TT4D: Maximizing Your Event's Impact with Army Conference Support
by Jeff Decker, PhD and Nilay Papila, PhD Technology Transfer for Defense, Stanford University
Researchers at academic institutions know the federal government offers various funding options to support research. However, very few are familiar with federal government funding to support events like conferences, symposia, and workshops. If you are interested in hosting an event related to your research, there might be an opportunity to have the federal government support it!
Organizing events can be a powerful way to bring together experts in a specific field, foster collaboration, and advance scientific and educational research. The financial benefit of gaining funding to conduct an event is obvious. Gaining event funding support is also useful for socializing your research with a wider group of federal government entities and researchers. After all, if an organization supports an event, they will also send their people to attend it.
There are several government organizations that support events. Finding event funding opportunities can be difficult. Finding and aligning your research interests to them can be downright challenging. This blog post focuses specifically on the Army’s Conference and Symposia Grant Award program which can be found on p.11 of currently open Broad Agency Announcement (BAA) (W911NF-23-S-0001-0003). The steps outlined below will walk you through the process Stanford’s Technology Transition for Defense successfully used to apply and get awarded event funding.
Step 1: Identify Relevant Army Research Topics
The first step in securing Army support for your event is to ensure the purpose of the event aligns with the Army’s research interests. The Army Research Laboratory (ARL) lists dozens of topics in its BAA.
Visit the ARL BAA Website: Start by visiting the ARL BAA topics website here.
Review Topics: Browse through the topics listed to find one that closely matches the theme of your event.
Note the TPOC: A Technical Point of Contact (TPOC) is provided for each topic. This person will be crucial to helping you shape your event to align with an Army topic and in guiding you through the application process.
Step 2: Engage with the TPOC
Engaging with the TPOC early in the process is invaluable. They can help you understand the Army’s expectations and budget constraints.
Initiate Contact: Reach out to the TPOC associated with your chosen topic.
Discuss Your Proposal: Share your event idea and get feedback on how well it aligns with Army research goals and/or how the event can be better organized to meet Army goals.
Budget Guidance: Discuss appropriate budget levels to ensure your proposal is realistic and in line with Army funding practices.
Step 3: Prepare a Comprehensive Proposal
A strong proposal is key to securing support. Your proposal should clearly outline the objectives, Army relevance, and the logistics of your event.
Project Description:
Summary: Write a concise one page or less summary indicating the objectives of the event;
Topics Covered: Detail the specific topics that will be addressed (and correspond to the ARL BAA topics listed on the website).
Event Details: Provide the location, dates, and why the conference is considered appropriate at the date and time specified.
Army Relevance: Explain how the event ties into Army research interests and contributes to broader scientific and educational goals. Provide context for how the event will relate to the Army’s research interests and topics and how it will contribute to the enhancement and improvement of scientific, engineering, and/or educational activities as outlined in the BAA and on the ARL website. You may include a statement such as: "The objectives of [specific technologies or methodologies] have strategic relevance to the scientific and technological interests of the U.S. Army, in such a way that they support [specific Army topics/missions/goals]." The statement makes clear the event’s direct impact to Army research and how it aligns with long-term strategic objectives.
Key Personnel: Include biographical information on the event organizers.
Participant List: Offer a preliminary list of participants and describe your invitation strategy. The preliminary list should include people from the Army that are working on the topic of interest. It would be helpful if you engaged them and had their feedback in forming the event before submitting your proposal. Gaining internal traction at the outset ensures alignment and indicates that it is a joint Army-your institution event.
Cost Proposal:
Detailed Budget: Break down the total costs by major categories (e.g., venue, materials, travel.) Please note that the budget should not include travel for government participants.
Income Sources: Identify any other sources of income, ensuring that no profit is made from the event.
Fund Usage: Clarify how the requested funds will be allocated.
Signed Budget: Include a formal, signed budget document.
Step 4: Submit Your Proposal Early
Timing is critical when applying for Army event support.
Six-Month Lead Time: Submit your proposal at least six months before your event’s planned date.
Submission Process: Follow the submission guidelines provided by the TPOC and/or detailed in the BAA.
Step 5: Follow Up and Navigate the Approval Process
After submission, maintain engagement with your TPOC and Army partners to ensure the proposal moves through the necessary channels.
Monitor Communications: Keep an eye on any updates from the Office of Research Administration (ORA) or the Army.
Respond Promptly: Be ready to provide additional information or clarifications if requested.
Coordinate with the TPOC: Stay in touch with your TPOC to keep the process on track.
Step 6: Execute the Event with Army Support
Once your proposal is approved, it’s time to bring your event to life.
Adhere to Guidelines: Follow the approved plan and budget closely.
Comply with Regulations: Ensure all activities comply with Army regulations, particularly regarding the use of funds.
Conclusion
Identifying event support opportunities from the Defense Department is difficult. The current Army BAA is an excellent opportunity for researchers conducting Army-relevant research. Securing Army support for your event can significantly increase the impact of your research and create new research funding opportunities. By following these steps—aligning your event with Army research interests, engaging with the right contacts, and preparing a thorough proposal—you can increase your chances of receiving the event funding and support. Start early, stay organized, and make your event a success with the backing of the U.S. Army.
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Technology Transfer for Defense (TT4D) at Stanford University specializes in matching Defense Department funding with academic research projects. In the past six years, TT4D has worked with numerous faculty members at more than a dozen universities to help them win Defense Department grants and with the Office of Naval Research, totaling more than $13 million, to support research funding and transition academic technologies from lab to defense capabilities. TT4D is based at Stanford University and is run by Jeffrey Decker, PhD, program director, Precourt Institute for Energy, Fu-Kuo Chang, professor of Aeronautics and Astronautics, and Nilay Papila, PhD, senior program manager, Precourt Institute for Energy. To contact the TT4D team, visit techtransferfordefense.stanford.edu.
To read previous TT4D posts, see: