
    • prints or screenshots of the conference website confirming the effective participation fee;
    • list of lunches and dinners included in the conference fee;
    • your short CV, including data of your birth (as provided to the e-cost system);
    • brief description of your involvement in the Voices COST Action (as provided to the e-cost system);
  • The VOICES   Grant Awarding Committee verifies your application. If your application is complete and formally meets all COST requirements, you will be invited to submit your application in the e-cost system.

Mandatory Acknowledgements:

  • Conference grant holders must properly acknowledge their financial support in their published paper/poster as well as on the respective presentation slides.

After the conference:

  • At most 30 calendar days after the last conference day attended, but no later than one week before the end of the grant period, conference grant holders must upload a scientific report (2 pages) to the e-cost system.
  • This report must be aligned with the template provided in the e-cost system.
  • This e-cost report together with the paper, presentation slides and/or poster must be sent to the VOICES Grant Awarding Committee.

Failure to produce the above documentation in time may result in cancellation of your conference grant!

Always get in touch with the VOICES Grant Awarding Committee ([email protected]) as early as possible. GAC is there to help you with your application throughout the process.