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SAFE ICU COST Action – Conference Grants

Background and Objectives

Presentations at Conferences organised by third parties are key instruments within COST Actions to promote dissemination, networking, and visibility at the international level. These grants support Action Participants in presenting either their own research or the work of the Action at high-level scientific conferences that are fully organised by third parties, i.e. not organised nor co-organised by the COST Action.

COST grants typologies and their use are described in the COST Annotated Rules (Annex 2 – Networking activities organized through a grant awarding process” it is also suggested to read  the Grant Awarding User  Guide to understand the submission and evaluation process as well as the requested documentation. 

These grants contribute to strengthening the scientific impact of the Action, fostering new collaborations, and enhancing the visibility of both the Action and its participants within the global research community.

Three types of Conference Grants are available under this scheme:

  • ITC Conference Grant
  • Dissemination Conference Grant
  • Young Researcher and Innovator (YRI) Conference Grant

ITC conference grant: The ITC Conference Grant provides financial support to an Action Participant affiliated with a legal entity located in an Inclusiveness Target Country (ITC) or Near Neighbour Country (NNC) to deliver an oral presentation of their own work within the scope of the Action at a high-level international conference organised by a third party.

This grant aligns with the COST Excellence and Inclusiveness Policy by fostering participation from researchers based in ITCs and NNCs, supporting their integration into the international research community, and enhancing their scientific visibility.

The ITC Conference Grant aims to support the dissemination of research conducted within the scope of the Action, strengthen the participation of researchers from ITCs and NNCs in international conferences, promote knowledge exchange and scientific networking, and contribute to increasing the visibility and impact of the COST Action.

Through this grant, the selected participant will receive financial support for attending a high-level international conference and delivering an oral presentation of their own work. In addition, the grant provides an opportunity to increase visibility within the international scientific community and to establish new collaborations and professional networks.

Dissemination conference grant: The Dissemination Conference Grant supports an Action Participant in delivering an oral presentation focused on the COST Action, its objectives, activities, and results at a high-level international conference organised by a third party.

This instrument is specifically designed to maximise the outreach and visibility of the Action and to ensure that its results reach relevant stakeholders, including researchers, clinicians, policymakers, and other end-users.

The Dissemination Conference Grant aims to increase awareness and visibility of the COST Action at the international level, disseminate key outputs, activities, and results, engage with stakeholders, attract new participants to the network, and promote the uptake and impact of the Action’s outcomes.

The selected participant will receive financial support for attending and presenting at a high-level conference, with the opportunity to represent and promote the COST Action. This also enables the establishment of new collaborations, engagement with relevant stakeholders, and enhanced visibility for both the presenter and the Action.

Young researcher and innovator (YRI) conference grant: The Young Researcher and Innovator (YRI) Conference Grant provides financial support to a Young Researcher and Innovator (YRI) to present their own work, either as an oral or poster presentation, within the scope of the Action at a high-level international conference organised by a third party.

This grant supports early-career researchers by enhancing their participation in international scientific events and facilitating their integration into the research community.

The YRI Conference Grant aims to support early-career researchers in disseminating their work, enhance capacity building and professional development, promote networking and international collaboration, and contribute to increasing the visibility of the COST Action.

Through this grant, the selected participant will receive financial support to attend a high-level conference and present their research. It also provides valuable experience in international scientific dissemination and supports the development of professional networks and future collaborations.

For this second Call for Grants, a total budget of €15,000 will be allocated to support Conference Grants. Specifically, funding will be awarded across ITC Conference Grants and Young Researcher and Innovator (YRI) Conference Grants and Dissemination conference Grants, without a predefined allocation between these categories.

These grants aim to strengthen the visibility and impact of the SAFE-ICU (CA24107) Action, support dissemination of its objectives and results, and foster networking and capacity building among researchers and innovators, in alignment with the COST Excellence and Inclusiveness Policy.

Budget

Total allocated budget: up to 15000€

Maximum grant per ITC Conference Grants: 1600€

Maximum grant per Dissemination Conference Grants: 1600€

Maximum grant per YRI Conference Grants: 1600€

Key Dates

Call opening: 25th May 2026

Application deadline: 15th June

Notification of results: June – July 2026

Eligible period for implementation: July – September 2026

Eligibility Criteria

Applicants must:

  • Be registered members of the COST Action and have an active e-COST profile;
  • Be affiliated with an institution located in a COST Full or Cooperating Member country or an approved Near Neighbour Country;
  • Demonstrate that the proposed presentation is directly related to the objectives and scope of the COST Action;
  • Comply with COST rules regarding acknowledgement of funding.

Additional requirements per grant type:

ITC Conference Grant:

  • Applicant must be affiliated with an institution located in an ITC or NNC;
  • Only oral presentations are eligible (poster presentations are not eligible).

Dissemination Conference Grant:

  • The presentation must focus on the COST Action (objectives, activities, results);
  • Applicant must demonstrate ability to represent the Action at international level.

YRI Conference Grant:

  • Applicant must qualify as a Young Researcher and Innovator (PhD student or postdoctoral researcher under 40 years old);
  • Oral and poster presentations are eligible.

For all grants:

  • The conference must be a high-level international scientific event organised by a third party;
  • The applicant must have received official acceptance of the presentation prior to applying;
  • The conference must take place within the Grant Period defined in the Call.

All applicants must demonstrate that the proposed activity contributes directly to the scientific goals of SAFE-ICU, as outlined in the Memorandum of Understanding (MoU).

Grantees must comply with COST rules regarding acknowledgement of funding in all outputs and assume responsibility for personal arrangements (insurance, health, legal).

Application Procedure

All applicants are encouraged to consult the relevant sections of the Grant Awarding User Guide (https://www.cost.eu/uploads/2025/01/COST-Grant-Awarding-user-guide.pdf) before starting their application. The guide provides clear explanations of the rules and requirements and will help ensure that your submission is complete and compliant.

Applications must be submitted exclusively via the e-COST platform: https://e-services.cost.eu.

Applicants must ensure that their e-COST profile is complete and up to date, including bank details, before submission.

Required Documents

The following documents must be uploaded in e-COST when applying for a Conference Grant:

  1. Completed application form describing relevance of the conference topic to the Action and Motivation describing the potential for impact on the applicant’s career. 
  1. Copy of the abstract of the accepted oral presentation
  2. Acceptance (or invitation) letter from the conference organisers

 Important Notes

  • Incomplete applications will not be considered.
  • The SAFE-ICU Grant Awarding Committee may request additional information or clarification during the evaluation process.
  • All documents must be submitted in

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Evaluation and Selection

Applications will be evaluated according to the COST Excellence and Inclusiveness Policy and the objectives of the SAFE-ICU (CA24107) Action. The following criteria will be applied:

Core Evaluation Criteria

  • Alignment with SAFE-ICU objectives: The proposed activity must clearly contribute to the Action’s goals, such as standardisation of patient safety outcome measures in ICUs (pressure ulcers, healthcare-associated infections, delirium), capacity building, and knowledge exchange.
  • Scientific excellence and feasibility: The presentation should demonstrate clear scientific objectives, robust methodology, and achievable outcomes within the proposed timeframe.
  • Inclusiveness: Applications will be assessed for:
    • Geographical diversity (participation from different COST countries),
    • Gender balance, and
    • Representation of Inclusiveness Target Countries (ITC). At least 50% of grants will be allocated to applicants from ITC whenever possible.
  • Career stage and impact: Priority will be given to Young Researchers and Innovators (YRI) (PhD candidates and postdoctoral researchers under 40 years old). The application should demonstrate how the activity will enhance the applicant’s professional development.

Additional Considerations

Preference will be given to applicants who:

  • Have not previously received a grant under this scheme,
  • Propose collaborations that expand the network (e.g., new host institutions),
  • Ensure fair distribution of opportunities across the Action.

Ranking and Scoring

Applications will be ranked based on the following weighted criteria:

  1. Relevance of research to SAFE-ICU objectives (0–5 points),
  2. Quality and feasibility of the presentation (0–5 points).

Total score = sum of points (maximum 10).

The Grant Awarding Coordinator will pre-screen applications and propose a ranked list to the Selection Committee (SAFE-ICU Core Group). To avoid conflicts of interest, committee members will not evaluate applications involving their own institution or host site.

Financial Provisions

The grant conference is a contribution towards travel, accommodation, and subsistence expenses. It does not necessarily cover all costs related. The grant is not a salary and cannot be used for indirect costs.

The limit per each Grant is EUR 1600. For this call, the Management Committee of COST Action CA24107 has allocated a total budget of up to EUR 15000.

Acceptance of Conference Grants

The selected applicants will be contacted by e-mail within May – June 2026 and they need to accept the Grant within 7 days. In case of not acceptance within this time, the following applicant in the list will be awarded, until use of allocated funding. In case there is a number of successful applicants lower than allocated Grants, remaining funding will be used for a following call.

Reporting Requirements

The grantee must submit the Scientific Report in e-COST within 15 days after the end of the conference. The grant will be paid only after the conference has taken place and the report has been approved by the Grant Holder Manager, with the support of the Grant Awarding Coordinator.

The report to the Action MC must describe the outcome of the oral presentation, including its impact on the grantee’s visibility, the dissemination of SAFE-ICU (CA24107), and any new contacts established for future collaborations.

The following supporting documents must also be uploaded in e-COST:

  • Certificate of attendance issued by the conference organisers.
  • Conference programme or book of abstracts/proceedings clearly indicating the grantee’s oral presentation.

Failure to submit the report and supporting documents within 30 days after the conference will result in cancellation of the Grant.

Final Conditions for Participant Grants

Participant grants are non‑commercial and therefore not subject to VAT deductions, and any taxes applicable to the grant remain the responsibility of the recipient in accordance with national regulations. Provisions on force majeure also apply to grants awarded through the Grant Awarding Process, and participants may consult the dedicated user guide for guidance on claiming expenses in such cases.

Contact Information and Useful Links

Grant Awarding Coordinator:

Pedro Arévalo Buitrago; Email: [email protected]

Useful links: